Sound familiar?
What therapy and counseling practices tell us before a project starts.
- Inquiries arrive by form, phone and email, and some get a reply days late.
- Our waitlist is a spreadsheet, and when a slot opens nobody knows who is next.
- Late cancellations and no-shows cost clinicians paid hours.
- Clinicians keep their own availability and the intake coordinator has to ask each one.
- Claims and client balances are chased by hand.
What we build
Each one is a working piece you can open and check when it's done.
Inquiry intake and matching
A form that asks only for contact details and scheduling preferences, routes the request to the right clinician or coordinator, and sends a warm first reply the same day.
CRM setup and lead pipelines n8n, Make and Zapier automationWaitlist that moves
When a clinician has an opening, the next matching person on the waitlist is offered it and the slot is released if they do not answer.
n8n, Make and Zapier automation Notion and Airtable systemsReminders and cancellation policy
Reminders with a confirm or reschedule link, and a message about your cancellation policy sent in plain, kind wording.
Booking and scheduling systemsClinician availability in one place
Each clinician's open slots collected on one shared page the intake coordinator can see, without clinical detail.
Google Sheets and Apps Script automation API integrations and data syncBilling admin
Payments, statements and overdue balances tracked and reminded, with figures reconciled to your accounting software.
QuickBooks, Xero and HubSpot integrations Stripe integration and billingPractice overview
Sessions held, cancellations, open slots and new inquiries by clinician, as counts only.
Dashboards and reportingMental health software we work with: SimplePractice, TherapyNotes, TheraNest, Jane App, Alma, Headway.
And the general tools around it: Google Sheets, Calendly, QuickBooks, Stripe, Zapier, Make.
Example projects
Illustrations of the shape of the work, not past clients. Yours gets its own written scope.
Example project
First reply within the day
Example: a group practice wants every inquiry to receive a short, kind reply with a booking link for a consult call, and the coordinator notified if there is no answer after two days.
Form, CRM, emailExample project
Waitlist offers
Example: a practice with six clinicians wants an opening to be offered to waitlisted people by availability and clinician fit, with first yes taking the slot.
Airtable, email, scheduling linkExample project
Balances without awkward calls
Example: a solo therapist wants statements and gentle reminders sent for unpaid balances, with payments matched in the accounting software.
Stripe, QuickBooksQuestions people ask first
Will session notes or diagnoses go into what you build?
No. Notes, diagnoses and anything clinical stay in the systems your practice has set up for them. We use contact details, scheduling details and counts.
Can you connect to SimplePractice or TherapyNotes?
As far as each product offers integrations, exports or notifications, yes. We check what it supports before planning, and say so if it supports little.
Is it compliant?
We make no compliance claims. You and your advisers decide what is acceptable for your practice, and we build to that.
How do we start?
Tell us your practice software and the admin job that pulls clinicians away from clients. We reply with questions or a written scope.
Tell us what you need built.
Email a few lines about what you want and which tools you use, or call. We reply with questions or a written scope.
hello@pushbuild.com