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CASE STUDY 02
Happy Healing
Healing Together, Happily Ever After
From Manual Hassles to Automated Efficiency: How Tealfeed Transformed Appointment Management for Megha Rao, a Clinical Psychologist
Running a solo mental health practice presents unique challenges—manual appointment scheduling, tracking payments, sending reminders, and managing client data can be time-consuming and inefficient. Megha Rao, a Psychologist and certified Gottman Level 1 & 2 Couples Therapist specializing in trauma-informed care, body image issues, and anxiety management, faced similar hurdles.
Tealfeed streamlined her workflow by automating tasks, simplifying appointment management, and enhancing the client experience, allowing Megha to focus on her clients’ well-being.
Summary
Challenges
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Manual appointment scheduling and coordination
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Increasing client no-shows and end-minute updates
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Constant payment chasing and inefficient processes
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Scattered client data
Solutions Delivered
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Personalized booking page with real-time availability
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Automated session reminders and notifications
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Integrated payment processing system
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Secure, HIPAA-compliant client data and notes management
TABLE OF CONTENTS
Challenges and Roadblocks
1
Lead Handling & Appointment Scheduling
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Clients reached out via social media or WhatsApp to inquire about services.
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Megha manually coordinated appointments, checking diaries or Google Sheets for availability.
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Challenge: Lack of a centralized system for real-time availability and booking.
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Result: Inefficient scheduling process and potential loss of clients due to delayed responses.
2
Session Scheduling & Follow-ups
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Clients relied on personal reminders for upcoming sessions.
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Megha manually sent session reminders and follow-ups via WhatsApp or email.
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Challenge: Manual reminders were time-consuming and prone to inconsistencies.
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Result: Increased no-shows and last-minute cancellations, disrupting the schedule.
3
Payment Collection & Management
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Clients made payments via UPI/QR codes.
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Megha manually tracked payments and followed up with clients for pending dues.
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Challenge: Decentralized payment tracking led to administrative burdens and awkward follow-ups.
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Result: Time-consuming financial tracking and challenges in managing outstanding payments.
4
Client Data & Session Notes Management.
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Maintained client notes and session histories manually in physical diaries or spreadsheets.
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With increasing caseload, Megha found it difficult to access client data and notes instantly when required.
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Challenge: Manual record-keeping was time-consuming and susceptible to errors.
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Result: Difficulty in accessing and updating client records efficiently.
5
Professional Visibility & Client Engagement
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Clients searched for services online and preferred seamless booking experiences.
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Relied on basic contact forms or WhatsApp links for client engagement.
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Challenge: Limited online presence and lack of a professional booking system affected client acquisition.
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Result: Potential clients perceived the practice as less professional, impacting growth.
From Challenges to a Tailored Solution
Megha Rao faced several hurdles in managing her mental health practice, from manual scheduling to tracking payments and client notes. Tealfeed provided tailored solutions that addressed each challenge, automating workflows, enhancing client interactions, and simplifying operations
Let’s explore how Tealfeed transformed her practice, one solution at a time.
Comprehensive Booking Page
A Seamless Booking Experience for Clients
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Note : Tealfeed offers the flexibility to conduct 1-1, one-off, or group sessions.
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 : Integrate consent forms into the booking process, ensuring clients review and agree to necessary terms before confirming their sessions.
Automated Notifications and Reminders for Peace of Mind
Both client and practitioner 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 practitioner and the client can reschedule or cancel sessions from their dashboard
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Note : The practitioner can propose a rescheduling request by providing a reason, allowing clients to choose a convenient date and time.
Easy Follow-Up Appointments and Recurring Sessions
Followup Appointments can happen via three ways:
1
Sharing your Calendar with Client
After the initial session, clients can directly book follow-up appointments using your calendar.
2
Sharing a Bundle of Services
Upon completing the first session, you can share a service bundle (a package of multiple sessions) with the client. Either the client or you can book on behalf of the client.
3
Setting Recurring Sessions
You can schedule recurring sessions for clients, ideal for cases requiring multiple appointments at regular or custom intervals.
Secure Session Documentation with HIPAA Compliant Meeting notes
Streamlined Payment Collection
Paid Session
Flexibility to conduct the sessions that require payment upon booking. Clients will be prompted to complete the payment process during the booking.
Session is paid
Take payments before bookings.
Paid (No Booking Fee)
Flexibility to conduct paid sessions without requiring upfront payment during booking, offering flexibility to collect payments way that best suits you and your clients while maintaining organized records within the platform.
But you take sessions without taking booking fee at the time of scheduling.
Flexibility to set tailored session prices for clients based on their geographical location.
Dedicated Therapist and Client Dashboards
Comprehensive Client Portal
Client portal enables clients to easily book sessions, access notes, manage appointments, and view payment and purchase history, enhancing their overall experience.
Clients can effortlessly access following
Shared Notes and Resources
Payment and Purchase History
Session Details
Expert Details
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Note : Clients can easily cancel/reschedule sessions at their convenience.
Therapist Dashboard for Full Control
Through a single dashboard, you can manage everything including
Details of Upcoming, Past & Rescheduled sessions
Payments Received through Every Client
HIPAA Compliant Client Records
Data Segmentation
Key Transformations We Delivered
Streamlined Appointment Scheduling
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Clients can self-book sessions through a personalized booking page, eliminating manual coordination.
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Real-time availability is displayed, reducing scheduling conflicts and delays.
Automated Session Management
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Automated reminders and notifications ensure clients are promptly informed of upcoming sessions.
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Simplified rescheduling process minimizes client drop-offs and enhances retention.
Efficient Payment Processing
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Integrated payment solutions centralize transaction tracking, reducing administrative tasks.
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Support for multiple payment methods, including international transactions, broadens client accessibility.
Secure Client Data Management
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HIPAA-compliant platform ensures the confidentiality and security of client information.
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Centralized storage of session notes and client data streamlines record-keeping and retrieval.
The Result
By implementing Tealfeed's solutions, Megha Rao transformed her practice into an efficient, client-friendly environment. Automating administrative tasks allowed her to focus more on delivering quality mental health care. This led to improved client satisfaction, practice growth, a 20% decrease in no-show rates, and a 40% reduction in empty slots caused by last-minute cancellations or reschedules.
