AI phone system for therapy practices and counseling clinics
AI phone system for therapists and counseling practices
Capture new client inquiries, insurance questions, appointment changes, crisis-routing needs, waitlist requests, and referral calls with careful mental-health guardrails.
Meet Your Therapists AI Employee
PhoneMachine answers calls for therapists and counselors, qualifies the request, captures the details, routes urgent work, and gives your team the clean next step.
What it handles for therapists:
New client inquiryCollect reason for seeking care, preferences, availability, insurance, and urgency.
Crisis routingUse approved crisis language, provide 911/988/local crisis instructions, and escalate to the practice without promising monitoring.
Insurance and fee questionsCapture payer, plan, self-pay question, and callback.
Waitlist requestCollect provider preference, availability, and urgency.
Appointment changeCapture client, provider, appointment, and preferred alternatives.
Referral callsCapture referring provider, client, reason, and callback.
Why therapists teams choose PhoneMachine
Therapy practices need gentle intake and crisis boundaries without exposing clinicians to constant interruptions.
Capture
Sensitive first call
A potential client finally reaches out. The AI responds gently and collects basics.
Route
Crisis boundary
The AI uses approved emergency language and routes urgent risk.
Follow up
Waitlist organization
Practices can sort demand by specialty, availability, and urgency.
Automate
Clinician focus
Routine scheduling and insurance questions stop interrupting sessions.
How it works
Answer, understand, route, follow up.
Therapists caller reaches you
Use a PhoneMachine number or forward the line customers already call.
AI handles the front desk work
It follows your therapists scripts, FAQs, escalation rules, and caller history.
The conversation becomes structured data
Transcript, summary, tags, urgency, contact updates, and next action are saved.
Your team gets a clean handoff
Call back, text, assign a task, route urgent work, or launch approved follow-up.
Therapists call handling, built in
Every vertical page keeps the current PhoneMachine system, with the scripts, boundaries, and intake fields changed for therapists and counselors.
Voice
Voice
Answers therapists calls 24/7 and captures intent.
Text / SMS
Text / SMS
Sends links, reminders, confirmations, and follow-up replies with consent controls.
Outbound
Outbound
Runs approved callback and follow-up scripts without inventing promises.
Knowledge
Knowledge
Uses approved therapists FAQs, policies, fields, and never-say rules.
Team handoff
Team handoff
Moves the conversation into your shared inbox with context and next steps.
Live call example
Hear the AI handle a therapists call.
New client is the kind of scenario the page is built around.
New client
CALLERI am looking for a therapist.
PHONEMACHINEI can help collect intake for the practice. Is this for you or someone else, and what kind of support are you looking for?
CALLERAnxiety, for me.
PHONEMACHINEI will capture that and ask about availability and insurance.
Explainer
How PhoneMachine works for therapists and counselors.
Use this walkthrough for the vertical-specific positioning, then test the same AI phone system live on the demo line.
The math
A gentle first response can save a new client.
One retained therapy client often represents months of recurring appointments.
Guardrails for therapists
The AI uses the same PhoneMachine workflow with industry-specific safety and compliance boundaries.
HIPAA-ready workflow
Practices handling PHI should use HIPAA-ready workflows and a BAA where required.
Crisis routing
Emergency and self-harm language must follow approved crisis policy, including 911/988/local resources.
No therapy advice
The AI performs intake and routing only.
AI Receptionist
Starter
AI answers, records, and summarizes calls for one-person businesses.
$39/mo billed annually
Monthly option: $49/mo
Start free trial- 120 AI voice minutes / mo
What's included
- 1 business number + 2 users
- Inbound SMS inbox + outbound SMS (after carrier approval)
- Call recording + transcripts
- Browser video links
- 25 fax pages / mo
Best ValueMost popular
Business
The full AI phone system for growing teams.
$99/mo billed annually
Monthly option: $129/mo
Start free trial- 300 AI voice minutes / mo · 500 SMS / mo
What's included
- 5 users + 2 numbers included
- AI auto-learning + knowledge base
- API keys + webhooks
- Team chat + internal video
- Review collection + SMS keywords
Outbound Automation
Business Pro
Outbound automation for teams that run larger calling lists.
$239/mo billed annually
Monthly option: $299/mo
Start free trial- 600 AI voice minutes / mo · 1,000 SMS / mo
What's included
- Unlimited users + 2 numbers included
- Power Dial Contacts & Campaigns (voice + SMS)
- SMS drip automation
- Sentiment + predictive follow-up
- Voicemail drop
Enterprise
Enterprise
Custom — built for your team.
Custom
Contact Sales- Custom voice + SMS pool
What's included
- Custom users and numbers
- SSO, SCIM, audit logs
- Dedicated account manager + custom AI training
Therapists setup
What the AI needs to know.
New client intake+
Reason, age range if needed, insurance/self-pay, provider preference, availability, and urgency.
Crisis script+
Immediate danger language should point to 911, 988, or the local crisis line, plus practice escalation without promising live monitoring.
Insurance fields+
Payer, plan, member info only if approved, benefits question, and callback.
Waitlist fields+
Specialty, availability, provider preference, urgency, and contact method.
Never-say rules+
Do not provide therapy, diagnose, promise availability, or handle crisis without approved escalation script.
Research · 5 min
Missed Call Statistics: What Unanswered Calls Really Cost Small Businesses
How many business calls go unanswered, how few callers leave voicemail, and how to calculate what missed calls cost your business per month.
Read article Pricing & buying · 6 minHow Much Does an AI Receptionist Cost in 2026?
AI receptionist pricing explained: flat monthly plans vs per-call and per-minute billing, what the major services charge, and the hidden costs to watch for.
Read article Playbooks · 6 minHow to Never Miss a Business Call Again (Without Hiring Anyone)
A practical playbook for answering every business call: call forwarding setups, ring strategies, after-hours coverage, and when to add an AI receptionist.
Read articleStop sending therapists callers to voicemail.
Launch a 24/7 AI front desk with real phone, SMS, scripts, summaries, routing, and follow-up for therapists and counselors.
Start free trial