TheraSaaS AI Tools: AI Employee Suite

Overview

TheraSaaS offers powerful AI tools designed to automate key aspects of your practice operations, including phone answering and therapist matching. These features help reduce administrative burden while ensuring potential clients receive immediate, helpful responses 24/7.

AI Voice Receptionist

What It Does

The AI Voice Receptionist automatically answers incoming calls when your intake team is unavailable, after hours, or you prefer full automation. This service operates at a fraction of the cost of traditional answering services.

Key Features

Primary Functions:

• Introduces itself as an AI receptionist to callers
• Collects essential information: caller's name, email, and reason for calling
• Routes information to your intake team or practice owner
• Records all call details including duration and conversation logs

Customization Options:

• Configure goals and role parameters
• Set availability schedules
• Customize behavior and response patterns
• Access dashboards showing who called and call metrics

How to Access

The AI Voice Receptionist is currently in beta. To enable this feature:

1. Navigate to the support section in TheraSaaS
2. Submit a support ticket requesting "AI employee" access
3. Specify that you want this feature turned on for your account
4. TheraSaaS support can provide a test link for you to try it yourself

Resources

A complete knowledge base and YouTube tutorial are available within TheraSaaS to guide you through setup and configuration.

Therapist Matching Agent

What It Does

The Therapist Matching Agent is an AI-powered chatbot that helps website visitors find the right therapist from your team based on their specific needs and preferences.

How It Works

Setup Process:

1. Create a document with information about each clinician on your team
2. Include details such as:
   • Specialties and areas of expertise
   • Ideal client profiles
   • Niche focuses
   • Certifications and training
   • Client demographics served (adults, children, teens)

Client Experience:

1. Visitor sees a chat bubble on your website
2. Bot introduces itself as the Therapist Matching Assistant
3. Displays emergency disclaimer for crisis situations
4. Asks whether the visitor is seeking counseling for a child, teen, or adult
5. Collects information about specific needs (example: trauma, ADHD)
6. Processes the information and recommends therapists who match their criteria
7. Provides direct links to recommended therapist profile pages
8. Concludes by directing the visitor to your intake form to get started

Benefits

For Large Practices: Particularly valuable if you have four or more clinicians on your team, helping visitors navigate multiple options efficiently.

Automation Advantages:

• Handles common questions automatically
• Operates 24/7 without human intervention
• Frees intake coordinators to focus on highly qualified leads
• Costs only a few cents per conversation

Conversation Tracking

All interactions are automatically recorded in TheraSaaS:

• Navigate to "Conversations" in your dashboard
• View complete conversation transcripts
• Track visitor information (visitor name assigned if details not collected upfront)
• Monitor engagement patterns

Optional Features

You can configure the bot to:

• Ask if the visitor wants a team member to reach out directly
• Collect contact information for follow-up
• Customize the conversation flow based on your practice needs

Cost & Efficiency

Both AI tools are designed to be cost-effective solutions:

• Voice Receptionist: Fraction of traditional answering service costs
• Therapist Matching Agent: A few cents per conversation

These tools transform your website into a 24/7 sales and engagement machine, handling heavy lifting tasks that typically fall to intake coordinators.

Getting Started

Since these features are in active development, they may not be visible in your account by default. Contact TheraSaaS support to:

• Request beta access
• Receive setup templates
• Get personalized onboarding assistance
• Access test environments

Future Development

TheraSaaS is at the beginning of AI integration, with more tools and enhancements planned. These foundational features represent the start of increasingly sophisticated automation capabilities designed specifically for therapy practices.

Support Resources

• Knowledge base documentation within TheraSaaS
• YouTube video tutorials (updated versions in development)
• Direct support via ticket submission
• Test links available upon request

For questions or to enable these features, submit a support ticket through your TheraSaaS account.