Running a private practice or therapy group comes with more than just helping clients, you’re also juggling intake forms, billing follow-ups, scheduling, and documentation. That’s where automation comes in.

At TNTE Solutions, we design done-for-you automation systems for mental health professionals. Whether you’re a solo clinician or a group practice owner, these automations will save hours each week, reduce burnout, and bring more ease to your workflow.

Here are 6 powerful automations we’ve helped therapy practices implement and how much time they can save you.

1. Automated Client Intake & EHR Sync

When a new client fills out your intake form, their information automatically flows into your EHR or master tracker. You'll get an email confirmation and optional next steps like informed consent or policy documents can be triggered instantly.

Why it matters:
Manual entry wastes valuable time and can introduce errors. This automation ensures your EHR is up-to-date from the start and gives clients a smooth, professional onboarding experience.

Time saved: ~8–12 hours/month

2. Auto-Generated Intake Summaries & Therapy Documents

Use a secure form (or chatbot) to gather client goals, symptoms, or background. The system auto-generates a formatted intake summary, consent forms, or treatment plan drafts using your preferred language and templates.

Why it matters:
Rewriting similar documents for every client drains your energy. This keeps your paperwork professional and ready to personalize—without starting from scratch every time.

Time saved: ~5–10 hours/month

3. Payment Reminders & Billing Follow-up

If a session goes unpaid, your system automatically sends a personalized reminder after a set period (24–72 hours). It also updates your billing tracker and can notify your admin or bookkeeper if needed.

Why it matters:
Chasing payments is awkward and inconsistent. Automation protects your boundaries and ensures you don’t lose income due to forgetfulness, yours or theirs.

Time saved: ~6–10 hours/month

4. Secure Feedback Collection & Progress Tracking

Send clients a check-in form (e.g., every 4 or 6 weeks) to gather feedback, symptom scores (PHQ-9, GAD-7, etc.), or progress reflections. Their answers are saved to a secure database and summarized for review before their next session.

Why it matters:
This adds structure to treatment planning, improves retention, and helps you track outcomes especially for insurance justification or supervision. No manual reminder needed.

Time saved: ~4–6 hours/month

5. Referral Tracking & Follow-Up

Maintain a simple referral spreadsheet, and automatically send emails to referral partners when a client is booked, discharged, or referred out. Bonus: You can auto-send thank-you emails or follow-up reports (if consented).

Why it matters:
Strengthens referral relationships and keeps your communication consistent—even when you're busy with clients.

Time saved: ~3–5 hours/month

6. AI-Supported Content & Resource Delivery

Use a form or keyword tracker to generate client handouts, blog content, or email newsletters. AI tools (used outside the therapy space, not with PHI) help draft, format, and schedule content to educate your audience and build trust.

Why it matters:
Keeps your marketing and client support consistent without burning out. Perfect for psychoeducation, blog SEO, or keeping clients engaged between sessions.

Time saved: ~8–15 hours/month

Want These Set Up for You?

Whether you're using SimplePractice, Jane, Google Workspace, Notion, or none of the above, we can help automate your workflows securely and ethically.

We'll tailor every system to your tools, policies, and practice values.
No coding required. Just time saved.

📆 Book a free 30-minute automation audit here.
We’ll map your biggest time-wasters and recommend what to automate first.