Therapy Practice Increases Bookings by 68%

The Challenge

Harmony Wellness Center, a group therapy practice in Portland, faced a common but critical problem: potential patients calling during sessions were getting voicemail. For someone reaching out for mental health support, that voicemail often meant they never called back.

“When someone finally decides to seek therapy, they're often in a vulnerable moment,” explains clinical director Dr. Amanda Foster. “If they can't connect with a real person, many won't leave a message or try again. We were losing patients who needed us most.”

The Solution

Harmony Wellness implemented AgentZap with HIPAA-compliant configuration. The AI receptionist answers every call with empathy and professionalism, gathers basic intake information, and schedules appointments—all while maintaining strict patient confidentiality.

The system is configured to handle sensitive conversations appropriately, provide crisis resources when needed, and match new patients with therapists based on their concerns and insurance coverage.

The Results

Since implementing AgentZap, Harmony Wellness Center has seen remarkable improvements:

• 68% increase in new patient appointments from callers who would have abandoned voicemail
• 100% HIPAA compliance with encrypted calls and secure data handling
• 94% patient satisfaction rating for the intake experience
• After-hours booking available for patients who call evenings and weekends

The practice has expanded from 4 to 7 therapists to meet demand, and AgentZap handles all intake calls seamlessly.

Features Used