Inquiries scatter across channels
A referral arrives by fax, the patient texts two days later, then calls back while everyone is in session. Stable keeps all of it in one case.
Behavioral Health CRM
Every inquiry tracked. Every next step clear.
Stable's AI front desk answers texts and calls and reads referral faxes, then keeps each person's conversation, insurance, documents, and next step in one case your team can pick up. It is not another database to update by hand: the AI fills it in as it works.
- Texts, calls, and faxes together
- AI fills in the record
- One owner per case
Demonstration: a referral fax becomes a case and the patient sends their insurance card by text; a texting patient asks for a person and the case moves to Needs help with its history; a caller whose transfer goes unanswered gets a callback queued with a summary.
Why a practice needs one
Your EHR tracks patients. Nobody tracks the people who aren't patients yet.
SimplePractice, TherapyNotes, and every other EHR start working once someone is a client with an appointment. Before that, a prospective patient is a voicemail, a text on the office phone, a fax in the tray, and a row in a spreadsheet. That gap is where inquiries and referrals are lost, and it is the part a front desk CRM runs.
Nobody knows who owns it
When two people might be handling a follow-up, often neither does. Every Stable case shows who owns it and what happens next.
Context gets retyped
Insurance details, the referral reason, and what the patient already said are re-asked on every call. In Stable they sit beside the conversation.
What is in a case
Everything about one person, beside the conversation.
Each inquiry becomes a case, like a contact record in a CRM, but filled in by the AI as it talks with the patient and reads their documents.
The conversation
Texts, phone call summaries and transcripts, and the referral fax, in one thread, with a record of what the AI did and what your team did.
Patient details and documents
Contact details, insurance, both sides of the insurance card, and source documents such as the original fax, kept next to the fields extracted from them.
A checklist and the next action
Referral received, clinic criteria met, patient interested, insurance cards received, benefits reviewed. The next step is always at the top.
How work moves
The AI does the first response. Your team does what needs a person.
Cases sit in three queues, and assignment is separate, so each person can filter for their own work or find what is unassigned.
Needs help
Your team's daily work queue: conversations where the patient asked for a person, a transfer went unanswered, or the AI met something it cannot resolve.
AI working
Conversations the AI is handling, including those waiting for the patient to reply. A teammate can hand a case back here after helping.
Complete
Finished conversations, with the full history, notes, and activity kept for anyone who needs to catch up later.
Compared
Four ways practices track new inquiries.
Most practices use one of the first three, often all three at once.
| Voicemail, fax tray, spreadsheet | Your EHR | A general-purpose CRM | Stable | |
|---|---|---|---|---|
| Tracks people before they are patients | Loosely | Rarely | Yes, once you build it | Yes, automatically |
| Texts, calls, and faxes in one place | No | No | Depends on integrations | Yes |
| First response to the patient | Staff, when free | Staff, when free | Staff, when free | AI, around the clock |
| Insurance card and benefits | Retyped | After booking | Custom fields | Collected and reviewed in the case |
| Who is working on it | Unclear | Unclear | Assigned owner | Owner, viewers, and full activity |
| Built for behavioral health | No | Yes | No | Yes |
CRM or EHR
A front desk CRM sits beside your EHR. It does not replace it.
The two cover different stretches of the same patient's journey.
| Stable front desk CRM | Your EHR | |
|---|---|---|
| Who it is for | Inquiries, referrals, and callers | Scheduled clients |
| Main job | Answer, collect, follow up, hand off | Chart, schedule, bill |
| Channels | Text, phone, and fax | Portal and reminders |
| Appointments | Books into your EHR or collects the request for your team | Holds the calendar |
| Clinical documentation | None | Yes |
Resources
Behavioral health CRM, answered.
What is a behavioral health CRM?
A system for tracking the people who contact a practice before they become patients: inquiries, referrals, callbacks, and insurance questions. Stable's is built into its AI front desk, so the AI answers texts and calls, reads referral faxes, and fills in each case as it works, and your team picks up only what needs a person.
Do we need a CRM if we already use SimplePractice or TherapyNotes?
Your EHR runs clients who are scheduled. A front desk CRM runs everything before that, which is where most inquiries are lost. Stable works alongside your EHR rather than replacing it.
Does the AI book appointments?
Your choice. Stable can book directly into your EHR, or collect the appointment request and pass it to your team to schedule. Practices set it up the way they want.
What happens when the AI cannot help?
The conversation moves to Needs help with its full history. A teammate claims it, which pauses AI messages and gives that person sending control, then either finishes it or hands it back to the AI.
How does it handle referral faxes?
Stable reads the fax, extracts the patient's details, and checks your acceptance rules, such as services offered and age range. It then confirms the patient's interest, collects both sides of the insurance card, and runs a benefits check. Unclear documents come to a person. More on fax referral intake.
Does a benefits check confirm we are in network?
No, and Stable does not treat it that way. Active coverage and in-network benefit amounts do not confirm that your practice is in network with that plan, so a person on your team confirms network status and records the source in the case.
Is it HIPAA compliant?
Stable signs a Business Associate Agreement. Internal notes stay with your team and are never sent to the patient.
Get Started
See every inquiry in one place.
See how Stable's AI front desk takes a referral fax, a text, and a missed call from first contact to ready for scheduling.