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Businesses use this Template
Using Phonely's Counseling Practice template provides tremendous operational value, significantly reduces business overhead, and creates noticeably improved client experiences for counseling and therapist offices—truly enhancing your therapy practice's ability to deliver quality and compassionate care at scale.
Phonely's AI-powered receptionist template is specifically designed to meet the demands and unique operational needs of counseling practices. Whether your clients are calling about appointments, superbill requests, or running late, Phonely tackles these tasks automatically, ensuring your clients receive efficient, helpful support 24/7 without unnecessary hold times.
The AI receptionist answers calls immediately with a clear, professional voice and personalized interactions that adapt naturally to each caller's responses. This allows practices to decrease staffing requirements significantly, reducing labor costs by over 70% while enhancing customer satisfaction. For practices looking for an affordable, reliable solution, Phonely offers up to 200 free minutes per month including a dedicated phone number—perfect for practices wishing to test this powerful solution with no upfront investment or commitments.
Read on to understand exactly how this versatile template supports your counseling office and client service operations.
Identifying Caller Intent – Phonely's AI immediately determines the client's primary call purpose: whether it's appointment booking, cancellations, rescheduling, superbill requests, or simply notifying counselors that they are running late.
Gathering Important Information – The AI carefully collects essential information, including the caller's full name, contact phone number, appointment dates, their counselor's name (if known), and specific reason for their call.
Offering Flexible Meeting Options – If a client needs to reschedule, the AI proactively presents alternative options such as switching to a Zoom telehealth session, creating greater flexibility and convenience for both clients and counselors alike.
Customized Counselor Notifications – Once pertinent details are gathered, the AI automatically sends out text and email notifications directly to the assigned counselor or office email during the call, ensuring everyone remains up-to-date immediately and efficiently.
Professional Confirmation Statements – Before concluding, the AI summarizes the information provided by the caller, ensures accuracy through confirmation, and clearly sets expectations by advising the client regarding the next steps the office or counselor will take.
Recording, Transcription & Analysis – Phonely automatically saves each call recording and generates full transcripts, creating helpful summaries and identifying key moments throughout each interaction. AI-driven sentiment analysis tools also provide insights about caller attitudes, enabling practice owners and counselors to better tailor their communication with clients.
Timely Client Notifications – Clients receive an immediate confirmation via text and email, ensuring crucial information concerning their superbill or appointment changes are readily available and clearly documented.
Seamless Office Coordination – Phonely instantly updates the counseling office's internal communication systems by sending emails or SMS directly to counselors and administrative staff, ensuring effective and prompt responses to all client needs.
Every business has unique needs, and Phonely is built to adapt. The goal is to fully automate your phone receptionist system, ensuring that AI can handle calls just as effectively as your team would if not better.
By integrating directly with scheduling tools, knowledge bases, CRMs, and messaging systems, Phonely can answer customer questions, book appointments, send follow-ups, and even transfer calls to the right person without missing a step. Whether your business needs AI to handle complex inquiries, process transactions, or manage high call volumes, customization ensures that every conversation is efficient, natural, and tailored to your business. Keep reading to learn how to customize Phonely.
STEP 1
Create an account and customize your business
Setting up Phonely takes just a few minutes. After signing up, you’ll be guided through a simple onboarding process where you choose a voice for your AI agent and receive a dedicated phone number for your business. Once you have your Phonely number, you can easily forward your existing business number to it, allowing AI to start handling calls immediately.
During setup, you’ll go through a few key steps to customize your AI, including selecting call handling preferences and linking any essential tools. Once configured, your AI agent is ready to take calls, answer customer inquiries, and follow your business workflows no technical expertise required.
STEP 2
Connect your business knowledge
Phonely ensures your AI agent has all the information it needs to handle calls just like a human receptionist. You can import your entire website, allowing the AI to pull details about your services, pricing, and FAQs instantly. If you have a knowledge base or internal documentation, Phonely can integrate with that too, giving your AI access to specific policies, processes, and answers tailored to your business.
STEP 3
Add call floes to your agent
Phonely gives you complete control over how your AI agent handles calls by allowing you to build custom call flows. A call flow is a series of AI prompt blocks, question blocks, and real-time or post-call integrations that guide your AI through different interactions. Whether you need the AI to gather customer information, ask follow-up questions, transfer calls, or trigger an action like sending an email or updating a CRM, you can design the perfect workflow.
You can create call flows from scratch, import them from a template, or even have AI generate them for you using a recording or an existing call script. This flexibility ensures your AI agent adapts to your business needs while providing a structured and efficient experience for every caller.
STEP 4
View and analyze your AI Calls
Phonely provides powerful insights into every call, allowing you to track performance, refine call flows, and optimize customer interactions. You can access AI-generated summaries, full call recordings, and transcripts to quickly review conversations. Advanced analytics let you dive deeper into call sentiment, outcomes, and key topics, giving you a clear picture of how your AI agent is handling inquiries.
Beyond reviewing past calls, Phonely helps you improve performance over time. You can see where callers are hanging up or getting stuck, test different approaches with A/B testing, and fine-tune your call flows based on real data. With these insights, you can continuously enhance your AI agent’s effectiveness and ensure every call delivers the best experience possible.
If your business handles over 2,000 calls per month, you may qualify for Phonely’s Enterprise Plan, which includes advanced features designed for high-volume operations. Additionally, if you need priority support, white-glove monitoring, AI buildout and integrations, custom features, or additional data controls, our enterprise solutions provide the flexibility and security you require.
Some key enterprise features include:
Dedicated Infrastructure & Provisioned Capacity – Scale effortlessly with high availability and 99.999% uptime.
Advanced Security & Compliance – SOC2 Type II, HIPAA, and PCI DSS compliance for full data protection.
Custom AI Development – Work directly with our team to build AI agents tailored to your business workflows.
Priority Support & White-Glove Service – Get hands-on assistance with onboarding, monitoring, and ongoing optimizations.
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