Your AI receptionist for a therapy practice is still booking intakes at 7:42 PM.

Yes. CallSphere is fully HIPAA compliant with a signed Business Associate Agreement (BAA), end-to-end encryption for all PHI, audit logging for every patient interaction, and role-based access controls.

Yes. The AI agent collects insurance details (carrier, member ID, group number) and verifies eligibility, copay amounts, session limits, and prior authorization requirements in real time during the intake call.

If a caller expresses suicidal ideation or acute distress, the AI immediately provides the 988 Suicide & Crisis Lifeline number and, based on your protocol, can warm-transfer to your on-call clinician. The AI never attempts to provide therapy or clinical advice.

Yes. CallSphere integrates with SimplePractice, TherapyNotes, Jane App, TherapyAppointment, and TheraNest for scheduling, patient records, and insurance verification. It also integrates with Zoom for telehealth scheduling.

Most therapy practices are live in 24 hours. We configure your therapist roster, specialties, insurance panels, intake workflow, and after-hours protocols during onboarding.

No, and it will say so. It matches on facts you gave it — who is accepting new clients, who sees adolescents, who is in network with which plans, who has evening slots, who works in Spanish. Clinical fit is a judgment, and judgments belong to your clinicians. If a caller asks whether a therapist is good with trauma, the agent reads what your clinician profile says and offers a consult call rather than answering the question itself.

Yes. Records from a federally assisted substance use disorder program carry 42 CFR Part 2 protections on top of HIPAA, so consent language, disclosure rules and what the agent may confirm to a caller are all configured differently — including with family members who are not on a release. Tell us at setup which parts of the practice are Part 2 and the agent runs the stricter script on those lines and those charts.

It books wherever the calendar actually lives. If everyone is in one EHR, it writes there. If a contractor keeps a separate calendar, the agent books against that calendar with their rules — session length, buffer between clients, days they take new intakes, whether they take intakes at all. Each clinician sets their own booking window and can close it from their phone without calling anyone.

When a slot opens, the agent texts matching waitlisted clients in your priority order and the slot goes to the first person who replies yes. The moment one is accepted the slot locks, and everyone else gets a message saying it's gone and they are still on the list. You choose whether to text everyone at once or one at a time with a reply window, and whether someone who declines twice moves down.

It can collect a card on file through your payment processor and it can read a client your policy and what it says they will be charged. Whether the charge actually runs is your rule, not ours. Most practices have the agent flag it for a human instead of billing automatically, because the reason someone missed a therapy session is often the reason they needed it.

The agent checks the chart for who is authorized before it discusses anything, and if the caller is not on the release it takes a message and routes it rather than confirming the client exists at all. For new adolescent intakes it captures who can consent under your state's rules as a required field, and flags any custody note for a human to read before the first session is confirmed.

Recording is a setting, not a requirement. You can run transcripts only, or turn both off and keep just the structured outcome — who called, what was booked, what was escalated. Where recording is on, the disclosure is read at the top of the call, and retention follows the schedule you set rather than ours. Any client marked no-recording is honored on every future call.