The CRM for therapists building a private practice
Orbit is a CRM for therapists in private practice, and it covers the business side only: inquiries, consult scheduling, referral relationships, and invoices. Remy answers new-inquiry calls while you are in session, Noa keeps admin from piling up, and Ray follows up on unpaid invoices. Nothing sends without your approval. Free to start.
The private practice problem
Building a practice is slow, careful work. Inquiries arrive while you are in session and cannot answer. Referral partners forget you have openings. Admin stacks up in the ten-minute gaps between appointments, then follows you home.
A clear boundary first: Orbit is not a clinical records system and holds no session notes. It manages the business of the practice, who inquired, who referred, what is unpaid, and what needs doing next, so the practice side takes less of you.
The agents doing the work
The agents that fit a careful, low-volume practice:
- Remy answers your line during sessions, returns new inquiries in about 90 seconds, and books consult calls from your real availability.
- Mia hands you a one-page brief 75 minutes before a consult or a coffee with a referring practitioner.
- June keeps referral relationships warm: practitioners quiet 30 days or more get a personal, specific note, at most one a month.
- Ray follows up on unpaid invoices, polite on day 3, firm on day 14, so the money conversation stays out of the room.
- Noa pulls real to-dos out of your email daily, keeping the admin pile flat.
A week with Orbit as a therapist
Monday is back-to-back sessions, and Remy returns two inquiry calls, booking both into consult slots you actually have. Tuesday: Noa's triage turns the inbox into a short list you clear in one gap.
Wednesday: Mia's brief arrives 75 minutes before coffee with a practitioner who refers to you. Thursday: June drafts a note to the colleague who sent two referrals last winter, mentioning your current openings. Friday: Ray's polite reminder goes out on the one unpaid invoice. You reviewed every word between sessions.
Set it up for practice work
- Pipeline stages: Inquiry, Consult scheduled, Active, Waitlist, Past.
- Tags for referral partners and inquiry sources.
- Custom fields for fee and scheduling fit.
- A booking page for consult calls, so inquiries pick a time without phone tag.
You hold space for everyone else all day. Orbit holds the admin.
Keep exploring
Frequently asked questions
Is Orbit a clinical records or notes system?+
No. Orbit is a business CRM for the admin side of private practice: inquiries, consult scheduling, referral relationships, tasks, and invoices. Clinical documentation belongs in your dedicated clinical tools.
How does the phone answering work for a therapist?+
Remy runs on your own number, stays off until you enable it, calls only inside hours you set, discloses the recorded line, and answers honestly if asked whether it is an AI. Each call is logged with a transcript for your review.
Is AI outreach appropriate for a therapy practice?+
You decide where it points. Many practice uses are referral partners and admin, not clients, and every draft waits as a card you approve, edit, or dismiss. Nothing is ever sent on its own.
Can Orbit help me build my referral network?+
Yes. June drafts personal notes to referring practitioners who have gone quiet for 30 days or more, grounded in your real history with them, capped at one a month each. Staying remembered is most of referral work.
What does Orbit cost for a private practice?+
The free plan is free forever with no credit card: all 16 agents with your own AI key, unlimited contacts, one pipeline, a booking page, and 10 invoices. Typical AI cost is cents to a few dollars a month.
Keep the practice side light
Free to start, no credit card. Inquiries answered, referrals remembered, invoices followed up, all with your approval.
Free forever plan. No credit card. No spam.