Texas-first automation for therapy practices
Clear Automations builds front desk systems that respond fast, reduce missed consults, and prepare your practice for deeper HIPAA-covered automation when the legal and technical prerequisites are complete.
Under 30 min
target lead response
0 PHI
collected on public site
2-3 wks
to Phase 1 go-live
The leak is operational
Prospective clients reach out after hours, then book with whoever responds first.
Consult reminders, directory updates, and lead follow-up live in inboxes and memory.
The high-value work - intake, eligibility, and session-to-claim reconciliation - sits behind the PHI line and needs a serious BAA chain.
Phase 1 stays outside PHI so it can ship quickly. Phase 2 and Phase 3 stay limited until BAA, insurance, hosting, subprocessors, and internal risk analysis are complete.
Three phases. One compliance boundary.
Phase 1A
Available now - non-PHI only
Your admin gets the lead in seconds; the system handles the rest
Setup
$1,500-$2,500
Monthly
$200-$300/mo
Timeline
2 weeks
Your admin handles first-contact calls; the system handles notifications, CRM, reminders, and directory monitoring. Best for practices where human first-contact matters or admin bandwidth is available.
Phase 1B
Available now - non-PHI only
Autonomous 24/7 callback in under 2 minutes
Setup
$3,500-$5,000
Monthly
$400-$600/mo
Timeline
3 weeks
Most practices start with Phase 1A and upgrade to Phase 1B at 90-180 days when admin bandwidth becomes the bottleneck.
Phase 2
Limited pilot after BAA readiness
BAA-covered intake and routing
Setup
$7,500
Monthly
$750/mo
Timeline
Limited pilot
Phase 2 is not generally available until BAA template, insurance, hosting, subprocessors, and risk analysis are complete.
Phase 3
Planned for group practices
Session-to-claim reconciliation
Setup
$12,000
Monthly
$1,500/mo
Timeline
Q3 2026 target
Psychotherapy notes stay out of scope even with a BAA.
Phase 1 is available as a non-PHI workflow. Phase 2 and Phase 3 require the compliance prerequisites listed on this page before production launch.
BAA available before PHI workflows begin
Phase 2/3 do not launch until the BAA chain is complete.
Designed around Texas HB 300 requirements
Texas-first workflow language, training, and data handling posture.
Proposed-rule readiness
MFA, encryption, asset inventory, scans, pentest, and recovery planning.
No psychotherapy notes
Explicitly out of scope even for BAA-covered production work.
Add to any phase
$2,000 annual
A practical annual risk analysis and remediation report for the systems in scope.
$1,500 flat
Custom workflow documentation templates for practices using EMDR, ACT, DBT, or similar modalities.
$750 half-day
Hands-on walkthroughs so your team knows what the automations do, where they stop, and when to intervene.
$2,500-$3,500 fixed, 2 weeks
Surgical website improvements layered on your existing site. Sharpens the conversion path so the Phase 1 automation has a strong front door.
Tools policy
The automation backbone for PHI workflows must be self-hosted n8n plus BAA-covered vendors. Phase 1 can use a separate non-PHI path.
Self-hosted n8n on AWS or GCP
Used for PHI workflows only when hosted on BAA-covered infrastructure with retention, backup, and access controls configured. DigitalOcean has no general HIPAA BAA — disqualified for therapist Phase 2/3.
Retell AI (HIPAA-included with self-service BAA)
Voice agent for non-PHI consult callback. HIPAA included on standard paid plans; BAA via self-service portal. Production target for both Phase 1 callback and any Phase 2+ patient-facing voice work. Crisis-branch routing (988 / 911) is configured at the agent level.
Anthropic HIPAA-eligible API or OpenAI HIPAA-eligible API
Only HIPAA-eligible API use cases and eligible zero-retention endpoints after BAA approval. Anthropic Claude preferred for clinically-conservative copy generation.
Twilio Security or Enterprise Edition
Required if SMS or voice could ever carry PHI. ~30% cost premium over standard Twilio is the cost of the BAA.
Google Workspace or Microsoft 365
Only with the appropriate BAA and least-privilege access.
Cloud n8n
No BAA path for PHI workflows; self-hosting is required.
Zapier and Make
No BAA path for this use case; avoid for PHI-touching automation.
Calendly
Avoid for PHI-adjacent scheduling; use consult-only non-PHI flows or BAA-eligible alternatives.
Standard Notion or Airtable
Enterprise BAA paths only; standard tiers are not used for PHI.
Illustrative results
| Metric | Today | Modeled System |
|---|---|---|
| Lead response after hours | Inbox wait until next business day | Callback task in under 2 minutes |
| Intro consult no-shows | Manual reminders when time allows | Automated generic reminder sequence |
| Directory maintenance | Quarterly or ad hoc updates | Monthly health check with assigned actions |
| Session-to-claim leaks | Manual audit, often late | Phase 3 reconciliation pilot after BAA readiness |
This is a planning model, not a case study. Replace it with approved client numbers after a pilot.
Your website, your CRM, your workflows, your accounts, and your documentation. No lock-in.
Phase 1 focuses on business workflow data first. Sensitive or regulated workflows wait for the right controls.
The offer is explicit about BAA coverage, vendor limits, data boundaries, and what stays out of scope.
Common questions
BAA available before PHI workflows begin. Phase 1 is intentionally non-PHI and does not require patient data.
Phase 2/3 require E&O and cyber coverage before launch. Production PHI work does not start until those prerequisites are complete.
The offer is designed around Texas HB 300 requirements, including training, breach notification planning, encryption, and written data-handling boundaries.
No. Psychotherapy notes are explicitly out of scope, even under a BAA.
Only practice and business lead data: practice name, contact name, work email, work phone, website, provider count, current tools, admin pain, and monthly volume.
Start with the non-PHI lane
We will review your public lead flow, response speed, consult reminders, and directory presence, then send a practical automation map.
Do not include patient names, symptoms, insurance details, appointment reasons, clinical notes, or other patient-specific information.