AI Receptionist for Therapists. Never miss a client call.

An AI receptionist for therapy practices is an intelligent virtual assistant that handles incoming calls 24/7 while maintaining strict confidentiality. It provides automated booking systems for therapists, schedules mental health appointments, captures new client information, answers questions about your services and specialties, and routes urgent behavioral health concerns to the appropriate clinician. Unlike traditional answering services, AI receptionists respond instantly with a warm, empathetic tone and understand therapy-specific terminology like intake sessions, telehealth appointments, and insurance verification.

Yes, AgentZap is a fully HIPAA-compliant scheduling tool for therapists and mental health professionals. Our HIPAA scheduler for therapists includes end-to-end encryption, signed Business Associate Agreements (BAAs), role-based access controls, and comprehensive audit logging. All protected health information (PHI) is stored securely and never shared inappropriately. The system meets or exceeds all HIPAA Security Rule requirements for behavioral health scheduling systems.

Absolutely. Our AI voice receptionist is designed with HIPAA compliance at its core. All conversations are encrypted end-to-end, client information is stored securely with access controls, and the AI never shares protected health information inappropriately. The system includes signed Business Associate Agreements (BAAs) and maintains detailed audit logs for compliance verification.

When you are in session with a client, the AI receptionist handles all incoming calls seamlessly. It can schedule new appointments, answer questions about your practice, collect intake information from potential clients, and identify urgent situations requiring immediate attention. Urgent matters are handled according to your configured protocols—either holding for your next break, texting you discreetly, or connecting to your crisis line.

The AI introduces itself professionally as a virtual assistant for your practice. Studies show most callers appreciate getting immediate help rather than reaching voicemail. The AI is programmed with a warm, empathetic tone appropriate for mental health settings. It builds rapport, answers questions naturally, and seamlessly transfers to human staff when needed. Many therapists report that new clients comment positively on how easy it was to schedule their first appointment.

Yes. The AI collects comprehensive intake information including contact details, insurance information, reason for seeking therapy, preferred session times, and how they found your practice. It can explain your therapy specialties (anxiety, depression, couples counseling, trauma, etc.), discuss telehealth vs. in-person options, and provide practice policies. All information is organized and ready before the first session.

The AI is trained to recognize mental health crisis indicators including suicidal ideation, self-harm, and acute psychiatric emergencies. When detected, the call is immediately escalated according to your configured protocol—either transferred to your on-call clinician, directed to a crisis hotline (988 Suicide & Crisis Lifeline), or connected to emergency services. The AI provides appropriate support while help is arranged and never attempts to handle genuine crises alone.

AgentZap integrates with all major therapy practice management systems including SimplePractice, TherapyNotes, Jane App, IntakeQ, Theranest, and Practice Better. Appointments sync directly to your calendar, and client information flows into your EHR automatically. We also integrate with telehealth platforms like Zoom, Doxy.me, and SimplePractice Telehealth.

A full-time receptionist costs $35,000-$50,000/year plus benefits, only works during office hours, takes sick days and vacations, and can only handle one call at a time. An AI receptionist costs $139/month, works 24/7/365, handles unlimited simultaneous calls, and never calls in sick. For most therapy practices, AI handles 85%+ of calls while a human handles in-office duties and complex situations.

Yes. During setup, we configure the AI with detailed information about your therapeutic approaches, specialties (CBT, EMDR, DBT, psychodynamic, etc.), client populations served (adults, adolescents, couples, families), and conditions treated (anxiety, depression, PTSD, OCD, relationship issues, etc.). The AI can explain these to potential clients and help them determine if your practice is a good fit.

Absolutely. The AI can manage schedules for multiple therapists, match new clients with appropriate clinicians based on specialty and availability, and handle practice-wide inquiries. Each therapist can have their own availability settings, specialties, and client preferences. The system provides centralized reporting while maintaining individual therapist workflows.

Most therapy practices are fully operational within 48-72 hours. Our mental health onboarding specialists configure your intake questions, appointment types, therapist schedules, crisis protocols, and custom responses. We provide dedicated setup support and testing to ensure the AI handles your specific workflows and maintains appropriate therapeutic boundaries.