Frontdesk runs the entire new-client intake workflow for mental health, counseling, and psychotherapy practices. It captures presenting concerns, modality preference, funding source, and urgency, verifies insurance benefits, books the intake session into SimplePractice, TherapyNotes, TheraNest, Jane App, CentralReach, and Fusion Web Clinic, and sends HIPAA-compliant intake forms via IntakeQ or Practice Better.
< 0.0s
Inquiry answer time
+0%
Screen-to-book lift
0/7
Coverage
0+
Languages
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
Prospective clients in distress will not leave a voicemail and will not wait for a callback. Industry research shows 70%+ of mental health intake inquiries are lost the moment the call hits voicemail.
When a therapist does intake screening themselves, every new-client call costs them a billable hour. When the front desk does it, the screening is shallow and modality matching suffers.
EAP allotments, Medicare Part B, and commercial benefits all need verification before the first session — but most solo therapists do it manually between sessions, and mistakes mean the client pays out of pocket and churns.
IntakeQ and Practice Better forms get emailed manually and often arrive after the first session. Clinicians waste the first 20 minutes filling them in by hand.
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 answers every inbound new-client call in under 0.5 seconds and runs a HIPAA-aware screening: presenting concerns, modality preference (CBT, EMDR, IFS, psychodynamic, ACT, DBT), funding source, demographics, and urgency.
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 matches each new client to the right clinician based on modality, presenting concerns, demographics, funding source, and panel (Headway, Alma, SonderMind, Grow Therapy, Two Chairs, Talkspace Business, EAP).
More capabilities
Frontdesk verifies benefits in real time through Availity, Office Ally, Trizetto Provider Solutions, Waystar, and Change Healthcare — and delivers a Good Faith Estimate per the No Surprises Act.
Frontdesk pushes the intake into SimplePractice, TherapyNotes, TheraNest, Jane App, CentralReach, or Fusion Web Clinic, and triggers HIPAA-compliant intake forms via IntakeQ or Practice Better — completed before the first session.
If the matched clinician has no openings, Frontdesk places the client on the waitlist with full preferences captured — and re-engages them within 5 minutes of any cancellation.
Frontdesk surfaces every step of the intake funnel — inquiry source, answer rate, screen-to-book conversion, time-to-first-session, and revenue per source.
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
Solo therapist private practices
Group counseling practices
Psychiatry intake teams
EAP-paneled practices
Headway / Alma / SonderMind / Grow Therapy panel clinicians
Two Chairs and Talkspace Business affiliates
Community mental health centers
Combined therapy + psychiatry intake teams
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
More from Mental Health & Counseling
AI for therapists, psychiatry, trauma, eating disorders, couples and family therapy.
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 Therapist Intake Coordinator.
Built for solo therapists, group counseling practices, EAP-paneled clinicians, and Headway / Alma / SonderMind / Grow Therapy / Two Chairs / Talkspace Business affiliates who want every new-client inquiry converted to a booked intake — without paying a $4,000/month human coordinator. Handles 24/7 inbound intake calls, HIPAA-aware screening, modality and clinician matching, commercial and Medicare benefits verification, EAP allotment lookup, Good Faith Estimate delivery, and bidirectional sync into SimplePractice, TherapyNotes, TheraNest, Jane App, CentralReach, Fusion Web Clinic, IntakeQ, and Practice Better. Supports Spanish, Mandarin, Vietnamese, and ASL referral routing. HIPAA-compliant by design with BAA, encrypted PHI, and 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 signs a BAA, encrypts PHI in transit and at rest, logs every screening for audit, and restricts access via SSO + RBAC. Intake screenings can be configured to capture only the minimum necessary PHI per your privacy policy.
Launch Frontdesk in minutes, capture more leads, and automate repetitive front-office workflows from day one.
