Triage stops being your night job.
IntakeFlow reads every new-client email with care. The parts that matter — what brings them in, their insurance, when they're free — arrive in one calm summary at the hour you choose. Built for the intake teams at private practices, group programs, and treatment facilities.
Two weeks free · No card · BAA included
Made for intake teams at private practices, group programs, and treatment facilities
A late-night email. A morning summary.
Someone reaches out at 11pm. By breakfast you have the parts that matter — without losing the human voice behind them.
Hi — I found your practice and wanted to reach out. I've been struggling with anxiety and occasional panic attacks for the past several months and I think it's time to talk to someone.
A bit about me: 32, working from home most days, which I don't think has helped. I have Aetna PPO through work. Evenings after 6pm are easiest, or Tuesdays / Thursdays during the day. In-person would be lovely if you're nearby, but telehealth is fine.
Thanks for reading. — Sarah
Three steps. Nothing new to check.
Everything happens in email — yours and your client’s. There’s a dashboard if you want one, but most therapists open it once a week.
Connect your inbox
One click to authorize Gmail, Google Workspace, or Microsoft 365. We never see your password, and you can disconnect any time.
We read every new-client email
What they’re looking for, their insurance carrier and plan, what schedule works, what they prefer — pulled cleanly from each inquiry and ready for your intake team to act on.
You get one calm summary
One email at the hour you choose. Every new inquiry laid out as a gentle summary — never the raw email if you’d rather not.
Six small kindnesses.
Quiet, careful, and respectful of the human behind every email.
The parts that matter, surfaced
Insurance, what brings them in, availability, what they’d prefer — pulled from a long email and laid out where you can find them at a glance.
Insurance, parsed cleanly
Carrier, plan, member ID, group number, self-pay — pulled from a long email and laid out as clean fields your intake team can copy straight into your EHR or eligibility check.
One short follow-up, not five
If something’s missing, we ask the writer one warm, specific question — and stitch their reply back to the same record so you don’t lose the thread.
Three real openings in the reply
Optionally connect your Google Calendar. We offer three slots that match what they said worked — they pick one, you confirm. No scheduling-link friction.
Built to hold what they trusted you with
Each practice has its own encryption key. A six-year record of who-touched-what. A signed BAA at sign-up. Their words stay yours.
Lives where you already are
Everything happens in email — yours and your client’s. There’s a dashboard if you ever want one. Most therapists open it once a week.
Your evenings, gently back.
You closed the laptop at five. We read each new email with care, sent a warm acknowledgement, and pulled out the parts your intake team needs. By 7am the next morning, the day before is already gathered — not piled.
Each practice gets its own encryption key. 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 shareYou had a normal evening. Here's what arrived while you were resting — gathered, not piled.
The morning used to start with a 20-minute scan of inquiries from the night before. Now I open the digest, read three lines, and know where my day is going.
Two plans. Both built the same way.
Read every email. Capture every detail. Keep a six-year audit. Try it for two weeks — no card.
One practitioner, one inbox.
- Unlimited intakes
- Insurance captured cleanly
- Daily digest
Up to 5 therapists.
- Everything in Solo
- Up to 5 seats
- Priority email support
The questions therapists actually ask.
Are you really HIPAA-compliant — or just "HIPAA-conscious"?+
We sign a Business Associate Agreement at sign-up, and every vendor that touches your clients' words has signed one with us in turn. Records are encrypted with a key unique to your practice, and we keep a six-year log of every time we touched anything. We say "HIPAA-conscious" because compliance is a way of working — not a certificate — and we'd rather you read our security page than trust a badge.
Will you read my existing clients' email?+
No. We only look at messages that arrive after you connect the inbox, and we leave anything that doesn't look like a new-client inquiry untouched. You can disconnect any time; if you do, your clients' words leave with you.
Does it work for a team, not just a solo practitioner?+
Yes. Practice plans include up to five seats; every coordinator on your account sees the same gathered summary. Each inquiry threads back to a single record, so handoffs between team members don't lose context. Larger programs and treatment facilities — write us and we'll size the right plan.
Can I cancel any time?+
Yes — from Settings → Subscription, no friction. You keep access through the end of the month you've already paid for. We don't prorate partial months, but we'll refund erroneous charges and any sustained outage; the policy is in the Terms.
Do you train AI on my clients' words?+
No. The model we use processes the email and forgets it. Your clients' words are never used to train an AI — ours, Anthropic's, or anyone else's.
Get your evenings back.
Two weeks free. No card. We'll send you a draft BAA the moment you sign up — read it over a cup of tea.