Shrinking Session Notes from 90 Minutes to 5

The Challenge

Therapists were spending about 8 hours a week writing session notes after their last appointment, often finishing at home late in the evening. Intake scheduling across 9 locations and multiple specialties ran on spreadsheets and phone calls, which meant open slots sat unfilled for days. The team wanted AI in their workflow but needed someone who understood clinical documentation rules and could find tools that fit behavioral health specifically.

What We Built

We talked with their clinical directors and office managers to map how notes, scheduling, and insurance approvals actually worked across all 9 locations. We set up an ambient AI documentation tool that generates session notes in real time, moved scheduling to an AI assisted platform, and trained all 63 clinicians in small group sessions over four weeks. 58 of 63 therapists were using the new documentation workflow within 11 days.

Results

Session notes went from about 90 minutes of after hours writing to under 5 minutes of review per session. Therapists got back roughly 8 hours a week that had been going to documentation. Open appointment slots dropped from an average of 4 days unfilled to same day fills across all 9 locations. The engagement paid for itself in 6 weeks through added session capacity and the removal of one admin contract, recovering $187K in the first year.