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CASE STUDY 03
Imkaan Therapy
Less Hassle, More Healing: Tealfeed’s Impact on Imkaan Therapy
Oshin, a licensed psychologist and founder of Imkaan Therapy, offers holistic mental health services focusing on arts-based therapy and trauma-informed care. Despite her extensive experience, she faced challenges with manual appointment scheduling, payment tracking, and client data management. Tealfeed provided an integrated solution that automated these administrative tasks, enabling Oshin to dedicate more time to client care and enhance the overall efficiency of her practice
Summary
Challenges
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Manual appointment scheduling and coordination
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Empty slots due to client no-shows
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Payment negotiation conversations and inefficient collection processes
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Scattered client data management
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Manual communication of policies and consent forms
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
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Integrated policies and consent forms in the scheduling process
TABLE OF CONTENTS
Challenges and Roadblocks
1
Manual Appointment Scheduling and Coordination
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Clients reached out to Oshin via social media or WhatsApp to inquire about services.
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Oshin 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 Reminders and Follow-ups
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Clients relied on personal reminders for upcoming sessions.
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Oshin 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 and Management
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Clients made payments via UPI or bank transfers.
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Oshin 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 and Session Notes Management
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Clients' information was shared through various channels without a unified system.
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Maintained client notes and session histories manually in physical diaries or spreadsheets.
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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
Communication of Policies and Consent Forms
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Clients received policies and consent forms via email or whatsapp before appointments.
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Oshin sent these documents manually and reminded clients to review and sign them.
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Challenge: Manual dissemination and follow-up on policies and consent forms were time-consuming.
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Result: Delays in obtaining necessary consent and potential non-compliance with practice policies.
From Challenges to a Tailored Solution
Oshin, faced operational challenges such as manual appointment scheduling, inconsistent client communications, and decentralized payment tracking. These issues consumed valuable time and hindered client experience. Tealfeed provided tailored solutions, automating scheduling, streamlining communications, and centralizing payments, allowing Oshin to focus on delivering quality mental health care.
In the following sections, we'll explore how Tealfeed's solutions addressed each of Oshin's challenges, enhancing operational efficiency and client satisfaction.
Comprehensive Service Offerings via Website
Oshin has effectively showcased her primary services on her website, each accompanied by detailed session options.
This structured presentation enables clients to easily navigate and select from individual sessions, online packages, and in-person packages, ensuring a tailored fit for their specific needs.
Sessions
Packages
In Person Packages
Calendar and Booking experience
Oshin has seamlessly integrated a dynamic calendar into her booking system, providing clients with real-time access to her availability. This integration streamlines the scheduling process, allowing clients to book appointments efficiently.
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
*To protect client privacy, the following screenshots are representative examples and do not depict actual client information.
Efficient Management of Follow-Up and Recurring Sessions
Oshin has leveraged Tealfeed's suite of features to enhance her practice's operational efficiency:
1
Bundle Feature
Facilitates seamless scheduling of follow-up appointments, enabling clients to book multiple sessions in one go.
2
Streamlined Events
Oshin collects leads via contact forms for follow-up group sessions or webinars, then organizes events on Tealfeed.
3
Recurring Sessions Scheduling
Supports clients requiring regular appointments by offering customizable intervals, ensuring consistency in care.
Auto-confirmed and Notified participants
Automatically confirms events for clients with prior confirmations, eliminating redundant confirmations, and promptly notifies all
Streamlined Payment Collection
Oshin has enhanced her payment processes by integrating a variety of payment methods, including UPI, debit and credit cards, net banking, and digital wallets. This integration ensures that all transactions, even those conducted outside the Tealfeed platform, are meticulously recorded and organized within a centralized system.
To accommodate diverse client needs, she offers flexible session options:
Complimentary Sessions
Providing free sessions to clients at no cost.
Paid (No Booking Fee)
Allowing clients to book sessions without an initial fee, with payment terms clearly communicated.
Communicated how she wanted to accept the payment
Dedicated Therapist and Client Dashboards
Comprehensive Client Portal
Empowers clients to independently book sessions, access session notes, manage appointments, and review their payment and purchase history, fostering transparency and engagement.
Clients can effortlessly access following
Shared Notes and Resources
Payment and Purchase History
Session Details
Expert Details
*To protect client privacy, the following screenshots are representative examples and do not depict actual client information.
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
*To protect client privacy, the following screenshots are representative examples and do not depict actual client information.
Key Transformations We Delivered
Streamlined Appointment Scheduling
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Clients self-book through Imkaan Therapy's personalized page, reducing manual coordination.
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Real-time availability minimizes scheduling conflicts.
Automated Session Management
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Automated reminders keep clients informed, enhancing attendance.
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Easy rescheduling improves client satisfaction.
Efficient Payment Processing
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Integrated solutions centralize transactions, reducing administrative tasks.
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Multiple payment methods, including bank transfers and UPI, offer convenience.
Secure Client Data Management
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Tealfeed ensures client information confidentiality with HIPAA HIPAA-compliant platform, aligning with Imkaan Therapy's privacy commitment.
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Centralized session notes streamline record-keeping.
Integrated Consent and Policy Management
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The booking process includes consent forms and policy agreements, ensuring client compliance.
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This reduces manual follow-ups and reinforces transparency.
Enhanced Professional Visibility
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Tealfeed's platform showcases Imkaan Therapy's services, attracting potential clients.
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The professional booking system boosts engagement and trust, fostering growth.
The Result
Implementing Tealfeed's solutions has profoundly transformed Oshin's practice at Imkaan Therapy. Automated scheduling has alleviated 90% of her administrative burdens, while the integration of diverse payment methods has enhanced payment collection efficiency by 80%. Additionally, automated reminders have led to a 90% reduction in no-show rates, culminating in an overall 95% decrease in administrative workload. These advancements have significantly elevated client satisfaction and contributed to the growth of her practice.
Using Tealfeed on the Imkaan website has significantly improved how I manage my practice. Scheduling and rescheduling sessions are now seamless, with automated reminders reducing no-shows. Payment collection is smooth, eliminating follow-ups. Client data management, including session notes, is organized and easily accessible. Event registrations and communication with clients are also streamlined, saving me valuable administrative time and allowing me to focus more on therapy itself.
