Their first message arrives at 9 PM.

No. TheraCRM.pro is your front-of-house marketing and intake engine. It captures, nurtures, and schedules leads before they become clinical patients in your EHR (such as SimplePractice, TherapyNotes, or Kalix). Once a consultation converts into an active client, you transition them into your clinical EHR system for progress notes, treatment plans, and clinical billing.

TheraCRM.pro is built on HIPAA-enabled infrastructure, and Aday Interactive signs a Business Associate Agreement with your practice before any PHI moves through the system. HIPAA compliance is a shared responsibility: the platform provides the technical safeguards, we configure them on a minimum-necessary basis, and your practice maintains its own policies, training, and workforce controls. No vendor can make your practice compliant on its own, and no one, including us, is "HIPAA certified," because no such government certification exists.

Your plan ships with the bilingual forms, pipelines, and follow-up sequences already built for your practice type, plus a guided setup course. Most solo practices are live within a week on their own. If you would rather not touch it, we recommend Aday Interactive, Inc., our Coral Gables implementation partner, to build it for you. That is a separate, quoted engagement and it is entirely optional.

The underlying platform is HighLevel (GoHighLevel), running in its HIPAA-enabled configuration. What TheraCRM.pro adds is the build: bilingual intake forms, pipelines configured per practice type, follow-up sequences written for healthcare, the voice agent scoping, and support from people in your time zone. We did not need to reinvent the infrastructure, and we would rather tell you that up front than have you discover it later.

Because those are different moments. SimplePractice's Spanish begins once someone is already your client and logs into a portal, and it is genuinely good. Ours runs before that: the inquiry form, the reply that goes out in under a minute, the reminder, the voice agent, the rescheduling link, and the tag that routes them to a clinician who can hold the session in Spanish. A Spanish-speaking prospect who gets an English auto-responder at 9 PM never becomes a client, so they never see the portal. Spanish before they are a patient, not after.

It is, and that is the right thing to weigh. So weigh it as arithmetic rather than as a software line item: if your average client is worth roughly $3,500 over their course of care, one additional client a year nearly pays for the Solo plan and two puts you clearly ahead. If you are confident you are not losing at least that many inquiries to slow or English-only follow-up, we are genuinely not worth it and we will tell you so on the call.

Voice recordings are among the data objects the platform's HIPAA module covers. AI processing of those calls is a separate question, and we will not pretend otherwise: the platform names Reviews AI as HIPAA-handled but publishes no equivalent statement for Conversation AI, the voice agent, or workflow AI actions. It does disclose AI subprocessors, Retell AI, Synthflow and Botpress, without publishing BAA status for each. So we scope the voice agent to scheduling and logistics: it books, takes a callback number, and escalates. It does not discuss clinical detail. We have this in writing with the platform as an open question, and we will tell you the answer when we have it rather than guess on your behalf.

Your data is yours and we will not hold it hostage, on request we export contacts, form submissions, and pipeline history in a standard tabular format. Two honest limits: the underlying platform does not publish a guaranteed export format, retention period, or deletion timeline for PHI, so our commitment is to act promptly and in good faith rather than to a service level we do not control. And a HIPAA-enabled sub-account can only be transferred to another agency that also holds the platform's HIPAA module, so moving to a partner without it means migrating data rather than transferring the account. Most vendors let you find that out on the way out. We would rather you knew now.

Technically yes, and we build these integrations. But be aware of the boundary: the platform's BAA covers data inside the platform, and external connections, Zapier, Make, webhooks, the public API, calendar sync, payment processors, EHR connectors, are not documented as being inside it. That does not make them unusable; it makes them something to scope deliberately. We configure integrations to pass the minimum necessary, and for anything carrying clinical detail we will tell you what we can and cannot evidence before we build it.

Yes. Therapy is where we started and it is still the anchor, but med spas, dental practices, and medical practices run the same system with different pipeline stages and different intake fields. A new-patient call, a Botox consult, and an implant evaluation all fail the same way, too slowly, and in the wrong language.

Yes. One line of embed code on WordPress, Squarespace, Webflow, Wix, or a custom site, on your contact page, your request-an-appointment page, or both. The English and Spanish versions come from the same build, so they never drift apart.

A missed call triggers an automated text back in under a minute, in the language of the inquiry, offering real availability rather than a promise to call back. The voice agent can also pick up directly. Automated messages carry scheduling and logistics only, never clinical detail, and nothing automated sends between 9 PM and 8 AM unless you ask for it.

Yes. Front-desk coordinators, the practice manager, and intake staff work from one dashboard with a single thread per person. Staff can leave internal notes the patient never sees, assign inquiries to a specific clinician, and text from the practice number rather than personal phones. Access is configured by role on a minimum-necessary basis, and every access is logged.