Copays aren’t collected before the session
Front-desk staff don’t have time to chase every copay. Sessions happen, copays don’t collect, AR balloons.
$20K–$60K/year per location in copay AR
Copays collected before the session
AI copay collection bot that takes copays before the session and updates the EHR
Frontdesk collects copays before every therapy session — via voice, HIPAA-compliant SMS, and Stripe / Square Health card-on-file flows — based on real-time benefits from Availity, Office Ally, Trizetto Provider Solutions, Waystar, ClaimMD, Apex EDI, and Change Healthcare. Receipts and payment records flow into SimplePractice, TherapyNotes, Jane App, CentralReach, TheraNest, and Fusion Web Clinic.
0h before
Copay outreach
Stripe + Square Health
Payment rails
Availity + 0
Clearinghouses
SimplePractice +0
EHRs
Works with every major EHR & practice management system
SimplePractice
Mental health, speech, OT/PT
TherapyNotes
Mental health practices
Jane App
Multi-discipline clinics
CentralReach
ABA + autism services
TheraNest
Therapy + counseling
Fusion Web Clinic
Pediatric SLP/OT/PT
The Problem
Copay amounts are unknown without manual verification
Even when staff want to collect, they don’t have the live copay amount from Availity, Office Ally, Trizetto, Waystar, ClaimMD, Apex EDI, or Change Healthcare in hand.
Wrong-amount collection, client refunds, payor surprise bills
Spruce Health can’t collect payment
Spruce Health, Klara, Weave, Solutionreach send reminders but have no Stripe or Square Health payment flow — staff still has to take card-on-file calls.
Reminder tools never close the payment loop
Card-on-file failures aren’t caught until after the session
When a saved card fails, it’s not surfaced until billing tries to run the charge — days or weeks later. The session is delivered, the copay is lost.
Stale card AR, billing reversal churn
How Frontdesk Works
Built for therapy practices and clinics on SimplePractice, TherapyNotes, Jane App, CentralReach, TheraNest, Fusion Web Clinic — and every other major EHR. HIPAA-compliant by design with BAA, encrypted PHI, and audit logs.
Live call
+1 (415) 555-0142
Inbound · Zillow Rentals lead
AI Transcript
“Hi! I’d love to tour the 2-bedroom at Maple Heights. Any availability this Saturday?”
Frontdesk AI
“Yes! The 2BR at Maple Heights is $2,450/mo with a Feb 1 move-in. Saturday 11am or 2pm works for tours. Shall I book one?”
Answered in 0.4s
01
Real-time copay calculation from eligibility
Frontdesk pulls copay, coinsurance, and deductible status from Availity, Office Ally, Trizetto Provider Solutions, Waystar, ClaimMD, Apex EDI, and Change Healthcare — for BCBS, Aetna, Cigna, UnitedHealthcare, Humana, Kaiser, TRICARE, Medicaid, and Medicare — and applies the right copay per CPT.
- Live copay per session from clearinghouse
- Deductible-status-aware (pre-met vs post-met)
- CPT-specific copay (90834, 90837, 90847, ABA, SLP, OT/PT)
- Telehealth modifier copay handling
- Coinsurance + per-session math
Qualification
Looking for a 2BR around $2,400, move-in mid-February. Do you allow pets?
We have a 2BR at $2,450/mo available Feb 15. Cats and dogs under 50 lbs welcome. What’s your move-in date?
Captured
Budget$2,400
Layout2BR
Move-inFeb 15
Pets1 dog, 35 lbs
02
24h-before outreach across voice + SMS
Frontdesk reaches out 24 hours before the session with the exact copay amount, asks for card-on-file or one-time payment, and processes the transaction via Stripe or Square Health.
- 24h-before copay outreach
- HIPAA-compliant SMS with payment link
- Voice card-on-file flow
- Stripe + Square Health integration
- Mercury Health + Headway + Alma + SonderMind routing
More capabilities
Everything else your team needs
03
Card-on-file pre-charge with consent
For recurring series, Frontdesk asks for card-on-file consent at intake, pre-charges 24h before each session, and surfaces failures immediately so a new card can be collected before the session.
- Card-on-file consent capture
- Pre-charge 24h before recurring sessions
- Live failure surfacing + re-collection
- Stripe SCA compliance
- Square Health card vaulting
04
EHR sync of receipts and payments
Every copay payment, refund, and failure flows into SimplePractice, TherapyNotes, Jane App, CentralReach, TheraNest, and Fusion Web Clinic — receipt issued automatically, AR reconciled, audit trail captured.
- Receipt push into SimplePractice + TherapyNotes
- Payment record in Jane App + CentralReach
- TheraNest + Fusion Web Clinic AR reconciliation
- IntakeQ + Practice Better receipt sync
- Audit log of every payment event
05
EAP + Headway + Alma + SonderMind routing
For EAP and platform-payor sessions (Headway, Alma, SonderMind, Grow Therapy), Frontdesk skips client-side collection and routes the payment per platform contract — surfacing the right copay logic per session.
- EAP no-copay handling
- Headway / Alma / SonderMind routing
- Grow Therapy + Talkiatry copay logic
- Per-platform contract awareness
- Self-pay vs platform vs commercial logic
06
HIPAA-compliant + PCI-compliant payment handling
Payments run on Stripe and Square Health PCI-compliant rails — PHI stays encrypted, payment data never touches Frontdesk servers raw, BAA in place, audit logs maintained.
- PCI DSS via Stripe + Square Health
- HIPAA-compliant by design (BAA, encrypted PHI)
- No raw card data in Frontdesk
- SSO + RBAC access controls
- Audit log of every payment + receipt
Integrations
Frontdesk is EHR-agnostic and integrates bidirectionally with SimplePractice, TherapyNotes, TheraNest, Jane App, IntakeQ, Practice Better, Kareo (Tebra), athenahealth, eClinicalWorks, WebPT, NetHealth (Optima), ChiroTouch, ClinicSource, Fusion Web Clinic, PtEverywhere, Power Diary, OwlPractice, TherapyAppointment, CentralReach, Rethink Behavioral Health, Catalyst, AccuPoint, Lumary, Total ABA, Theralytics, and TheraBe. New-client intake, scheduling, eligibility, prior-auth, superbills, and recall campaigns sync in real time — and every conversation is HIPAA-compliant by design.
SimplePractice
Mental health, speech, OT/PT
TherapyNotes
Mental health practices
Jane App
Multi-discipline clinics
CentralReach
ABA + autism services
TheraNest
Therapy + counseling
Fusion Web Clinic
Pediatric SLP/OT/PT
Full integration coverage
- SimplePractice (mental health, speech, OT/PT) bidirectional sync
- TherapyNotes for solo and group mental health practices
- Jane App for multi-discipline clinics (SLP / OT / PT / mental health)
- TheraNest for mental health and counseling practices
- IntakeQ + Practice Better for HIPAA intake form automation
- Kareo (Tebra), athenahealth, eClinicalWorks for medical-grade EHR sync
- WebPT and NetHealth (Optima) for OT/PT clinics
- Fusion Web Clinic, ClinicSource, PtEverywhere for pediatric SLP/OT/PT
- CentralReach, Rethink Behavioral Health, Catalyst, AccuPoint, Lumary, Total ABA for ABA + autism services
- Theralytics, TheraBe for ABA data + clinical operations
- Eligibility + benefits verification: Availity, Office Ally, Trizetto, Waystar, Change Healthcare
- Telehealth: Doxy.me, Zoom for Healthcare, SimplePractice telehealth, healow
- HIPAA-compliant by design: BAA available, encrypted PHI, audit logs
Customer stories
Real practices using Frontdesk to handle scheduling, intake, no-show recovery, and insurance verification — without adding front-desk headcount.
Who it's for
Solo therapists with consistent copay leakage
Group practices with high commercial copay mix
ABA clinics with copay + coinsurance
Pediatric SLP / OT / PT with multi-payor families
Psychiatry / med-management with high-deductible plans
EAP + commercial mixed practices
Practices on Headway, Alma, SonderMind, Grow Therapy
Self-pay practices using Stripe + Square Health
Multi-location therapy groups standardizing collection
The journey
Every step syncs to Yardi, RealPage, Entrata, AppFolio, Buildium, or ResMan in real time.
01
Step 1
AI captures every client and caregiver interaction
Inbound voice, outbound AI voice, HIPAA-compliant SMS, web chat, and email are answered instantly with practice-aware context — across speech-language pathology (SLP), applied behavior analysis (ABA), mental health and counseling, psychiatry, occupational therapy (OT), and physical therapy (PT). Works with SimplePractice, TherapyNotes, TheraNest, Jane App, IntakeQ, Kareo, CentralReach, Rethink Behavioral Health, Fusion Web Clinic, and WebPT.
02
Step 2
Records sync to your EHR, scheduling, and billing
New-client intake, scheduled appointments, reschedules, cancellations, waitlist updates, eligibility checks, prior-authorization status, and superbills flow into SimplePractice, TherapyNotes, TheraNest, Jane App, IntakeQ, Practice Better, Kareo, athenahealth, WebPT, NetHealth (Optima), Fusion Web Clinic, ClinicSource, CentralReach, Rethink, AccuPoint, and Catalyst in real time.
03
Step 3
Automation runs reminders, recovery, and outreach
24h, 2h, and 30min appointment reminders, no-show recovery within 5 minutes, cancellation backfill from the waitlist, eligibility verification, prior-auth follow-up, recall campaigns, review-request automation, and parent/caregiver coordination fire automatically across voice, HIPAA-compliant SMS, and email.
04
Step 4
Analytics surface what matters across the practice
Cross-discipline dashboards track new-client conversion, first-call answer rate, average response time, no-show rate, waitlist-fill rate, recall response rate, schedule density, and revenue impact — across SLP, ABA, mental health, OT, and PT lines of service.
Explore more
More from Insurance, Billing & Intake
AI for eligibility verification, prior auth, copay, Medicaid, Medicare, intake forms.
Therapy AI hub
Frontdesk runs scheduling, intake, no-show recovery, and insurance verification — and integrates with every EHR therapy practices and clinics use.
What this page covers
Topics, integrations, channels, practice types, and workflows covered by AI Copay Collection Bot.
Built for therapy practices losing thousands per month in uncollected copays. Unlike Spruce Health, Klara, Weave, and Solutionreach — which can’t collect payment or read benefits — Frontdesk autonomously calculates the copay from real-time eligibility (BCBS, Aetna, Cigna, UnitedHealthcare, Humana, Kaiser, TRICARE, Medicaid, Medicare), reaches out 24h before the session, collects via Stripe or Square Health, and syncs the payment into the EHR. HIPAA-compliant by design with BAA, encrypted PHI, and audit logs across SLP, ABA, mental health, psychiatry, OT, and PT.
EHR & practice management
- SimplePractice
- SimplePractice telehealth
- TherapyNotes
- TheraNest
- Jane App
- IntakeQ
- Practice Better
- Kareo (Tebra)
- athenahealth
- eClinicalWorks
- WebPT
- NetHealth (Optima)
- ChiroTouch
- ClinicSource
- Fusion Web Clinic
- PtEverywhere
- Power Diary
- OwlPractice
- TherapyAppointment
- CentralReach (ABA)
- Rethink Behavioral Health (ABA)
- Catalyst (ABA)
- AccuPoint (ABA)
- Lumary (ABA)
- Total ABA
- Theralytics
- TheraBe
Telehealth, scheduling & communication
- Doxy.me
- Zoom for Healthcare
- Google Meet for Healthcare
- SimplePractice telehealth
- TheraNest video
- healow
- Acuity Scheduling
- Calendly Health
- NexHealth
- Solutionreach
- Weave
- Spruce Health
- Klara
- Updox
- OhMD
Billing, payor & eligibility
- Availity eligibility
- Office Ally
- Trizetto Provider Solutions
- Waystar
- ClaimMD
- Apex EDI
- Change Healthcare
- TriZetto
- Medicaid eligibility verification
- Medicare eligibility verification
- Commercial payor verification (BCBS, Aetna, Cigna, UnitedHealthcare, Humana, Kaiser)
- TRICARE eligibility
- TriCare West / TriCare East
- Good Faith Estimate (No Surprises Act)
- Superbills + self-pay invoicing
- EAP (Employee Assistance Program) intake
- Headway / Alma / SonderMind / Grow Therapy panel onboarding
Therapy workflows automated
- AI new-client intake (HIPAA-aware)
- AI insurance eligibility + benefits verification
- AI appointment scheduling and reschedule
- AI no-show recovery + cancellation backfill
- AI waitlist management and slot-fill outreach
- AI prior-authorization coordination
- AI superbill + receipt generation
- AI session reminders (24h, 2h, 30min cadences)
- AI parent / caregiver coordination (pediatric)
- AI crisis-line and suicide-risk triage with live escalation
- AI IEP/504 meeting coordination (school-based therapy)
- AI recurring appointment series management
- AI discharge planning + handoff
- AI review-request automation (Google, Healthgrades, Zocdoc)
- AI referral-source follow-up + thank-yous
Therapy specialties served
- Speech-Language Pathology (SLP)
- Pediatric speech therapy
- Adult speech therapy
- AAC evaluation and therapy
- Stuttering / fluency therapy
- Feeding and swallowing therapy
- Voice therapy
- Myofunctional therapy
- Applied Behavior Analysis (ABA)
- BCBA-supervised clinics
- Autism diagnostic evaluation
- Mental health and counseling
- Couples and family therapy
- Teen and adolescent therapy
- Trauma therapy / EMDR
- Eating-disorder treatment
- Substance-use intake
- Psychiatry / med management
- Occupational therapy (OT)
- Pediatric OT / sensory integration
- Physical therapy (PT)
- Orthopedic rehab
- Vestibular therapy
- Pelvic floor therapy
- Hand therapy
- Pediatric PT
- School-based therapy services
Communication channels
- Inbound voice (24/7 intake, after-hours hotline)
- Outbound AI voice (recall, no-show recovery, waitlist fill)
- HIPAA-compliant SMS and texting
- WhatsApp Business
- Web chat (practice site + EHR portal)
- 30+ languages (Spanish-speaking SLP, bilingual mental health, ASL referral routing)
Competitive alternatives
- SimplePractice Telehealth + Reminders alternative
- TherapyNotes Telehealth alternative
- Spruce Health alternative for voice + outbound
- Klara alternative
- Updox alternative
- Weave alternative for SMB therapy
- Solutionreach alternative
- NexHealth alternative
- OhMD alternative
- Headway / Alma / SonderMind / Grow Therapy front office
FAQ
Common questions about AI Copay Collection Bot
Frontdesk integrates with Yardi Voyager, Yardi Breeze, RentCafe, RealPage OneSite, Knock CRM, Entrata, AppFolio, Buildium, ResMan, Rent Manager, and MRI Software. Here's what therapy practices and clinics ask most.
Contact supportFrontdesk pulls live benefits from Availity, Office Ally, Trizetto Provider Solutions, Waystar, ClaimMD, Apex EDI, and Change Healthcare for BCBS, Aetna, Cigna, UnitedHealthcare, Humana, Kaiser, TRICARE, Medicaid, and Medicare — applying the right copay per CPT and deductible status.