New-client intake questionnaires are scored automatically against every therapist's specialties, modalities, language, and real-time availability. The best match comes back with bookable slots in one message, replacing the weekly assignment meeting and getting clients into a first session six days sooner.
Typical results
92%
First-match acceptance
-54%
Intake drop-off
0
Assignment meetings
Figures reflect typical results for this kind of automation.
The challenge
Every new inquiry waited for the weekly assignment meeting, where the clinical team debated who should see whom from memory. Matches ignored real availability, clients waited close to two weeks for a first session, and a quarter of them quietly gave up and found help elsewhere before ever being scheduled.
Before and after
Inquiry to first session
−55%Weekly assignment-meeting time
−100%Intake drop-off rate
−54%The automation
We built a matching engine that scores each intake questionnaire against a structured profile of every therapist — specialties, treatment modalities, languages, age groups, insurance panels — combined with live calendar availability. Within minutes of submitting, the client receives the best-fit therapist with three bookable slots; one tap confirms the session, updates both calendars, and creates the CRM record. Unusual cases route to the clinical director's queue instead of a meeting, with the AI's reasoning attached.
How it works
- 01
Intake submitted
A new client completes the online questionnaire — concerns, preferences, language, insurance, availability.
- 02
Profile scored
The engine scores the answers against every therapist's specialties, modalities, languages, and live calendar.
- 03
Match proposed
The best-fit therapist comes back within minutes, with three bookable slots in one message.
- 04
Session booked
One tap confirms the slot; calendars, the CRM record, and intake paperwork update automatically.
- 05
Edge cases reviewed
Unusual profiles route to the clinical director's queue with the AI's reasoning attached.
Starts from
- Intake questionnaires
- Therapist availability
Delivers
- Best match + bookable slots
- First session booked
- CRM intake record
The impact
Time from first inquiry to first session typically falls from eleven days to five, and the weekly assignment meeting disappears from everyone's calendar. Intake drop-off halves from 26% to 12%, about 92% of proposed matches are accepted on the first suggestion, and caseloads fit each therapist better.
Questions about this automation
How does the engine decide which therapist fits a new client?
Each therapist has a structured profile covering specialties, treatment modalities, languages, age groups and insurance panels. The engine scores the client's intake answers against every profile and filters by live calendar availability. The best-scoring therapist with open time is proposed, together with three bookable slots, within minutes of the questionnaire being submitted.
What happens with cases the engine is unsure about?
Profiles that score low across the board, or that include answers the practice marks as sensitive, skip the automatic proposal. They go to the clinical director's review queue with the scores and the AI's reasoning attached, so a clinician makes the call and the client still hears back quickly.
Which systems does the matching flow connect to?
It reads the online intake questionnaire and the therapists' calendars, and it writes to the practice's CRM, creating the client record and attaching intake paperwork once a slot is confirmed. Confirmations go out by message or email. This is a multi-step build, usually rolled out in stages, with therapist profiles set up first.