Industries · Mental health & therapy practices
Private by default.Calm at the front desk.Clear for clinicians.
We build practice systems for therapists, psychologists and mental health clinics that keep intake, scheduling, online sessions, consent and billing in one permission-controlled place — so clients get a quick, discreet response and clinicians get their admin time back.
- Confidential intake
- Clinician scheduling
- Online & in-person sessions
- Consent & forms
- Billing & EAP accounts
- Role-based privacy
- Practice reporting
01Where therapy practices struggle
The hardest message to send is the first one. It deserves a fast reply.
Most practices run on a calendar, a personal phone and a spreadsheet. That works until enquiries wait, privacy depends on habit and clinicians spend evenings on admin.
01First enquiries wait in a clinician's personal inbox
What happens
People reach out by WhatsApp, email, Instagram or a web form — often late at night. Messages land wherever the practice happens to be listed, and clinicians answer between sessions.
What it costs
People who took a long time to ask for help wait days for a reply, some never hear back, and the practice can't see how many enquiries it actually receives.
With one system
Every enquiry lands in one private queue with an owner and a reply timer, answered by trained staff from approved wording, with your emergency information shown where your clinical lead decides.
02Intake forms, consent and matching happen by email
What happens
Intake questionnaires go out as attachments, consent forms come back as phone photos, and the clinical lead decides which clinician fits from a thread of forwarded messages.
What it costs
Sensitive documents scattered across inboxes, first sessions booked before consent is signed and long gaps between enquiry and first appointment.
With one system
Secure intake and consent links tied to the client record, with each step tracked — forms received, consent signed, clinician assigned by your lead, first session booked.
03Admin staff can see far more than they need to
What happens
Shared logins and shared folders mean reception can open documents meant only for clinicians, and nobody can say who looked at what.
What it costs
A real confidentiality risk, uneasy clinicians and no clear answer when a client asks who can see their information.
With one system
Permissions by role, enforced on the server: admin sees scheduling and billing, clinicians see their own clients' records, and access is logged.
04Online sessions, links and no-shows are managed by hand
What happens
Video links are created per session and pasted into messages. Time zones confuse clients abroad, and late cancellations are noted in the calendar, if at all.
What it costs
Clients joining the wrong link, clinicians waiting in empty calls and a cancellation policy that's never applied consistently.
With one system
Online and in-person sessions in one diary, with links, time zones, reminders and your cancellation policy applied the same way every time — with fees always confirmed by staff.
05Billing across self-pay, insurance and EAP accounts is untidy
What happens
Some clients pay per session, some via insurance with a co-pay, some through an employer assistance programme with a set number of sessions. Each is tracked in a different place.
What it costs
Invoices sent late or to the wrong payer, EAP session allowances exceeded without anyone noticing and month-end reconciliation that eats a day.
With one system
Each session knows its payer. Invoices, receipts, insurance co-pays and EAP allowances update as sessions are completed, without exposing session content to finance.
02Therapy practice platform preview
What your practice system could look like.
The views a practice coordinator, clinician, clinical lead and owner would use. Every one is designed with your team in discovery — and each shows only what that role needs.
Illustrative interface with sample data — your system is designed around your clinicians, services and privacy rules.
Illustrative demo · sample dataCan you picture your own practice on it?
Build your therapy practice system03Solutions
The parts of a therapy practice system — chosen for yours.
Every first message answered, discreetly
Confidential enquiry inbox
WhatsApp, web forms, email and social messages arrive in one private queue, with owners, reply timers and approved wording. Your emergency information is shown wherever your clinical lead decides it should be.
- One private queue for all channels
- Owners and reply timers
- Approved reply wording
- Waitlists by time and language
Every first message answered, discreetly
Confidential enquiry inbox
WhatsApp, web forms, email and social messages arrive in one private queue, with owners, reply timers and approved wording. Your emergency information is shown wherever your clinical lead decides it should be.
- One private queue for all channels
- Owners and reply timers
- Approved reply wording
- Waitlists by time and language
Not every practice needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI for the admin, never for the care.
AI in your practice system works only on administrative records — enquiries, diaries, forms status and invoices. It drafts, summarises and finds gaps so coordinators and clinicians spend less time on admin.
AI here never assesses clients, judges risk, triages, decides who a client should see or gives any therapeutic or medical advice — those decisions belong to qualified clinicians. It does not reply to clients on its own, and it does not read session notes or clinical records. Every message is reviewed and sent by staff, and anything that may indicate someone is at risk goes straight to the people your protocol names.
- 01
Enquiry reply drafts
Staff read and sendFive enquiries arrived overnight.Drafts replies for the coordinator from your approved wording — fees, formats, languages, next available intake times. Staff read every enquiry themselves and decide what to send.
- 02
Intake follow-up
Sent after approvalWho still hasn't completed their forms?Lists clients waiting on intake forms or consent, how long each has waited, and drafts a gentle reminder for each one for the coordinator to approve.
- 03
Rescheduling help
Nothing moves without approvalA clinician is away next Monday.Finds affected sessions and that clinician's other open times, and drafts messages. Whether any client should see someone else is left to the clinical lead.
- 04
Billing and EAP checks
Which EAP clients are close to their session allowance?Lists clients near their employer's allowance with sessions remaining, so the coordinator can raise it with the client and clinician in good time.
- 05
Practice reporting in plain language
How long are new clients waiting for a first session?Answers from intake and booking records with the median wait, how it varies by clinician type and time of day, and the records behind it — no session content involved.
05A day with ORCHESTR
A practice day, before and after.
- 08:20One private queueOvernight enquiries are in one private queue with draft replies; the coordinator reads and sends them before 09:00.
- 09:45Consent on the recordThe client signed consent by secure link; it sits on their record, visible only to the roles that need it.
- 12:10Links and time zones handledThe reminder showed the session in the client's own time zone with the right link for that session.
- 14:30Capacity at a glanceCaseloads, languages and new-client slots per clinician are on one screen; the lead assigns both in minutes.
- 17:40Protected time in the diaryNotes and supervision time are protected in the diary and admin tasks are already handled by the coordinator.
- 19:15Billing settled per sessionEach completed session is invoiced to the right payer, and EAP allowances are up to date.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Works with the tools your practice already relies on.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- Video sessions
- Zoom (via API)Google MeetMicrosoft Teams (where available)
- Messaging
- WhatsApp Business APIEmailSMS gatewaysWebsite forms
- Calendars
- Google CalendarMicrosoft 365 / Outlook
- Payments & accounting
- Card payment gatewaysPayment linksZoho BooksQuickBooksXero
- Forms & signatures
- Secure form builders (where available)E-signature tools (via API)
- Clinical records
- Existing notes or practice software (via API or export)
07How we build your system
Built around your practice — not a template.
- 01
Understand your business
We learn how the business actually runs — people, tools, hand-offs and where time is lost — before proposing anything. - 02
Map your workflows
Every workflow is mapped end to end: who does what, when, with which information, and what should happen automatically. - 03
Design your system
Screens, records, permissions and integrations are designed around those workflows, and the scope is agreed in writing. - 04
Build and integrate
We build in stages and connect the tools you keep, so your team sees working software early and gives feedback as we go. - 05
Test and launch
We test with real scenarios, migrate the agreed data, set up roles and access, and onboard the team. - 06
Support and improve
After launch we support the system under an agreed arrangement and extend it as the business changes.
08Why it matters
What changes for the practice.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
Faster, more discreet first replies
Enquiries reach one private queue with an owner, not a clinician's personal phone.Privacy you can explain
Clear roles decide who sees what, and every access is logged.Clients ready for their first session
Forms and consent are complete and on the record before the client arrives.More clinical time for clinicians
Scheduling, reminders and billing are handled by the system and the coordinator.Fewer missed online sessions
Links, time zones and reminders are generated for every session.A clear view of demand
See when people want sessions and where capacity is short.
09Possible use cases
How different therapy practices could use it.
Examples of what we could build — not completed client projects.
A coordinator in a system
Two or three clinicians replacing a personal phone, shared calendar and spreadsheet with one private system for enquiries, scheduling and invoicing.
Psychologists, therapists and counsellors together
Several disciplines with different session types, assessments, supervision and rooms, plus a clinical lead who assigns new clients.
Clients across time zones
Mostly video sessions with clients in the UAE and abroad, with time-zone-aware reminders, a client portal and online payments.
Employer accounts handled cleanly
Employer assistance programme referrals with session allowances and anonymised usage reporting for employers, kept separate from individual records.
FAQs
Therapy practice questions, answered.
Healthcare & wellness
01Who can see client information in the system?
That's designed with you. Typically coordinators see contact details, diaries and billing; each clinician sees their own clients' records; finance sees invoices without session content; and the clinical lead has wider access. Permissions are enforced on the server and every access is logged.
02Can our clinicians keep their notes in the system?
If you want them to. Clinician-only notes can be built with strict permissions, or clinicians can keep using the notes software they already have and we link to it where it allows. Either way, administrative staff and AI do not have access to session notes.
03Does AI ever talk to our clients?
Not on its own. AI drafts replies for staff from your approved wording, and a person reads every enquiry and decides what is sent. It never offers advice, assesses anything or decides who a client should see.
04What happens if an enquiry suggests someone is in crisis?
Staff read every enquiry, so it reaches a person straight away. The system can show the emergency information and escalation steps your clinical lead defines, but responding to risk is always a human, clinical responsibility.
05Can it run online sessions?
We connect to the video platform you use — such as Zoom, Google Meet or Microsoft Teams where their APIs allow — to create links per session, show time zones correctly and send reminders. Sessions themselves run on that platform.
06Can it handle EAP and insurance clients?
Yes. EAP allowances, employer accounts, insurance co-pays and claim status are tracked per client. Any reporting to employers can be limited to anonymised usage figures, set with your clinical lead.
07Can we move existing clients and appointments across?
Usually, from your current calendar, spreadsheets or practice software's export. Because this data is sensitive, we agree exactly what moves, how it's transferred and what is archived before anything is migrated.
08Where is our data hosted?
Hosting location, retention, backup and any regulations that apply to your practice are agreed in scoping, in writing, with your clinical lead or whoever handles compliance. We don't assume them.
09How is a therapy practice system priced?
It's quoted after a discovery call, based on clinicians, services, modules and integrations. Hosting and support are agreed separately and set out in writing.
Start here
Let's designyour practice, privately.
Tell us how enquiries, intake, sessions and billing work in your practice today. We'll show you how one permission-controlled system could handle the admin.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your practice runs today.
- 03If there's a fit, a written scope and quote — no obligation.