Frontdesk coordinates IEP and 504 meetings between school districts, parents, BCBA, SLP, OT, PT, and school counselors — scheduling, prepping, and following up across SimplePractice, TherapyNotes, Jane App, CentralReach, TheraNest, and Fusion Web Clinic.
0–8
Stakeholders / meeting
0+
Languages
0/30/14d
Renewal cadence
Compliant
HIPAA + FERPA
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
Scheduling an IEP meeting means calling the school district, the special-ed coordinator, the parent, the BCBA / SLP / OT / PT, and sometimes the 504 coordinator. Phone tag eats hours.
IEP meetings frequently get rescheduled because a parent couldn’t attend. Without follow-up reminders, the cycle repeats.
504 plans require annual review. Without active outreach, they slip past renewal and accommodations break.
BCBA + SLP + OT + PT + school counselor + parent + special-ed coordinator — no single calendar product handles all of them. Front desks live in spreadsheets.
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.
+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?”
Frontdesk finds a meeting time across all required attendees — BCBA, SLP, OT, PT, school counselor, parent, special-ed coordinator, 504 coordinator — and books it into the right calendars.
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
Frontdesk reminds parents of the meeting on a multi-touch cadence, delivers a prep packet, and confirms attendance the day before.
More capabilities
Frontdesk tracks 504 plan dates and triggers annual renewal outreach 60 / 30 / 14 days out — to school district, parent, and clinician.
Frontdesk maintains a routing table per school district — special-ed coordinator, 504 coordinator, principal — and uses the right contact per meeting type.
Frontdesk schedules in-person, hybrid, or fully virtual IEP/504 meetings — using Doxy.me, Zoom for Healthcare, Google Meet for Healthcare, or the practice’s preferred platform.
IEP/504 coordination crosses HIPAA (clinical) and FERPA (educational). Frontdesk is HIPAA-compliant by design, with BAA, encrypted PHI, audit logs, and FERPA-aware data scoping.
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
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
School-based ABA partners coordinating with district SPED teams
Pediatric SLP/OT/PT clinics in Fusion Web Clinic
School-based therapy services in WebPT
Mental health practices supporting 504 students in TherapyNotes
CentralReach ABA clinics with IEP cycles
SimplePractice multi-disciplinary peds clinics
Jane App pediatric clinics with school integrations
TheraNest counseling practices supporting school students
The journey
Every step syncs to Yardi, RealPage, Entrata, AppFolio, Buildium, or ResMan in real time.
Step 1
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.
Step 2
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.
Step 3
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.
Step 4
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
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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 IEP Meeting Coordination.
For school-based therapy services, school-district ABA partners, pediatric SLP/OT/PT clinics, and mental health practices that participate in IEP and 504 meetings. Frontdesk handles outbound voice + HIPAA-compliant SMS coordination across all stakeholders — across SimplePractice, TherapyNotes, Jane App, CentralReach, TheraNest, Fusion Web Clinic, IntakeQ, Practice Better, Kareo, WebPT, Rethink Behavioral Health, Catalyst, AccuPoint. Replaces phone-tag with school front offices, generic Solutionreach reminders, Weave blasts, and NexHealth scheduling. HIPAA-compliant with BAA, encrypted PHI, audit logs.
FAQ
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. Frontdesk is HIPAA-compliant by design — BAA, encrypted PHI, audit logs — and is FERPA-aware in data scoping. Communications with school districts are limited to the minimum information needed for scheduling.
Launch Frontdesk in minutes, capture more leads, and automate repetitive front-office workflows from day one.
