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
- Funding-source notes and out-of-network preferences
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 dayOON ok?yes — superbill mentioned
Insurance, parsed cleanly into fields.
Eligibility is the slowest step for most intake teams. We pull every carrier-and-plan detail out of a long email and present it as labeled fields — ready to drop into your EHR or eligibility check.
- Carrier (Aetna, Cigna, BCBS, United, Optum — and a few hundred more)
- Plan type (PPO, HMO, EPO, POS) and self-pay flag
- Member ID and group number when they’re in the email
- Out-of-network preferences and superbill requests
- Funding source notes (employer plan, marketplace, Medicaid)
Whatever isn't in the email is marked missing rather than guessed, so your verification staff knows exactly what still needs a follow-up.
If something’s missing, we ask kindly — once.
When insurance or availability isn't clear, we send the writer one short, warm follow-up — never a five-question form. When they reply, the new message threads back to the same record so nothing gets lost.
The question adapts to what's missing: if only insurance is unclear, we ask about insurance. If both are missing, we still send one short email. We treat the person like a person, not a form to be filled.
Hi Sarah — thanks for reaching out. I'd love to help.
One quick question to help me match you with the right time slot: you mentioned evenings after 6pm. Are weekends ever an option too, or strictly weekdays?
Talk soon,
Dr. Atulino
Three real openings in the reply. They pick, you confirm.
Optionally connect your Google Calendar (read-only). For each new inquiry, we offer three actual openings that match what the writer said worked for them.
They reply with a pick; you confirm. No double-booking, no "please use this scheduling link" friction — just the felt sense of someone having paid attention to their schedule.
- Tue, Jun 3 · 6:30pm – 7:20pmavailable
- Thu, Jun 5 · 7:00pm – 7:50pmavailable
- Tue, Jun 10 · 6:30pm – 7:20pmavailable
One quiet email at the hour you choose.
At the hour you set (default 6pm in your timezone), the day's new inquiries arrive in one calm email. Insurance-ready cases are grouped together, and anything missing a follow-up is called out separately so nothing slips through.
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. Most therapists open it once a week.
The dashboard lists every inquiry with search, filters, 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 at sign-up, a clear breach procedure. All in one page.