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CASE STUDY 01
Accelerating Growth for Mental Health Practice: How Tealfeed Transformed Art of Mental Wellness
Running a mental health practice comes with operational challenges—manual scheduling, tracking payments, and ensuring a seamless client experience. Art of Mental Wellness, a telecounseling clinic led by Clinical Psychologist Ashima Mahajan with a team six expert clinical and counselling psychologist, faced these inefficiencies. Tealfeed stepped in to simplify workflows, improve visibility, and create a seamless experience for both therapists and clients."
Summary
Challenges
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Lead Handling and Therapist Assigning
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Session Scheduling and Follow Ups
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Visibility across financial, therapist and client data
Solutions Delivered
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Comprehensive Booking Page with Team Member Listing
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Self-scheduling portal for clients + admin-led scheduling for follow ups
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Extensive client, team, and payments dashboard
TABLE OF CONTENTS
From Challenges to a Tailored Solution
At Tealfeed, we believe that every business has unique needs—a one-size-fits-all solution doesn’t work. We closely analyzed how Art of Mental Wellness operated and instead of applying a generic system, we designed a custom workflow that:
Let’s see a step-by-step visual breakdown of how Tealfeed streamlined Art of Mental Wellness, making operations effortless and efficient.
Comprehensive Booking Page and Client Led Booking
A Seamless Booking Experience for Clients
Personalized Therapist Profiles
On clicking view profile, the client gets redirected to the Dedicated service page of each expert
Calendar and booking experience
On clicking Book Now, clients are instantly presented with a calendar tailored to the respective service.
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Note : As per orgs preference.clients can either book their first session directly through the booking page, or therapists can share a personalized session invitation link post filling the intake form.
Automated Notifications for Peace of Mind
Both clients and therapists receive automated confirmation and reminder notifications (24-hour and 30-minute reminders) to ensure timely sessions.
Booking Confirmation
Booking reminder
Flexible Rescheduling and Cancellations
Both the admin/therapist and the client can reschedule or cancel sessions from their dashboard
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Note : Therapists can propose a rescheduling request by providing a reason, allowing clients to choose a convenient date and time.
Scheduling Follow-up Appointments & Note-Sharing
Followup Appointments can happen via three ways:
1
Sharing Therapist's Calendar with Client
After the initial session, clients can directly book follow-up appointments using the therapist's calendar.
2
Sharing a Bundle of Services
Upon completing the first session, therapists can share a service bundle (a package of multiple sessions) with the client which either the client or the admin/therapist themselves can book on behalf of the client.
3
Setting Recurring Sessions
Therapists/admin can schedule recurring sessions for clients, ideal for cases requiring multiple appointments at regular or custom intervals.
Secure Meeting Notes for Therapists
Dedicated Therapist and Client Dashboards
Comprehensive Client Portal
Clients can effortlessly access following :
Session Details
Payment and Purchase History
Expert Details
Shared Notes and Resources
Therapist Dashboard for Full Control
Through a single dashboard, therapists can manage everything including
Details of Upcoming, Past & Rescheduled sessions
Payments Received through Every Client
HIPAA Compliant Client Records
Availability & Schedule Customization
Admin Insights for Complete Oversight
With extensive data and analytics dashboard, the leadership or the admin gets to have 100% clarity and visibility into team performance, client behaviours and overall organisational success.
Expert-Level Dashboard
Client Level Dashboard
Segment Analysis
Key Transformations We Delivered
No more lost leads
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Clients can directly book therapists without manual coordination
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Availability is instantly visible, eliminating back-and-forth delays
Effortless Scheduling & Follow-Ups
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Automated reminders ensure timely sessions
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Rescheduling is simple, reducing client drop-offs
Seamless Payment Management
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Centralized tracking—no more manual payment follow-ups
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Complete visibility into revenue & therapist performance
Data-Driven Decision Making
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Insights into client engagement, session history & financial trends
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Growth tracking made simple
The Result
A stress-free system where Art of Mental Wellness can focus on what matters—delivering quality mental health care.
