Operational Clarifications

Am I locked into a long-term contract?

Absolutely not. We operate on a month-to-month retainer model. If you ever feel we aren't generating a positive ROI in retained sessions and saved time, you can cancel at any time.

What happens if a patient reaches out in crisis?

We are trained in clinical triage. If an inquiry or message contains severe distress, self-harm keywords, or crisis indicators, we bypass standard routing and immediately trigger a strict escalation protocol to alert you directly.

How do you handle my practice's existing phone number?

We utilize VoIP systems like OpenPhone. You simply forward your main practice number to our secure, US-localized operational line during business hours. We act as your invisible front desk.

Security & Compliance

How do you protect patient data?

We never cache or export Protected Health Information (PHI). We log into your existing EHR (SimplePractice, TherapyNotes, Jane App) via encrypted VPNs under restricted front-desk/scheduler roles.

Do you provide a BAA?

Yes. A fully executed Business Associate Agreement (BAA) is provided prior to us accessing any of your systems. This guarantees we adhere to strict federal HIPAA compliance standards.

This document is sent directly to your email alongside the setup deposit during the onboarding phase.

How To Conduct a Practice Revenue Audit

If you are a solo practitioner, you might be losing up to 30% of your potential revenue simply due to administrative friction. Here is a simple framework to audit your own pipeline to see if you are leaving money on the table.

1. Track Your Inquiry Response Time

Prospective therapy clients often reach out to 3-4 clinicians at once when they decide to seek help. The clinician who responds within 2 hours captures the booking over 80% of the time. If you are waiting until the evening to return emails, you are likely losing leads to group practices with dedicated receptionists.

2. Calculate Empty Slot Cost

If your session rate is $150 and you suffer 4 unrecovered cancellations a month, you are losing $600/month—or $7,200 annually. An active waitlist management loop (reaching out to waitlisted clients immediately when a slot drops) can recover 50% of these gaps effortlessly.

3. Analyze Intake Drop-Offs

Many patients book a slot but never complete the lengthy clinical intake paperwork, leading to a Day-1 cancellation. You must implement a 24-hour and 48-hour follow-up check to guide anxious patients through the paperwork.