Done-for-you intake systems for group therapy practices
Stoplosingpatientstobrokenintake
We build done-for-you intake systems for group therapy practices. One digital form, one organized pipeline, one place to see every patient from inquiry to scheduled. No more spreadsheets, no more patients slipping through.
Your front desk is drowning. Your patients are slipping away.
You know the drill.
A new patient calls. Your admin takes their info on a sticky note, maybe enters it into a spreadsheet. They email a PDF intake form — which the patient never fills out. Someone calls to follow up. No answer. They try again. Still nothing.
By the time the patient finally shows up (if they show up), your clinician is scrambling to gather basic information in the first 10 minutes of the session.
Meanwhile, three other patients fell through the cracks entirely. They inquired last week. No one followed up. They went somewhere else.
This isn't a people problem. It's a systems problem.
Your admin team is doing their best with duct tape and spreadsheets. But manual intake doesn't scale. Every new clinician you add, every new location you open — the chaos multiplies.
What if intake just worked?
We build done-for-you intake systems for group therapy practices.
Not software you have to figure out. Not another tool to add to the pile. An actual system — built, customized, and maintained for your practice.
Patients can't fall through the cracks.
Every inquiry gets captured. Every lead gets followed up — automatically. No more sticky notes, no more 'I thought someone called them back.'
Intake forms get completed before the first session.
Patients fill out forms on their phone, on their time. Reminders go out if they don't. Your clinicians walk into session one with everything they need.
No-shows drop.
Automated confirmations and reminders. Patients who don't confirm get flagged. Your schedule stays full.
Your admin team gets their time back.
Less phone tag. Less data entry. Less chasing paperwork. More time for the work that actually matters.
We handle the build, the setup, the integrations, and the ongoing tweaks. You get a system that runs — without adding another thing to your plate.
This isn't theory. It's already working.
We recently deployed this system for a multi-location therapy practice in California.
Before
- Paper-based intake process — PDFs emailed back and forth
- Hours spent on manual data entry and follow-up calls
- Patients falling through the cracks between inquiry and first session
- High no-show rate eating into revenue
After
- Intake processing time cut from hours to minutes
- No-show rate reduced by 50%
- Admin team freed up to focus on patient experience, not paperwork
- Every patient tracked from first inquiry to first session — nothing slips
This isn't a one-off. It's a repeatable system we can deploy for your practice.
Three steps. No headaches.
Free Intake Audit
We review your current intake process — forms, follow-ups, scheduling, the works. You get a clear picture of where patients are falling through and what's fixable.
We Build Your System
We design and deploy a custom intake system for your practice. Forms, automations, reminders, tracking — all built around how you actually work. No cookie-cutter templates.
We Keep It Running
This isn't 'set it and forget it.' We monitor, adjust, and improve the system over time. When you add a clinician or open a new location, we scale with you.
Questions you probably have.
No. We're not selling you another tool to figure out. We build and run the system for you — using proven tools configured specifically for your practice. You don't need to learn anything new.
That's fine. Most EHRs handle scheduling and notes well, but intake and patient follow-up? Not so much. Our system complements what you already have — it handles the part your EHR doesn't.
Minimal. We'll need 1-2 calls upfront to understand your workflow, plus access to your current tools. After that, we do the work. You review and approve.
Most practices are fully live within 2-3 weeks. You'll start seeing fewer drop-offs and better form completion almost immediately.
You can continue month-to-month, adjust the scope, or walk away. No long-term lock-in. We keep clients by getting results, not by trapping them in contracts.
Probably not — yet. This system makes the most sense for group practices with 3+ clinicians where intake volume justifies the investment. If you're smaller, feel free to reach out and we can point you toward simpler solutions.
Let's fix your intake.
Start with a free intake audit. We'll review your current process, show you where patients are falling through, and give you a clear picture of what a working system looks like.
15-20 minutes. No pitch. No obligation.