AI Practice Manager for Behavioral Health
An AI practice manager for therapy practices, psychiatry clinics, and behavioral health groups.
Luna is the virtual practice manager that runs the back office of your behavioral health practice autonomously — tracking every inquiry across email, Zocdoc, Psychology Today, Google, and your website, answering questions from your public profiles, watching your ad spend on Meta, TikTok, and Google Ads, coordinating every specialized agent for booking and follow-up, and keeping your claims and revenue cycle on track. One AI office manager, learning how your practice works, so nothing slips through the cracks.
Personality
Every behavioral health practice needs someone who sees the whole board — the missed inquiry from Psychology Today, the client waiting on a callback, the ad that's burning budget, the claim stuck in limbo. Luna is that person, as an AI practice manager built for mental health operations. She coordinates your specialized agents, holds the context, and keeps the practice moving while you focus on care.
Luna is the conductor. She orchestrates your Front Office, Intake, Companion, Intervention, and Billing agents so a new inquiry flows all the way to a booked, confirmed, and followed-up appointment without anyone dropping a handoff.
Luna gets to know how your practice actually runs — your intake preferences, your payers, your referral sources, your growth channels. The longer she runs, the more she sounds and acts like your best office manager, not a generic assistant.
Inquiries arrive at 11pm from a Zocdoc listing, a Google search, or an Instagram DM. Luna is watching every channel around the clock, so a prospective client reaching out on a Sunday night isn't a lead you find on Monday — it's already tracked, answered, and moving.
HIPAA-aware by design. Luna handles PHI, client records, and billing details with the care a behavioral health practice requires — encrypted, audit-logged, and governed by the rules you set.
Why you need it
Most behavioral health practices don't lose clients because the care isn't good — they lose them in the operational gaps. These are the leaks Luna is built to close.
Scattered
A prospective client can reach out through Zocdoc, Psychology Today, Google, an Instagram DM, or a referral email — and each one lands somewhere different. The inquiries that fall through the gaps between platforms are the ones you never even knew you missed.
Slow
In behavioral health, the practice that responds first usually gets the client. When inquiries sit unseen in an inbox overnight or over a weekend, that first-mover advantage goes to whoever answered faster.
Blind
Most practices can see what they spend on Meta, TikTok, or Google — but not which campaigns actually produced a booked client. Without that line of sight, budget keeps flowing to ads that don't convert.
Leaking
Denied claims, missing information, and aging receivables rarely announce themselves. They accumulate in the background until they're written off — a silent, expensive drain on a practice that's otherwise full.
Capabilities
Luna isn't a single-task bot. She's a full virtual practice manager trained on the operational reality of running a mental health practice — lead tracking, growth, agent coordination, and revenue cycle all in one place.
01
Luna reads your practice inbox and captures every new-client inquiry — no matter where it came from. Zocdoc, Psychology Today, Google Business Profile, your website contact form, Headway, Alma, referral emails from other providers — she recognizes each one, logs it as a lead, keeps your CRM up to date, and makes sure it gets a timely response. No more inquiries buried in an inbox and lost.
02
Luna connects to your public presence — Instagram, Facebook, Google Business Profile, and your website — so she can answer prospective clients' questions about your practice accurately: services, specialties, insurance accepted, availability, location, and self-pay rates. She speaks in your practice's voice, using what's actually published about you.
03
Luna integrates directly with your ad platforms — Meta (Facebook & Instagram), TikTok, and Google Ads — to track spend, cost per lead, and conversions from click to booked appointment. She surfaces which campaigns are actually producing clients and which are wasting budget, so you can optimize your growth instead of guessing.
04
Luna is the orchestration layer over your Front Office, Intake, Companion, Intervention, and Billing agents. She routes a new inquiry to booking, hands a booked client to intake, keeps rescheduling and reminders in sync, and makes sure follow-ups actually happen — so the whole agent team behaves like one coordinated practice, not five disconnected tools.
05
Luna keeps an eye on your revenue cycle — tracking claims through submission, follow-up, and payment, flagging denials and missing information, and surfacing aging receivables before they become write-offs. Behavioral health RCM leakage is quiet and expensive; Luna makes it visible and keeps it moving.
06
Every lead Luna captures lands in a structured pipeline with stage, source, notes, and history — automatically. Your CRM stays current without anyone typing into it, so you always know how many prospective clients are in flight and where each one stands.
07
Luna pulls the scattered signals — leads by source, ad performance, booking conversion, agent activity, claims status — into a clear picture of how the practice is actually running, so decisions are made on what's happening, not on gut feel.
08
Luna maintains a living knowledge base about how your practice operates — your services, payers, policies, and workflows. As she runs, she learns, so every agent she coordinates gets smarter about your specific practice over time.
ROI
A full-time practice manager or office administrator is one of the most expensive hires a behavioral health practice makes — and one of the hardest to retain. Luna covers the operational core of that role, around the clock, for a fraction of the cost.
90%
The recurring operational load that consumes a practice owner's week runs autonomously — so the hours you'd spend on the back office go back into seeing clients or into your own life.
24/7
A full-time practice administrator is a major, hard-to-retain hire. Luna covers the operational core of that role around the clock for a fraction of the cost — and never calls in sick.
1 hire
Solo or multi-clinician, Luna scales as you add clinicians, locations, and service lines — so your operations never become the ceiling on your growth.
For a solo therapist, Luna recovers enough missed inquiries and wasted ad spend to pay for herself many times over. For a group practice, she lets you grow lead volume and clinician count without expanding the org chart — the coordination layer scales, so your operations don't become the ceiling on your growth.
Integrations & Sources
Luna works with the platforms you already use — no rip-and-replace. Connect the sources that matter and she operates across all of them from one place.
01
Your practice inbox, plus Zocdoc, Psychology Today, Google Business Profile, Headway, Alma, and website forms.
02
Instagram, Facebook, Google Business Profile, and your website — the presence prospective clients check before they reach out.
03
Meta (Facebook & Instagram), TikTok, and Google Ads, connected directly for spend and conversion visibility.
04
Your calendar and billing systems, so bookings, claims, and payments stay in sync end to end.
Configuration
Luna doesn't just execute — she has the full operational picture, so you can think out loud with her. Ask her where the practice is leaking, what to change, and what to try next. Because she sees your leads, your ads, your bookings, and your revenue cycle in one place, her answers are grounded in your actual numbers, not generic advice.
Luna traces every inquiry from first touch to booked appointment and shows you exactly where prospective clients drop off — a slow response on Psychology Today, an intake step people abandon, a source that never converts. Then she suggests what to fix first.
Ask Luna what your ad spend is actually buying. She compares cost per booked client across Meta, TikTok, and Google Ads, flags the campaigns burning budget without producing clients, and recommends where to shift spend to grow.
Luna looks at your attendance patterns — which sources, times, or visit types no-show most — and proposes concrete changes to reminders, deposits, or scheduling that your agents can put into effect right away.
Ask Luna where money is sitting. She surfaces aging claims, common denial reasons, and receivables at risk, then walks you through what to chase and how to keep it from recurring.
Luna knows your demand by service, payer, and location. Talk through adding a clinician, a service line, or a new location, and she'll model where the leads and capacity actually are before you commit.
Luna proposes; you decide. Set what she can act on autonomously versus what needs your sign-off, and every recommendation comes with the reasoning and the numbers behind it — so you're optimizing with a partner, not handing over the wheel.
Knowledge
A generic virtual assistant doesn't know what a superbill is, why a Psychology Today lead behaves differently from a referral, or how a behavioral health claim moves through a payer. Luna ships pre-trained on the operational reality of running a mental health practice — so she's useful on day one.
Major US insurance payers — Aetna, BCBS, Cigna, United Healthcare, Optum, Humana, Magellan, Carelon, Anthem, Medicare, and state Medicaid plans
Revenue cycle mechanics — claims submission, denials, prior authorization, aging receivables, and superbills for out-of-network clients
Behavioral health billing nuance — CPT codes, sliding-scale fees, Good Faith Estimates, and self-pay workflows
Practice operations — scheduling rules, no-show patterns, waitlists, and multi-clinician coordination
Common presenting concerns and modalities — so Luna answers prospective-client questions about your specialties accurately
Compliance vocabulary — HIPAA, 42 CFR Part 2, informed consent, and the No Surprises Act
On top of the baseline, Luna learns your specific practice — your fee schedule, your referral partners, your growth channels, your common questions. The longer she runs, the more she operates like your practice's own office manager.
Talk to us
See how an AI practice manager tracks every inquiry, coordinates your agents, watches your ad spend, and keeps your revenue cycle moving — so your behavioral health practice runs itself while you focus on care.