Front Office Support That Grows With Your Practice
Whether you need someone to simply answer the phone or a dedicated team to manage your patient journey from first contact through the first session, KOAP meets your practice where it is today and grows with you tomorrow.
Built exclusively for behavioral health practices. Powered by real people who understand your patients, your systems, and your work.
Front Office Support For Your Private Practice
YOU DON'T HAVE TO BE A LARGE PRACTICE TO NEED SUPPORT
Start Where You Are. Grow From There.
Maybe you're a solo practitioner who just needs someone to answer the phone while you're in session.
Maybe your practice is growing and you need someone who can actually screen, schedule, and follow up with new inquiries.
Or maybe you've reached the point where your clinicians shouldn't be spending their time chasing paperwork, explaining benefits, or figuring out why a new patient never made it to their first session.
Wherever your practice is today, there's a place for you at KOAP.
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 support 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
THREE WAYS TO WORK WITH KOAP
Starting at $300/month
You handle the follow-up. We'll make sure you don't miss the opportunity.
Perfect for newer and lower-volume practices that aren't ready to outsource reception but don't want prospective patients reaching voicemail while the clinician is in session.
Our team answers your calls live, provides a warm and professional first point of contact, gathers the necessary information, and sends the message to your practice for follow-up.
The caller knows they've reached a real person and that the process has started.
Best for practices that need:
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Live phone answering
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Professional message taking
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Reliable message delivery
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Coverage while clinicians are in session or unavailable
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An affordable way to stop sending every prospective patient to voicemail
Starting at $750/month
We don't just answer. We help move people forward.
For practices that need reliable reception coverage without outsourcing the entire front office.
When a prospective patient calls, our team can screen the inquiry based on your practice criteria, identify the appropriate clinician, and schedule the appointment directly into your system.
And support isn't limited to incoming calls.
If an inquiry comes through your website, email, referral source, or another approved channel, our team can make the outbound call to connect with that prospective patient while their interest is still fresh.
We can also support your existing patients with routine front-desk needs.
Reception Services may include:
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Live call answering
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New patient screening
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Clinician matching
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Appointment scheduling
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Outbound follow-up with new inquiries and referrals
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Scheduling and rescheduling for existing patients
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Cancellation assistance
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General messages and routine questions
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Approved calls from insurance companies and other practice contacts
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Direct scheduling inside your EHR or approved scheduling platform
Starting at $1100/month for group practices
We manage the patient journey from first contact through the initial session.
For practices ready to hand off more than the phones.
KOAP becomes an extension of your front office, managing the new-patient journey from the first point of contact through the initial session.
We don't stop working because an appointment made it onto the calendar.
We help make sure the patient is actually ready to arrive.
Front Office Management may include:
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Everything included in Reception Services
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Managing inquiries from phone, email, website, and approved referral sources
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Screening and clinician matching
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Scheduling directly in your EHR or approved platforms
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Welcome communication after scheduling
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Intake paperwork monitoring
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Follow-up when paperwork isn't completed within 48 hours
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Insurance benefit verification when applicable
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Clear communication of financial responsibility before the appointment
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Appointment-readiness follow-up
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Post-intake review to confirm the patient attended
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Follow-up when the next appointment hasn't been scheduled
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Patient satisfaction audits
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Practice performance/KPI reporting
Because booking the appointment isn't the finish line.
A patient can schedule today and still never make it through your door.
Paperwork doesn't get completed. Insurance information isn't clear. A copay or deductible comes as a surprise. An appointment gets canceled because required forms weren't submitted, but no one has time to explain what happened.
Meanwhile, your clinicians are trying to provide care while also chasing administrative loose ends.
KOAP closes that gap.
We help patients understand what comes next, follow up when something is missing, and keep the process moving so fewer people fall through the cracks.
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 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.