Voice-First Client Intake

Your clients are trying to tell you everything. Your intake process is stopping them.

We design and deploy voice-first intake systems that capture the full picture — the first time — so your staff spends time helping clients, not translating them.

Schedule a 15-Minute Call See How It Works

The Problem

Your intake process is costing you more than you think.

The average practice loses 4–6 hours a week to intake repetition. Callers say it once. Staff retype it. Someone calls back and asks again. The real cost isn't the time — it's the clients who gave up before you called back. And it's the ones who got through, but never felt like anyone actually listened.

How It Works

Voice in. Clarity out. No translation layer.

01

Speak Freely

Your client speaks their situation fully — no prompts, no rushing, no boxes to check. They go at their own pace, in their own words, until there's nothing left to say. Most report it's the first time they've felt genuinely heard before anyone even called them back.

02

Everything Captured

Two records are created automatically: the complete verbatim transcript — every word, nothing edited out — and a synthesized summary structured for whoever needs to act on it. The full picture is always there if anyone needs to go back to exactly what was said.

03

Your Team Acts

No callback just to gather basic information. No translation step. The person who needs to respond has the full picture before they pick up the phone.

04

The System Runs

We configure the intake for your specific situation, hand it to your team, and train you on it. Then it runs — with or without us in the loop.

What You Get

A complete intake system, built for your practice.

Custom Voice Intake Design

Questions built around what your specific practice actually needs to know — not a generic template. Designed to surface the right information without clinical jargon.

AI Synthesis Configuration

The system that turns voice input into organized, actionable output — formatted the way your team needs to receive it.

Staff Handoff & Training

We walk your team through the system until it runs without us. The goal is that you never need us again for day-to-day intake.

Ongoing Refinement (Retainer)

For practices that want a partner as they grow — monthly review, new intake types, and ongoing improvement as your client mix evolves.

Pricing

Two ways to work together.

Both include a complete intake system built for your practice. The difference is what happens after we hand it over.

One-Time Setup

Build & Hand Off

$2,500

One-time fee — yours to run permanently

  • Custom voice intake design
  • AI synthesis configuration
  • Staff training session
  • 30-day email support after handoff
  • Full documentation — run it yourself
Schedule a Call

Monthly Retainer — Most Popular

Ongoing Partnership

$750/mo

Month-to-month — cancel anytime

  • Everything in Build & Hand Off
  • Monthly intake review & refinement
  • New intake types as you grow
  • Priority response within 24 hours
  • Quarterly strategy call
Schedule a Call

Early Results

What happens when clients speak freely.

"I spoke for about 10 minutes and said things I never would have typed into a form. When they called me back they already understood the situation. It was the first time I felt like someone actually heard me before I even spoke to them."
Parent, South Florida
"The intake we were doing before was costing us a full afternoon a week. Now the information is organized before anyone on our team sees it. We act faster and the clients feel it immediately."
Small Practice, New Jersey

Get Started

Tell us about your intake problem. We'll tell you if we can solve it.

15 minutes. No pitch. Just an honest conversation about whether this fits your practice.