01 · YOUR DIGITAL EMPLOYEES
Digital employees that do the work.
Not chatbots. Named digital employees with photos, titles, and jobs they own, trained for therapists. They draft, send, book, follow up, and learn your business in your voice, 24/7.
NEWAI FOR THERAPISTS & MENTAL HEALTH PRACTICES
Hold space. Not the inbox.
A trained team of digital employees and custom AI apps that handles new-client inquiries, intake paperwork, and between-session admin so you can focus on therapy.
HadleyNew Client Coordinator
OliveIntake Coordinator
MarlowBilling & Superbill Helper
AveryWaitlist Manager
/HOW TO USE AI IN YOUR THERAPISTS BUSINESS
Digital employees. Plus custom AI apps. Built for your therapy business.
Not a chatbot. Trained digital employees plus custom AI apps, shaped to how your therapy business actually works.
02 · CUSTOM AI APPS
AI apps built for your business.
Software used to be for tech companies. Not anymore. Describe what your therapists business needs (a quiz, calculator, intake, portal) and BuildAI builds it. With database, payments, and users included. Your digital employees run it for you.
1 Describe
2 Build
3 Launch
/THE WORK YOU'RE DOING MANUALLY
Every week, the admin tax of private practice.
Waitlist outreach. Intake forms. Insurance billing questions. Between-session check-ins.
01Responding to new-client inquiry emails~6 hrs / week
02Sending and chasing intake paperwork~4 hrs / week
03Answering insurance and superbill questions~3 hrs / week
04Re-engaging clients who paused~2 hrs / week
05Coordinating waitlist when a slot opens~2 hrs / week
/MEET YOUR DIGITAL EMPLOYEES
Your practice digital employees. Holding the admin space.
Four trained digital employees who handle the practice ops so you can hold space for clients.
Hadley
New Client Coordinator
- Answers inquiry emails with care
- Screens for fit, modality, insurance
- Books consultation calls
- Routes urgent cases respectfully
Olive
Intake Coordinator
- Sends consent and intake forms
- Tracks completion and reminds gently
- Logs to SimplePractice / Headway
- Preps notes for first session
Marlow
Billing & Superbill Helper
- Sends monthly superbills
- Answers insurance questions
- Reminds on outstanding balances
- Flags claim issues to you
Avery
Waitlist Manager
- Maintains an active waitlist
- Pings when a slot opens
- Pauses re-engagement nudges
- Tracks fit and modality preferences
/CUSTOM APPS · BUILT FOR YOU
Apps that protect your therapeutic time.
Describe what your practice needs. We build it. Your team runs it.
INTAKE
New Client Screener
Walks new inquiries through a gentle screening — modality preference, insurance, scheduling — before a consult.
yourpractice.com/inquiry
Tell us what you're looking for
What's bringing you in?Anxiety + work stress
Preferred modalityCBT, weekly
Insurance / OOPOOP with superbill
PORTAL
Intake Paperwork Portal
Clients complete consents, history, and assessments before the first session.
yourpractice.com/intake
Welcome — let's get set up
Consent & telehealth formDone
Client history
Initial assessmentsUp next
MEMBER
Active Client Hub
Clients can reschedule, request superbills, and message between sessions.
yourpractice.com/client
Welcome, Sam
PlanWeekly · Tuesdays
Next sessionTue 4pm
/HOW THEY WORK TOGETHER
From inquiry email to long-term client. Without admin drag.
Your team gently handles the practice ops so therapeutic energy goes where it belongs.
01 · INQUIREHadley
HadleyHadley answers warmly and screens for fit
02 · INTAKEOlive
OliveOlive sends and tracks paperwork in time for first session
03 · BILLMarlow
MarlowMarlow handles superbills and insurance questions
04 · WAITLISTAvery
AveryAvery keeps the waitlist warm and ready
05 · RETURNAvery
AveryPaused clients get gentle 'still here when you're ready' nudges
/HIRE A TEAM. OR HIRE THIS ONE.
The team your practice needs so you can stay clinical.
SimplePractice, your scheduling tool, and your insurance partner keep working. You'd still need humans on intake, paperwork, billing, and the waitlist.
Hire the team yourself
Real salaries. Real recruiting. Real onboarding time.
- Practice Coordinator~$45k/yr
- Intake Specialist~$42k/yr
- Billing / Insurance Coord.~$50k/yr
- Client Care / Waitlist~$42k/yr
Plus recruiting + onboarding$179k/year+
VS
Hire your BuildAI team
WORKS WITH YOUR STACKPlugs into the tools you already pay for.
- Hadley · New Client Coordinatorincluded
- Olive · Intake Coordinatorincluded
- Marlow · Billing & Superbill Helperincluded
- Avery · Waitlist Managerincluded
All four, live in 60sFrom $39/mo
/ WORKS WITH WHAT YOU ALREADY USE
Keeps the tools you already use.
Connect what you want, when you want. Nothing to rebuild, nothing to move over, and you stay in control of what goes out.
Gmail
CalendlySimplePractice
Headway
TheraNest
SonderMind
...and many more. If you use it, chances are we connect to it.
Logos via Logo.dev
/WHAT YOU'LL SHIP
From inquiry to long-term client, with care.
Inquiry emails answered with care.
Hadley responds warmly within an hour, screens for fit, and books consults — even after your clinical day.
Intake paperwork done before first session.
Olive sends, tracks, and gently nudges so clients show up prepared.
Waitlist warm, full caseload steady.
Avery keeps the waitlist active so an open slot fills the same day.
/ROI MATH
1 new long-term client pays for the year.
Avg. client annual value$3,800
BuildAI (1 year)$468
Hours saved / month~24 hrs
Break-even≤ 1 new client
Your practice is 60 seconds away.
No credit card. No contracts. Hire Hadley today, give your inbox back this week.
NO CREDIT CARD · 60-SECOND SETUP · MADE BY HUMANS