Six small things — in detail.
Each one is quiet by design. Together they give you back a meaningful chunk of your week.
We read each email carefully and pull out what you need.
A long email gets reduced — with care — to the things that help you decide how to follow up:
- Insurance carrier, member ID, plan, group number, or self-pay
- What they’re looking for — in their own words, plus a short summary
- Whether they’ve been in therapy before
- Whether they’d prefer in-person, telehealth, or either
- When they’re free — by days, times of day, or specific windows
- A phone number, if they left one
If something isn't in the email, we say so — we don't guess on your behalf.
InsuranceAetna · PPOMember IDnot in emailLooking for help withanxiety, panic attacksBeen in therapy beforenoPrefersin-person, telehealth okFreeevenings >6pm, Tue/Thu dayPhonenot in email
Insurance, parsed cleanly into fields.
Insurance is the question every practice gets asked — even cash-pay and out-of-network ones. We pull every carrier-and-plan detail out of a long email and present it as labeled fields, so you know before you reply whether you can take them.
- Carrier, as they wrote it (Aetna, Cigna, BCBS, United, Optum…)
- Plan type (PPO, HMO, EPO, POS) and a self-pay flag
- Member ID and group number when they’re in the email
- Whether they have insurance and whether they plan to use it
Whatever isn't in the email is marked missing rather than guessed, so you know exactly what still needs a follow-up.
If something’s missing, we ask in the same email.
When insurance, availability, a phone number, or what's bringing them in isn't in the email, the acknowledgement asks for it — a short bulleted list, never a form. Only the missing items are asked; if just insurance is unclear, that's the only question.
Their reply comes back to the same inbox and is included in your next daily digest.
To help [your name] prepare for the conversation, would you mind answering a couple of quick questions? You can just reply to this email.
- Do you plan to use insurance? If yes, please share your insurance carrier, member ID, and plan type (PPO, HMO, etc.). If you prefer to self-pay, just let us know.
- What days and times typically work best for a weekly session? (Weekday mornings, weekday evenings, weekends, specific windows, etc.)
Crisis language gets a different reply — immediately.
Every email is checked for acute-risk language two ways: by the model, and by a fixed backstop that can only add a flag, never clear one. If either fires, the writer gets a different automated reply.
That reply points to 988, 911, and the Crisis Text Line and says plainly that a new-client inquiry is not a crisis service. It does not promise that you've been paged. In your next digest, flagged inquiries are listed first, above everything else.
Please do not wait on this reply. If you or someone else is in immediate danger, call 911 now.
988 Suicide & Crisis Lifeline: call or text 988 (US), or chat at 988lifeline.org
Crisis Text Line: text HOME to 741741 (US & Canada)
About your inquiry: your message has been flagged for priority review and will be looked at during [your practice]'s next business hours, the same as any other new-client request.
One quiet email at 6pm in your timezone.
At 6pm in your timezone (you set it under Settings → Account), the day's new inquiries arrive in one calm email. Anything flagged for crisis language is listed first; the rest follow in the order they arrived, each with what was captured and what is still missing.
Each row is a gentle summary — never the raw email body unless you click in. You can read the full message any time; we just want to make sure you don't have to.
A quiet place to look back, when you want one.
The dashboard lists every inquiry — crisis-flagged first — with the full extracted detail, the original email one click away, and a record of who looked at what. It's here when you need it; we work hard to make sure you don't need it often.
You can export everything to your own files any time. When you eventually leave us, your clients' words leave with you — we destroy our copy in a way that even we can't undo.
How we keep what they share.
A per-practice key, a six-year record, a BAA with every practice, a clear breach procedure. All in one page.