Welcome To The
Private Practice Intake Partner
You Never Knew You Needed
We are the only clinical support service built exclusively for mental health practices. We don't just answer phones...we manage your entire new patient journey, from first call to first session, inside your EHR.
Your Private Practice Intake Partner
Next-Level Intake & Reception, Done by Real Humans
Think about the person on the other end of that call.
They've been putting this off for months. Maybe years. They finally worked up the courage to ask for help. They found your found your practice and dialed.
No answer.
So they dial the next . And they go with whoever picks up first.
That's not just a missed appointment. That's a person who needed care and didn't get it. And it's revenue your practice will never recover.
We are not a VA service. We are not a call center. We are something entirely different.
Every other virtual receptionist service will hand your callers a script and hope for the best. They'll ask you to train them. They'll drop the ball on follow-up. They won't log into your EHR. They won't understand why a caller is anxious, what a superbill is, or how to navigate an insurance question without scaring someone off.
We will!
KOAP is staffed by mental health intake specialists...people who understand the paperwork, the privacy requirements, the emotional weight of that first call, and what it takes to convert an inquiry into a committed client.
We work inside your systems. We speak your language. And we show up like a member of your own team.
Industry LEadErs
5+ Years serving mental health practices exclusively
ExpErtisE
140+ Therapy Offices supported nationwide
knowlEdgE
10+ EHR Systems we work in daily
full service intake
Support from first contact to intake session
Two ways to partner with us.
Live phone answering, new patient screening, scheduling, and outbound follow-up. Your practice is covered every time the phone rings.
Intake team will also support your current clients with scheduling as well.
Pricing is customized to your call volume and practice size during your free consult.
The complete new patient journey, managed end-to-end. From first call through paperwork, insurance verification, financial transparency, and nothing falls through the cracks. Includes monthly KPI reporting so you can see your practice's growth data.
Intake team will also support your current clients with scheduling as well.
Pricing is customized to your call volume and practice size during your free consult.
Not sure which is right for you? Let's talk. Book Your Free Consult.
WHAT CLIENTS SAY
I started full-time in my own private practice on 7/1/21 in an area of high demand for counseling services. Although I had a full schedule within the first 2 weeks opening, I quickly fell behind with answering calls and returning calls. In addition, potential clients would want to start having therapy appointments over the phone since they had the therapist on the call. However, KOAP saved a lot of time and energy, and allowed me to continue to work uninterrupted by phone calls. So, I am beyond excited to have received KOAP's services because they improved the functionality of my practice, and my clients are happy to speak with the them instead of my voicemail. KOAP is a must have for private practices.
J. Holemon, MA, BA, Licensed Marriage & Family Therapist
Forensic Expert in Crises/Trauma
We believe every person brave enough to ask for help deserves a warm, knowledgeable welcome.
Mental health care is not like any other industry. The people calling your practice are often in their most vulnerable moments. They are scared. They may have never done this before. How they're received in that first interaction shapes whether they show up or disappear.
At KOAP, we take that responsibility seriously. Our team is trained not just in scheduling and EHRs, but in meeting people with the kind of warmth and care your practice is known for.
We are Black-owned, heart-centered, and deeply invested in the mental health community. We built this service because we believe in what you do. And we want to help you do more of it.