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Clientager

For therapy, counselling and psychology practices

A discreet AI receptionist for therapy and counselling practices

Clientager answers enquiries privately, collects the details you need for intake, matches new clients with a suitable therapist, books sessions and explains fees and insurance, while crisis situations go straight to emergency lines and your staff.

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Website chatSunday, 9:05 pm — new client writes through the website

Customer: Hi, I've been dealing with a lot of anxiety lately and I think I want to talk to someone. Do you have openings?

Clientager: Thank you for reaching out. I'm the practice's AI assistant, and I can help you find a time with one of our therapists. Would you prefer in-person sessions or video?

Customer: Video, evenings if possible.

Clientager: Understood. Two of our therapists work with anxiety and have evening video slots. Will you be using insurance, or paying privately?

Customer: Privately. How much is it?

Clientager: Sessions are 50 minutes and cost $140. The first one is a consultation so you and the therapist can see if it's a good fit. Jordan has Wednesday at 6 pm or Thursday at 7 pm. Would either work?

Customer: Wednesday at 6.

Clientager: You're booked with Jordan for Wednesday at 6 pm by video. I'll email a secure link for your intake form. If you ever feel unsafe before then, please call or text 988 or call 911.

What Clientager did

  • Initial consultation booked: Wed 6:00 pm, video, Jordan
  • Secure intake form link sent by email
  • Client marked self-pay, anxiety focus noted for clinician

Quick answer

What does an AI receptionist for therapists do?

An AI receptionist for a therapy practice answers calls and messages discreetly, collects basic intake details, explains your services, fees and insurance policies, matches new clients with a therapist based on your rules and books sessions. It never gives clinical advice. If anyone mentions self-harm, suicide or immediate danger, Clientager gives crisis line and emergency information right away and alerts your staff.

Illustrative example

Customer message

How much does a session cost?

Happy to help with that. Let me check and get it sorted for you now.

Saved to the customer record

What Clientager handles for therapists & counsellors

  • Answer enquiries discreetly
  • Collect minimal intake details
  • Match clients to therapists
  • Book first and ongoing sessions

Live availability

9:3011:0014:1515:0016:3017:15

Booked · reminder scheduled

What gets missed today

First contact is hard for clients

Reaching out for therapy takes courage. If the call goes to voicemail or the form gets no reply for days, many people don't try again.

Clinicians can't answer during sessions

Therapists are in back-to-back sessions and can't pick up. Returning calls between clients eats into notes and breaks, and phone tag drags on.

Matching takes back-and-forth

Each enquiry needs to be matched to a clinician by specialty, age group, availability and payment method, which usually means several emails before a first session is booked.

Fees and insurance questions repeat

Session fees, sliding scale, superbills and in-network plans come up in almost every enquiry, and answering them consistently matters for trust.

What Clientager can handle for you

  • Answer enquiries discreetly
  • Collect minimal intake details
  • Match clients to therapists
  • Book first and ongoing sessions
  • Explain fees and insurance
  • Send intake forms securely
  • Send session reminders
  • Route crisis mentions immediately

Enquiries it handles every day

  • “Do you have any openings for new clients?”
  • “How much does a session cost?”
  • “Do you take my insurance or provide superbills?”
  • “Do you offer online sessions?”
  • “Do you have someone who works with couples?”
  • “Can I reschedule my session this week?”

How it works

  1. 01

    Client reaches out

    By phone, website chat, email, SMS or WhatsApp. The agent introduces itself as the practice's AI assistant and explains it can help with booking and general questions.

  2. 02

    Safety first

    If the person mentions self-harm, suicide or being in danger, the agent gives crisis line and emergency information right away and alerts your staff. Nothing else comes first.

  3. 03

    Gentle, minimal intake

    It asks only what you approve, such as the general reason for seeking support, preferred session format, availability and payment method, without probing for details.

  4. 04

    Match and book

    Using your matching rules, it offers times with a suitable therapist, books the initial consultation and sends your intake forms and consent documents through your secure link.

  5. 05

    Ongoing sessions and reminders

    Clients can rebook, reschedule or cancel within your policy, receive reminders and pay through secure links. Clinical questions always go to the therapist.

Discreet first contact, answered at any hour

People often reach out for therapy late in the evening or at the weekend, after deciding they're ready. A prompt, warm reply makes it much more likely they follow through. Clientager answers on your website chat, email, phone, SMS or WhatsApp, introduces itself as the practice's AI assistant, and keeps the tone calm and respectful. It explains how getting started works and what the first session looks like.

Intake is deliberately minimal. You decide exactly what the agent may ask, typically the general reason for seeking support, preferred format, availability and payment method. It doesn't probe for personal history or ask follow-up questions about symptoms. Detailed intake and consent forms are sent through your own secure form or client portal, so sensitive information goes into the system you control.

Matching clients to the right therapist

Group practices spend a lot of admin time working out who should see whom. During setup you define matching rules: which clinicians work with couples, adolescents, trauma, anxiety or other areas, who offers video or in-person sessions, who is in network with which plans and who has a sliding scale. The agent applies those rules and offers times only with suitable clinicians, so the first booking fits.

Clients who ask for a specific therapist are offered that person's availability, and anyone who needs a referral elsewhere, for example for a service you don't provide, is passed to staff with a summary. Fees, cancellation policy, superbills and accepted insurance are explained consistently, using only the information you provide. Payments for sessions or late cancellation fees are handled through secure payment links, never by asking for card numbers.

Safety and privacy come first

The agent never provides therapy, clinical advice, diagnosis or opinions on medication. If a client mentions self-harm, suicide, abuse or being in immediate danger, it stops the booking flow, gives crisis line and emergency service information for the client's region straight away, and alerts your on-call staff according to your rules. It does not try to counsel or assess the person.

Privacy settings are agreed with you during setup: what is recorded, what appears in reminders, and who on your team can see conversation summaries. Reminders can be worded neutrally so they don't reveal the nature of the appointment to anyone who sees the phone. The agent never messages someone first; it only replies to people who contacted your practice and follows up on those conversations.

Frequently asked questions

What happens if someone mentions suicide or self-harm?

The agent stops the booking flow and immediately gives crisis line and emergency information, such as 988 or 911 in the US, or the numbers you set for your region. It alerts your staff according to your escalation rules. It does not counsel, assess risk or give advice.

How much does the agent ask during intake?

Only what you approve. Most practices limit it to the general reason for seeking support, session format, availability and payment method. Detailed history and consent forms are completed through your secure intake form or client portal.

Can it match clients to the right therapist?

Yes. You define matching rules by specialty, client age group, session format, insurance and fees. The agent offers times only with clinicians who fit, and passes unclear cases to your staff to decide.

Will reminders reveal that the appointment is for therapy?

Not unless you want them to. Reminder wording is agreed during setup and can be neutral, for example "your appointment on Wednesday at 6 pm," without naming the service.

Can it explain insurance and superbills?

It explains which plans you're in network with, whether you provide superbills for out-of-network reimbursement and your session fees, using the information you provide. Specific coverage questions are passed to your billing staff.

Does the AI pretend to be a therapist?

No. It introduces itself as the practice's AI assistant and is clear that it handles booking and general questions only. Clients can ask to speak with a person at any time, and the agent arranges a callback.

Capabilities

AI appointment booking that works the way your calendar doesClientager books, moves and confirms appointments and reservations around the clock, following your services, durations, staff and rules, then reminds customers so they actually show up.Search & MatchingCustomers describe what they want in their own words. Clientager searches your products, services, properties or availability and replies with real options, then helps them take the next step.

Related industries

DoctorsClientager answers patient calls and messages for your practice, books and reschedules visits, logs refill and records requests, and makes sure anything urgent reaches a person fast.Medical ClinicsClientager answers your clinic's calls and messages, works out which department or provider the patient needs, books across calendars, and hands urgent and clinical matters to your staff.PhysiotherapyClientager answers new patients, books initial assessments with the right therapist, collects insurance and referral details, and reminds patients to complete their course of care.An AI chiropractic receptionist that keeps your table fullClientager answers calls and messages for your clinic, books new patient exams and adjustments, collects insurance details and follows up with patients who fall behind on their care plan.Law FirmsClientager answers potential clients on every channel, gathers the facts your intake team needs, collects conflict-check details and books consultations with the right attorney.

Use cases

AI ReceptionistClientager greets every caller and message, answers common questions, books appointments, takes detailed messages and puts people through to the right person when they need one.AI Appointment BookingCustomers say what they want in their own words, like "Tuesday after work, with Maria", and Clientager finds a real slot, confirms it and sends the details.AI website chat that answers like your best employeeClientager sits on your website, answers visitors' real questions from your information, and helps them book, buy or get in touch, at any hour, without a clunky decision tree.AI Call RoutingClientager asks callers what they need, works out who should handle it, and transfers them with a short summary, or resolves the call itself when no person is needed.

Guides

What is an AI customer manager?A plain-English explanation of the role, what it handles from first enquiry to follow-up, and where your team still matters most.AI Receptionist for Small BusinessFor owner-operators and teams under 10: a receptionist that answers while you work, books what it can, and is set up for you instead of becoming another project.

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