Therapist AI Match Tool & Chat Bot — Setup Guide

Modified on Thu, 12 Mar at 10:36 AM

Overview

This guide walks you through setting up the TheraSaaS Conversational AI Bot and the Therapist AI Match Tool end-to-end — from connecting your LLM provider to embedding the chat widget on your website.

Start here — copy your templates

Knowledge Base — Google Doc TemplateClick to copy to your Google Drive

Prompts — Google Doc TemplateClick to copy to your Google Drive

Prerequisites

TheraSaaS Admin access
OpenAI API key (or your chosen LLM provider key)
Website access to add the chat widget (CMS or tag manager)
Your practice's hours, services, locations, and therapist roster

Step-by-step setup

1Connect your LLM provider
Sign in to TheraSaaS as an Admin. Go to Settings → AI & Automations. Select your LLM provider and paste in your API key. This powers both the chatbot and the AI Match Tool.
2Add your knowledge sources
Upload a PDF or document with your practice information. Keep file names simple (e.g., Services_Pricing_2025) for easy matching. The AI agent knowledge base can be used by both the Voice Agent and the AI Chatbot simultaneously.

Services, fees, and insurance accepted
Locations and hours
Therapist bios — include age ranges, modalities, conditions treated, and availability

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Use the Inbox to review unknown questions after launch and add new articles to your knowledge base as gaps appear.
3Configure the Therapist AI Match Tool
Open Therapistsand ensure each profile includes:
- Specialties and modalities
- Age ranges served
- Location (in-person and/or telehealth)
- Current availability or scheduling link
Then go to AI Match Tool, enable "Suggest therapists", and select the matching criteria. Optionally limit suggestions to specific programs or locations.
4Customize bot behavior and tone
In Bot → Behavior & Tone, configure:
- Greeting and first-question prompt
- Brand voice (warm, concise, trauma-informed, faith-based, etc.)
- Safety / PHI guidance — avoid collecting sensitive data in chat; route to secure forms
In Bot → Actions & CTAs, set up:
- Book an intake call (phone or Zoom) or book first session
- Booking URL(s) for each therapist, team, or location
- After-hours message and handoff options
If your practice has multiple locations or programs, create a separate intake flow for each (e.g., Adult Counseling vs. Child Counseling) so the bot routes correctly.
5Test in Preview mode
Use Preview to ask common questions (fees, insurance, specialties). Try multiple client personas (adult, child, couples) and verify the suggested therapists. Click the booking CTA and confirm it lands on the correct calendar.
6Embed the chat widget on your website
Go to Settings → Sites → Chat Widget and copy your unique <script>snippet. Paste it into your site's global footer, or install it via your tag manager. Publish your site and load a public page to confirm the widget appears correctly.
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If the widget doesn't appear after publishing, clear your site's CDN or browser cache. If using a tag manager, confirm the tag is enabled on the target pages.
7Publish and monitor
Publish all changes in TheraSaaS. Monitor incoming conversations from the Inbox. Review any unknown questions and use them to improve your knowledge base articles over time.

Troubleshooting

The widget doesn't appear on my site

Confirm you published the change and cleared any CDN or website cache. If using a tag manager, make sure the tag is enabled on the target pages.

Bot isn't answering correctly

Check your Knowledge Sources and ensure your practice info is accurate. Try rephrasing or simplifying long documents — the bot performs better with concise, well-structured content.

Booking links aren't being offered

Verify your call-to-action settings in Bot → Actions & CTAs and confirm that all booking links are valid and publicly accessible.

AI Match Tool isn't suggesting therapists

Ensure each therapist profile has specialties selected and availability configured. A profile with no specialties will be skipped by the matching engine.

FAQ

Can I restrict the bot to business hours?

Yes. Use the Bot Availability settings to show a different greeting or route to a handoff message after hours.

Is the bot HIPAA compliant?

The bot can be configured to avoid storing PHI and to route clients to secure intake forms. Review your legal requirements and Business Associate Agreements as needed before going live.

Can I customize the bot's voice and tone?

Yes. Edit the System Prompt / Brand Voice section to match your practice's style — warm, concise, trauma-informed, faith-based, or any combination that fits your practice.

Best practices

Keep responses short and invite action ("Would you like me to book that?")
Upload a concise Services & Pricing sheet to improve accuracy
Use the Inbox to identify gaps and add articles regularly
Test with multiple client personas before going live

Before you go live

Test all booking CTAs from Preview mode
Confirm widget appears in an incognito window
Set up after-hours handoff messaging
Review PHI and safety settings with your compliance team