Compassionate AI Receptionist for Therapy & Counseling Practices
When you're in session and your receptionist is unavailable, every unanswered call is a person in need who may not call back. Vocatively provides warm, crisis-aware phone answering for therapists, counselors, and psychotherapy practices across Canada and the United States.
Built for mental health: sensitive conversations, absolute confidentiality, PHIPA & PIPEDA compliance, and secure call summaries delivered to your team's authenticated dashboard.
Photo by Karolina Kaboompics on Pexels license
How Vocatively Works for Therapy Practices
Compassionate AI phone answering that supports your practice without replacing your team
Call Comes In
When your therapists are in session and your receptionist is unavailable, Vocatively answers with a warm, compassionate greeting customized for your practice.
Sensitive Conversation
The AI uses compassionate, non-judgmental language to handle intake inquiries, appointment requests, insurance questions, and crisis-aware triage.
Secure Summary Delivered
A structured call summary is delivered to your secure, authenticated dashboard. No raw transcripts, no audio recordings, no PHI in email bodies.
Est. share of therapy clients who won't leave a voicemail when calling a new practice (industry research)
Est. average revenue per therapy session lost to missed intake calls (varies by practice)
Est. share of new therapy inquiries coming outside standard business hours (industry research)
Est. cost multiplier to acquire a new client vs. retaining an existing one (industry research)
Industry estimates based on publicly available research and general market data. Figures are illustrative and may vary significantly by practice size, location, and other factors. Not a guarantee of results.
Why Therapy Practices Choose Vocatively
Every feature is designed with the sensitive nature of mental health care in mind. Compassion, privacy, and professionalism are built into every interaction.
Compassionate After-Hours Response
Clients often reach out during vulnerable moments, including evenings and weekends. Vocatively answers after hours with warmth, validates their decision to call, and captures appointment requests and shares crisis resources when needed.
Crisis-Aware Triage
The AI recognizes language indicators that may suggest a caller needs immediate support. It follows your configured escalation protocol: directing to 988, local crisis services, or your on-call clinician. This is not a crisis line replacement, but a responsible first point of contact.
PHIPA-First Privacy
Mental health information is among the most sensitive personal health information. Vocatively stores all data in Canada, never retains raw audio or transcripts, hashes caller phone numbers, and delivers summaries only through authenticated dashboards. PHIPA, PIPEDA, and HIPAA compliant.
Secure Call Summaries
Every call generates a structured summary accessible through your secure dashboard. Summaries include caller intent, appointment details, and follow-up actions. No raw transcripts, no PHI in email bodies. Up to 4 team members can receive secure notifications per phone line.
Sensitive Scheduling
Capture requests for intake sessions, follow-up appointments, and recurring therapy sessions with appropriate sensitivity. The AI collects only the minimum necessary information and delivers structured summaries to your dashboard for staff to confirm. PMS integration coming soon.
New Client Acquisition
The hardest step for many therapy clients is making the first call. When that call goes to voicemail, most will not call back. Vocatively ensures every prospective client is greeted warmly and guided toward requesting an appointment, helping your practice grow without increasing marketing spend.
Mental Health Calls Demand the Highest Level of Privacy
Therapy clients share some of the most personal information in their lives. The phone system handling those calls must reflect the same level of care and confidentiality that your practice provides in session. Vocatively is built from the ground up with mental health privacy requirements at the core.
Operated by Sirrius Office Inc., a Canadian company, with all data infrastructure hosted in Canada to meet the strictest provincial and federal privacy requirements.
- No raw audio recordings stored, ever
- No full transcripts retained
- Caller phone numbers HMAC-SHA256 hashed
- PHIPA compliant (Ontario)
- PIPEDA compliant (all Canadian provinces)
- HIPAA compliant (United States)
- No PHI in email notification bodies
- 3-tier data retention: detailed records anonymized after 90 days
Designed for Mental Health Sensitivity
Compassionate Tone
Warm, non-judgmental language crafted for mental health contexts. Callers feel welcomed and validated from the first moment.
Crisis-Aware Protocols
Recognizes indicators that may suggest immediate need. Follows your practice-configured escalation path to crisis lines or on-call staff.
Stigma-Free Interaction
Callers are never made to feel judged, rushed, or uncomfortable. The AI validates the courage it takes to make that first call.
Minimum Necessary Information
The AI collects only what is needed for an appointment request. It does not ask about diagnoses, symptoms, or treatment history over the phone.
AI Receptionist Solutions for Every Type of Therapy Practice
Whether you are a solo practitioner or a multi-therapist group practice, Vocatively adapts to your unique workflow and client needs.
Private Practice Therapists
Focus entirely on your clients during sessions. The AI handles incoming calls, new client inquiries, and appointment requests so you never have to choose between your current client and a ringing phone.
No more interrupted sessionsCounseling Centers
Handle high call volumes, route inquiries to available counselors, and manage waitlists effectively. The AI serves as backup when your front desk is overwhelmed during peak hours.
Scale without additional staffPsychiatric Practices
Note medication refill requests for staff follow-up, capture appointment requests, and handle new patient intake inquiries professionally. The AI manages administrative calls so your clinical team can focus on patient care.
Streamline administrative workflowGroup Practices
Route calls based on therapist specialty, availability, and client preference. Multi-line support ensures each practitioner's clients receive personalized greetings and accurate availability information.
Smart multi-therapist routingChild & Family Therapy
Handle calls from parents and guardians with appropriate sensitivity. Capture requests for family therapy sessions, individual child sessions, and parent consultations with guardian relationship confirmation.
Family-sensitive schedulingAddiction Counseling
For addiction and substance use counseling, every missed call can be critical. The AI provides compassionate, stigma-free responses and ensures callers are guided toward requesting an appointment or directed to appropriate resources.
Every call mattersCompliance Built for Canadian Healthcare
Vocatively is operated by Sirrius Office Inc. and designed to meet the compliance requirements of therapy and counseling practices across Canada and the United States.
PHIPA (Ontario)
Full compliance with Ontario's Personal Health Information Protection Act. All personal health information is handled according to PHIPA requirements, including data minimization, access controls, and breach notification protocols.
PIPEDA (Canada)
Compliant with Canada's federal privacy legislation. Data is stored in Canadian data centers, consent is obtained appropriately, and personal information is collected only for identified purposes with appropriate safeguards.
HIPAA (United States)
For practices serving US clients, Vocatively meets HIPAA requirements including encryption at rest, access controls, audit logging, and the minimum necessary standard for protected health information.
Data residency: All PHI and PII stored in Canada (ca-central-1). No raw transcripts or audio recordings stored. Caller numbers cryptographically hashed. 3-tier retention: detailed records anonymized after 90 days.
What a Compassionate AI Call Sounds Like
Here is a sample interaction showing how Vocatively handles a new therapy client inquiry with warmth and sensitivity.
Incoming Call
Serenity Counseling Services
Therapist in session, receptionist at lunch...
AI answers with warmth after 3 rings
Vocatively AI:
"Thank you for calling Serenity Counseling Services. I'm glad you reached out. Whether you're looking to book an appointment or have questions about our services, I'm here to help. How can I assist you today?"
Caller:
"Hi, I've been thinking about seeing a therapist for anxiety. I've never done this before and I'm not really sure how it works."
Vocatively AI:
"I appreciate you sharing that, and I want you to know that reaching out is a really positive step. Our therapists work with many clients who experience anxiety, and the first appointment is simply a conversation to understand what you're going through and how we can help. There's no pressure at all. Would you like me to take down your information for an initial consultation?"
Caller:
"Yes, that would be great. Do you accept Blue Cross?"
Vocatively AI:
"Yes, we do accept Blue Cross. We also offer direct billing for most major insurance providers. I'll pass along your information and preferred times to our team, and they'll confirm your appointment shortly. Do you have a preferred day or time of day?"
Therapy & Counseling Glossary
Key terms used in therapy and counseling practices. Understanding these terms helps practices evaluate how an AI receptionist fits into their workflow.
Intake Session
The initial appointment between a therapist and a new client, used to gather background information, discuss presenting concerns, establish therapeutic goals, and determine whether the therapist-client fit is appropriate.
Treatment Plan
A structured document created collaboratively by therapist and client that outlines therapeutic goals, interventions, session frequency, and expected milestones. It guides the course of therapy and is updated as progress is made.
Therapeutic Relationship
The trust-based connection between therapist and client that forms the foundation of effective therapy. Research consistently shows the therapeutic alliance is one of the strongest predictors of positive treatment outcomes.
Cognitive Behavioral Therapy (CBT)
A widely used, evidence-based psychotherapy approach that helps clients identify and modify unhelpful thought patterns and behaviors. CBT is commonly used for anxiety, depression, PTSD, and many other conditions.
Psychotherapy
The treatment of mental health conditions and emotional difficulties through psychological methods, including talk therapy, behavioral interventions, and other evidence-based therapeutic techniques delivered by a trained professional.
Counseling Session
A scheduled meeting between a counselor and client, typically lasting 50 to 60 minutes. Sessions may focus on specific issues, skill-building, emotional processing, or ongoing therapeutic work toward treatment goals.
Sliding Scale
A flexible fee structure where therapy session costs are adjusted based on a client's income or financial situation. Sliding scale fees help make mental health services accessible to clients who may not otherwise afford treatment.
Insurance Direct Billing
A billing arrangement where the therapy practice submits claims directly to the client's insurance provider, reducing out-of-pocket costs at the time of service. Not all practices or insurance plans support direct billing.
Confidentiality
The ethical and legal obligation of therapists to protect client information shared during therapy. Confidentiality is governed by professional codes of ethics and privacy legislation such as PHIPA, PIPEDA, and HIPAA.
Duty to Report
A legal obligation requiring therapists to break confidentiality in specific circumstances, such as when a client poses an imminent danger to themselves or others, or when there is suspected abuse or neglect of a child or vulnerable person.
Informed Consent
The process by which a client is provided with clear information about the nature of therapy, confidentiality limits, fees, cancellation policies, and their rights before beginning treatment. Informed consent is both an ethical requirement and a legal obligation.
Telehealth / Virtual Therapy
The delivery of therapy services through secure video conferencing or telephone. Telehealth has expanded access to mental health care, particularly for clients in rural areas or those with mobility challenges.
Frequently Asked Questions About AI Receptionists for Therapy Practices
Common questions from therapists, counselors, and practice managers about using Vocatively for their mental health practice.
How does Vocatively handle sensitive therapy calls?
Vocatively uses compassionate, non-judgmental language specifically designed for mental health contexts. The AI greets callers warmly, validates their decision to reach out, and guides them through appointment requests or information inquiries without ever making them feel stigmatized. All call summaries are delivered securely through an authenticated dashboard.
Is Vocatively PHIPA and PIPEDA compliant for Canadian therapy practices?
Yes. Vocatively is fully compliant with PHIPA (Personal Health Information Protection Act) for Ontario, PIPEDA (Personal Information Protection and Electronic Documents Act) for all of Canada, and HIPAA for practices serving US clients. All data is stored in Canada with encryption at rest, and no raw transcripts or audio recordings are ever stored.
Can the AI receptionist recognize crisis situations?
Vocatively is designed with crisis-aware triage capabilities. While it is not a crisis line and does not replace clinical judgment, the AI can identify language indicators that suggest a caller may need immediate support. In such cases it follows your practice-configured escalation protocol, which can include directing callers to 988 (Suicide & Crisis Lifeline), local crisis services, or an on-call clinician.
How does Vocatively protect client confidentiality for therapy practices?
Mental health confidentiality is paramount. Vocatively never stores raw audio recordings or full transcripts. Call summaries contain only structured metadata delivered through a secure, authenticated dashboard. Caller phone numbers are cryptographically hashed (HMAC-SHA256) and never stored in plain text. Email notifications contain only generic contact information with no clinical details.
Can Vocatively book intake sessions and follow-up appointments?
Yes. Vocatively captures requests for intake sessions, follow-up appointments, and recurring therapy sessions. The AI collects only the minimum necessary information (name, contact preference, appointment type) and delivers a structured summary to your dashboard. Your team reviews and confirms each booking. Practice management system (PMS) integration for direct calendar sync is coming soon.
What happens when a client calls after hours?
After-hours calls are answered with the same compassionate tone as during business hours. The AI captures appointment requests, provides your practice hours and location information, shares crisis resources if needed, and delivers a secure call summary to your team so they can follow up and confirm appointments first thing in the morning.
How much does Vocatively cost for a therapy practice?
Vocatively offers three plans for therapy practices: Business at $98 CAD/month (1 phone line, 200 minutes), Pro at $198 CAD/month (3 phone lines, 500 minutes), and Enterprise at $598 CAD/month (6 phone lines, 1200 minutes). All plans include a 7-day free trial with no credit card required. Overage minutes are billed at $0.35 CAD/minute.
Does Vocatively integrate with therapy practice management systems?
Practice management system (PMS) integration is coming soon. Vocatively is building integrations with popular therapy and counseling practice management platforms. In the meantime, call summaries are delivered via secure dashboard and optional encrypted email notifications so your administrative team can update your system promptly.
Can the AI handle insurance and sliding scale questions?
Yes. Vocatively can be configured with your practice-specific insurance information, including which providers you accept, whether you offer direct billing, and whether sliding scale fees are available. The AI shares this information accurately without disclosing specific fee amounts unless you choose to include them in your configuration.
Is Vocatively suitable for group therapy practices with multiple therapists?
Absolutely. Group practices can use Vocatively to route calls based on therapist specialty, availability, or client preference. The Pro plan supports up to 3 phone lines and the Enterprise plan supports up to 6, making it ideal for multi-therapist practices. Each line can have its own greeting and routing configuration.
How does Vocatively handle calls for child and family therapy?
Vocatively is configured to handle calls from parents and guardians requesting appointments for minors with appropriate sensitivity. The AI collects only the necessary information, confirms the guardian relationship, and delivers a structured summary to your dashboard. Your team reviews and confirms each booking following your practice protocols for child and family therapy intake.
Who operates Vocatively?
Vocatively is operated by Sirrius Office Inc., a Canadian company. All infrastructure is hosted in Canada to meet PHIPA, PIPEDA, and provincial privacy requirements. The platform is designed specifically for healthcare and professional services practices that handle sensitive personal information.
Simple Pricing for Therapy Practices
All plans include a 7-day free trial. No credit card required to start.
Business
1 phone line · 200 minutes
Ideal for solo practitioners and small therapy practices.
Pro
3 phone lines · 500 minutes
For group practices with multiple therapists and higher call volume.
Enterprise
6 phone lines · 1200 minutes
For large counseling centers and multi-location therapy practices.
Overage: $0.35 CAD/minute. All plans include PHIPA, PIPEDA & HIPAA compliance, secure dashboard, and up to 4 notification recipients per line.
Every Unanswered Call Is a Person Who May Not Call Back
Start your 7-day free trial today. No credit card required. PHIPA, PIPEDA & HIPAA compliant across Canada and the United States.
Operated by Sirrius Office Inc. · Canadian data residency · Encryption at rest
Currently available across Canada outside Quebec. Quebec availability pending Law 25 and Bill 96 compliance.