Scheduling that reflects the practice
Publish real availability, manage recurring sessions and blocked time, keep a manual waitlist and subscribe from an outside calendar.
Therapy Practice Platform
Everything around the therapy session, connected.
Run scheduling, intake, client access, clinical documentation, insurance and billing in one system built for U.S. mental and behavioral health practices. Add AI reception when you want the routine front-office lane connected too.
Security review included Solo and group practices Human review at clinical and financial steps
Illustrative workflow · synthetic example
Connected client journey
One practice record
AI reception layer
Administrative questions, booking and routing use the same schedule, intake path and practice rules.
Inquiry
Call or web
Schedule
Live availability
Intake
Forms + consent
Session
In person or 1:1 video
Document
Clinician authored
Bill
Claim or client pay
Clinical judgment, final notes, claims review and crisis response remain human responsibilities.
Scheduling, intake & client access
A calmer path from first booking to every session.
Keep the administrative experience around therapy in one place. Availability, forms, messages and the appointment itself stay connected to the same client relationship.
Built for therapy relationships
Support individual, couples, family and group session types, plus parent, guardian, guarantor and minor relationships.
Therapy schedule
Availability, sessions and blocked time
MON
TUE
WED
THU
Intake
Forms ready
Portal
Secure message
1:1 video
Waiting room
Digital intake and consent
Send demographics, practice forms and consent documents for e-signature, then keep the completed record with the client chart.
A secure client portal
Give clients access to appointments, forms, bills, shared records and secure messages without stitching together separate tools.
Built-in 1:1 telehealth
Meet an individual client in a secure video room with a virtual waiting room while the appointment stays tied to the same schedule.
Illustrative workflow with fictional data. No clinical outcome is represented.
DAPSOAPBIRP Draft · review required
Progress note
Review & signEdit draft
Outcome trend
PHQ-9 · six measures
Supervisor review
Ready to co-sign
Review stays visible
Behavioral-health clinical workspace
Documentation shaped around therapy—not a generic medical chart.
Keep progress notes, private psychotherapy notes, treatment plans, outcome measures and supervision in the client record. AI can prepare a draft; the clinician reviews, edits and signs the final note.
- SOAP and DAP notes with reusable custom BIRP templates
- Separate author-only psychotherapy notes
- Treatment plans with goals, objectives and progress
- PHQ-9, GAD-7 and PCL-5 outcome tracking
- Supervisor caseload, co-sign and supervision-hour workflows
- Activity history and tenant-scoped document storage
Draft → clinician review → signature
Insurance & billing
The financial trail stays connected to the session.
Move from coverage and authorizations to claims, remittance and client responsibility with explicit review points where financial judgment matters.
01
Verify coverage
With a connected clearinghouse account, run eligibility checks and keep primary and secondary insurance details with the client record. Payer responses still need staff review.
02
Review the claim
Prepare professional claims and CMS-1500 forms, then keep a staff review step before clearinghouse submission.
03
Track and reconcile
Follow claim status, review ERA data and apply remittance information from the billing workspace.
04
Collect client responsibility
Create invoices, superbills, statements and receipts, record payments and send secure card-payment requests.
Authorization tracking
Track requested, approved and used units, with expiration and low-unit attention flags.
Integrated payments
Accept card payments, send secure payment links and keep payment history with the account.
Practice visibility
Review core appointment and financial performance without exporting the operating record first.
Built-in AI, connected by design
AI works at the front of the workflow—not in the therapist's chair.
Depending on the AI add-on, CallSphere can answer routine calls and web conversations, use approved practice knowledge, act on live availability and return context to staff. It does not diagnose, recommend treatment or replace clinical and crisis judgment.
Routine inquiries
Phone, web voice and chat can answer approved administrative questions from your practice knowledge base.
Schedule actions
The AI receptionist can check availability and help with booking using configured settings. Existing appointment changes require identity verification.
Intake follow-through
Configure digital forms, consent and reminders in the platform. Staff confirm the client record and intake steps after a new AI-assisted booking.
Human handoffs
The assistant records callback requests or provides configured contact guidance. It does not provide clinical advice, assess risk or contact emergency services.
Human guardrails
Your people and policies stay in control.
Approved practice knowledge
Configured booking permissions
Named handoff and escalation contacts
Clinician review of AI note drafts
Administrative scope only
CallSphere is practice-management software, not a therapist or emergency service. In the U.S., call or text 988 for crisis support and call 911 for immediate danger.
One connected operating system
Give the work around care one reliable home.
See how CallSphere fits your services, clinicians, scheduling rules, documentation standards and billing workflow.
See the complete therapy practice platform—with AI built in.
Bring your real workflow. We'll map scheduling, intake, records, telehealth and billing—then show how the built-in AI front desk keeps routine access work moving inside the same system.