People reaching out to a therapist are often at a hard moment, and many will not try twice. The first contact should be clear, calm and private. We build the website, the booking path and the missed-call reply for practices. We do not promise clinical outcomes, and we do not claim any compliance certification.
What slips away in a practice
- Calls during sessions. The clinician is with a client and cannot pick up, so the call goes to voicemail.
- Evening and weekend inquiries. Many people reach out after the day is over. A reply the next afternoon may come after they have contacted someone else.
- Unclear fees and availability. If a site hides both, people give up before calling.
- Unfinished intake. A long form sent by email is easy to leave.
- First-call no-shows. A gentle reminder helps, and many practices do not send one.
What we would build first
A website that makes the next step obvious
Services in plain words, fees in view, who you work with and one clear path to a short intro call. We built this approach for a private-pay Houston practice, with a free 15-minute call as the single path and a short quiz for people who are not ready to call. We keep that client unnamed. See the case study.
A missed-call reply with consent in mind
When a call is missed, the first text is a reply to the person's own call. It says it is automated, offers open times for an intro call, asks the person not to share details by text and points anyone in crisis to 988 or 911. STOP works every time. It never gives advice and never talks about someone's situation. See the text-back guide for how the mechanics work.
Privacy-minded intake
Keep texts to scheduling. Collect the minimum by text, such as a name and a good time, and move forms and sensitive details to the secure intake or portal your practice already uses. We build to your rules.
Reminders for the first call
A short reminder with the time and nothing else. No clinical details in any message.
HIPAA, stated carefully
HIPAA is the federal privacy law for health information. We are not a law firm, and we do not claim any compliance certification.
Here is what we can say from public legal summaries. A Holland & Hart explainer says covered entities and business associates may text or email patients unencrypted information if the patient is warned of the risk and still chooses it, that the amount of information should be limited, and that texting staff or other providers needs stronger safeguards. It also advises avoiding texting unless the method meets the Security Rule or is exempt.
What that means in practice: your counsel, your licensing board and your professional code decide what is allowed in your practice. We build around those rules, and we keep clinical content out of texts.
Marketing that fits a practice
- Your website. The most useful asset you own. People check it before they call.
- Google Business Profile. Accurate categories, hours and a plain description. See the checklist.
- Reviews, with care. Professional ethics codes for some licenses limit asking clients for reviews. Check with your licensing board before you ask. A public reply can also reveal that someone is a client, so keep replies general.
- Ads, if you want them. Ad platforms have strict rules about health and personal wording. We write about the practice and how to reach it, never about what someone might be going through, and we keep claims plain.
What it costs
- First call: free, 30 minutes.
- AI Implementation & Software Development: $1,000 to $5,000 to build, then a monthly care plan at half the build price, with a $1,000 minimum, so $1,000 to $2,500 a month. It covers hosting, AI usage, upkeep, updates and support. You own what we build.
- Website: $1,500 to build, then $199 a month for hosting and edits. Live in about 7 days.
- Google Business Profile: $300 to set up, then $149 a month.
- Content and Meta ads: $1,500 to $6,000 a month. Our service fee. Ad spend is paid to Meta directly and is not included.
A simple website and booking path is the usual starting point. Your flat price is in writing before work starts. See pricing.
What this is not
It is not therapy, triage or crisis support. It cannot assess anyone. It is a clearer way for a person to reach you and a way for you to stop losing people to a missed call.
Start with a free call
Book a free 30-minute call. We will look at how people reach your practice now and what to fix first, with your privacy rules in front. More on what we build is on the AI & Software page.