From Intake Overload to Structured Access & Care Routing
The moment a distressed individual is acknowledged immediately, guided calmly, screened for administrative fit, and routed correctly — without being asked to explain their situation repeatedly. This is the Access-Ready Intake. Certainty replaces silence.
Recommended starting point:Foundation Package
The Problem
Mental health organizations do not struggle because of clinical quality — they struggle in the Access & Administrative Friction Layer. Patients reach out during moments of vulnerability, uncertainty, or crisis — often after hours. When calls go unanswered or inboxes overflow, trust erodes instantly. Front desks become overwhelmed by repetitive intake questions: 'Do you take my insurance?' 'Do I need a referral?' 'How long is the wait?' 'Is this urgent enough?' Administrative teams spend 60–70% of their time acting as Human Switchboards, chasing incomplete forms, clarifying eligibility, and redirecting misrouted inquiries — while clinicians remain shielded but underutilized. Without a system to capture Intent, Eligibility, and Urgency at the point of entry, organizations scale waitlists and burnout instead of access to care.
System Architecture
Meet Your New Team
Operator isn't just software. It's a verified swarm of specialized AI agents working in concert to run your operations.
Intake Specialist
Routing Manager
Engagement Lead
Policy Expert
System Logic: Inbound inquiry received via phone or web
Intake Specialist
Qualifies intent and gathers core requirements.
Policy Expert
Checks internal SOPs for case-specific compliance.
Routing Manager
Assigns to appropriate department with full context.
Engagement Lead
Schedules automated follow-up sequence.
Where Most Mental Health Organizations Start
Mental health organizations begin with the Foundation Package, installing OperatorHQ as a Private Administrative Front Door that runs fully on-premise — ensuring sensitive intent and personal information never leaves the organization's physical control.
What's Included
- Operator Node (Mac Studio) — on-prem runtime (as scoped)
- OperatorOS activated (control plane app)
- Core Stack (Lite) included — baseline intake → routing → handoff loop
- One core HQ (Voice HQ for inbound calls 24/7, or Chat / Intake HQ for web-based access)
What It Can Do
- Acknowledge 100% of inquiries 24/7 — nights, weekends, holidays — no silence during vulnerable moments
- Capture Administrative Intake DNA: new vs returning, insurance type / self-pay, referral requirement, general reason category (non-clinical), preferred timing / urgency flag
- Route Intake-Ready Briefs: deliver structured summaries to admin staff — no raw voicemails, no repeated questioning
What it intentionally does NOT include: What it explicitly does NOT include: Therapy, counseling, or clinical conversation. Psychiatric evaluation or diagnosis. Medication guidance. Risk assessment beyond handoff-only routing. Crisis counseling (OperatorHQ routes, humans respond). All clinical actions remain human-led.
Capability Expansion Path
HQ Pro applies admin-aware (non-clinical) routing: urgency-aware escalation (administrative crisis indicators trigger immediate human handoff), program fit filtering (psychiatry vs therapy vs community services), and referral enforcement (won't escalate unless required documentation exists).
Clinicians only see qualified, ready, appropriate cases. OperatorHQ never handles crisis — only routes it.
The Core Stack shares memory and context:
Identifies recurring access bottlenecks. Detects spikes in crisis-related inquiries. Flags breakdowns in intake flow. OperatorHQ becomes the nervous system, not the provider.
Custom Operator is designed for hospital systems, nonprofits, or multi-location clinics requiring maximum privacy, policy enforcement, and inter-organizational handoffs.
Policy RAG (internal intake rules). Multi-program siloing (psychiatry, therapy, outreach fully separated). Audit-ready logs. Inter-org handoff capabilities.
Every tier reduces access friction — higher tiers add admin-aware routing, eligibility enforcement, and ultimately unified care access operations.
Outcomes (Modeled / Typical)
Practices deploying Operator may experience:
Outcomes vary by deployment level, but the system consistently shifts organizations from intake overload to structured access operations.
Pricing Notes
Packages cap scope, not capability.
SCOPE BOUNDARY (Non-Negotiable): OperatorHQ supports administrative operations only. This system does NOT provide therapy, diagnosis, treatment, medical advice, or clinical decision-making. All clinical actions remain human-led. OperatorHQ supports access to care — it does not deliver care. This is the line that makes the system scalable, ethical, and defensible.
Examples only. Capabilities vary by scope, data quality, and integrations. Not legal, medical, or financial advice.
Ready to Deploy?
See how OperatorHQ can work for your specific needs.