New Patient Onboarding
- 1Website inquiry triggers a text with the intake packet link
- 2System monitors for form completion and sends a reminder after two days
- 3Completed forms trigger an internal task to schedule the evaluation
Systems for Speech Therapists
Practice Systems for Independent Speech Therapists
Independent speech therapy clinics make money through clinical hours, evaluation fees, and specialized workshops. Profitability often leaks through late cancellations, gaps in treatment authorizations, and administrative fatigue from manual intake processing.
Healthcare
- Digital Intake Portals
- Missed Call Text Back
- Recurring Session Reminders
- Waitlist Nurture
- Authorization Tracking
How the business actually works
How the work flows, start to finish.
- 01
Referral
Incoming inquiries arrive from pediatricians, school districts, or self-referrals via digital channels.
- 02
Intake
Collecting patient history, developmental milestones, and insurance information before the initial evaluation.
- 03
Evaluation
Formal assessment occurs to determine the plan of care and diagnostic codes.
- 04
Authorization
Securing treatment approvals from payers or setting up private pay agreements.
- 05
Treatment
Recurring clinical sessions focusing on articulation, fluency, or feeding goals.
- 06
Maintenance
Periodic re-evaluations to update therapy goals and monitor progress toward discharge.
Where it leaks
Common problems for speech therapists.
01
Last Minute Cancellations
Empty slots in the clinical schedule cannot be recovered, directly impacting the month's billable hours. Without automated reminders, speech therapists lose significant revenue to no-shows.
02
Authorization Expiry
Providing services after an authorization period ends leads to unpaid claims and administrative friction. Keeping track of session counts manually often results in treating patients without guaranteed reimbursement.
03
Intake Friction
Long, paper-based developmental histories often delay the start of therapy. If families find the onboarding process too difficult, they may seek a clinic with a more accessible digital entry point.
04
Waitlist Stagnation
A growing waitlist is a sign of demand but managing it via spreadsheets leads to lost opportunities. High-intent families often find other providers if they are not engaged regularly while waiting for a slot.
05
Referral Tracking
Failing to acknowledge physician referrals weakens the professional network that feeds the practice. Manual follow-up with pediatricians or ENTs often falls behind during busy clinical weeks.
What LATTICE can build
Systems built around how you work.
Digital Intake Portals
Securely collect case histories and consent forms before the first evaluation to maximize clinical time.
Missed Call Text Back
Immediately captures new patient inquiries when the therapist is in a session by sending an automated text greeting.
Recurring Session Reminders
Sends automated SMS and email alerts to parents to reduce no-shows for weekly therapy appointments.
Waitlist Nurture
Sends monthly updates to families on the waitlist to maintain engagement and confirm they still require services.
Authorization Tracking
Monitors the number of sessions used and triggers a task for the therapist when a new plan of care is due.
Review Generation
Discretely requests feedback from satisfied families after successful progress milestones or discharge.
Referral Partner Workflows
Automatically notifies referring physicians when a patient has completed their initial evaluation.
Example systems
What it looks like in practice.
Attendance Protection
- 1Patient is scheduled for a recurring weekly slot
- 2SMS reminder sent 48 hours before the session
- 3Confirmation is logged in the dashboard for the therapist to see
Physician Loop Closure
- 1Therapist marks the evaluation as complete in the portal
- 2Automation sends a thank you email to the referring doctor office
- 3Status is updated to active treatment in the referral tracker
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from speech therapists
How can I reduce the time spent on phone calls with new parents?
By using an AI receptionist or automated text back, you can capture initial details and direct parents to a digital intake form. This ensures you only spend time on the phone with families who are a clinical fit and have provided their basic information.
Can the system handle my specific therapy waitlist?
Yes, we can build custom pipelines that categorize patients by their availability or clinical needs. This allows you to quickly fill an open Tuesday morning slot by filtering for families who requested that specific time.
Will this help with my recurring weekly schedule?
Automated reminders are designed specifically for recurring appointments, ensuring parents stay committed to the therapy plan. The system can send different messages for evaluations versus standard treatment sessions.
How do I track where my best referrals are coming from?
The dashboard tracks the source of every new patient lead, whether it is a specific pediatrician, a school district, or your website. This allows you to see which relationships are most valuable to your practice growth.
Is the system easy for parents to use?
The interface focuses on a frictionless mobile experience, allowing parents to fill out forms and confirm appointments directly from their phones without creating complex accounts.