From Intake Overwhelm to Therapist-Fit Routing
The moment a new patient inquiry is acknowledged, screened for administrative fit, and routed to the appropriate therapist's availability — without clinical interpretation. This is Therapist-Fit Routing.
Recommended starting point:Foundation Package
The Problem
Therapy practices don't struggle because of clinical skill — they struggle in the Administrative Matching Gap. Patients reach out seeking help but face voicemail, slow responses, and repeated intake questioning. Front desks juggle insurance verification, availability matching, and new patient screening while therapists wait for appropriate referrals. Without a system to capture Therapy Access DNA at the point of entry, practices scale frustration instead of connection.
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 Therapy Practices Start
Therapy practices begin with the Foundation Package, installing OperatorHQ as a Private Access Front Door that runs fully on-premise — ensuring patient intent and personal information never leave the practice'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 new patient inquiries 24/7
- Capture Therapy Admin DNA: new vs returning, insurance type or self-pay, session format preference (individual, couples, family), availability windows, general concern category (non-clinical)
- Route Availability-Ready Briefs: deliver structured summaries to admin staff for therapist matching
What it intentionally does NOT include: What it explicitly does NOT include: Therapy or counseling conversation. Clinical assessment or treatment recommendation. Therapist-patient matching based on clinical factors. Crisis counseling (OperatorHQ routes, humans respond). All clinical actions remain therapist-led.
Capability Expansion Path
HQ Pro applies therapy practice-specific administrative rules: availability-based routing (match patient windows to therapist openings), insurance routing (in-network vs self-pay paths), and session type routing (individual vs couples vs family administrative categorization).
No clinical matching or therapeutic interpretation — administrative fit only.
The Core Stack shares memory and context:
Identifies scheduling bottlenecks. Detects no-show patterns. Flags therapist capacity concerns.
Custom Operator is designed for group practices, counseling centers, or multi-location therapy organizations.
Policy RAG (practice intake rules). Multi-therapist siloing. Audit-ready intake logs. Cross-location routing.
Every tier reduces access friction — higher tiers add availability matching, insurance routing, and ultimately unified practice access operations.
Outcomes (Modeled / Typical)
Practices deploying Operator may experience:
Outcomes vary by deployment level, but the system consistently shifts practices from intake overwhelm to therapist-ready operations.
Pricing Notes
Packages cap scope, not capability.
SCOPE BOUNDARY (Non-Negotiable): OperatorHQ supports administrative operations only. This system does NOT provide therapy, counseling, clinical assessment, or treatment recommendations. All clinical actions remain therapist-led. Crisis response is always human-led.
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.