Explore the demo01
Share who sees couples
Name the therapists whose profiles list couples work, along with their evening hours and the self-pay rate you publish.
Therapy practices
An AI receptionist for therapists who can’t answer during sessions.
Someone looking for a therapist wants to know who has openings, what a session costs, and whether you offer telehealth. Your assistant answers from your published fees and therapist profiles, books consultations, and gives anyone in crisis the instructions you wrote while alerting your team.
An AI receptionist for therapy and counseling practices answers calls and messages while your clinicians are in session, using your specialties, fees, and new-client process. InsertChat’s assistant explains telehealth and in-person options, books consultation calls, shares the crisis instructions you write with anyone at risk, and leaves every clinical question to a clinician.
EXAMPLE WORKFLOW · Website chat
Help a couple find a therapist and book a consultation
A prospective client starts a chat on your practice website late on a weeknight.
“Do any of your therapists work with couples? We’d need evening sessions, and we’d be paying out of pocket.”
02
Book the consultation
Offer consultation times from the chosen therapist’s calendar and book the slot that works for both partners.
03
Prepare the therapist
The contact keeps the evening preference and self-pay choice, so the therapist starts the consultation already knowing the logistics.
Your team sets the boundaries
Anyone describing a crisis or a risk of harm hears the crisis instructions you wrote, and the conversation is flagged for your team at once. Clinical questions wait for a clinician.
Illustrative scenario. Answers depend on your sources; actions depend on your connected tools and permissions.
What it handles for therapy and counseling practices
Answers come from the knowledge you add. Anything on the urgent list follows the handoff rules you set.
Handled by your assistant
Handled by your assistant- Consultation calls with new clients, booked into open times
- Insurance, out-of-network, and self-pay questions, answered from what you publish
- Specialties, approaches, and therapist bios you publish
- Telehealth and in-person options, office location, and parking
- Intake forms and what to expect at a first session
Sent straight to your team
- A caller in crisis or at risk of harm, who hears your crisis instructions
- Clinical questions about symptoms, diagnosis, or medication
- Session changes and messages for a current client’s therapist
- Requests for records, letters, or forms signed by a clinician
- Complaints and questions about a bill
What it asks and what it needs to know
Details it collects
Details it collects- Name and the contact method they prefer
- Who the sessions are for, such as an individual, a couple, a family, or a teen
- Telehealth or in person, and the state they live in
- Insurance plan or self-pay
- Therapist or specialty they’re looking for
- Days and times that work for a consultation
- How they heard about the practice
What to add to its knowledge
- Each therapist’s specialties, approaches, and the clients they see
- Session fees, sliding-scale options, and the insurance you accept
- How out-of-network billing and superbills work at your practice
- Telehealth details and the states your clinicians are licensed in
- Intake forms, consultation steps, and first-session prep
- Crisis instructions and the emergency resources you want shared
What happens if someone in crisis contacts the practice?
The assistant shares your crisis instructions and alerts your team right away. You write those instructions, for example 988 in the US and 911 for emergencies, and it gives them as soon as someone describes a crisis or a risk of harm. The conversation is marked urgent and your chosen teammates are notified. The assistant doesn’t counsel anyone, and your clinicians follow up under your own protocols.
Can it help new clients find the right therapist?
It shares the matching details you publish, and your clinicians decide on fit. Add each therapist’s specialties, the ages and formats they work with, their open hours, and where they’re licensed for telehealth. The assistant answers from those profiles and books a consultation with the therapist the client picks. Questions about symptoms, diagnoses, or medication go to a clinician.
Does InsertChat offer a BAA for therapy practices?
Yes, a Business Associate Agreement (BAA) is available on Enterprise. Why someone is seeking therapy, their history, and their insurance details can all be protected health information, so choose Enterprise and sign the BAA before the assistant collects them. Without Enterprise, keep protected health information out of the assistant and out of the calendars and tools it connects to.
How much does an AI receptionist for therapy and counseling practices cost?
Therapy practices that handle protected health information with the assistant need Enterprise, which starts at $998 per month and can sign a Business Associate Agreement (BAA). On other plans, such as Pro at $98 a month, keep protected health information out of the assistant. Calls are billed from monthly credits by the whole minute, and texts can carry their own charges. Group practices can give each office its own assistant within the plan’s limit.
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Features for therapy and counseling practices
AI receptionist
Let your AI receptionist answer calls using your business information. Capture the request, help with scheduling, and pass the conversation to your team when needed.
Explore AI receptionist
Scheduling
Let your front desk offer open times, book, reschedule, and cancel appointments on calls, chats, and texts. Bookings stay linked to the customer and the conversation.
Explore Scheduling
Website chat
Add an AI assistant to your existing website. Answer from your content, collect contact details, and hand the conversation to a person when it needs one.
Explore Website chatConnect the calendar and tools you use
All integrations ↗
More healthcare industries
Healthcare overview ↗The assistant follows the policy you write. It explains your cancellation window and any late-cancellation fee, records the request, and marks it for a person on your team. It can move or cancel sessions it booked itself, and anything scheduled another way is changed by your staff. Clients can make these requests by phone or text.
Yes. Your office line rings first, for anywhere from 5 to 60 seconds, and the assistant steps in when no one is free to pick up. Your therapists stay with their clients, and the call that comes in mid-session still gets answered. US and Canadian practices can forward the number clients already have; elsewhere, use a local or toll-free InsertChat number where available. Porting a number isn’t available.
No. InsertChat doesn’t connect to EHR or practice management systems, so client records and notes stay where they are. For consultations, connect the Calendly, Google Calendar, Outlook, or Cal.com account your clinicians already use, or use InsertChat’s built-in calendar. If you schedule in your practice software, the assistant can collect consultation requests for your intake coordinator to enter.
Yes. The assistant replies in whichever language the client uses. Add the languages each therapist offers sessions in, and a client writing in Spanish or Vietnamese can learn which clinicians speak it and book a consultation with one of them.
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