New Patient Onboarding
- 1Inquiry form submitted on practice website
- 2Automated email sends secure link to intake documents
- 3System alerts clinician once forms are signed and submitted
- 4First session is automatically confirmed in the calendar
Systems for Psychologists
Modern Systems for Private Psychology Practices
Psychologists earn their income through billable clinical hours and specialized assessments. Income leaks occur when administrative burdens, unbilled cancellations, and slow intake processes reduce the actual time spent providing patient care.
Wellness & Fitness
- Automated Intake Portals
- AI Receptionist
- Missed Call Text Back
- Late Cancellation Recovery
- Automated Billing Follow-Up
How the business actually works
How the work flows, start to finish.
- 01
Inquiry
A prospective patient seeks help through a website form or secure portal.
- 02
Screening
Initial clinical fit is determined via automated intake forms or brief phone screenings.
- 03
Intake
The clinician collects informed consent, medical history, and insurance information through a secure portal.
- 04
Assessment
Initial diagnostic interviews and standardized testing sessions are conducted.
- 05
Treatment
Recurring therapy sessions proceed with automated reminders to maintain attendance.
- 06
Documentation
Progress notes and treatment plans are finalized following clinical encounters.
- 07
Billing
Invoices are generated for private pay or insurance claims are processed for reimbursement.
- 08
Maintenance
Ongoing care or follow-up assessments ensure long-term mental health stability.
Where it leaks
Common problems for psychologists.
01
Intake Bottlenecks
Manual data entry for patient history and consent forms delays the start of actual therapy. A slow onboarding process often leads to prospective patients seeking care from more responsive clinicians.
02
Last Minute Cancellations
Empty slots in the clinical calendar represent permanent revenue loss that cannot be recovered. Without structured reminders, clinicians face frequent no-shows that disrupt the therapeutic flow.
03
Payment Delays
Chasing copays or outstanding balances manually creates friction in the therapeutic relationship. Uncollected fees for missed sessions or late arrivals often go unaddressed to avoid confrontation.
04
Communication Gaps
Returning phone calls between sessions is difficult for a busy psychologist. Missed inquiries from new patients often result in them finding another provider before you can respond.
05
Administrative Fatigue
Spending hours on non-clinical tasks leads to professional burnout. Managing referrals and follow-ups manually takes away from time that could be used for continuing education or supervision.
What LATTICE can build
Systems built around how you work.
Automated Intake Portals
Digitally collect history, consent, and insurance details before the first appointment to maximize session time.
AI Receptionist
Handle patient inquiries 24/7 to ensure new referrals are captured even while you are in session.
Missed Call Text Back
Immediately engage potential patients who call when you are unavailable, preventing them from calling the next practice.
Late Cancellation Recovery
Automatically notify waitlisted patients when a last-minute opening occurs to keep your schedule full.
Automated Billing Follow-Up
Systematically remind patients of outstanding balances or upcoming copays without manual intervention.
Secure Appointment Reminders
Send automated SMS and email alerts to reduce no-shows and reinforce the practice's attendance policy.
Review Generation
Discreetly request feedback from professional colleagues or clinical partners to build your referral network reputation.
Example systems
What it looks like in practice.
No-Show Prevention
- 1Patient receives reminder 48 hours before session
- 2Second reminder sent 24 hours before the cancellation window closes
- 3Confirmation logged in the practice dashboard
- 4Clinician notified if patient requests to reschedule
Professional Referral Loop
- 1External physician refers a patient to the practice
- 2Automated thank-you note sent to the referring provider
- 3Status update sent to referrer once the patient completes intake
- 4Periodic professional updates shared to maintain the referral pipeline
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from psychologists
How can I manage new inquiries while I am in back to back sessions?
The system uses an AI receptionist and automated text responses to engage new patients immediately. This ensures they feel heard and provides them with the next steps for booking while you are focused on clinical work.
Can the system help reduce my no-show rate?
Yes, by implementing a multi-step reminder sequence that requires patient confirmation. If a patient does not confirm, the system can notify you early enough to offer the slot to someone on your waitlist.
Will this make my practice feel too automated for a clinical setting?
The communication is designed to be professional and supportive, mirroring the tone of a high-end medical office. Automation handles the logistics so that your personal interactions remain focused on deep clinical work.
How do I handle payments without having awkward conversations?
The platform automates the billing follow-up process, sending professional reminders and secure payment links. This separates the financial transactions from the therapeutic process, maintaining a clear clinical boundary.
Can I use this for both individual and group sessions?
The booking and reminder workflows are fully customizable. You can set specific protocols for individual therapy, group workshops, or specialized psychological testing appointments.