Software for speech therapy clinics: fewer no-shows, more sessions.
ClinicPilot is configured for your speech therapy practice — language, speech, voice and swallowing — with records that track progress session by session and AI that books, moves and confirms recurring sessions, notifies families, and reduces no-shows.
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 keeps recurring sessions on track and reduces no-shows
In speech therapy, treatment is a long series of sessions, many involving families and children. Every no-show breaks the continuity and leaves a gap. ClinicPilot’s AI keeps the series on track and the day full.
Every session, its exact slot
First assessment 60 minutes, language session 45, voice therapy 45, video call… every concept has its duration. The AI always assigns the right slot, so your day performs at its best.
Recurring sessions that book themselves
You schedule the full series — one or two sessions a week for months — and the AI places it, books it and keeps it on track. A family can’t make it one day? It offers to reschedule the session and compacts the calendar.
Reminders that prevent no-shows
Many of your patients are children, with families who appreciate the heads-up. The AI sends the reminder and asks for confirmation on its own: fewer last-minute no-shows and fewer gaps to scramble to fill.
Packages and bundles, 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 patient record and at checkout: no more manual tallying.
Your areas, your sessions, your timings
No generic templates: before installing anything, we load your work areas with their durations, their goals and their full circuits — assessment → session series → review → discharge. Every speech therapist builds it their way, so the software fits exactly how they work.
- Records adapted for language, speech, voice and swallowing, with assessment and session-by-session progress.
- Home materials and guidelines saved on the record and shared with the family.
- Session packages and bundles with automatic deduction and balance on the record.
- And if you add a new area tomorrow, it’s added with its timings and its guidelines. No waiting on anyone.
Your work areas
The first ones are already in production in real practices today. The rest are configured the same way: same modules, your concepts, your timings.
Adapted records that track progress session by session
In speech therapy, what matters is how the patient progresses across the series. ClinicPilot keeps it in records built for language, speech, voice and swallowing — not in loose notes or folders of their own.
Assessment and goals by area
Assessment of language, speech, voice and swallowing, with its own tests and treatment goals. Every area has its own fields, so you record exactly what you need instead of a generic form.
Progress and home materials
The note for every session, progress toward the goal, and the materials, audio and home guidelines — all dated, on the same patient timeline and within reach of the family. You pick up the next session right where you left off.
HIPAA-ready by design
Signed consent forms, role-based access and full traceability. Your patients’ data — many of them minors — under lock and on your own installation, not on a third party’s cloud.
How much a speech therapy clinic 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, keeping session series going and reminding families. 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 families to handle; this is what disappears:
Your patients’ records, on a server of your own
Every speech therapy 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: the assessments, session notes and audio of your patients —many of them children— are never mixed with anyone else’s. And they come out whenever you want, raw or classified area by area.
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 week of sessions doesn’t stop because someone else’s cloud fails.
Your assessments come out raw
You can take the assessments, every session note and the home materials exactly as they are, in an open file you can read anywhere. If you switch software tomorrow, years of work with each patient don’t stay trapped in a format only your provider understands.
Classify every area and study progress
Or export them already classified: area, assessment test, goal, number of sessions and progress, each on its own — ready to measure the outcomes your practice achieves or prepare a study, with de-identified export when required (HIPAA for U.S. practices, GDPR in the EU).
Pricing for speech therapy 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
- Recurring session series and video calls
- Schedule by speech therapist and 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 speech therapy clinics ask us
What practice management software suits a speech therapy practice?
One that understands how speech therapy works: lots of recurring sessions, young patients whose families need reminders, session packages and assessments by area — language, speech, voice and swallowing. Standard programs come with their workflows already fixed; ClinicPilot is designed and installed to order for each practice, with its own areas, timings and therapists. It costs $580/month with 2 users and $980/month with 5, plus $2,000 for setup, and it’s live in 5–7 days.
Does it work for a solo speech therapist or a small practice?
Yes. The $580/month plan includes 2 users — for example, the speech therapist and whoever handles the admin — and each one sees only what their role requires. If the practice grows and needs more users, it moves to the $980/month plan, with 5.
Are the medical records adapted for speech therapy?
Yes. These aren’t generic records: they capture the assessment of language, speech, voice and swallowing, with their tests and their goals, and track session-by-session progress on the same patient timeline. Every area — child language, stuttering, aphasia, voice therapy — has its own fields and circuits.
Do reminders reduce no-shows, especially with children?
Yes. Speech therapy runs on many recurring sessions, and a good share of patients are children, with families who need a heads-up. ClinicPilot sends the reminders and confirmations on its own, offers to reschedule the session when someone can’t make it, and compacts the schedule: fewer no-shows and fewer dead slots.
Can I keep home materials and guidelines on the patient record?
Yes. Every session supports documents, audio and images: the exercises, materials and home guidelines stay on the patient record and are shared with the family. All dated, on the same timeline, so you pick up the next session right where you left off.
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.
Does it support online sessions by video call?
Yes. The online video-call session is booked just like an in-person one, with its own link, reminder and record entry. Ideal for follow-ups, home guidelines and families who can’t travel in, with the same complete audit trail.
Where is my patients’ data 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’ assessments, session notes and audio 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’ progress data for a study?
Yes. You can export the information raw, exactly as it is, or request it already classified: area, assessment tests, goals, sessions and progress, each on its own, 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 families over WhatsApp, books the week’s 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 speech therapy practice, on autopilot.
Tell us which areas you work with and we’ll show you ClinicPilot configured with your records, your session series and your packages — 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