Counselors & therapists (private practice)
HIPAA-grade setup
A calmer front door for new clients, a lighter admin load for you.
A private practice loses hours to inquiry emails, phone tag, waitlists and reminder texts, none of which is therapy. We add a website with a gentle first step, a scheduling and waitlist layer and an AI front desk alongside your own EHR and telehealth software, so clients reach you more easily and you spend more time on care.
What we set up
A simple first step for new clients
A new client requests a free consultation call, picks a window and sees which specialties and payment options you offer. The form asks for no symptoms, history or health details and states clearly that it is not a crisis line. Intake forms are handed off to your own system.
Schedules, waitlists and reminders
Clinician schedules, caseload limits and waitlists by specialty and availability sit on one board. Session reminders and your late-cancel policy go out automatically, and insurance, self-pay and sliding-scale options are shown the way you set them.
Practice operations kept with you
Superbills, notes and records stay in the practice's own EHR. We track referral sources, associate supervision hours (tracked by the owner), telehealth state limits and record-retention reminders as operational dates, never clinical content.
Where this business gets hard
Inquiry phone tag eats the day
New clients email, call and message several practices at once. A single consultation call request with a clear window and a waitlist option keeps replies short and lets you follow up in order.
The first message may carry something urgent
A new client can write about harm or danger without warning. The front desk and any AI assistant follow a written protocol: a brief caring reply that points to 988 or emergency services, with scheduling paused. It is a safeguard, not a substitute for care.
Waitlists and caseloads are hard to see
Specialty, availability and each clinician's caseload limit decide who can take whom. Showing waitlists by specialty and open slots helps you offer the right next step, or a referral.
Rules are different in every state
Telehealth across state lines, parental consent for minors, associate supervision and record retention all vary. The practice tracks dates and counts as operational reminders, and the owner stays responsible for the rules themselves.
Set up for the way you work
Not every counselors & therapists (private practice) business runs the same way. We adjust the setup to fit yours.
- Solo practitioner
- One calendar, a short waitlist and a lot of inquiry email. A consultation call request and automatic reminders carry the setup.
- Group practice
- Several clinicians with different specialties and insurance panels. Schedules, waitlists by specialty and referral routing drive the setup.
- Practice with associates
- Pre-licensed clinicians need supervision hours tracked by the owner, plus separate caseloads and schedules.
- Telehealth-forward practice
- Clients may sit in different states, and licensure limits apply. The practice sets which states each clinician serves, and the site states those limits clearly.
Busy seasons and slow ones
Many practices see more requests in early fall, after the new year and around other big life transitions, and some see summer slowdowns when clients travel. Seasonal swings are a pattern, not a rule. Slow stretches are a good time to update the waitlist, send availability notes to referral partners and review the late-cancel policy.
What your customers ask before they book
Your AI assistant and website are set up to answer these before anyone has to call.
- Can I request a free consultation call, and when?
- Do you take my insurance, or do you offer self-pay or a sliding scale?
- Do you offer telehealth, and is it available in my state?
- What is your late-cancel and no-show policy?
- Is there a waitlist, and how long is it?
- Do you see couples, families or teens? (Rules for minors vary by state.)
Common mistakes we help you avoid
- Collecting symptoms or history in a web form or chatbot instead of in the practice's own secure system.
- Letting a chatbot answer a clinical question or keep scheduling after someone mentions harm or danger.
- Sending client details through tools that will not sign a business associate agreement. The owner stays responsible for that choice.
- Letting telehealth, supervision or record-retention dates slip because nobody tracks them.
Handled with care
Mental health information is among the most sensitive a practice holds, and whether HIPAA applies depends on how your practice operates and bills. Either way, we limit access, log it, and confirm that every vendor that touches patient information, including hosting, texting and AI, will sign a business associate agreement where one is required. We add the website, booking and an AI front desk alongside your own EHR, telehealth and billing software, never in place of them. Rules on telehealth across state lines, parental consent for minors, supervision of associates and record retention vary, and the owner stays responsible for them. The AI never provides therapy, assessment, diagnosis, medication advice or clinical judgment, and if anyone mentions harming themselves or others or being in danger, it replies briefly and kindly, points to 988 (the US Suicide & Crisis Lifeline, call or text) or emergency services, and does not continue scheduling. We are not a compliance auditor and do not give legal or clinical advice.
See it working
Click through a sample counselors & therapists (private practice) website, then see the owner dashboard behind it.
How it works
- Step 1
Tell us about your business
A short call or the free AI check-up. No jargon.
- Step 2
We set it up
Your site, customer system and assistant, with your branding and your data.
- Step 3
You go live
We train you and your team, then keep everything running.
Under the hood
Pricing
HIPAA-grade work is not sold from a price list. The compliant hosting, texting and AI vendors cost more and every practice handles data differently, so we start with a conversation and quote after we understand your setup.
See where AI fits your business
Five minutes, free, and written in plain English.
Start the AI check-up