Kaizen Innovations

AI Workflow Setup — Private Practice Therapists

You became a therapist
to help people—
not to run a business.

A full caseload of 25 clients means 6–12 hours a week on notes alone—before you touch scheduling, billing, or intake. We set up AI workflows that give that time back.

Book a Free 20-Minute CallSee How It Works
5+

hours per week recovered from admin

$875

in recoverable time weekly at $175/session

3 min

to review a session note vs. 20+ min to write one

$399

to get up and running — Starter tier, no monthly fee

The problem

The invisible second job
therapists never signed up for

The average solo-practice therapist spends 6–12 hours per week on documentation and admin alone—not counting scheduling, intake, billing follow-up, or new client inquiries going cold. That’s an unpaid second job running in the background of your practice.

01

Session Notes

Writing progress notes takes 20–30 minutes per session. Across a full week, that’s an extra half-day of unpaid work.

20 min → 3 min with AI
02

Slow Inquiry Response

40–60% of new client inquiries go cold when therapists can’t respond within hours. Those clients find someone else.

Responds in minutes, automatically
03

Intake & Scheduling

Manually coordinating intake, insurance questions, and first appointments pulls you out of clinical mode constantly.

Fully automated intake pipeline
04

Referral Outreach

Building referral relationships is how practices grow—but it’s the first thing to fall through the cracks when you’re tired.

Consistent outreach on autopilot
05

Billing & Collections

Unpaid invoices don’t chase themselves. Every week of delay compounds the collection problem and the awkwardness.

Automated reminders & follow-ups

The solution

AI handles the back-office.
You focus on clients.

We configure AI workflows tailored to your practice—not a generic software subscription you have to figure out. One setup call, and the systems run quietly in the background.

  • Session note drafts

    Speak a 2-minute voice memo after your session. AI drafts a complete SOAP/DAP note. You review and sign in under 3 minutes.

  • Automated new-client follow-up

    Inquiry comes in, personalized response goes out in minutes. You stop losing prospects to slow reply time.

  • Intake form automation

    New client packets collected, organized, and surfaced before the first session. No chasing, no gaps.

  • Referral outreach sequences

    Pre-written, personalized outreach to PCPs, psychiatrists, and EAPs—sent on a schedule without lifting a finger.

  • Works with your existing tools

    Built around what you already use—your EHR, email, calendar. No ripping and replacing.

“
I want an AI that lives on my computer and takes my day-to-day ramblings—helping me break things down so I can actually focus on my clients again.

Licensed therapist — Private practice, Austin TX

Built by someone who’s been in your chair.

Our founder is a former licensed therapist who felt every hour of this overhead personally. This isn’t a tech company guessing at your workflow—it’s someone who lived it building the system they wished had existed.

SecurityHIPAA-compliant
by design
Self-hosted infrastructureYour data never lives on shared cloud platforms. You control the server.
BAA with every vendorBusiness Associate Agreements signed before any PHI touches a third-party service.
Notes stay on infrastructure you controlSession audio processed and discarded. Notes delivered to your inbox, not stored by us.

The math

5+ hours back, every week.

At your session rate, reclaimed time is either recovered income or genuine rest. Either way, it compounds.

5–8 hrsRecovered every week

Time previously lost to notes, intake coordination, and follow-up emails.

$875+Recovered billable time

At $175/session, 5 recovered hours = 5 additional sessions.

3 minPer session note review

Down from 20+ minutes of writing. AI drafts, you review and sign.

40–60%Of new inquiries currently lost

Automated same-day response stops the dropout before it starts.

5 hrsrecovered / week
×
$175per session
=
$875 / weekback in your practice
$45,500recovered per yearAt typical solo-practice rates

Pricing

Two tiers. No surprises.

Start with what fits your practice today—upgrade when you’re ready for the full automation suite.

StarterLocal AI Setup
$399one-time setup fee

No monthly fee — runs entirely on your Mac

Session note automation running locally on your device. No internet required after setup. PHI never leaves your machine.

  • Voice-to-SOAP/DAP note pipeline (Whisper, offline)?
  • 1-call setup & configuration walkthrough
  • Zero data sent to external servers
Minimum System Requirements
  • Mac:macOS 12 Monterey or later
  • Chip:Apple Silicon (M1, M2, M3+) — Intel also works, see note below
  • RAM:8 GB minimum, 16 GB recommended
  • Storage:10 GB free disk space

Note processing speed:

M1 / M2 / M3~3 minper 10-min session
Intel i7 or later~8 minper 10-min session

Intel is usable—most therapists let it process in the background while wrapping up admin. If speed matters, the Pro tier’s cloud transcription is faster on any machine.

Get started →
ProHIPAA Cloud Suite
$599setup fee

then $99 / month — cancel anytime

Annual option: $990/yr (save $198 — 2 months free)

The full automation stack on self-hosted, HIPAA-compliant infrastructure. Notes, follow-up, intake, and referral outreach—running without you.

  • Everything in Starter, plus…
  • Automated new-client inquiry response (within minutes)
  • Intake form collection & pre-session packet delivery
  • Referral outreach sequences (PCPs, psychiatrists, EAPs)
  • Self-hosted n8n on dedicated HIPAA infrastructure
  • BAA signed with AssemblyAI & all data-touching vendors
  • Ongoing infrastructure management & updates included
Book your setup call →

Questions

Frequently asked

  • Is my client data actually secure?

    Yes. The Pro tier runs on self-hosted infrastructure—a dedicated server provisioned for your practice, not a shared consumer platform. Session audio is processed by AssemblyAI under a signed BAA and discarded after transcription. Notes are delivered directly to your email and are not stored by us. Nothing sits on our servers. The Starter tier never sends any data anywhere—everything runs on your local Mac.

  • What does the $99/month cover?

    Managed infrastructure for your practice: a dedicated cloud server, all workflow software licenses, API costs for transcription and AI, and ongoing maintenance. We handle updates, monitoring, and any configuration changes so it keeps running without your involvement. At $99/month against 5+ hours recovered per week, most therapists pay for the subscription in the first two sessions it saves.

  • Does Starter work on my Mac?

    It requires macOS 12 (Monterey) or later and at least 8 GB of RAM. Apple Silicon Macs (M1, M2, M3) give the best experience—a 10-minute session note is ready in about 3 minutes. Intel Macs work, but processing takes roughly 2–3× longer (expect 7–10 minutes per 10-minute session). If your machine is older or has lower specs, Pro’s cloud-based transcription will outperform local Whisper regardless of your hardware.

  • Can I cancel the monthly plan?

    Yes—month-to-month, no contract. Cancel anytime and your workflows stop at the end of that billing period. If you choose annual pricing ($990/yr), you’re billed for the full year upfront and we’ll prorate a refund if you cancel before the year is up. You keep all note templates and workflow configurations—they’re yours.

Get started

Ready to stop losing evenings
to admin work?

Book a free 20-minute call. We’ll map your workflow, identify the biggest time sinks, and tell you exactly what can be automated—no pitch, no pressure. If it’s not the right fit, we’ll tell you that too.

Book Your Free Call →

Or email directly: ian@kaizeninnovationsllc.com — Accepting therapists in private practice anywhere. Starter from $399 • Pro from $599 + $99/mo