Systems for Counsellors & Therapists
Reaching out takes courage. Finding the right clinician with you should feel simple.
Someone looking for a therapist is often searching on a hard day, late at night, on their phone. If a site asks them to decode modalities, guess which associate fits or call during office hours, it's understandable when they close the tab and try again months later. We build counselling practices, from a solo clinician to a large group, a calm, clear site and an intake flow that helps people find the right fit and book a consult without explaining everything twice.
Common challenges
What slows down Counsellors & Therapists
"Which therapist should I see?"
Most clients don't know the difference between CBT, EMDR and IFS, and they shouldn't need to. When bios lean on acronyms, it's hard for people to know where to start.
Consult calls eat your clinical hours
Free 15-minute calls are lovely for fit, but arranging them by email and phone tag can take as long as the calls themselves.
Insurance and receipt questions
"Will my benefits cover this?" depends on the clinician's designation and the person's plan. Without a clear page, your admin ends up answering it many times a day.
Intake by email attachment
Intake PDFs sent by email and returned as phone photos aren't ideal for privacy, or for anyone's patience.
Availability that's hard to keep current
Some associates are full, others have openings, and the site may still say 'accepting new clients' for everyone.
The solution
The system we'd build for you
Clinician profiles in plain language
Each counsellor with who they work with, what they help with and their approach, written in words a client understands, with their professional designation shown.
Find-your-fit questionnaire
A few gentle questions (what's going on, preferred format, availability, budget) that suggest clinicians who match, without asking for clinical detail.
Consult booking
Free consult slots per clinician, bookable online through your practice software or a scheduler, with automatic confirmations.
Secure intake
Intake and consent forms completed in tools built for health information, ideally your existing practice management system, not over email.
Fees and insurance page
Session fees, sliding scale if you offer one, direct billing details and what to check with their benefits provider.
Availability that stays accurate
Simple controls so each clinician's 'accepting new clients' status updates in one place.
Crisis resources
A clear note on every booking page pointing people to emergency and crisis lines, because a booking form isn't the right place for an emergency.
Recommended package
Business System
A therapy practice needs gentle, clear intake, matching clients with the right clinician, secure forms and reminders, often across several associates. A Business System handles intake and admin while your client records stay in your practice software.
Popular add-ons for Counsellors & Therapists
Wherever you are
Just starting, growing or decades in.
Whether you haven't opened yet or you've been at it for decades, here's how we'd help at each stage.
Starting out
Just an idea, or brand new
Leaving an agency to open a private practice? We can set up the practice name, a professional email, a Google listing and a gentle consult-booking site through Start Your Company, so the business side is ready when your first clients reach out.
Growing
Busy and getting busier
Bringing on associates or a practicum student is when a fit questionnaire and per-clinician availability save your admin the most time.
Established
Years or decades in
If your practice has served the community for many years, mostly through referrals, we respect how clients already find you and make the first contact a little easier, moving only as fast as your team is comfortable.
An example
What it could look like in real life
An illustration of how it could work. The business and details are made up for the example.
Imagine a group practice in Winnipeg with six associates offering in-person and virtual sessions. The admin spends most mornings matching new inquiries to clinicians and answering benefits questions. We rebuild the site with plain-language profiles and a short fit questionnaire that suggests two or three clinicians. Consult slots book straight into each clinician's calendar. Intake forms go through the practice's existing software, and a fees page answers the benefits question before anyone has to ask.
Questions we get
FAQ
Will my clients' information be stored on the website?
No clinical information should live on your website. Intake and session notes stay in your practice management system, and the site handles the public side and points to secure tools.
Will this work with my practice management software?
Most likely. Your practice software stays the home for scheduling and records, and we embed or link its booking and intake where it allows. We can work alongside tools like Jane or Owl Practice.
Can we show sliding-scale or student rates?
Yes. We'll lay out fees, sliding scale and student sessions clearly so people can find an option that works for them.
Can the site show virtual sessions in other provinces?
We can clearly show who offers virtual sessions and where. You know each clinician's licensing scope with your provincial regulator, and we make it easy for clients to see.
Free 15-minute call
Let's make the first step a little gentler for the people looking for you.
We'd be glad to walk through your intake in a free 15-minute call.
- Clinician profiles in plain language
- Find-your-fit questionnaire
- Consult booking