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    Full Case Study

    How This Therapy Clinic Transformed Their Intake Process

    From missed calls to 100% coverage: The complete story of how AI voice technology added $13K monthly revenue and 150+ bookings in 90 days

    At a Glance

    Client

    Mid-size mental health clinic (primarily online sessions)

    Use Case

    24/7 receptionist coverage for new & existing clients

    Stack

    Voice AI receptionist "Marissa" + Keap CRM + Calendly

    Go-Live

    Summer 2025

    Key Highlights

    $13K
    Estimated revenue increase
    every month
    100%
    Calls answered
    every single one
    11
    Bookings
    in week one
    150
    Total bookings
    in 90 days
    10%
    MoM increase
    in bookings avg
    80%
    Call completion rate
    successful conversations
    01

    The Challenge

    This Therapy Clinic's intake coordinators were responsible for both answering inbound calls and conducting full intake conversations, creating a constant trade-off between availability and depth. When multiple calls arrived at once, new clients frequently reached voicemail—or didn't leave one—resulting in lost opportunities and time-consuming manual follow-ups for the team. Existing clients also called the same line, further congesting call volume and increasing context switching. The management team needed a way to ensure no new lead was missed, provide reliable receptionist coverage to support the intake team, and streamline follow-ups—without disrupting the clinic's current tools or established workflows.

    Operational friction showed up in three places:

    Missed Demand

    Parallel call spikes meant new clients didn't reach a human.

    Heavy Follow-ups

    Chasing voicemails consumed hours and still missed warm leads.

    Coordinator Overload

    Context-switching hurt focus and conversion rates.

    The Three Goals We Set Out to Achieve:

    1. 1No missed leads
    2. 2Help the intake team answer overflow calls
    3. 3Reduce need for follow-ups without forcing new processes
    02

    The Solution

    During Summer 2025, ufound AI deployed Marissa, an AI receptionist configured to automatically answer every missed call and help with any request. Marissa was implemented instead of voicemail.

    What Marissa Does

    • Answers 100% of missed calls and engages politely within seconds
    • Understands clinic specifics: trained on policies, FAQs, and approved call scripts
    • Works inside existing tools: Keap CRM and Calendly integration
    • Hands-off seamlessly: routes nuanced questions to human intake when appropriate

    Why It Fit The Clinic

    • No process rewiring: Integrated into Keap + Calendly so workflows stayed the same
    • Complete call records: Post-call analysis with recording, transcript, and next steps auto-logged
    03

    How It Works

    The operating model behind seamless call handling

    1

    Call Hits the Clinic

    If an intake coordinator can't pick up, the call routes to Marissa automatically.

    2

    Instant Triage

    Marissa identifies whether the caller is new or existing and confirms key details.

    3

    Action in Systems

    Creates or updates contact in Keap, tags call reason, captures notes.

    4

    Scheduling

    Marissa checks calendar and sends caller a text with booking link.

    5

    Transparency

    Post-call analysis with recording, transcript, and outcome is logged.

    6

    Follow-ups Made Easy

    Captures preferences and automates follow-up tasks for the team.

    04

    The Impact

    11
    Bookings in first week
    150+
    Total bookings in 90 days
    100%
    Of calls answered
    $13K
    Monthly revenue added

    What That Means:

    • Intake coordinators spend more time on rich, clinical intake and less on phone tag
    • New clients connect on their first attempt, including evenings and peaks
    • Managers get complete visibility across calls without changing their tools
    "The setup process with ufound's AI voice assistant took some thoughtful planning and collaboration, and it was handled smoothly and professionally from start to finish. Yoav and his team have been incredibly responsive and proactive in helping us improve the system over time. Their work has made it easier for us to stay connected with clients and support their care, during and outside of regular hours."

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