Client Engagement Engine

Every slot filled.
Every client re-engaged.
Zero effort from you.

Automated SMS, email, and AI calling that chases appointment confirmations, re-engages lapsed clients, enforces form completion, and tracks clinical progress — all on autopilot. You set the rules. We run them.

88%+
reduction in no-show rate
3×
outreach channels working simultaneously
100%
automated — no staff effort required
See it in actionView pricing →
Appointment: Tomorrow 2pm — Dr. Martinez
LIVE
1
SMS reminder sent → no reply after 4hrs
✓ Sent
2
Email reminder sent → opened, not confirmed
✓ Opened
3
AI call initiated — confirm or reschedule
Calling...
4
If no confirm → slot opened & backfill triggered
Pending
Client Re-engagement Triggered
45 days inactive
!
Jamie H. — last session 45 days ago. Threshold exceeded.
Auto-triggered
→
SMS + Email + AI call sequence initiated
Running
Works with any EHR
HIPAA-compliant all channels
You set the rules — we enforce them
Zero staff time required
SMS / Text
Instant, high open-rate reminders and confirmations. Clients reply with a single word — confirm, cancel, or reschedule — and the system handles it automatically.
Every SMS includes a calendar invite — one tap to add to Google, Apple, or Outlook
Email
Branded, personalized emails with one-click confirm links. Sent on your schedule, tracked for opens and clicks, escalated automatically if unanswered.
AI Voice Calls
When SMS and email go unanswered, AI calls the client. Natural conversation — confirm the appointment, reschedule it, or escalate to staff. Never an empty slot by default.
Appointment reminders

Three reminders sent automatically.
AI keeps calling until they confirm.

No-shows don't just waste a slot — they waste the time your provider spent preparing, the clinical momentum your client had, and the revenue you already counted on. We eliminate them.

Every reminder includes a Calendar Invite
Every SMS and email reminder automatically includes a calendar invite.
Clients tap "Add to Calendar" directly from their SMS or email — the appointment lands in Google Calendar, Apple Calendar, or Outlook instantly. No copy-pasting, no forgetting, no excuses. The single biggest reason clients no-show is they simply forgot. We eliminate that entirely.
#1
reason clients no-show: they forgot
We fix this.
1
First reminder — 72 hours out
SMS + Email sent simultaneously. Client taps to confirm in one click. If confirmed, sequence stops.
SMSEmail📅 Calendar invite
2
Second reminder — 24 hours out
If still unconfirmed, second SMS + Email with reschedule option. Urgency increased, tone personalized.
SMSEmail📅 Calendar invite
3
Third reminder — 2 hours out
Final SMS sent. If still no confirmation, AI voice call triggers — natural conversation, confirm or reschedule on the call.
SMSAI Call
AI
AI keeps calling until confirmed
If the client doesn't pick up, AI calls back at intervals you define. Once they answer, it handles the full confirmation or rescheduling conversation — no staff needed.
All channels
Cut no-shows
by 88%+
Industry average no-show rate in BH: 22–30%. With our engagement engine:
88%+
reduction
in no-show and late-cancel rate within 60 days of go-live
Monthly sessions400
Avg no-show rate before25%
Sessions lost per month100
Sessions recovered (88%)88 sessions
Revenue recovered @ $150/session$13,200/mo
Client re-engagement

Lapsed clients are revenue
waiting to be recovered.

When a client goes quiet — you decide the threshold. We start the re-engagement sequence. No manual follow-up. No clients falling through the cracks.

You set the trigger threshold
Days since last session, missed appointments, or discharge — you choose
No session in 30 days → Re-engagement starts
Active
Missed 2 consecutive appointments → Full sequence
Active
Intake completed but no 2nd session booked → Nudge
Custom
Discharged 90 days ago → Wellness check-in sequence
Custom
Full omni-channel sequence fires automatically
SMS → Email → AI Voice — all methods until response
Day 1: Warm SMS — "We miss you, let's get you back on schedule"
Day 3: Personalized email with available slots
Day 7: AI voice call — schedule or document decline
If no response: flagged for clinical review, staff notified

Every lapsed client is a revenue opportunity you're currently leaving on the table.

Most agencies lose 15–20% of their active client roster to drift — not discharge. Those clients didn't choose to leave. They just got busy, had a bad week, and never rebooked. Your current process probably relies on a staff member remembering to follow up. Ours doesn't rely on anyone.

We run the re-engagement sequence automatically, document every touch for compliance, and only escalate to your team when a human is genuinely needed.

$8K+
average monthly revenue recovered from re-engaged lapsed clients per 200-session practice
Forms & screenings

Session time is for care —
not paperwork.

When clients arrive with incomplete intake forms, screenings, or assessments, the session starts late and ends inefficiently. We fix that before they ever walk in the door.

Automated form reminders
If a client hasn't completed intake, consent, or pre-session screening forms in their portal, we automatically remind them via SMS, email, and AI call until it's done — on the timeline you set.
Forms completed before session — not during
Screening & assessment completion
PHQ-9, GAD-7, PCL-5, or any custom screening — if it's due and not submitted, every channel fires. Clinicians walk in prepared, not scrambling.
Clinical time spent on care, not data collection
Progress tracking & graphing
Every completed screening is graphed over time — improving, stable, or declining. You see clinical progress at a glance without digging through session notes.
Visual trend lines across every client
Supervisor auto-loop on out-of-range scores
If a client's screening score falls outside the threshold you define — a PHQ-9 above 15, a sudden spike in PCL-5 — the supervisor is automatically notified. Immediate, documented, no manual review required.
Out-of-range alert → supervisor notified instantly
Clinical progress tracking

Graph every client's trajectory.
Catch decline before it becomes a crisis.

Screening scores aren't just compliance checkboxes. They're clinical signals. We graph them automatically, flag the ones moving the wrong direction, and loop in supervisors the moment scores go outside your defined safe range.

PHQ-9 Trend — Active Caseload
2 alerts active
Jamie H. — Session 12PHQ-9: 6 (was 14)
↑ Improving — down 57% from intake
Alex T. — Session 8PHQ-9: 17 (was 9)
↓ Declining — score increased 89% · Supervisor alerted
Supervisor notified automatically — Alex T. PHQ-9 exceeded threshold of 15. Clinical review flagged. No action needed from provider.
Marcus R. — Session 5PHQ-9: 11 (was 12)
→ Stable — minor improvement over 5 sessions
Sara W. — Session 14PHQ-9: 3 (was 16)
↑ Significant improvement — 81% reduction
Automatic score graphing
Every completed screening is added to a visual trend line — no manual charting, no data entry. Just a clear picture of where every client is headed.
You define the thresholds
Set your own alert thresholds per screening type. PHQ-9 above 15, PCL-5 spike, GAD-7 increase — you define what triggers a supervisor notification.
Supervisor auto-loop
When a score hits your threshold, the supervisor is notified immediately — by SMS, email, or both. Documented, timestamped, and logged for compliance.
No manual review required
The system watches every client's scores after every session. Your supervisors don't have to remember to check — they only get pulled in when it matters.
How it works

You make the rules.
We enforce them — completely.

No staff time. No manual follow-up. No dropped balls. You configure the thresholds, channels, and escalation paths once. The engine runs them forever, on every client and provider, every day.

You configure the rules
Set timing, thresholds, channels, and escalation paths for every workflow once. Change them anytime.
We run them automatically
SMS, email, and AI calls fire on the schedule you defined — no human needed to trigger anything.
Staff only involved when needed
Escalation is the last step, not the first. Your team focuses on care — not chasing paperwork or no-shows.
See a live demoView pricing →Provider Engagement Engine →
Client Engagement Engine

Stop losing revenue to no-shows
& lapsed clients.

Every empty slot and every lapsed client is revenue left on the table. The client engagement engine recovers it — automatically, on every channel, with zero staff effort.

Book a free demoSales: 858.227.7895