AI Readiness Assessment · Group therapy, counseling & behavioral health practices
Start getting the business side under control, without one more system to manage.
In one call we look at intake, insurance, scheduling and billing (never session notes), then hand you a short, costed list of fixes that work with the systems you already have, and a 4-day plan your team can follow to turn on the first fixes.
$999 flat · full refund if fewer than 3 tools pass
Not ready? Start with a free 15-minute callWe check every recommendation against the systems you already run.
- Microsoft 365
- SimplePractice
Product names and logos are trademarks of their owners. Real Simple Solutions is not affiliated with, endorsed by, or a partner of any of these companies.
Sample report, pages 2 & 8: executive summary and financial impact. Fictional practice.
Built for group practices whose front office is stretched thin.
This is for group practice owners, clinical directors, and practice managers who keep hearing about AI but haven't seen it save an hour in their own practice. You don't need to be technical. You get an AI consultant's answer to one question: what's worth your money?
- Intake calls and inquiry forms that wait days for a callback while the person in need looks elsewhere
- Matching new clients to the right clinician by specialty, availability, and insurance
- Insurance verification and benefits checks before the first session
- Good faith estimates and superbills for self-pay and out-of-network clients
- Late cancellations, no-shows, and the awkward fee conversation that follows
- Payer credentialing paperwork every time you add a clinician
It's not a fit if:
- You want custom software built. That's a separate engagement (see Fractional CAIO follow-on).
- You're a solo practice with one main bottleneck. The free 15-minute call will probably get you further.
- You need a compliance or security audit. This assessment looks at your operations. It doesn't certify anything.
The business side, in owners' own words.
The clinical work is the part you protect. These are the parts that break around it.
Admin work piles up, and there's no obvious place to start.
“I'm drowning in admin tasks for my practice … not sure where to start.”
Therapy practice owner, on Reddit, 2026 One 60-minute call maps where your admin hours go. The report ranks 3–7 tools, each with monthly cost, setup time and estimated hours back, so you know where to start and what to skip.
Claims get stuck, and someone has to notice and chase them.
“When I see a claim hasn't paid in one month, I go to the payer website and see if they received it.”
Practice owner and biller, on Reddit, 2026 We look at how eligibility gets checked and recorded and how unpaid claims get followed up. The report recommends tools and a follow-up routine, and the 4-day plan shows your team how to start. No tool stops payer clawbacks, and we won't claim one does.
New inquiries go cold between the first message and the first session.
“I get back to them in 24 hours, and they don't respond.”
Therapy practice owner, on Reddit, 2026 We walk the path from inquiry to first session, plus how reminders and cancellation fees work today. The report lists options for tracking inquiries through to a booked intake, and reminder and card-on-file setups your team can choose to adopt. Everything stays on the business side. None of it needs session notes.
Quotes are from public posts, testimony and interviews by practice owners and staff. They are not our clients.
We start with your bottlenecks, not with the tool.
Here's what lands in your inbox.
This is a sample built for a fictional practice, so you can see the format before you buy.
ROI from the numbers you gave us
Pages 2 & 8 of 9
AI Readiness Assessment
- Prepared for:
- Sample Practice
- Assessment date:
- March 2026
- Business type:
- 12-clinician group therapy practice
- Primary focus:
- Intake response, insurance checks, and billing paperwork
Executive summary
- The pain
- New inquiries wait days for a callback while the intake coordinator is on hold with insurers.
- The outcome
- Inquiries get routed the same day, and benefits are checked before the first session.
Financial impact
- Total monthly tool cost
- $240
- Weekly time returned
- 14 hrs
- Monthly net ROI
- ~$1,600
Illustrative, fictional practice. Net ROI values saved hours at $30/hour, a typical loaded admin-staff cost (wage plus benefits), minus tool cost.
Quick wins, top-left: start here
Impact–effort matrix
Pages 3 & 7 of 9
Impact
Quick Wins
Major Projects
Fill-Ins
Ignore These
Effort to set up
- 1Intake inquiry response time
- 2Benefits verification
- 3Good faith estimates and superbills
- 4Late-cancel and no-show follow-up
- 5Client-to-clinician matching
- 6Credentialing paperwork
- 7Clinician bio updates on directory listings
- 8Website booking flow
What comes after quick wins
- Client-to-clinician matching. The rules depend on every clinician's specialties, availability, and panels.
- Credentialing paperwork, tracked per clinician and payer.
Every tool priced and timed
Recommended solutions
Pages 5 & 6 of 9
Intake inquiry response time
Online intake and inquiry routing
- Cost/month
- $50
- Setup
- 1 day
- Saves (hrs/week)
- 4
- Contract:
- Month to month
- BAA:
- Signed BAA offered
Benefits verification
Insurance eligibility verification
- Cost/month
- $150
- Setup
- 2 days
- Saves (hrs/week)
- 5
- Contract:
- Month to month
- BAA:
- Signed BAA offered
Good faith estimates and superbills
Good faith estimate and superbill templates in your practice platform
- Cost/month
- $0
- Setup
- 1 day
- Saves (hrs/week)
- 2
- Contract:
- Included
- BAA:
- Signed BAA offered
Late-cancel and no-show follow-up
Text reminders with your cancellation policy
- Cost/month
- $40
- Setup
- 1 day
- Saves (hrs/week)
- 3
- Contract:
- Month to month
- BAA:
- Signed BAA offered
Didn't pass
AI note-taker for sessions. Nobody raised documentation as a bottleneck on the call, so it isn't in the report.
Your 4-day quick-wins plan
- Day one: Inquiry routing. Send new inquiry forms to the intake coordinator.
- Day two: Eligibility checks. Turn them on for new clients.
- Day three: Estimates and superbills. Set up the templates and train admin staff (30 min).
- Day four: Reminders. Add your cancellation policy, then check response times.
- Book & pay
- Discovery call (60 min)
- We do the research
- Review call (30 min)
We record the call (with your OK) so the recommendations come from what you said, not from our assumptions. Your written report arrives within 3 business days of the discovery call, and the whole thing takes about 90 minutes of your time.
We check every recommendation against the systems you already run: practice platforms like SimplePractice, TherapyNotes, Valant, or TheraNest, plus your phone line and intake forms. We look at how the systems are used, never at what's stored in them.
What $999 buys, and what each part is worth to you.
- 60-minute discovery call
- Someone outside the practice maps where the hours actually go, so you stop guessing.
- Written report: 3–7 tools matched to your bottlenecks
- A short list, chosen so it doesn't add another system to babysit.
- Impact–effort matrix
- You see what to do first, and what to ignore.
- Cost, setup time and estimated hours back for every tool
- You see each tool's cost, and whether the vendor will sign a BAA, before you talk to anyone selling it.
- The tools that didn't pass, and why
- You also learn what not to buy.
- 4-day plan
- Day by day: what your team signs up for, connects and owns, so they can start without a new hire.
- Financial impact from your own numbers
- The math is shown, so you can check it yourself.
- 30-minute review call
- Your questions answered before you spend another dollar.
What the problem already costs
- “…they can lose hours each day on paperwork and managing the often byzantine requirements of insurance companies.” (Arthur C. Evans Jr., CEO of the American Psychological Association, 2025)
- 62% of psychologists who left or never joined insurance networks cite administrative challenges (APA, 2024).
Against that, $999 once.
Fewer than 3 tools pass? You get your $999 back.
Full refund.
A tool passes only if it
- brings in revenue,
- gives your team hours back,
- or improves the patient or client experience,
and only after we've
- priced it,
- timed the setup
- and checked it against the systems you already run.
The report marks every tool pass or fail and shows why. Think a “pass” doesn't hold up? Say so on the review call: if we can't show it meets the test, it counts as a fail. If fewer than 3 pass, ask within 7 days of your review call and you get the full $999 back, no argument.
- The report is yours.
- Use it with anyone, including another consultant or vendor.
- No commissions.
- We don't take referral fees from any tool we recommend.
- No records, no logins.
- We never need client records, session notes, or a login to your practice platform. You tell us how the practice runs.
- Data rule
- Any tool that would touch client information must offer a signed BAA (business associate agreement), or it doesn't make the report. The report shows each tool's BAA status.
- One mention, no pitch.
- If you want help with bigger projects later, we offer an ongoing Fractional CAIO engagement, and your $999 is credited if you start within 30 days. We bring it up once on the review call, and that's all.See how Fractional CAIO works
Who you're working with
Real Simple Solutions works with clinics across the United States. We augment and automate the business side of a practice, like intake, insurance, scheduling, and billing, and we never touch clinical content.
We work only with clinics and law firms, and every tool we recommend comes priced, timed, and checked against the systems you already run, or it doesn't make the report.
Real Simple Solutions · +1-631-223-7322 · support@realsimplesolutions.ai · Replies the same business day
Not sure yet? Start with 15 free minutes.
Tell us the one thing that eats the most time in your practice, and we'll suggest one tool that could help. There's no report, no cost, and no follow-up sequence.
Questions owners ask before booking
Do you set anything up?
No. We deliver the report and the 4-day plan. Your own team follows the plan to turn on the first fixes, and you sign up with each vendor directly.
Why pay before the discovery call?
The call is the work. What we learn from your answers is what the report is built on. Paying up front also means you get our full attention, not a sales pitch.
What if AI isn't the answer for us?
Then the report says so. Plenty of the best fixes aren't AI at all: a feature your current software already has, better reminders, or a template. Those count as tools too.
Can't I just ask ChatGPT?
For some questions it's a fine start. It can't ask follow-up questions about how your office actually runs, check a tool against your systems, or price the setup. The report is built from your answers, not from a prompt.
Do the recommended tools cost extra?
Yes. You pay each vendor directly, and the report shows every monthly cost and contract term before you sign up for anything.
Will the tools work with the systems we already run?
Checking that is part of the research. If a tool doesn't work with your setup, it doesn't make the report.
What happens to what we tell you?
The assessment is a conversation, not a data transfer. Please keep patient or client details off the call. The recording and transcript are used only to write your report.
How long until I get the report?
Within 3 business days of your discovery call. We schedule the review call when the report is ready.
Who's on the call?
On your side: you, plus anyone who knows where the work piles up, often an office manager, firm administrator or lead paralegal. On ours: the person who writes your report. The same person runs both calls.
Do you need session notes or client records?
No, never. The call is about how your practice runs, not about any client. We ask that no client names or clinical details come up, and nothing in the assessment needs them.
Will you push AI on us?
No. Many of the best fixes aren't AI at all: a reminder setting, a template, a feature your platform already has. If an AI tool makes the report, it's because it passed the same test as everything else.
Will you recommend AI note-takers for sessions?
Only if you raise documentation as a bottleneck. If you do, we lay out the options and the questions to ask each vendor about consent and data handling. Whether to use one is your clinical and ethical call, not ours.
Why not just figure it out ourselves?
You can. The report is written so you understand every recommendation and can run it yourselves. You get a plan you own, not a service you depend on.
We're a solo practice. Is this still worth it?
It's built for group practices, where admin work is spread across several people. A solo therapist may get more from the free 15-minute call: one bottleneck, one tool, no cost.
Full refund if fewer than 3 tools pass.
Get the business side under control, without another system.
Book one call. Leave with a short, costed list of what to fix first and a 4-day plan your team can follow to turn on the first fixes.
Or start with a free 15-minute call- $999 flat, paid at booking
- Full refund if fewer than 3 tools pass.
Epic is a trademark of Epic Systems Corporation. NextGen is a registered trademark of NXGN Management, LLC. Google Workspace is a trademark of Google LLC.