Front-desk PHI handling is inconsistent
Receptionists collect PHI over personal phones, sticky notes, and email — none of it HIPAA-grade. Audit risk piles up.
OCR audit exposure, breach risk, brand damage
HIPAA-grade intake conversations
AI HIPAA-compliant intake that protects PHI on every voice, SMS, and chat conversation
Frontdesk runs every therapy intake conversation over HIPAA-compliant channels — voice, SMS, web chat, WhatsApp — with BAA in place, PHI encrypted in transit and at rest, full audit logs, SSO + RBAC access controls, and per-state signature compliance. Syncs to SimplePractice, TherapyNotes, Jane App, CentralReach, TheraNest, Fusion Web Clinic, IntakeQ, and Practice Better.
Yes
BAA
AES-0 + TLS 1.3
Encryption
Every event
Audit logs
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
SMS and voicemail leak PHI
Standard SMS isn’t HIPAA-compliant. Voicemails sit on carrier servers. Practices that use them for intake are technically out of compliance.
Compliance gap, breach notification risk
Consent and ROI capture is paper-based
Even practices that try to be HIPAA-aware capture consent on paper — which gets lost, mis-filed, and never appears in the EHR.
Audit risk, billing rework, retention impact
Spruce Health and reminder tools stop at messaging
Spruce Health is HIPAA but it’s a messaging tool — Klara, Weave, Solutionreach are similar. None of them run a structured HIPAA intake conversation that captures consent, eligibility, and ROI with audit trail.
HIPAA intake stays manual and brittle
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
HIPAA-compliant by design — BAA, encrypted PHI, audit logs
Frontdesk operates under a Business Associate Agreement, encrypts PHI in transit and at rest (AES-256 + TLS 1.3), logs every event for audit, and restricts access via SSO + RBAC.
- BAA available with every client
- AES-256 encryption at rest
- TLS 1.3 in transit
- SSO + RBAC access controls
- Audit logs for every event
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
HIPAA-compliant voice, SMS, chat, WhatsApp
Every channel runs under HIPAA — voice with PHI handling, SMS with HIPAA-compliant relay, web chat with TLS + auth, WhatsApp Business with BAA.
- HIPAA-compliant voice with PHI capture
- HIPAA-compliant SMS (not standard SMS)
- Web chat over TLS with auth
- WhatsApp Business under BAA
- No PHI in standard email
More capabilities
Everything else your team needs
03
Per-state signature-equivalent compliance
Consent, ROI, and intake forms captured via voice or SMS satisfy state-specific signature-equivalent requirements — full audit trail, time-stamped, attributed.
- Voice consent with time-stamped audit
- SMS consent with reply-capture
- ROI authorizations
- Telehealth consent (per-state)
- Per-state signature-equivalent compliance
04
EHR + intake-platform sync under BAA
Structured intake data flows under BAA into SimplePractice, TherapyNotes, Jane App, CentralReach, TheraNest, Fusion Web Clinic, IntakeQ, and Practice Better.
- SimplePractice BAA-backed sync
- TherapyNotes + Jane App + CentralReach
- TheraNest + Fusion Web Clinic
- IntakeQ + Practice Better form completion
- Per-vendor BAA chain
05
Spanish-first + bilingual + ASL HIPAA intake
HIPAA-compliant intake runs in 30+ languages with Spanish-first prioritization — and routes ASL clients to a licensed sign-language interpreter under BAA.
- Spanish-first HIPAA intake
- Mandarin, Vietnamese, Tagalog, Portuguese
- Haitian Creole, Russian, Arabic
- ASL referral routing under BAA
- Bilingual clinician matching
06
Breach detection + audit-ready reporting
Frontdesk monitors for anomalous access, surfaces audit logs on demand, and produces audit-ready reports for OCR or payor compliance review.
- Anomalous-access detection
- On-demand audit log export
- OCR + payor audit-ready reports
- Breach notification workflows
- CMS + state compliance reporting
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 serious about HIPAA
Group mental-health practices with audit exposure
ABA clinics with Medicaid + state audit risk
Pediatric SLP / OT / PT with caregiver PHI
Psychiatry / med-management with high-PHI flow
Community mental-health centers
EAP-heavy practices on Headway, Alma, SonderMind
Multi-state therapy groups under varying laws
Practices replacing Spruce Health, Klara, Weave, Solutionreach
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 HIPAA-Compliant Intake.
Built for therapy practices that take HIPAA seriously — solo therapists, group mental-health, ABA clinics with Medicaid, pediatric SLP / OT / PT with caregivers. Unlike Spruce Health, which is HIPAA but stops at messaging, Frontdesk runs the full intake conversation under HIPAA — capturing PHI, consent, ROI, eligibility, and insurance under BAA-backed protections. Spanish-first, bilingual, ASL referral routing 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 HIPAA-Compliant Intake
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 supportYes — every Frontdesk client gets a Business Associate Agreement before PHI is exchanged. Per-vendor BAA chain covers SimplePractice, TherapyNotes, Jane App, CentralReach, TheraNest, Fusion Web Clinic, IntakeQ, Practice Better, and every clearinghouse (Availity, Office Ally, Trizetto, Waystar, ClaimMD, Apex EDI, Change Healthcare).