Triage stops being your night job.
IntakeFlow reads every new-client email with care. The parts that matter — what brings them in, their insurance, when they're free — arrive in one calm summary at 6pm in your timezone. Built for solo therapists and small group practices.
Two weeks free · No card · BAA with every practice
Made for licensed therapists in solo and small-group private practices
A late-night email. One calm summary.
Someone reaches out at 11pm. They hear back within minutes. By your 6pm digest you have the parts that matter — without losing the human voice behind them.
Hi — I found your practice and wanted to reach out. I've been struggling with anxiety and occasional panic attacks for the past several months and I think it's time to talk to someone.
A bit about me: 32, working from home most days, which I don't think has helped. I have Aetna PPO through work. Evenings after 6pm are easiest, or Tuesdays / Thursdays during the day. In-person would be lovely if you're nearby, but telehealth is fine.
Thanks for reading. — Sarah
Three steps. Nothing new to check.
Everything happens in email — yours and your client’s. There’s a dashboard if you want one, but nothing requires you to open it.
Connect your inbox
One click to authorize Gmail or Google Workspace. We never see your password, and you can disconnect any time. Use a dedicated intake address, not a personal or existing-client mailbox.
We read every new-client email
What they’re looking for, their insurance carrier and plan, what schedule works, what they prefer — pulled cleanly from each inquiry and ready for you to act on.
You get one calm summary
One email at 6pm in your timezone. Every new inquiry laid out as a gentle summary, never the raw email.
Six small kindnesses.
Quiet, careful, and respectful of the human behind every email.
The parts that matter, surfaced
Insurance, what brings them in, availability, what they’d prefer — pulled from a long email and laid out where you can find them at a glance.
Insurance, parsed cleanly
Carrier, plan, member ID, group number, self-pay — pulled from a long email and laid out as clean fields you can copy wherever you keep them.
If something’s missing, we ask in the same email
When insurance, availability, a phone number, or what’s bringing them in isn’t in the email, the acknowledgement asks for it — a few short questions, never a form. Their reply comes back to your inbox and shows up in your next digest.
Crisis language gets a different reply, right away
If an email reads like someone may be in danger, the automated reply changes: it points them to 988, 911, and the Crisis Text Line, not a 3–5 day timeline — and the inquiry is listed first in your next digest. We tell them who can help now, not that you’ve been paged.
Built to hold what they trusted you with
Each practice has its own encryption key. A six-year record of who-touched-what. A BAA with every practice before we read a single client email. Their words stay yours.
Lives where you already are
Everything happens in email — yours and your client’s. There’s a dashboard if you ever want one. Nothing requires you to open it.
Your evenings, gently back.
You closed the laptop at five. We read each new email with care, sent a warm acknowledgement, and pulled out the parts you need. By the time you sit down, the day is already gathered — not piled.
Each practice gets its own encryption key. When you eventually leave us, your clients’ words leave with you — we destroy our copy in a way that even we can’t undo.
How we keep what they shareYou had a normal day. Here's what arrived while you were with clients — gathered, not piled.
Two plans. Both built the same way.
Read every email. Capture every detail. Keep a six-year audit. Try it for two weeks — no card.
One practitioner, one inbox.
- Unlimited intakes
- Insurance captured cleanly
- Daily digest
Up to 5 therapists.
- Everything in Solo
- Up to 5 seats
- Email support
The questions therapists actually ask.
Are you really HIPAA-compliant — or just "HIPAA-conscious"?+
We execute a Business Associate Agreement with every practice before we process any client email, and every vendor that touches your clients' words has signed one with us in turn. Records are encrypted with a key unique to your practice, and we keep a six-year log of every time we touched anything. We say "HIPAA-conscious" because compliance is a way of working — not a certificate — and we'd rather you read our security page than trust a badge.
Will you read my existing clients' email?+
We read every unread message in the inbox you connect from the moment you connect it — we don't try to tell inquiries apart from other mail, so connect a dedicated intake address (for example intake@yourpractice.com), not your personal or existing-client mailbox. You can disconnect any time; if you do, your clients' words leave with you.
Does it work for a team, not just a solo practitioner?+
Yes. Practice plans cover up to five users on one shared intake inbox; everyone sees the same daily digest. Larger programs and treatment facilities — write us and we'll size the right plan.
Can I cancel any time?+
Yes — email admin@intakeflownow.com and we'll cancel it; you'll get written confirmation within one business day. You keep access through the end of the month you've already paid for. We don't prorate partial months, but we'll refund erroneous charges and any sustained outage; the policy is in the Terms.
Do you train AI on my clients' words?+
No. The model we use processes the email and forgets it. Your clients' words are never used to train an AI — ours, Anthropic's, or anyone else's.
I'm on Outlook / Microsoft 365. Can I use IntakeFlow?+
Not yet. Right now we connect to Gmail and Google Workspace inboxes only. Microsoft 365 is on our roadmap — email admin@intakeflownow.com and we'll tell you the moment it's ready.
Get your evenings back.
Two weeks free. No card. The BAA is at /legal/baa — read it over a cup of tea. We execute it with your practice before your inbox goes live.