Software for psychiatrists: every follow-up, on schedule.
ClinicPilot is configured for your psychiatry practice — new-patient evaluations, treatment follow-ups, telepsychiatry, shared care with psychologists — with AI that books and confirms appointments, reminds each patient of their follow-up and of any lab work you’ve ordered, and reaches back out to anyone left without a date.
We build it for you free. If you like it, you pay for it.
Built by a medical team. The same scheduling AI already at work in real practices, configured for psychiatry.
An AI that keeps follow-up on track: bookings, reminders and lab work, with no phone calls
In psychiatry, treatment is decided in the consulting room but sustained through follow-up visits — and the patient who never rebooks is often the one you worry about most. ClinicPilot’s AI takes care of the administrative side of that follow-up; it never touches clinical judgment, which stays yours.
Every visit type, its own length
A new psychiatric evaluation needs an hour; a treatment follow-up, twenty or thirty minutes; telepsychiatry, its own slot. The AI books the right length for every visit and every clinician, without overlapping schedules.
No follow-up left without a date
When you close the visit, you set when you want to see the patient again. The AI offers a slot and confirms it; if the date passes and they haven’t booked, it reaches out again and flags them on your day list.
Lab work, reminded before the visit
If you order lab work ahead of a follow-up — a drug level, a metabolic panel — the AI reminds the patient in advance so they arrive with the results. The order is yours; the AI only handles the reminder.
Fewer no-shows in a schedule with no room to spare
A reminder and a confirmation before every appointment, with the link if it’s a video visit. If someone cancels, the slot goes to the waitlist, where there’s usually someone waiting for a first evaluation.
Your way of practicing, exactly as it is
Before installing anything, we load your visit types with their lengths, fees and pathways: first evaluation → assessment with rating scales → treatment start → follow-ups and monitoring → discharge or referral. Adult, child and adolescent, or a practice shared with psychologists: every clinician tunes it to how they work.
- Informed consent and privacy forms, prepared with the appointment and signed from a phone — by parents or guardians too when the patient is a minor.
- Reports drawn from the chart for the primary care physician, another specialist or the patient’s insurer, as a PDF for you to review and sign.
- In-person or telepsychiatry visits, with the video link built into the appointment itself.
- And if you open a new service tomorrow — an adult ADHD clinic, a psychotherapy program — it comes in with its timings and its documents. No waiting on anyone.
Your areas of practice
Each area with its visit types, rating scales and documents. They’re all configured the same way: same modules, your pathways, your timings.
What you need in front of you at every follow-up
At a follow-up you need to see at a glance how the patient has been since the last visit, what they’re taking and what changed. ClinicPilot lays it out on a single timeline — progress notes, medications, rating scales, labs and reports — with no digging through folders.
Medications and changes, dated
Record each medication with its dose and schedule; every adjustment is logged with its date and the reason you write down. At the next visit you see what changed and when, right beside the progress notes. It’s a record in your chart: prescribing stays in its usual channel.
Rating scales and labs, on the same timeline
Log the scores of the standardized rating scales you use and attach the lab results the patient brings in. Everything is dated next to the progress notes, ready to compare one follow-up with the last.
Confidentiality that matches mental health data
Mental health data is among the most sensitive there is. Each role sees only what it needs, every access to a chart is logged, and everything lives on your own dedicated installation — HIPAA-ready for U.S. practices — not on a cloud shared with other clinics.
How much a psychiatry practice saves with ClinicPilot
30% is the starting point, not the ceiling: it’s front-desk work the AI does on its own — above all, booking and reminding follow-ups, chasing the ones left without a date and refilling cancellations. Adjust your practice’s two numbers and compare the savings with what ClinicPilot costs.
Cost to the clinic = salary + payroll taxes and benefits. The calculation uses 30%, the minimum workload ClinicPilot automates, and reaches 50% in practices with heavy front-desk volume and many follow-ups a week; this is what disappears:
Psychiatric records, on a server of your own
Every practice has its own installation on its own dedicated server — in the United States for U.S. practices, HIPAA-ready and with a signed Business Associate Agreement. Diagnoses, medications, rating scales and reports never share a machine with any other clinic’s, and they come out whenever you want, raw or classified data point by data point.
A server dedicated to your practice
Your installation runs on a dedicated server of its own — in the United States for U.S. practices, HIPAA-ready and with a signed Business Associate Agreement. When a global provider’s platform fails, it fails for thousands of clinics at once; yours is independent and has its own backups, so it doesn’t depend on what happens to someone else’s cloud.
Your records come out whole, raw
You can take each patient’s record — progress notes, medications, rating scales, attached labs and reports — exactly as it is, in an open file. If you ever switch systems, it all comes with you.
Classified data for research
Or request it classified: diagnosis, medications and their changes, number of follow-ups and each scale’s score at every visit, each on its own — to measure outcomes in your practice or prepare a study, with de-identified export when required (HIPAA for U.S. practices, GDPR in the EU).
Pricing for psychiatry practices
ClinicPilot is set up once, custom-built, and runs on a single fee for the whole clinic. These are indicative ranges; the exact price is set after the initial analysis, which is free and with no obligation.
- Full scheduling AI: slots, reorganization and reminders
- 2 users included
- In-house AI agent, built into your installation: helps your admin team book appointments, check the schedule and resolve questions
- Medical records, quotes, payments, invoicing and consent forms
- Patient migration and training included
- Everything in the $580 plan
- 5 users included
- In-house AI agent, built into your installation: helps your admin team book appointments, check the schedule and resolve questions
- Psychiatry and psychology schedules, in person and via telepsychiatry
- Scheduled follow-ups and lab reminders, with daily tasks by role
- KPIs and financial overview for management
- Direct priority support
- Custom number of users
- Your own agent, custom-built, using the best model for each task among Claude, GPT and Gemini*
- Your email, your WhatsApp and your Google Drive inside the system
- Connected to your email, schedule, payments and WhatsApp: it sorts, replies, books appointments and prepares quotes, carrying out the whole task and only notifying you when a decision is actually needed
- Multiple sites with a consolidated view
- Group-wide and per-site KPIs
- Specific integrations (lab, accounting…)
- Custom service-level agreement
Between 30% and 50% of a three-person admin team’s workload comes to $4,000 to $6,750 a month in staff costs. ClinicPilot’s fee is a fraction of that, and the setup fee pays for itself within the first month.
The fee includes direct support, updates, the AI and dedicated hosting. Nothing is charged per schedule or per module — that’s the generic-SaaS game, not ours.
* The agent in the custom-project plan reasons with Claude, GPT and Gemini, which are external services: for it to work, the data for the task you assign it leaves your clinic’s server. That API is contracted in your clinic’s own name, so you decide what gets sent to it and who is accountable for it — not an intermediary. The medical record stays on your own dedicated server — in the United States for U.S. clinics: the agent is only given the minimum data needed for each task, under a data-processing agreement and the international-transfer safeguards the GDPR requires for health data. The in-house AI agent in the $580 and $980 plans uses none of this: it runs inside your own installation and doesn’t take any data out of the server.
What psychiatrists ask us
How much does it cost for a psychiatrist in solo practice?
The $580/month plan includes 2 users: for example, you and whoever runs the schedule and the admin side, each with access only to what their role needs. The custom setup costs $2,000, a fixed price, and your practice is up and running in 5–7 days. If other clinicians join later, the $980/month plan includes 5 users.
How is the confidentiality of mental health records protected?
It’s among the most sensitive health data there is, and it’s treated that way: information is encrypted, each role sees only what it needs, every access to a chart is logged, and consent forms are signed and stored in the patient’s file. Your practice has its own installation on a dedicated server — in the United States for U.S. practices, HIPAA-ready and covered by a signed Business Associate Agreement; practices in the EU are hosted in Germany, under the GDPR. It’s never a cloud shared with other clinics.
Can the psychologists in my practice use it too, with separate permissions?
Yes. Psychiatry and psychology share the schedule and the patient, but each profile has its own permissions: you decide which parts of the chart the psychologist sees, which the front desk sees and which stay with the psychiatrist only. Coordination is simple and nobody sees more than they need. Each clinician counts as one user on the plan.
Can I record medications and dose changes?
Yes, as part of the chart: medication, dose and schedule, with every adjustment dated and the reason you note, on the same timeline as the progress notes and rating scales. It’s a clinical record for your practice — not an e-prescribing system and not a tool that suggests treatments: the judgment is always yours.
Does it help keep patients from falling through the cracks between follow-ups?
Yes, on the administrative side. When you close each visit you set when you want the next one and, if you order lab work beforehand, when it should be done. The AI offers the appointment, sends the reminders, asks for confirmation and, if the date passes without the patient booking, reaches out again and flags it for you. The AI makes no clinical decisions: it only makes sure the follow-up you set actually happens on the schedule.
Can I do telepsychiatry by video visit?
Yes. Any appointment can be in person or by video: the online one carries its link, which reaches the patient with the reminder, and the visit is recorded in the chart just like an in-person one. You decide which patients and which follow-ups it suits.
Does it produce reports for other physicians or the patient’s insurer?
Yes. You set up your report templates — for the primary care physician, another specialist, the insurer or the patient — and they fill in with data from the chart: demographics, diagnosis, medications and progress. You review the text, sign it and it comes out as a PDF to hand over or send. There’s no automatic connection to insurers: the report leaves your practice as a document.
Can you move my records over from the software I use now?
Yes. Patient migration is included in the setup: we move the data from your current software or files into ClinicPilot before go-live, so your patients are already there on day one. Exactly what comes across depends on how your current system exports its data, and we review it with you in the initial analysis, which is free.
Your psychiatry practice, on autopilot.
Tell us how you organize new evaluations and follow-ups and we’ll show you ClinicPilot configured with your visit types, your rating scales and your report templates — plus the math on how much administrative work it takes off your hands.
Request a personalized demoWe build it for free: if you like it, you pay for it; if not, you don’t · Response within 24–48 h