AI Receptionist for TherapyNotes
A behavioral health enquiry usually happens once. Someone works up to calling, gets voicemail, and does not call back — and the therapist who missed it was in session, which is exactly where they should have been. MedReception AI answers every enquiry, screens it properly, and books the intake against the right TherapyNotes appointment type.
Also written as Therapy Notes, TherapyNotes EHR and Therapy Notes EHR — MedReception AI supports TherapyNotes practices however you spell it.
24/7
enquiry coverage
Every new-client call answered, including during session hours.
2–4 wks
typical rollout
Workflow mapping to live calls for most practices.
0
interruptions
No front desk needed to catch the call.
1 · Where TherapyNotes phone workflows break
What the phone costs a TherapyNotes practice
The enquiry that only comes once
A prospective client reaching out for therapy has usually built up to it. Voicemail ends most of those conversations permanently — and unlike a rescheduling call, it never rings again.
Therapists answer their own phones
In solo and small group practices the clinician is the front desk. Every call is either an interruption to a session or a missed enquiry; there is no third option without cover.
Insurance questions stall the booking
Panel status, deductible, self-pay rates and sliding scale come up on the first call. Without answers the caller says they will think about it, and that is the last you hear.
Urgent language needs a real path
Some calls are not enquiries. Recognising crisis language and routing it immediately matters more here than in any other specialty, and a voicemail box cannot do it.
2 · What MedReception AI does alongside TherapyNotes
AI reception built for TherapyNotes workflows
Screening
Proper new-client screening
Captures presenting concern, preferred modality, therapist preference and availability, so what reaches you is a complete enquiry rather than a name and a number.
Scheduling
Intake booked to the right type
Books initial consultations against your TherapyNotes appointment types, keeping established-client slots protected from new-enquiry bookings.
Coverage
Insurance and self-pay on the first call
Collects payer, member ID and self-pay intent up front — the point where behavioral health enquiries most often stall.
Safety
Crisis routing, not a message
Recognises urgent language and follows your defined escalation path immediately rather than taking a message for the morning.
3 · Practice types
Built for every TherapyNotes practice model
Solo therapists
Cover the phone during sessions without hiring, and stop losing the enquiry that only comes once.
Group practices
Match callers to the right clinician by modality, specialty and availability before anyone picks up.
Psychiatry
Separate medication questions, refill requests and new-patient enquiries so each reaches the right queue.
Telehealth-first practices
Confirm state of residence and platform readiness during the call, not on the day of the appointment.
4 · TherapyNotes integration
How MedReception AI works with TherapyNotes
- ▸Routes by presenting concern, modality and clinician preference so group practices match the caller to the right therapist
- ▸Structures every call into a summary that pastes into TherapyNotes without retyping
- ▸Captures payer, member ID and self-pay intent so the insurance conversation is finished before the first session
- ▸Books initial consultations against your own appointment types, leaving established-client slots protected
- ▸Escalates urgent language on your rules immediately, and logs the routing so nothing is ambiguous afterwards
- ▸Handles after-hours enquiries and presents them as a triaged list the next morning rather than a voicemail queue
5 · What changes
What TherapyNotes practices see
- ▸New-client enquiries stop going to voicemail during session hours — the single largest source of lost referrals in behavioral health
- ▸Insurance and self-pay questions are answered on the first call, so fewer callers leave to 'think about it'
- ▸Clinicians stop breaking session to answer the phone
- ▸Every enquiry arrives with presenting concern and modality already captured, so the intake starts further along
Show your TherapyNotes team the live workflow
We map your call types to your TherapyNotes appointment types, then run a live call so you hear exactly what a patient hears before anything goes near your phone line.