What a custom agent looks like inside a counseling, therapy or substance use practice — the ten roles in your language, and what each plugs into in a practice running SimplePractice, TherapyNotes or Kipu.
last reviewed
Behavioral health practices carry more demand than they can serve and lose revenue to administration rather than to lack of clients. Waitlists go stale, intake takes weeks, no-shows consume slots someone else wanted, and notes get written between sessions or after hours. The clinical work is the constraint the practice wants; almost everything else in the day is not.
The honest version of "does it integrate with my software." These are the systems this industry actually runs on, and what each one means for a build.
The systems of record for solo and group outpatient practices — scheduling, documentation, billing and the client portal.
Built for residential and intensive outpatient programs, with census, level of care and utilization review workflow.
Eligibility, authorizations and utilization review, where levels of care must be justified on a schedule to keep being paid.
Video sessions integrated with scheduling and documentation, now a substantial share of visits.
Where prospective clients wait, often for weeks, and where most practices lose people who found help elsewhere.
Standardized assessments collected over time, increasingly expected by payers and rarely operationalized well.
Reminders and confirmations, which have an outsized effect on no-show rates in this specialty.
Each of these is a real build, not a feature of a product you already pay for. Follow one through to see how it works in general.
Nothing you are owed gets dropped.
Whatever arrives, in whatever format, becomes a clean record.
Writes the recurring document from your own past work.
Knows what expires, renews or comes due — and says so first.
Answers from your own records, not from the internet.
The conversation becomes the record, without anyone typing it up.
Assembles the recurring report from systems that do not talk.
Matches two sets of records and queues only the exceptions.
Two systems that do not talk, now talking.
Applies your rules, escalates only what needs judgment.
If that is a job in your business, the next step is half an hour on a call. Bring whatever you know about the volume — how many a month, who owns it now, which systems it touches. That is enough to scope it properly and quote it flat before anything starts.
Everything in this library is built to order rather than bought off a shelf — and whatever I build, I host and maintain. The rest of the library is here.