How AI Agents Work for Your Practice

So what is an AI agent, really?

Think of it as a small piece of software that does one job on repeat. Not a robot. Not some sci-fi thing. Just a program that follows a set of rules you define — like sending a follow-up email three days after a session, or texting a reminder the morning before an appointment.

The "AI" part means it can handle some variation. A client reschedules? The agent adjusts the reminder. Someone new fills out an intake form at midnight? The agent processes it and has everything ready by morning. It doesn't need you awake for that.

You already do all of this yourself. The agent just does it without you having to remember.

What can they actually do for a practice?

Here's the honest version. Agents are good at repetitive, time-sensitive tasks that follow a pattern. The stuff you know needs to happen but keeps falling through the cracks because you're busy with clients.

• Client intake — A new person fills out your form. The agent collects their info, organizes it, and sends a confirmation. You don't touch it until the first session.
• Scheduling — Booking, rescheduling, cancellations, waitlist management. The agent handles the back-and-forth so you're not playing calendar tetris.
• Follow-ups — After a session, the agent sends whatever you'd normally send — care notes, homework reminders, check-in messages. On the schedule you set, in your voice.
• Reminders — Text, email, whatever channel works for your clients. Timed so people actually see them. No-shows go down.
• Recall and re-engagement — Clients who haven't booked in a while get a gentle nudge. It's not pushy — it's the same thing you'd do if you had time.

What agents are not good at: anything that requires clinical judgment, empathy in the moment, or reading a room. Those are yours. I'll always be upfront about where the line is.

How it works with your existing setup

I'm not going to ask you to switch systems. If you're using Jane App, SimplePractice, Google Calendar, Mailchimp, or whatever else — the agents connect to those. The goal is to make what you already have work harder, not replace it with something new you have to learn.

During setup, I look at how you actually run things day to day. What tools are you in? Where do things get stuck? What falls through the cracks? Then I build around that.

What it costs

Here's the pricing, laid out simply:

Most practices start with the core five agents (intake, scheduling, follow-ups, reminders, and the orchestrator that keeps them all in sync). If your needs are simpler, we can scope it down. If you want to add more automations later, they get added modularly — you don't rebuild the whole thing.

What maintenance actually means

Once your agents are live, they mostly just run. But "mostly" isn't "always." Here's what I keep an eye on:

• Monitoring — I watch for failed sends, missed triggers, and anything that looks off. Most issues get caught and fixed before you notice.
• Updates — When the tools you use change their APIs (which happens more often than you'd think), I update the connections so nothing breaks.
• Adjustments — You change your hours, add a new service, hire someone, move to a new location. I adjust the agents to match. This is included.
• Support — If something feels off or a client reports a weird message, you reach out and I look into it. Usually same day.

The monthly fee covers all of that. There's no hourly billing for small tweaks or "oh, can you also make it do this" requests. If something turns into a major new feature, I'll tell you before any extra cost.

Privacy and your clients' data

I take this seriously. Your clients trust you with personal information, and that trust extends to anything I build for you.

• Agents only access the data they need to do their specific job. Nothing more.
• Everything is encrypted in transit and at rest. Standard practice, non-negotiable.
• I don't sell, share, or use client data for anything other than running your system.
• If you work in a regulated field, I'll make sure the system respects those requirements. We'll talk about that during setup.

Who this is for (and who it's not for)

This works well for health coaches, therapists, chiropractors, nutritionists, physical therapists, acupuncturists, and other wellness practitioners who are running a small-to-mid-size practice and spending too much time on admin.

It's probably not the right fit if you're just getting started and don't have consistent clients yet, or if you're part of a large hospital system with its own IT department. The sweet spot is practices that are busy enough to feel the pain but small enough that hiring a full-time admin person doesn't make sense.

Common questions

Want to talk about it?

No pitch, no pressure. If you're curious whether this makes sense for your practice, the easiest thing is to book a call or send me an email. I'll give you an honest take on whether agents would actually help or if your time is better spent elsewhere.