Someone reached out at their worst moment. Don't make them wait.
Intake automation for South Florida therapy practices — trauma, EMDR, couples, sex therapy, child and adolescent. Confidential by default, bilingual by default, and fast enough to matter.
The window is hours, not days
Someone decides today is the day. They open four therapist websites, fill out four forms, and put the phone down.
That decision took months. The window where they will actually follow through is measured in hours. The practice that answers inside that window gets the consult — the other three get nothing, and often the person does not try again.
This is the least forgiving intake in healthcare, and most practices are running it out of a shared Gmail account.
Five systems, one confidential pipeline
Confidential intake forms — presenting concern, insurance or private pay, preferred clinician, availability, language — in English and Spanish.
A first response in under a minute, written in language a person in distress can read. No marketing tone. No exclamation points.
Follow-up that stops the moment they book, reply, or ask to be left alone.
Clinician matching by specialty, modality, and language, so a Spanish-speaking EMDR inquiry routes to the clinician who can take it.
A waitlist that actually functions — when a slot opens, the right people hear about it in order.
Clean hand-off to SimplePractice, TherapyNotes, or your EHR, so the clinical record starts complete.
Pipeline stages we ship for this vertical
Spanish stays Spanish, start to finish
Disclosing why you are seeking trauma therapy is hard in your first language and harder in your second. A Spanish-speaking client who submits in Spanish and gets an English reply reads it as: this practice is not for me.
Spanish stays Spanish here — confirmation, reminders, intake paperwork, the voice agent, the reschedule link. And the clinician who picks it up is the one who can hold the session in Spanish.
Covered, and unusually sensitive
Therapy practices are covered entities, and intake content is unusually sensitive — presenting concern alone can be PHI.
TheraCRM.pro runs on HIPAA-enabled infrastructure, Aday Interactive signs a Business Associate Agreement with your practice, and we configure minimum-necessary access so front-desk staff see scheduling details without clinical detail.
We also configure to Chapter 491 realities — registered interns and supervisees get scoped access appropriate to their supervision status.
We are not attorneys and this is not legal advice. Your policies, training, and workforce agreements remain yours.
Read the full BAA chain →Systems we confirm on the call
We confirm every system on the discovery call before you sign anything — not a certified list, a starting point.
Built in Coral Gables. Working across South Florida.
We are at 338 Minorca Avenue, and most of the practices we work with are within a fifteen-minute drive. Each neighborhood breaks intake differently, so each location page says something specific and true about it.
Coral Gables
Our home neighborhood — referral-driven, private-pay, Mediterranean lobbies shared by four practices.
Brickell
A vertical neighborhood awake from 8 PM to midnight, exactly when most practices have gone quiet.
Pinecrest
Suburban and family-anchored, where the person filling out the form is a parent with two other tabs open.
Practices outside these three neighborhoods: the build is the same and we work across South Florida. See all four practice types.
Questions we get on this call
We write the first reply; you approve every word. Warm, plain, no marketing voice. And a two-minute human-sounding reply beats a warm one that arrives Thursday.
Yes, ordered, with automatic outreach when a slot opens.
No. It catches the inquiries PT sends you and stops them from sitting unanswered.
Possibly. We will tell you on the call rather than sell you.
Someone is deciding right now.
Let’s talk through what a confidential, bilingual intake would look like for your practice.
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