The challenge
Holistic Approach to Mental Health offers integrative, trauma-informed care — individual, couples, family, and teen therapy, EMDR and somatic work, plus signature wellness experiences, retreats, and corporate programs. With a founder-led clinical team spending their days in session, the phones kept ringing: new-client intake questions, insurance and pricing inquiries, and scheduling requests, many of them after hours.
Every missed call from someone reaching out for mental-health support is more than lost revenue — it's a person who may not call back. Routine questions and reschedules pulled focus away from the deep, present work therapy demands.
The CallSphere solution
CallSphere deployed a healthcare AI agent — voice and chat — that answers and resolves every request 24/7 with a warm, unhurried tone that fits a trauma-informed practice. It handles new-client intake questions, explains services, programs, and insurance, answers common FAQs, and books directly into the practice's scheduling system, automating the front-desk workflow end to end.
The agent confirms details back to the caller for accuracy, captures intake information, and escalates sensitive situations to a human — so no one reaching out for support falls through the cracks after hours.
The results
Holistic Approach to Mental Health now captures intake and scheduling requests around the clock, freeing clinicians to stay present with clients while ensuring every inquiry — day, night, or weekend — is met with a warm, helpful response instead of a voicemail.