“Did someone follow up?”
An enquiry sits between inboxes, with no clear person responsible for the next step.
MENTAL-HEALTH PRACTICES. LESS ADMIN.
Less intake chasing.
More room
for care.
Give every new enquiry a clear next step. We help your team spend less time chasing paperwork and more time getting people ready for their first appointment.
Let’s look at your intakeFree 15-minute review · For small DFW practices
NEW ENQUIRYA first step toward care.
Intake overviewILLUSTRATIONYOUR WORKFLOWEverything has
Everything has
a next step.
In progressReady for review
Enquiry receivedAssigned to intake coordinator
CompleteNext step agreedConsultation arranged
CompleteIntake formsFollow-up ready for your team
PendingCONSISTENT FOLLOW-THROUGH
One less thingto remember.Your messages. Your rules. ✓
Ready for a human.Judgment stays with your team.
Example workflow · fictional information · not a separate EHR
01 / THE WORK BETWEEN APPOINTMENTS
It’s the little things.
Again. And again.
The reply that needs a follow-up. The forms that are still missing. The “did anyone get back to them?” between sessions.
“We’re still waiting on forms.”
Your team sends another reminder, checks again, and tries to get everything ready in time.
“Let me check that for you.”
Finding the status of one intake becomes another interruption in an already full day.
You’ve built a practice that cares about people.
The process around that care should feel considered, too.
02 / A CALMER WAY THROUGH
One less thing
to keep
in your head.
We connect the administrative steps around intake, so your team can see what’s moving and what needs a human.
Meet the Intake Follow-Through Sprint ↗Know what happens next.
A simple view of the current step, responsible person and next action, in an approved system.
Make follow-up consistent.
Practice-approved messages and a bounded reminder sequence. Follow-ups stop when someone replies, completes the step or opts out.
Keep people in the loop.
Exceptions go to your staff. Clinical suitability, urgent matters and treatment decisions stay with the clinical team.
03 / SMALL START. USEFUL CHANGE.
A better process.
Without a big overhaul.
Start with one recurring bottleneck.
Build around the tools you already have.
See whether it makes the day easier.
UNDERSTAND
Find the friction.
Walk through intake with the person who knows it best. Choose one problem and agree how we’ll measure improvement.
SET UP
Make the next step clear.
Configure the workflow, prepare the messages and train your team. Target setup: 5–10 business days after access and approvals.
LEARN
Measure the difference.
Review 30 days of use: staff time, unfinished tasks and readiness for first visits. Finish with a keep, change or stop recommendation.
04 / YOUR FIRST SPRINT
Start small.
Make it count.
One practical improvement your team can actually use. A defined scope, a clear price, and a chance to see what works.
A good fit if…
- You run a small outpatient mental-health practice.
- Your team regularly chases intake steps.
- You have an intake owner and existing practice software.
Already running smoothly? We’ll say so.
INTAKE FOLLOW-THROUGH SPRINT↗
$1,000one-time pilot fee · USD
One practice. One workflow.
Setup, training and 30 days of observation.
- A review of your current intake workflow
- A clear owner and next action for each step
- Up to 3 approved message templates
- One reminder and escalation sequence
- A staff walkthrough and operating guide
- Weekly measurement and a final review
Scope and feasibility agreed before payment. $500 to start, $500 on delivery acceptance. Additional software agreed separately. Custom integrations and ongoing intake staffing are outside this sprint.
Keep what we build. No required retainer.
FROM FIRST CALL TO HANDOVERA PERSON BEHIND THE PROCESS
Hi, I’m Shahraze.
I’ll work with you.
I started Autivia to help teams simplify the repetitive work around their real work. For mental-health practices, that means making the steps between an enquiry and a first visit easier to manage.
This is a new, focused pilot for small practices. We’ll start with your actual process, keep the scope manageable, and measure what changes together.
Shahraze Haider Founder, Autivia
A FEW GOOD QUESTIONS
Before we
get started.
Our software already sends reminders. Is this different?
It may already solve the problem. We check your existing system first, then look at the gaps between steps: who follows up, what is pending, and when a person needs to step in. If a small settings change is enough, we’ll tell you.
Who is the sprint for?
Small outpatient mental-health practices in Dallas–Fort Worth. Owner-led therapy groups with roughly 4–10 clinicians are our starting focus. What matters is a recurring intake task that takes real staff time, and someone who owns the process.
Do we need to change our EHR?
We start with the tools you already use and confirm feasibility before agreeing the project. Migrations and custom EHR integrations are outside the $1,000 sprint.
How do you handle patient information?
Demonstrations use fictional information. Before live patient data is involved, we agree the data flows, access, security controls and required agreements, including BAAs where applicable. Clinical decisions and sensitive exceptions stay with your staff.
Are you guaranteeing more patients?
No. We measure the administrative work around enquiries you already receive: staff time, unfinished steps and readiness for first appointments. Bookings also depend on fit, affordability and available appointments.
What happens after the sprint?
You keep the workflow, templates and operating guide. No retainer is required. Optional support is $200 per month for one review and up to one hour of configuration support. Software costs are separate.
LET’S START WITH A CONVERSATION
What’s taking
the most
chasing?
Tell me a little about your practice. I’ll get back to you by email to arrange a free 15-minute workflow review.
You’ll hear from Shahraze.
A conversation about your process.
Let’s look at your intake.
A few details to get us started.
Thanks. Let’s make intake easier.
Your request has been sent. Shahraze will follow up by email to arrange your workflow review.