Software for psychology clinics: fewer no-shows, more therapy.
ClinicPilot is configured for your psychology practice — individual, couples, child therapy, online sessions — with AI that books, moves and confirms appointments for you, sends the reminders that reduce no-shows, and deducts session packages.
We build it for you free. If you like it, you pay for it.
In production today in real clinical practices. Not a promise: it’s our everyday work.
An AI that fills the schedule and reduces no-shows without anyone calling
In psychology, every no-show is an hour lost for good, and every reminder sent by hand steals time from therapy. ClinicPilot’s AI works on both, all day long.
Every session, its exact slot
First consultation 60 minutes, individual therapy 45, couples session 60, assessment 90… every session type has its duration and its room. The AI always assigns the right slot, so your day performs at its best.
A schedule that stays full
A cancellation mid-morning? The AI offers the slot to the waitlist and compacts the day. Dead gaps between sessions disappear on their own.
Reminders that prevent no-shows
Before every session, the AI sends the reminder and asks for confirmation. Patients rarely forget their appointment, and no-shows drop without anyone having to call them one by one.
Session packages, no spreadsheets
The 10-session package is sold straight from the quote and each session is deducted automatically when the appointment is confirmed. Balance visible on the record and at checkout: no more manual tallying.
Your therapies, your timings, your way of working
No generic templates: before installing anything, we load your session types with their durations, rooms, fees and full circuits — first consultation → assessment → follow-up sessions → discharge. Every professional builds it their way, so the software fits exactly how they work.
- Consent and confidentiality, generated straight from the appointment and signed from the phone.
- Session packages and bundles with automatic deduction and balance on the record.
- In-person or online sessions with a video-call link built into the appointment itself.
- And if you add a new service tomorrow, it’s added with its timings and its fee. No waiting on anyone.
Your areas of work
The first ones are already in production in real practices today. The rest are configured the same way: same modules, your services, your timings.
The patient’s progress, session by session
In psychology, what matters is how the patient progresses over time. ClinicPilot keeps the reason for consultation, the notes from every session and the psychometric scales on a single timeline — not in loose notebooks or documents scattered across folders.
Session-by-session records
Reason for consultation, diagnostic hypothesis, therapeutic goals and a note for every session, all dated. At the next visit you see at a glance where you left off and how the case has progressed.
Psychometric scales with tracking
Log the scales you use at each checkpoint and ClinicPilot shows you their progress on the same timeline. Documents, reports and notes stay attached to the patient, ready to compare.
Reinforced confidentiality
Health data is especially sensitive: signed consent forms, role-based access and full traceability. Your patients’ information, under lock and on your own dedicated installation — not on a cloud shared with third parties.
How much a psychology practice saves with ClinicPilot
30% isn’t a slogan, and it’s just the floor: it’s administrative work the AI does on its own — above all, reminding patients of every session and refilling canceled hours. Adjust your two numbers and compare what you save 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 weekly sessions; this is what disappears:
Your session notes, 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: your patients’ session notes, scales and reports —especially sensitive health data— are never mixed with anyone else’s. And they come out whenever you want, raw or classified data point by data point.
One server just for your practice
Your installation lives on a dedicated server of its own — in the United States for U.S. practices, HIPAA-ready and with a signed Business Associate Agreement. You don’t share a platform with thousands of clinics: if a global provider’s system goes down, they all go down at once; yours is independent, with its own backups, and your schedule doesn’t stop because someone else’s cloud fails.
Your notes and scales come out raw
You can take each patient’s record —reason for consultation, session notes, scales and reports— exactly as it is, in an open file you can read anywhere. Nothing stays trapped in a format only your provider understands.
Classify every scale and study progress
Or export it already classified: reason for consultation, diagnostic hypothesis, goals, number of sessions and each scale’s score at every checkpoint, each on its own — ready to measure your patients’ progress or prepare a study, with de-identified export when required (HIPAA for U.S. practices, GDPR in the EU).
Pricing for psychology practices and clinics
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
- Multiple schedules, rooms and online video-call sessions
- Daily tasks by role and a shared waitlist
- 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 psychology practices ask us
Do you adapt the medical record to psychological practice?
Yes. The record is organized by session: reason for consultation, session-by-session progress, diagnostic hypothesis and therapeutic goals. You can log psychometric scales and see their progress on the same patient timeline.
Does it help reduce no-shows at sessions?
Yes. The AI sends automatic reminders and confirmations before every session, so patients rarely forget their appointment. When someone cancels, it offers the slot to your waitlist and fills it again, so no-shows don’t leave the schedule empty.
Can I hold online sessions by video call?
Yes. Every session can be marked as in-person or online; the online appointment generates its video-call link and it stays on the patient record alongside the rest of their history. The reminder includes the link so the patient can join with one click.
Does it manage session packages and bundles?
Yes. You define the package (for example, a 10-session bundle), it’s sold from the quote, and each session is deducted automatically once the appointment is confirmed. The balance stays visible on the patient record and at checkout, with no manual tallying.
How is patients’ health data protected?
Health data is especially sensitive: ClinicPilot encrypts the information, controls access by role and keeps a trace of every consultation, with signed consent forms and backups. It is HIPAA-ready for U.S. practices — and GDPR-compliant for practices in the EU — and your installation is dedicated, not a cloud shared with third parties.
Where are my session notes stored? What happens if the provider’s server goes down?
Every practice has its own installation on a server dedicated only to it, or on its own infrastructure: that is where your patients’ session notes and scales live. For U.S. practices, dedicated servers are hosted in the United States, HIPAA-ready and covered by a signed Business Associate Agreement; practices in the European Union are hosted in Germany, under the GDPR. You don’t share a platform with thousands of clinics, so a global provider’s system-wide outage doesn’t affect you: your installation is independent and has its own backups. And your data is always exportable, so it’s never held hostage.
Can I export my patients’ scales and progress for a study?
Yes. You can export the information raw, exactly as it is, or request it already classified data point by data point —reason for consultation, diagnostic hypothesis, goals, sessions and each scale’s scores— to build your practice’s database and use it in your studies. For research it can be exported de-identified — in line with HIPAA for U.S. practices, and with the GDPR for practices in the EU.
Can I manage the clinic’s email, WhatsApp and documents from the system itself?
On the custom-project plan, yes. The clinic’s email, WhatsApp and Google Drive are integrated into the system, and a custom agent is built that reasons with Claude, GPT and Gemini: it sorts email, handles patients over WhatsApp, books and reschedules sessions and prepares package quotes, carrying out the whole task and only notifying you when a decision is actually needed. You define where that line sits: nothing reaches a patient without the level of review you decide, and the agent handles administration, never clinical judgment. That agent reasons with external services, so the data for each task leaves the server: the API is contracted in the clinic’s own name, under a data-processing agreement and sharing only the minimum data needed for each task, and the medical record stays on your own dedicated server — in the United States for U.S. clinics. The $580 and $980 plans have an in-house AI agent that helps the admin team book appointments, check the schedule and resolve questions: it runs inside the installation itself and doesn’t take any data out of the server.
Your psychology practice, on autopilot.
Tell us how you work and we’ll show you ClinicPilot configured with your session types, your packages and your scales — 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