Intake Response Audit
TheraCRM.pro sends a real inquiry to your practice through your own website form and phone line, times how long a substantive reply takes, and sends you the number — including what happens after hours and what happens if the inquiry arrives in Spanish.
Definition
What is the Intake Response Audit?
The Intake Response Audit is a free diagnostic in which TheraCRM.pro submits a genuine inquiry to a practice's own website form and calls its published phone line, then measures how long a substantive reply takes to arrive. The practice gets a measured number back, not a guessed benchmark or an automated scan.
It exists because response speed is the one intake variable a practice can almost never see from the inside — the team answering the phone cannot easily time itself, and no software installed after the fact can tell you what happened before it existed. The only way to find out is to actually send an inquiry and watch what happens to it.
How TheraCRM.pro runs the audit
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TheraCRM.pro submits exactly one inquiry through the practice's own public website form or chat widget — the same one a prospective patient would use, with no special access and no advance warning to the practice.
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TheraCRM.pro calls the practice's published phone number and records whether a live person, a voicemail greeting, or an automated system answers, and at what time.
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A person on our side times the first substantive reply by hand — there is no automated scanner and no instant score.
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If Spanish testing is requested, the same two contacts — form and phone — are repeated independently in Spanish, and timed separately from the English test.
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TheraCRM.pro does not identify itself or Aday Interactive during the test — only afterward, once the result is compiled — so the reply reflects how any new inquiry actually gets handled.
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TheraCRM.pro will not run this audit against a practice that has not requested it. A request made on someone else's behalf is confirmed with that practice before any contact is made.
Method
What counts as a substantive reply?
A substantive reply directly addresses what was asked — a specific appointment time, a clinician's name, or a real answer to the stated question. An automatic confirmation that only says a message was received does not count, even if it arrives in seconds.
The audit measures the first reply a prospective patient could actually act on, because that is the reply that determines whether they keep waiting on this practice or call the next one on their list.
Coverage
Does the audit check what happens after hours?
Yes. Part of the test happens outside normal business hours, since that is when a practice's real response system — an answering service, an automated text-back, or nothing at all — is actually on display, not just described in a policy.
The report states plainly what happened and when, without assuming any particular after-hours setup exists in the first place.
Bilingual testing
Why does TheraCRM.pro test English and Spanish separately?
88.0% of Miami-Dade County residents age 5 and older speak a language other than English at home, per U.S. Census QuickFacts. A practice's English intake and its Spanish intake are frequently built and staffed differently, and the only way to know the difference is to test both, separately.
No county-specific figure isolates Spanish speakers alone, so this page does not state one — the large majority of that 88.0% is understood to be Spanish, without a precise number attached to it.
What the audit report includes
What we don’t know yet
TheraCRM.pro has not yet run enough of these audits to publish a benchmark — an average South Florida response time, a typical after-hours gap, or any claim about how practices generally perform. We are not going to invent one to fill this space.
When enough real, measured audits exist to publish a sourced figure, TheraCRM.pro will name it as a benchmark and update this page to say so. Until then, the only number in your report is the one measured against your own practice, on the day the audit ran.
How do I request the audit?
Click below to open TheraCRM.pro's consultation request — the same intake used for every request on this site; there is no separate audit form.
Fill in your practice name, phone, and email as usual, then mention when we connect that you want the Intake Response Audit run against your website and phone line, and whether you'd like the Spanish-language test included. TheraCRM.pro will not run the audit against any practice without that request.
Results are compiled by hand and typically sent within a few business days. There is no faster automated tier and no fixed turnaround guarantee — a real test takes the time a real test takes.
FAQ
Questions about the Intake Response Audit
No. A person at TheraCRM.pro submits the inquiry, places the call, and times the reply by hand. There is no automated scanner running in the background and no instant score — the tradeoff for a real number is that it takes a person to produce it.
Not until the result is ready. Identifying TheraCRM.pro or Aday Interactive during the test would change how the practice's team handles the inquiry, which would defeat the point of measuring what actually happens.
No. The audit only runs against a practice that requested it, or on whose behalf someone authorized to do so requested it. We confirm that before any contact is made.
No. The audit is free, and the result is the practice's to keep whether or not there is ever a follow-up conversation with TheraCRM.pro.
That is a valid, reportable result. The audit states plainly that no Spanish-language reply was available to test, rather than guessing at one or leaving it out.
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