New Inquiry Triage
- 1Website visitor submits an inquiry form
- 2Automated screening questionnaire is sent to the prospect
- 3Clinician receives a notification to approve the clinical fit
- 4Booking link is sent for the initial consultation
Systems for Counselors
Modern Systems for Private Mental Health Practices
Mental health practices make money through billable clinical hours and consistent therapeutic engagement. Revenue leaks occur when prospective clients drop off during the intake process, when late cancellations leave gaps in the schedule, or when clinicians spend excessive time on non-billable administrative paperwork.
Wellness & Fitness
- Missed Call Text Back
- Automated Intake Portals
- Waitlist Automation
- Superbill and Payment Follow-up
- Secure HIPAA-Friendly Chat
Also for: Counselors, Mental Health Practices
How the business actually works
How the work flows, start to finish.
- 01
Inquiry
A potential client reaches out via your website or a directory profile seeking support.
- 02
Pre-Screening
Information is gathered to ensure clinical fit and verify insurance coverage or private pay status.
- 03
Intake
The client completes essential disclosure statements, consent forms, and background assessments.
- 04
Scheduling
Initial and recurring sessions are placed on the calendar based on clinician availability.
- 05
Intervention
Active therapeutic work begins with ongoing documentation and progress monitoring.
- 06
Retention
Automated reminders and follow-ups maintain the therapeutic alliance and prevent no-shows.
- 07
Billing
Claims are processed or superbills are generated to ensure the practice is compensated for time.
- 08
Discharge
The formal conclusion of the treatment plan with final assessments and referral options.
Where it leaks
Common problems for therapists.
01
Intake Bottlenecks
Slow response times to new inquiries often lead prospective clients to contact another provider. Managing the back and forth of paper forms or basic email creates unnecessary friction before the first session.
02
Empty Session Slots
Last-minute cancellations and no-shows directly impact practice revenue and clinician morale. Without a systematic way to fill these gaps, billable hours are lost permanently.
03
Administrative Fatigue
Counselors often spend hours every week on manual scheduling and following up on unpaid invoices. This administrative burden leads to burnout and reduces the time available for direct patient care.
04
Fragmented Communication
Using multiple disjointed tools for texting, emailing, and document sharing makes it difficult to track a client's history. This fragmentation can lead to missed details and a poor experience for the individual seeking help.
05
Referral Atrophy
Professional referrals from doctors or other therapists often go cold if they are not tracked systematically. Failing to nurture these professional relationships limits the long-term growth of the practice.
What LATTICE can build
Systems built around how you work.
Missed Call Text Back
Immediately sends a supportive text to anyone who calls the office when you are in session, capturing the lead before they move to another practice.
Automated Intake Portals
Clients receive a secure link to complete all necessary consents and background history forms online before their first appointment.
Waitlist Automation
When a cancellation occurs, the system automatically notifies clients on the waitlist to fill the open spot without manual calling.
Superbill and Payment Follow-up
Sends automated reminders for outstanding balances and delivers monthly superbills to clients for insurance reimbursement.
Secure HIPAA-Friendly Chat
Provides a professional channel for clients to ask brief questions or update their clinician without using personal phone numbers.
Appointment Reminders
Sends multi-channel reminders via SMS and email to reduce the likelihood of late arrivals or forgotten sessions.
Referral Source Tracking
Monitors where new inquiries are coming from so you can maintain relationships with the most active referral partners.
Example systems
What it looks like in practice.
No-Show Recovery
- 1Appointment is marked as missed in the calendar
- 2System sends a compassionate follow-up message to the client
- 3A re-scheduling link is provided to secure a new time
- 4Cancellation fee notification is sent if applicable
Annual Progress Check
- 1Triggered twelve months after a client's first session
- 2Sends a wellness survey or check-in note
- 3Offers a maintenance session for returning clients
- 4Updates the internal client status based on response
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from therapists
How does this help if I am a solo practitioner?
For a solo provider, time is the most valuable asset. Our systems act as a virtual office manager, handling the repetitive tasks of scheduling, intake, and billing follow-up so you can focus entirely on your clinical work.
Can we manage different clinicians under one system?
Yes. The platform allows for multiple clinician profiles with individual calendars and availability. You can route specific types of inquiries to the counselor best suited for that specific presenting problem or specialty.
Will this replace my existing clinical notes software?
LATTICE focuses on the business operations, communication, and front-end client experience. It is designed to work alongside your clinical documentation processes to ensure the administrative side of the practice is as professional as the clinical side.
How does automated intake improve the client experience?
It removes the stress of filling out paperwork in a waiting room or printing forms at home. Clients can complete everything on their own device at their own pace, which leads to a more relaxed and focused first session.
What happens if a client stops attending sessions?
The system can trigger a reactivation sequence. This sends a gentle, professional message to check in on their progress and offer an opportunity to resume treatment or provide a final referral if needed.