Therapy practice work is intake driven, insurance aware, session scheduled, and privacy sensitive. Strkr ships a CRM core shaped around client intake, insurance verification, HIPAA aware records, no-show rescue, and superbill workflow.
A general CRM treats a therapy practice like a sales funnel with leads and conversions. The lifecycle is actually inquiry, intake, insurance verification, first session, ongoing care, and periodic reauthorization. The pain points below are what Strkr onboarding hears from solo therapists, group practices, and behavioral health networks.
Most therapy practices get 20 to 40 inquiries per week through website forms, phone, and insurance directory listings. Without a dedicated intake workflow new clients wait days for a reply. Strkr tracks every inquiry as a first-class record with Strkr AI drafted response within an hour and intake coordinator routing to the right clinician by specialty, location, and insurance.
Each new client requires an insurance eligibility check (plan active, mental health benefits, deductible status, copay, prior auth required). The practice manager phones the payer, waits on hold, and transcribes to a note. Strkr runs eligibility checks through clearinghouse integrations and surfaces the result on the client record so the clinician starts the first session with verified coverage.
Therapy session notes are among the most sensitive forms of PHI. A CRM that treats them as ordinary text puts the practice outside HIPAA posture. Strkr handles session content with encryption at rest, encryption in transit, scoped access, and a complete audit log. BAA available on request across all tiers.
A solo therapist earning $150 per session loses roughly $18,000 per year to a 15 percent no-show rate. Strkr no-show rescue runs SMS reminders 24 hours out and 2 hours out, with Strkr AI drafted reschedule outreach if the client misses. Reschedule rates on missed sessions typically run 55 to 70 percent.
Clients using out-of-network benefits need a monthly superbill with session dates, CPT codes, diagnosis, provider NPI, and fees paid. The default pattern is a Google Doc template filled out manually. Strkr generates the superbill from the session records on a monthly cadence and the practice manager sends in minutes.
Mental health prior authorizations typically grant eight to twelve sessions. When the authorization lapses the next session falls to self-pay or runs uncovered. Strkr tracks authorization limits with session countdown and surfaces reauthorization requests at session five of eight so the clinician never runs out mid-care.
The default CRM schema does not map to therapy work. Strkr ships a tunable therapy practice schema with Client, Clinician, Intake, Insurance Benefit, Session, Prior Authorization, and Superbill as first-class objects. The practice manager can rename or extend anything.
A client in Strkr carries demographics, insurance carrier and member ID, consent status for communication channels, treatment goals, and session history. The schema drives the intake routing and the superbill generation.
A clinician carries license information (type, state, number, expiration), clinical specialty (anxiety, depression, trauma, couples, child, substance use), active panel size against capacity, and availability. The schema drives the intake routing.
An intake captures the initial inquiry, the source (website, insurance directory, referral), the routing decision (clinician, modality, cadence), and the scheduled first-session date. The intake coordinator works the queue through saved views sorted by inquiry age.
An insurance benefit record carries eligibility (active, inactive, pending), deductible status (met, unmet, in progress), copay amount, and authorization requirements. The record ties to the client and updates on monthly eligibility checks.
A session ties to the client and the clinician with scheduled date, CPT code (90791 initial, 90834 individual, 90837 extended, 90847 family), modality (in-person, telehealth), billing status, and link to the clinical note stored in the EHR.
A prior auth record carries payer, auth number, sessions granted, sessions used, start date, expiration date, and reauth status. The record surfaces reauth prompts at the mid-point of the authorization.
A superbill compiles the client sessions for the month with CPT codes, ICD-10 diagnosis, provider NPI, and fees paid. Strkr generates the superbill from session records on a monthly cadence and sends automatically to clients using out-of-network benefits.
Therapy practice AI needs to be careful, warm, and client-scoped. Strkr AI drafts in a thoughtful clinical voice with retrieval scope strictly scoped to the client record. The jobs below are what shows up in every therapy practice deployment inside the first two weeks.
When a new inquiry arrives Strkr AI drafts a warm response within an hour acknowledging the inquiry, outlining the intake process, and offering three available intake call slots. The intake coordinator approves and sends. Response time compresses from days to under an hour.
After an eligibility check Strkr AI drafts a benefits summary for the client in plain language covering what is covered, what is not, deductible status, copay, and any authorization requirements. The client arrives at the first session knowing what to expect financially.
When a client misses a session Strkr AI drafts an empathetic outreach the following day acknowledging life happens and offering three rescheduling slots. The language is clinically appropriate and never shaming. Reschedule rates typically run 55 to 70 percent.
When a prior auth hits the mid-point Strkr AI drafts the reauthorization request with sessions used, clinical progress narrative, and continuation justification. The clinician reviews and submits. Reauth approval rates typically improve by 12 to 18 points because the request is well-structured.
The monthly superbill goes out with a cover note from Strkr AI covering what the superbill shows, how to submit for reimbursement, and what to expect from the payer. Client questions on the superbill drop by about 60 percent because the explanation is upfront.
Strkr AI drafts a periodic check-in message (typically every 90 days) inviting the client to share how therapy is going and whether treatment goals need revisiting. The clinician reviews and sends. Client retention lifts because the therapist proactively checks on progress.
The practice manager runs the day from a Strkr dashboard that surfaces intake queue, insurance verification status, no-show cadence, authorization alerts, and superbill cycle. The cards below are what the dashboard shows and how the practice manager acts on each.
The intake queue surfaces new inquiries sorted by age and urgency flags (reported crisis, insurance verification needed, specific clinician request). The intake coordinator works the queue through saved views to keep response time under one business day.
The verification view surfaces new clients whose eligibility check is pending or incomplete. The practice manager reviews each pending record and manually confirms where the clearinghouse returned ambiguous data.
The no-show tracker compares the current week to the trailing four-week average. A clinician with no-shows above trend triggers a check-in because no-shows cluster around schedule changes, communication gaps, or client stress events.
The authorization view surfaces prior auths at the mid-point (reauth prep needed) and expiring in 14 days. The practice manager coordinates with clinicians to submit reauth paperwork before coverage lapses.
The superbill cycle runs on the first of each month generating superbills for clients using out-of-network benefits. The practice manager reviews the batch, approves, and sends. Any clients with incomplete data (missing diagnosis, missing NPI) surface for cleanup.
The panel load view shows each clinician active panel against their stated capacity. Clinicians with open capacity get prioritized in intake routing. The practice manager works a weekly rebalancing conversation when panels drift.
The comparison below is Strkr therapy practice posture versus a generic CRM used by a therapy practice today.
| Feature | Strkr | Generic CRM for a therapy practice |
|---|---|---|
| HIPAA posture across all tiers | With BAA on request. | Enterprise tier gate typical. |
| Intake queue as first-class | With Strkr AI drafted response. | Lead object with manual response. |
| Insurance eligibility check | Clearinghouse integration. | Manual phone verification. |
| Prior authorization tracking | Session countdown with reauth prompt. | Note field with manual tracking. |
| Superbill generation | Automated monthly from session records. | Manual Google Doc template. |
| No-show rescue cadence | SMS plus Strkr AI reschedule outreach. | Single reminder, no follow up. |
| Client-scoped AI retrieval | Yes by default. | Cross-client retrieval by default. |
| Audit log for HIPAA review | Record read and write. | Write-only partial. |
The playbooks below are patterns Strkr onboarding sees across therapy practice deployments.
A solo therapist in Portland ran her practice from SimplePractice for scheduling and a spreadsheet for inquiry tracking. Response time on new inquiries ran about four days. On Strkr the intake queue surfaced new inquiries in a single frame and Strkr AI drafted the warm welcome within an hour. Response time dropped to under an hour and the therapist filled her panel in six weeks instead of four months.
An eight-clinician group practice in Austin ran TherapyNotes for scheduling and clinical notes with a mix of Google Sheets for intake and insurance tracking. The practice manager spent 11 hours per week on insurance verification phone calls. Strkr onboarding integrated the clearinghouse eligibility API and the verification phone time dropped to under three hours per week. The practice manager redirected the saved time to intake coordinator duties.
A 24-clinician behavioral health group in Denver served child, adolescent, and adult populations across three locations. Panel load management was the primary pain. Strkr panel load view with intake routing by specialty and capacity rebalanced the panels within the first month. New-client wait time dropped from 24 days to 11 days.
A specialty trauma practice focused on EMDR and brain-spotting had a tight panel of 180 clients across six clinicians with authorization-dependent coverage. Prior auth tracking was the pain. Strkr prior auth records with session countdown and mid-point reauth prompts drove zero coverage lapses in the first year on Strkr versus the historical average of four lapses per year.
A telehealth-only private pay practice serving professionals in high-cost metros ran weekly billing through Stripe with monthly superbills for clients using out-of-network benefits. On Strkr the superbill generation ran automatically on the first of each month with a cover note from Strkr AI. Client superbill questions dropped by about 60 percent because the explanation was upfront.
Book a 30 minute call. We will walk through the intake queue, the insurance verification flow, the no-show rescue, and the superbill cycle with your actual practice size and specialty mix.
Strkr integrates with major practice management systems through the standard webhook spec with HMAC signing and the published OpenAPI spec. Session data, demographics, and basic billing information flow between Strkr and the EHR. Strkr handles intake, insurance verification, no-show rescue, prior auth tracking, and superbill generation. The EHR stays as the clinical record system. For SimplePractice, TherapyNotes, and TherapyAppointment the integration lands in an engineering sprint of one to two weeks.
Strkr is HIPAA compliant across every tier with a BAA available on request (not gated behind an enterprise upgrade). Data is encrypted at rest and in transit, Strkr AI calls run with client-scoped retrieval by default, and the audit log captures every record read and write with 90-day default retention tunable to the clinical compliance requirement. SOC 2 Type II is in progress with a target of 2026-Q4. GDPR and CCPA compliant today.
Strkr integrates with clearinghouse APIs (Change Healthcare, Availity, Office Ally) to run eligibility checks on new clients at intake and monthly for active clients. The check returns plan active status, mental health benefit active, deductible status, copay, and prior auth requirements. The result surfaces on the client record and feeds the Strkr AI drafted benefits summary email that goes to the client before the first session.
Prior auth records attach to clients with payer, auth number, sessions granted, sessions used, start date, and expiration date. The record surfaces reauth prompts at the mid-point (typically session five of eight or session six of twelve) with the Strkr AI drafted reauth request letter ready for clinician review. Mid-care coverage lapses drop meaningfully because the reauth submission is proactive rather than reactive.
Strkr prices flat per seat at $29 Starter, $59 Pro, $119 Scale per user per month with a 14-day trial. The AI add-on is $49 per workspace with 5,000 Strkr AI calls included. SimplePractice runs about $99 per clinician per month with add-ons for telehealth and billing. TherapyNotes runs about $59 per clinician per month. Strkr sits in the mid range on seat price but adds the intake queue, Strkr AI drafting, prior auth tracking, and automated superbills that the dedicated EHRs typically do not ship.
Solo therapists typically run on Starter at $29 per month with the AI add-on. The configuration ships opinionated so a solo therapist can be running the intake workflow in under an hour. Group practices typically run on Pro at $59 per clinician with role-based views for the practice manager, intake coordinator, and clinicians. Multi-location group practices on Scale at $119 add SSO, location-based routing, and extended compliance posture.
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