For therapy, counseling & psychiatry practices
The patient who finally worked up the courage to call should not land in voicemail.
First calls to a therapy or psychiatry practice are hard to make and easy to lose. They come after hours, between sessions, or in a moment of resolve that fades fast, and when your front desk is with a client the call rings out and the person books with whoever picked up. We put a HIPAA-aware system on your line that answers every intake call, captures what they need in plain, minimal terms, and books the appointment or routes them to your team. It never gives clinical advice, and anything that sounds urgent goes straight to a human, your on-call protocol, or 988.
- Answers intake calls after hours and between sessions
- HIPAA-aware builds on BAA-backed vendors
- Crisis language routes to your staff or 988
- Reminders, reschedules, and waitlist backfill
Where it leaks
The gaps that quietly cost you bookings.
The first call is the hardest one to lose
Reaching out for therapy can take weeks of nerve, and that resolve is fragile. When a first-time caller hits voicemail, many do not call back and do not leave a message. They either book with the next practice or put it off again. It is the highest-stakes call your practice gets, and the easiest to miss while you are in session.
After-hours and between-session calls go unanswered
Most people call when they finally have a private moment: a lunch break, a late evening, the drive home. If the office is closed or the desk is mid-session, the call rings out. The motivated ones keep dialing until someone answers, and that someone is often a competing practice.
Insurance and ‘are you taking new patients’ stall the booking
Before they commit, callers want to know whether you take their plan and whether you have openings. When that answer waits on a callback that never comes, the booking drifts. A clear, approved answer in the moment is often the difference between a booked intake and an empty slot.
No-shows leave gaps you cannot backfill by hand
A late cancellation is an hour of clinical time that is hard to re-fill in time. Reminders depend on a busy team sending them, and the waitlist patients who would happily take the slot never hear that it opened up.
What we build
Your growth system, built to fit.
Done-for-you automation tuned to how your practice actually runs. It lives on tools you own, so you always have the keys.
HIPAA-aware AI intake receptionist
Answers every call in your practice’s voice, after hours and between sessions. It captures the reason for the call in plain, minimal terms, works only from a script you approve, and never diagnoses or gives clinical advice.
- intake calls
- HIPAA-aware
After-hours intake capture
When the office is closed it still answers, takes the request, and books the appointment or schedules a callback, so the person who reached out at 10pm is not lost by morning.
- after-hours
- capture
Crisis language routes to a human
If a caller’s words suggest urgency or risk, the system does not try to counsel them. It escalates immediately to your on-call staff, your crisis protocol, or 988, exactly the way you tell it to.
- crisis routing
- escalation
Insurance and appointment intake
Answers ‘do you take my plan’ and ’are you accepting new patients’ from your approved script, captures the intake basics, and books the appointment or the consult.
- insurance
- booking
Reminders and reschedules
Confirms upcoming appointments to cut no-shows and makes rescheduling a text away instead of a round of phone tag.
- reminders
- no-shows
Waitlist backfill
When a slot opens from a cancellation, it offers the time to your waitlist so clinical hours do not sit empty.
- waitlist
- gap-fill
How it runs
One automation, wired into your tools.
We build the automation flow and connect it to the phone, CRM, calendar, and email you already use. Every message it sends is yours to approve, and the whole system lives in your accounts. If we part ways, you keep it.
The diagram is a schematic of the workflow we build for you. It is drawn for your business, not a stock template or a screenshot of someone else’s system.
Inbound intake call rings out, or an after-hours request lands
Trigger
Answer & greet
Picks up in your practice’s voice, no voicemail
Listen for urgency first
If anything signals crisis or risk, it routes to a human or 988 before anything else
Capture the request
Notes the reason in plain, minimal terms: new patient, follow-up, reschedule
Answer from approved script
Insurance and new-patient questions only; no diagnosis, no clinical or medication advice
Book or route
Offers an intake slot, sends a booking link, or schedules a staff callback
Hand off to staff
Clinical questions and anything out of scope go to a person
Intake booked or routed to your team, logged with a minimal data footprint. No clinical advice given
Run your own numbers
If your practice misses __ intake calls a week, and a new patient is worth $__ across an episode of care, here’s what’s slipping away. Run it with your own numbers.
Intake calls missed per week
example: 7
Value of a new patient (intake + episode of care)
example: $1,500
Share of those calls a 24/7 line could have caught
example: half
Treat these figures as a sketch of the math, not a promise we’re making; the results aren’t ours to claim. Drop in your own missed-intake count and what an episode of care is really worth to your practice. That’s the number worth running before you decide anything.
The stack
The build, tuned to Behavioral Health.
Most practices start with these. Each piece runs on tools you own, and the free audit says which to do first.
ClinicFront AI Receptionist
An AI receptionist on your number that answers after-hours and overflow calls, handles the routine questions from a script you approve, and books the patient or hands the call to your team.
AI Booking & Reminders
Two-way text and voice scheduling that books from your live calendar, then sends the reminders that keep patients from forgetting the visit.
Automated Digital Intake & Forms
Pre-visit forms, e-sign, and insurance capture that flow into your system, so the front desk types less and the visit starts on time.
Automated Reactivation & Recall
Brings back patients who are overdue for cleanings, annual exams, and follow-ups with recall campaigns that run on their own.
What it costs
Priced against what you’re losing, scoped by your audit.
Recovery
$599/mo
after-hours missed-call coverage
Growth
$1,199/mo
24/7 answering + booking workflow
Pro
$1,999+/mo
multi-location & advanced follow-up
one-time setup from $4,000 · test agent in ~3 business days
- Built in accounts you own — no lock-in
- A human approves before anything goes live
- Monthly care, monitoring, and a real-numbers report
- No-PHI by default; BAA-backed when needed
FAQ
Fair questions.
Does it ever give therapy, diagnosis, or medication advice?
No. It handles scheduling, insurance, and intake from a script you approve, and routes anything clinical, like symptoms, diagnosis, medication, or treatment questions, to your staff. It does not counsel, diagnose, or stand in for a provider.
What happens if someone is in crisis?
It does not try to handle a crisis itself. If a caller’s words suggest urgency or risk, the system escalates immediately to your on-call staff, your crisis protocol, or 988, exactly the way you tell it to. The rules are yours, set before it goes live.
How do you handle patient privacy?
Every build is HIPAA-aware and runs on BAA-backed vendors, and by default it keeps a minimal data footprint, taking only what it needs to book the intake or route the caller. We’re happy to show your practice exactly what data gets touched and where it lives before you sign anything. HIPAA-aware means built on BAA-backed vendors; it doesn’t stand in for your own compliance review.
What does it cost, and how fast can we test it?
There’s no commitment to start. You begin with a free Growth Leak Audit on your own numbers, then listen to a test agent on a forwarded number inside about three business days, well before it reaches your main line. Setup begins around $4,000 and moves with your call volume and the booking and follow-up you want running. ClinicFront care plans run $599/mo for after-hours recovery, $1,199/mo for full answering and booking, and $1,999+/mo once reminders, waitlist backfill, and reporting are included. It only goes live after QA passes and you sign off.
More verticals
We build the same engine for other practices.
Free · no commitment · personal reply in ~2 days
See where your practice is leaking booked revenue.
Before you spend a dollar, find out which intake calls are slipping past your practice and what each one is worth.