CRM for Therapists
The private-practice CRM that fills the calendar between sessions.
Intake calls arrive while you are in session, no-shows cost a full hour, and the admin happens after the last client leaves. AutomateNexus CRM takes the call, books the consultation, sends the reminders and keeps intake, scheduling and billing on one record. Clinical notes stay in your records system.
Where private practice pipelines leak.
- 01
Intake calls during sessions
A new client who reaches voicemail calls the next name on the directory. You hear the message at 6 pm.
- 02
No-shows and late cancellations
An empty hour is lost revenue, and reminders by hand do not happen on a full day.
- 03
Admin after hours
Intake forms, confirmations, invoices and follow-ups all wait until the evening.
Built for how therapists actually sell.
Intake calls, answered
The AI receptionist answers on your own number in your practice's name, takes the caller's details and what they are looking for, books the consultation or takes a message, and never reads out anything about existing clients.
Reminders that cut no-shows
Booking pages show real availability from your synced calendar; confirmations and reminders go by text with one-tap rescheduling, and the slot is held so it cannot be double-booked.
Intake that creates the record
A form on your website becomes the client record with the source captured, ready before the first session, with sensitive fields visible only to the roles you choose.
Follow-up without a front desk
Karrie drafts the confirmation and the check-in; the recall message goes out at the interval you set; every message waits for your approval unless you say otherwise.
How a private practice pipeline runs.
How a private practice runs intake and follow-through on AutomateNexus CRM.
- 01
The inquiry
A call reaches the AI receptionist while you are in session; it takes the details, books the consultation or a callback, and texts the confirmation. A web inquiry becomes a record the same way.
- 02
The intake form
The link in the confirmation collects the intake form; its answers land on the client record with sensitive fields restricted by role.
- 03
The first session
A reminder goes out the day before by text; rescheduling is one tap and the slot is held.
- 04
Between sessions
Session booking, the invoice and the payment link happen from the record, and Karrie drafts the check-in for you to approve.
- 05
Recall
A workflow sends the recall message at the interval you set, and lapsed clients are flagged for a personal note.
The agents that work a private practice pipeline.
Every plan includes Karrie and seven specialists. These are the ones therapists lean on most, with your approval on anything sensitive and an audit trail on everything.
See how the agents work- A1KarrieAI Co-PilotDrafts confirmations and check-ins and lists the inquiries still waiting in the daily brief.
- A2SupportResolverAnswers routine scheduling texts and escalates anything clinical to you.
- A3SchedulerPlannerOwns booking pages, reminders and rescheduling across the practice.
- A4OpsCoordinatorRuns intake, recall and invoicing workflows.
- A5AnalyticsForecasterShows inquiry-to-booking conversion and no-show rates by day and time.
The tools therapists already use.
- 01TwilioCalling, SMS, WhatsApp and the AI receptionist on your own Twilio account.
- 02WhatsAppWhatsApp through your Twilio sender, in the same inbox as SMS and email.
- 03Google CalendarTwo-way sync every 15 minutes, with booking pages that read it.
- 04Outlook CalendarTwo-way sync with Microsoft 365 calendars.
- 05StripeInvoices, bookings, products and forms paid through Stripe Checkout.
- 06SquareTake Square payments on invoices and bookings.
- 07GmailSign in with Google to log recent mail to the timeline; send from your address via SMTP.
- 08ZapierTrigger Zaps from twelve CRM events and write records back through the REST API.
What to look for in a CRM for therapists.
Whether or not you choose us, hold every vendor to these.
Honest scope
A CRM should say plainly that it is not an EHR and keep clinical records out of scope.
An honest compliance answer
Encryption, access control and an audit trail are table stakes; a HIPAA claim should come with a BAA and specifics. Ask before you sign.
Reminders on the channel clients answer
Text reminders with one-tap rescheduling cut no-shows more than email alone.
Intake that becomes the record
The form should create the client, not an email someone re-types, and sensitive answers should be restricted by role.
A receptionist that knows what not to say
An AI that answers your phone must recognise existing clients without disclosing anything about them.
CRM for therapists, answered.
No. AutomateNexus CRM handles the front desk: intake, scheduling, reminders, messaging and billing. Clinical notes and treatment records belong in your EHR or records system; keep them there.
We do not market the platform as HIPAA-certified. Data is encrypted in transit and at rest, access is role-based with a two-factor policy, workspaces are isolated at the database level, and every access is in the audit trail; we operate to SOC 2-aligned controls (Type II in progress). If your practice needs a BAA, talk to us before you sign up so we can tell you exactly where we stand.
Yes. Booking pages show real availability from your synced calendar in your time zone, hold the slot, and let the client reschedule from the confirmation without calling.
Yes. Two-way SMS runs on your own Twilio account, so confirmations, reminders and replies log to the client's record. WhatsApp is available as a channel too.
Yes. It answers in your practice's name, takes the caller's name, number and what they are looking for, books a consultation or takes a message, and texts a confirmation. It transfers only to numbers in your directory and recognises existing clients without ever reading their details aloud.
Yes. Invoices carry a payment link for card, PayPal or Square, booking pages can collect payment at booking, and payments sync with QuickBooks Online.
Yes. Each therapist has their own calendar and booking page, role-based access decides who sees which clients, and pricing is flat with no per-seat fee.
Always. Full export at any time and a complete API, with no exit fees.
Put the agents on your private practice pipeline.
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