Match clients to the right therapist without reading every inquiry
Your VA or intake coordinator manually reads every client inquiry to determine specialty fit, urgency level, and therapist match. TriageCRM is therapy CRM software that automates client-therapist matching, flags crisis language, and balances caseloads across your group practice.
How TriageCRM works for therapy practices
Auto-route by specialty
Triage rules match client inquiries to therapists based on presenting concerns. Anxiety inquiries route to your anxiety specialists. Couples to your couples therapists. Trauma to your EMDR-trained clinicians. All automatic.
Balance caseloads with round-robin
Within each specialty group, round-robin assignment distributes inquiries to the therapist with the fewest active cases. No more overloaded therapists next to underutilized ones.
Flag crisis language
Configure rules to detect crisis-related keywords in intake forms and automatically flag those inquiries as CRITICAL for immediate clinical review. Your team sees them at the top of the queue.
Triage rules for therapy practices
Example rules a group practice would configure:
- Crisis detection: IF presentingConcerns CONTAINS crisis keywords → priority CRITICAL, flag for immediate review
- Specialty matching: IF presentingConcerns = COUPLES → assign to couples therapists via round-robin
- Source tracking: IF source = PSYCHOLOGY_TODAY → tag "Psychology Today", track conversion
- Waitlist management: IF all therapists at capacity → add to waitlist, send acknowledgment with estimated wait time
IF
presentingConcerns CONTAINS TRAUMA
therapyType EQUALS INDIVIDUAL
THEN
Set priority to HIGH
Add tag Trauma / EMDR
Assign via Round Robin (Trauma Specialists)
Therapy practice CRM questions
What is the best CRM for a therapy practice?
For group practices that need to match clients to therapists by specialty and balance caseloads, TriageCRM automates the intake workflow. Read our guide on therapy practice client intake management.
How do therapy practices manage client intake?
Most use a VA or intake coordinator. TriageCRM automates the matching by routing based on presenting concerns, specialty, and availability using triage rules.
Can TriageCRM flag crisis language?
Yes. Triage rules can detect crisis-related keywords and flag those inquiries as CRITICAL for immediate review.
How does caseload balancing work?
TriageCRM uses round-robin assignment filtered by specialty to distribute inquiries evenly among qualified therapists.
Does TriageCRM track Psychology Today referrals?
Yes. TriageCRM tracks referral source for every inquiry so you can compare conversion rates across Psychology Today, your website, Google, physician referrals, and other sources.
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