Every call, text, and email answered in real time. Every prior authorization pushed forward. Every no-show followed up on. One assistant, trained specifically on behavioral health workflows, working inside the tools you already use.
Patients reaching out to a mental health practice are often anxious, in crisis, or simply trying to keep their care on track. A slow reply reads as being ignored. We make sure that never happens.
Incoming calls are picked up, questions answered, and messages routed to the right person — instantly.
Practice inboxes are triaged and replied to the same day, so nothing sits unread for a week.
Text messages and portal messages get real, fast replies — not an automated bounce-back.
Medication delays hurt patients and clog your calendar with avoidable follow-up calls. Your assistant manages the full prior authorization lifecycle — submitting through CoverMyMeds, tracking payer decisions, filing appeals on denials, and calling the insurance company directly when a portal request stalls — so the only thing you have to do is prescribe.
Medication and service prior authorizations submitted and monitored until resolved.
Denied requests are appealed with the insurance company on your behalf.
When a portal can't move the request, we call the payer directly to keep it on track.
Sending medications and updating pharmacies through Scriptsure, MDToolBox, and Rocopia.
Your assistant works directly inside the systems you already run — no new software, no migration.
Sent three days before, giving patients time to reschedule if needed.
A follow-up nudge two days out.
One day ahead, when plans are most likely to be locked in.
A final reminder the morning of the appointment.
Total clients seen this week
No-shows and cancellations
Follow-up outreach and what patients said
New clients and billing status per client
Cancellations, no-shows, and top referral source
Monthly growth rate for the practice
Beyond front-office coverage, your assistant can bill appointments directly in the platforms below — verifying insurance, submitting claims, and tracking payout timelines so nothing waits on you. For full revenue-cycle coverage across every specialty, see our dedicated Medical Billing service.
Claims typically submitted within two weeks of the patient's first booked appointment.
Manual insurance verification, with claims submitted within 41 days of the appointment.
Manual verification before billing, typically with stronger payout rates.
High-volume new patient referral billing, handled at scale.
Appointment billing managed end-to-end, start to reimbursement.
For CPT coding, denials, and payer follow-up across 30+ specialties, hand it to our billing team.
See Medical Billing →7+ EHR systems, 5+ billing portals, referral platforms, eligibility tools, and every major calling app used by mental health practices.
ICANotes, ICANotes Plus, IntakeQ, Optimantra, Tebra, NextGen, Valant.
Grow Therapy, Alma, Headway, Talkspace, RULA.
Klarity, Zocdoc, Availity, CoverMyMeds, CAQH.
RingCentral, Google Voice, OneTalk, RingRx, Spruce, Vonage, Excel, Word.
Our virtual assistant model is built and proven inside PMHNP, therapy, and LCSW practices first. As we grow, we plan to bring the same depth of platform training to IOPs, PHPs, primary care physicians, hospitals, and dental practices.
Group practices: contact us for volume-based pricing across multiple providers.
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