Never Miss a Parent Again.
Start More Evaluations Without the Follow-Up Hassle.
CaptureWise is your AI front desk assistant built for pediatric therapy clinics. Guide parents through intake, send reminders, and follow up automatically so your calendar fills up without adding more staff
Built for Busy Pediatric Therapy Clinics That Can’t Afford to Miss a Lead
CaptureWise helps your clinic respond instantly to every parent inquiry whether it’s a missed call, form submission, or social DM. Our AI assistant walks families through intake, sends reminders, and routes them to the right next step so your team can focus on care, not follow-up.
Fill more evaluations, reduce no-shows, and re-engage families who’ve gone quiet all without adding to your staff’s workload. Whether you’re a solo provider or running a multi-location clinic, CaptureWise runs your
intake and follow-up process on autopilot
, so no lead slips through the cracks.
Guide parents through intake 24/7 without live staff
Never miss another parent inquiry or intake opportunity
Increase booked evaluations without chasing leads
Save 5–10 hours/week on admin and coordination
Everything You Need to Fill Your Schedule Without the Follow-Up Chaos
Smart Intake & Follow-Up
Hybrid Evaluation Scheduling
Instant Parent Response
Automated Confirmations & Reminders
SMART AUTOMATION
How CaptureWise Works for Your Clinic
We Build Your AI Front Desk Assistant
Customized to your clinic’s voice, tone, and intake flow — trained to handle real parent questions.
We Automate Intake & Follow-Up
AI assistant guides families through intake, delivers reminders, and helps your team follow up — so parents don’t fall through the cracks.
You Watch More Evaluations Get Booked
No more missed inquiries, manual reminders, or endless follow-up — CaptureWise keeps your pipeline full without the admin stress.
Helping Pediatric Therapy Clinics Grow Without the Burnout
We work exclusively with pediatric therapy clinics; including speech, occupational, physical, and ABA providers who want to grow their caseloads without overwhelming their team. Whether you’re a solo provider or managing a growing staff, CaptureWise delivers a done-for-you intake and follow-up system that helps parents feel supported and evaluations get booked even when you’re in back-to-back sessions.
Speech, OT, ABA & PT Clinics
Make it easy for families to start therapy, stay engaged, and feel supported without adding to your staff’s workload.
Respond instantly to parent inquiries even after hours
Guide families through intake with smart, automated follow-up
Send reminders and confirmations without manual effort
Re-engage families who pause or miss sessions (Growth & Premium)
Collect 5-star reviews at the right moments
Keep your schedule full with hybrid intake workflows
Track lead progress and conversion — no spreadsheets needed
Industry-Leading Tools for Growing Pediatric Therapy Clinics
Smart Review Requests at the Right Time
24/7 AI Assistant That Captures Every Lead
Unified Inbox for Every Conversation
Missed Call & No-Show Recovery
Lead Tracking That Actually Matters
Hybrid Evaluation Scheduling Support
Choose Your Plan
Whether you’re a solo provider or running a multi-location clinic, CaptureWise AI gives you everything you need to stay fully booked and eliminate admin headaches all done for you.
Essential
$397/mo
Best for solo providers or new clinics
24/7 lead capture + guided intake to help solo clinics stop missing opportunities.
AI Chat + SMS
Hybrid Intake Flow
Intake Form Delivery + Reminders
FAQ Automation
1 clinic location included
Growth
$697/mo
Our most popular plan perfect for growing teams
Full hybrid intake automation with calendar follow-ups, reviews, and less admin work.
Everything in Essential, plus:
Calendar Integration
Missed Eval Follow-Up
Review Request Automation
Multi-location support (up to 2 clinics)
Premium
$997/mo
Best for scaling clinics seeking a concierge intake and conversion system
Multi-location automation, reactivation campaigns, and a concierge intake system built to scale.
Everything in Growth, plus:
Support for up to 4 clinic locations (bulk pricing available for 5+)
Location-Based Routing
Cold Lead Reactivation
Upsell Triggers (e.g., Speech + OT)
Custom reporting dashboard with tags, conversion, and review insights
Custom Reports & Dashboards
Not sure which plan fits your clinic best?
and let’s walk through it together.
Frequently Asked Questions
What exactly does CaptureWise AI do?
CaptureWise is a done-for-you AI front desk system for pediatric therapy clinics. It captures parent inquiries 24/7, guides families through intake, sends reminders, and supports your team in scheduling evaluations — all without adding to your admin workload.
Is this just a chatbot?
No — CaptureWise is a full intake and follow-up automation system. Your branded AI assistant, responds instantly across chat, text, and social DMs, but behind the scenes we also automate reminders, tagging, reviews, and cold lead follow-up (depending on your plan).
Can parents book evaluations automatically?
Our system uses a hybrid model: parents complete a short intake first, and then they’re guided to book via a calendar or contacted by your team. This ensures you match the right therapist with the right child and never waste a slot.
What happens after a parent fills out the intake form?
Once the intake form is submitted, the system either sends a calendar link or notifies your team to schedule the evaluation — depending on how you prefer to operate. You stay in control, but CaptureWise does the heavy lifting.
Do I need to change my current software or calendar?
Not at all. CaptureWise integrates with your existing calendar, intake form, and CRM (if applicable). We make your current tools smarter, not harder to manage.
What’s included in the demo?
We’ll walk you through the full CaptureWise system using our live pediatric therapy demo site, explain how the hybrid model works, and help you decide which plan fits your clinic’s size, goals, and workflow.
Will this work if I already have an admin or front desk team?
Yes! CaptureWise reduces their workload by handling repetitive tasks like lead capture, reminders, and missed appointment follow-up — so your team can focus on what really matters: client care and communication.
How does CaptureWise help me get more 5-star reviews?
After evaluations or other key milestones, CaptureWise sends review request messages to families at the right time — so you're consistently collecting feedback without awkward asks or manual follow-up.
What if I have multiple clinic locations?
Our Growth and Premium plans support multiple locations with smart tagging and intake routing (e.g., Rockville vs. Silver Spring). Premium includes location-based logic, calendar management, and custom reporting for up to 4 sites.
How long does setup take?
Most clinics are live within 7 days after onboarding. We handle all the setup for you — including chatbot training, workflow configuration, and branding — so you can stay focused on your caseload while we build the system.
How will I know if CaptureWise is working?
You’ll see more intake forms submitted, more parents responding to follow-ups, fewer missed opportunities, and more evaluations scheduled — all with less manual effort. Growth and Premium plans also include lead tracking, tagging, and monthly summaries so you can see exactly how many leads turned into bookings.
What kind of results do clinics typically see?
Clinics using CaptureWise often see 2–3x more completed intakes, a noticeable drop in no-shows, and consistent 5-star reviews — sometimes within the first 30 days. With our Growth plan, even recovering 2–3 missed leads per month can pay for the system itself.