Service 01
Referral intake and routing
The problem
A new enquiry lands in your inbox. Somebody reads it, retypes the name, phone, email, and presenting concern into the referral sheet, decides whose turn it is, and forwards the email on. Ten minutes each, several times a week, and it only happens when someone is at a desk.
What it does
The moment a website enquiry arrives, its details are written into your referral sheet in the right month tab, the next therapist is chosen by your rotation rules, and the original email is forwarded to them. If the client asked for someone by name, that person gets it instead. Under a minute, day or night.
Already built and runningService 02
Inbox triage and a morning digest
The problem
The practice inbox mixes clients, referrals, listserv chatter, billing, and marketing into one stream. Sorting it is a daily tax, and the message that actually mattered is the one that gets buried.
What it does: every message is filed the moment it lands into client, referral, community, billing, or noise. Noise is set aside rather than deleted, and one short summary arrives each morning listing what was filed, with a link to rescue anything. Nothing is ever thrown away.
Available nowService 03
Referral watch on the listserv
The problem
Referrals get posted to community listservs all day. Whoever answers first usually gets the client. Reading that traffic is a job in itself, and a reply sent the next morning arrives behind ten other therapists.
What it does
Every listserv message is read the minute it arrives and checked against the kind of work you want. When one matches, your phone gets an alert and the reply is already written, in your words, waiting to send. The rest of the traffic is summarised once a day so you stay current without reading any of it.
Available nowService 04
Replies drafted in your voice
The problem
Most client email is the same eight questions: are you taking new clients, what do you charge, where do I park, can we move Thursday. Typing them out personally is hours a week that look like care but read like admin.
What it does
Incoming client messages arrive with a reply already drafted in your phrasing, sitting in your drafts folder. You read it, change what you want, and send. Nothing is ever sent to a client automatically - a person always presses send.
Available nowService 05
Superbills and insurance paperwork
The problem
Out-of-network clients need a superbill each month and usually need talking through how to file it. Letters for benefits and gap exceptions get written from scratch every time, and the practice absorbs the admin.
What it does
Superbills go out on schedule with a plain-English guide matched to that client's insurer, so they can file in about five minutes. Benefit letters and gap-exception requests are generated from your own records, ready for signature. The hand-holding stops.
Available nowService 06
Records migration between systems
The problem
Changing practice-management systems means years of client records, notes, and billing history sitting in a format the new system will not take. It is the reason most practices stay on software they have outgrown.
What it does
Everything the old system will release is exported, converted to the shape the new one expects, and checked row by row before anything is imported. You get a report showing counts matched and anything that needs a human decision. The records never leave your own machine.
One-time projectService 07
Payment fee rescue
The problem
Card processing quietly takes around three percent of everything a practice collects. On a full caseload that is thousands of dollars a year leaving the business for nothing in return.
What it does
Clients get a reason to pay by bank transfer instead: a small per-session discount, set up as dual pricing, which is legal in Georgia and reads far better to clients than a surcharge. Comes with the policy wording, a one-page handout, and the announcement email. Every client who switches keeps roughly three percent in the practice.
Setup plus policy