Custom AI — MENTAL HEALTH

Sensitive Intake, Handled With Care

Custom AI — engineered for mental-health and therapy practices. Not a templated SaaS plan.

Aria helps therapy practices answer the first call — verifying insurance, scheduling within your clinical boundaries, and warm-transferring crisis cases to a human, always. She is not a clinical tool. She is a respectful front desk.

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How It Works

Five things happen on every inbound call to Aria — without your team picking up the phone.

  • Reads your schedule live Aria connects to the EHR you already use and reads availability in real time. No double-booking, no callback-to-confirm, no “let me check and get back to you.”
  • Answers every question until they’re ready to book Clients call with questions before they commit — insurance, pricing, parking, what to expect, who they’ll see. Aria handles all of it on one call, for as long as the caller needs to feel comfortable, without rushing them or putting other calls on hold.
  • Routes to the right clinician and session Multi-clinician practices get correct routing automatically — the right therapist gets the right modality, the right clinician handles the right age group, the right session block is held for the right cadence.
  • Writes the booking directly into your EHR Every appointment lands in the EHR your staff already uses, with the caller’s name, the service type, the duration, and the notes. No second system to log into. No reconciliation work the next morning.
  • Frees your front desk to do the work that requires a person While Aria handles inbound volume — including the sensitive intake call that used to block three other inbound at once — your team is free to greet clients in person, walk care plans and intake conversations, and close the work in front of them.

The first call is the hardest call

For someone reaching out to a therapist for the first time, picking up the phone is often the bravest thing they've done in months. A voicemail tree, a long hold, or an abrupt "we're not taking new patients" can be the difference between care and shutdown. At the same time, most private therapy practices are small — one to a handful of clinicians who can't be the receptionist between sessions and who shouldn't be. The economics of paying a full-time front desk often don't work either.

Aria exists to make that first call feel calm, organized, and human-in-the-loop. She is a careful intake receptionist, never a substitute for a clinician.

1

Missed first calls

New-patient inquiries often go to voicemail when clinicians are in session. Many callers never call back — and the practice never knows.

2

Insurance complexity

Out-of-network, superbills, EAP, sliding scale, in-network panels — every caller has questions you'd rather not answer between clients.

3

Boundary protection

Clinicians shouldn't be reachable around the clock. But "no answer" feels cold. A calm intake bridge protects both.

4

Fit & matching

"Do you take adolescents?" "Do you do EMDR?" "Are you in-network with my plan?" Matching the caller to the right clinician matters — and it takes time.

5

Crisis handling

Sometimes a caller is in acute distress. Anything other than a real human and a real protocol is unacceptable.

How Aria approaches each one

Aria is built to your written intake protocol — not to a generic mental-health template. Her tone, her questions, her boundaries, and especially her crisis handoff are configured with you before launch and reviewed regularly.

Missed first calls
New-client inquiries hitting voicemail.
Aria answers gently. She introduces herself, takes the inquiry without rushing, captures the caller's preferred name and pronouns if offered, and schedules a consultation slot or a callback with the clinician — whatever your practice prefers.
Insurance complexity
Out-of-network, superbills, EAPs.
Aria explains what you've told her to explain. If you're out-of-network only, she says so plainly and explains your superbill process. If you take certain panels, she confirms. She does not improvise insurance answers.
Boundary protection
Clinicians can't be reachable 24/7.
Aria holds the line. Non-urgent calls outside business hours are documented and queued for the next business day. Urgent calls follow your written triage protocol — never a generic voicemail.
Fit & matching
Caller needs a specific specialty.
Aria asks the matching questions you specify. Modality, age range, specialty area, language, telehealth vs. in-person — she captures these and routes to the right clinician's calendar (or to a "no-fit" callback if no one on your team is a match).
Crisis handling
Caller in acute distress.
Aria warm-transfers, always. Any indication of crisis — explicit mention of self-harm, harm to others, acute distress, or any other signal you've defined — triggers your crisis protocol immediately. That means a live human, an on-call clinician, or 988 / 911 per your written instructions. Aria does not assess, advise, counsel, or hold the call.

Our crisis protocol commitment

Before any mental-health deployment, we sit down with the clinical team and write the crisis routing protocol together. It is reviewed by you, signed off by you, and audited regularly. Aria's crisis-recognition signals are configured to be over-inclusive on purpose: any ambiguity routes to a human.

We will not deploy Aria for a mental-health practice without a documented crisis handoff path that includes a live human reachable during all hours we accept calls.

Real call types Aria handles

First-time inquiry

"I've never done therapy before — I'm not sure where to start." Aria takes her time, captures the basics, explains how your consultation process works, and books a 15-minute fit call with the right clinician.

Insurance & superbill questions

"Are you in-network with my plan?" Aria gives the answer you've authorized: in-network status, OON with superbill, sliding scale availability — and offers next steps.

Existing-client scheduling

"I need to reschedule next Tuesday with Dr. Lin." Aria reschedules within the clinician's availability rules and confirms by text. She does not access clinical content.

Referral coordination

"My PCP suggested I call you." Aria captures the referral source, the presenting concern at the level you've authorized, and books the appropriate intake.

Specialty matching

"My teenager needs someone who does EMDR for trauma." Aria asks the matching questions, identifies the right clinician on your team — or, if no one is a fit, captures the inquiry and provides whatever referral guidance you've pre-approved.

Telehealth vs. in-person

"Do you offer video sessions in my state?" Aria knows which states each clinician is licensed in, confirms telehealth availability, and books accordingly.

Built for mental health practices

Crisis protocol first

We design the crisis handoff before we design anything else. It is the single most important part of a mental-health deployment.

Tone that matches your practice

Aria's voice and pacing are calibrated to your clinical style. She is not chirpy. She is calm, respectful, and patient.

Clear scope, clearly communicated

Aria does not assess, diagnose, advise, or counsel. She is honest about being an intake receptionist. That clarity protects everyone.

100%Crisis calls to a human
24/7Intake coverage if you want it
~30%Typical first-call capture lift
2-4 wkOnboarding with clinical review

Frequently asked questions

Does Aria provide any clinical content?

No. Aria does not assess, diagnose, advise, counsel, or perform safety planning. She is an intake receptionist. Any clinical question is routed to a clinician on your team.

How does the crisis warm transfer actually work?

Your team writes the crisis protocol with us. When Aria detects any defined crisis signal — language indicating self-harm, harm to others, acute distress, intoxication, or any signal you specify — she follows your written escalation path: live transfer to your on-call clinician, your designated crisis line, or 988 / 911 per your instructions. Ambiguity always routes up, never down.

What about HIPAA?

Aria is deployed under a Business Associate Agreement. Call audio and transcripts are handled under standard healthcare data controls. We're glad to walk your compliance officer through the data architecture and our subprocessor list.

Can Aria handle therapy practices with multiple clinicians?

Yes — multi-clinician matching by specialty, modality, age range, language, license state, and telehealth availability is supported. She books into each clinician's calendar according to your rules.

What happens to call transcripts?

They are retained according to your retention policy and HIPAA requirements. We're happy to align on retention windows and audit logging during scoping.

Will Aria pretend to be human?

No. She is honest about being AI when asked. Most callers find her calm and helpful — and prefer her to voicemail when a clinician can't pick up.

What does this cost?

Custom-built per practice — call volume, clinician count, and integration scope vary. Reach out for an honest scope.