Mental health & counselling clinics on Jane App™
The AI receptionist for mental health & counselling clinics
Rebookly is an AI receptionist for mental health and counselling clinics on Jane App™, and on this page the limits come first. Emma handles the administrative side of your front desk — answering practical questions, texting back missed calls, and sending your Jane booking link. She never gives clinical or crisis advice, never sees session notes, and escalates anything sensitive to your staff.
- No clinical or crisis advice
- No access to session notes
- Escalates to your staff
- DPA available
The boundaries
Where Emma stops
For a counselling practice this matters more than any feature, so it comes first. Emma is an administrative tool. She is not a clinician, and she is not a safety net.
What Emma never does
- Gives clinical, psychological, or crisis advice of any kind
- Performs triage, assessment, or any form of clinical judgment
- Accesses session notes, chart data, diagnoses, or treatment records
- Handles crisis communication — she is not built for it and must not be relied on for it
- Names or suggests appointment times, because she has no view of your schedule
What she escalates to your staff
- Anything that requires clinical judgment
- A client expressing distress, frustration, or urgency
- Billing or policy questions that need a person
- Any request that falls outside her configured administrative boundaries
Stated plainly
Where a conversation stops being administrative, it stops being hers.
Our Terms put it formally: Rebookly “does not provide clinical judgment and should not be used for crisis communication, triage, or any situation where an automated response could cause harm to a patient.”
Read the Sensitive Care Categories sectionWhere she helps
The front-desk work, and nothing beyond it
Counselling practices tend to run without a full-time front desk, and clinicians cannot break a session to answer a phone. That gap is administrative, and it is the only gap Emma fills.
The practical questions
- Session length, fees, and which clinicians are taking new clients
- What to expect logistically before a first session
- Whether you direct bill, and what a client needs to bring
- How to reach your team when someone would rather speak to a person
The calls nobody could take
- A call during a session gets an instant text back, not a voicemail
- The conversation continues quietly over SMS, in the client’s own time
- She doesn’t answer calls, she answers callers — there is no AI voice on your line
- Your front desk can step in at any point and take over
You choose what runs
Start with the inbound assistants
All nine assistants are available, but most counselling practices begin with the three that only respond when someone contacts them. The six proactive assistants — including birthday and review requests — are optional, and are commonly limited or switched off entirely for sensitive care.
- Missed-Call Text-Back
Instantly texts back missed calls so the caller can continue by SMS and book — no call is ever truly lost.
Capture - Website Live Chat
Engages website visitors instantly and keeps the conversation going.
Capture - First-Visit
Welcomes and guides new patients toward their first appointment.
Nurture
Messaging tone, outreach frequency, and opt-out handling are configured to your practice and your College’s guidance during onboarding. See what each of the nine assistants does.
Your College, your call
Regulatory and data considerations
Sensitive care carries obligations that a general clinic does not, and those obligations sit with you. Here is what to check before you onboard.
Your College may have vendor requirements
Your professional College or regulatory body may impose additional obligations regarding vendor relationships and documentation. You retain sole responsibility for determining whether Rebookly’s default workflows are appropriate for your client population.
A signed DPA is available
Where your College, insurer, or internal compliance process calls for a separately signed data processing agreement, we provide one. Review and sign our standard Data Processing Agreement →
No clinical data leaves Jane
Rebookly never accesses clinical notes, diagnoses, treatment records, intake assessments, or insurance information. Trust & Compliance sets out exactly what is and is not processed, along with our safeguards, sub-processors, and breach-notification commitments.
Consent and opt-outs are enforced
Outreach is consent-first and CASL-aware. When a client opts out, all automated outbound messaging halts immediately across every workflow. See the Privacy Policy and Terms & Conditions for the full detail.
Questions
Mental health & counselling, answered
Does Emma ever give clinical or crisis advice?
No. Emma does not provide medical, clinical, psychological, or crisis advice of any kind, and she is not built for crisis communication or triage. She handles administrative conversations — fees, session length, who is taking new clients, and sending your Jane App™ booking link. Anything that requires clinical judgment is handed to your staff rather than answered.
What happens if a client says something concerning?
It goes to a person. Emma escalates when clinical judgment is required, when a client expresses distress, frustration, or urgency, when a billing or policy question needs a human, or when a request falls outside her configured boundaries. Your team retains full visibility into every conversation and can take over at any point.
Can Emma see session notes or clinical records?
No. Rebookly does not access clinical notes, charting, diagnoses, treatment details, or intake assessments. It interacts only with the appointment-related data needed for communication and follow-up — service names, clinicians, locations, and visit history. Your clinical records stay in Jane App™, under your control.
Can Emma tell me what times are available?
No — and that is deliberate. Emma doesn’t handle availability at all. She answers what she knows from your knowledge base — services, pricing, duration, practitioners, policies — and hands off your Jane App™ online booking link, where the patient sees your live schedule and picks their own time. Because she never reads or quotes your schedule, she can never offer a slot that is already gone. Separately, background data sync with Jane keeps re-engagement targeting and the dashboard current — that is reporting data, not availability.
Can we limit or switch off proactive outreach?
Yes, and clinics in sensitive care often do. You decide which assistants run and which clients are eligible for them, and messaging tone, outreach frequency, and opt-out handling are configured to your practice. You retain sole responsibility for judging whether any default workflow suits your client population, and we would rather you switch something off than run it uneasily.
Can Emma answer questions about direct billing?
She can tell patients what you have told her — whether your clinic direct bills extended health, which insurers you bill, and what a patient needs to bring. That sits in your knowledge base alongside your services and policies. What she will not do is interpret coverage: she does not guess at a plan, confirm what it will pay, or estimate what a patient will owe. Anything that needs that judgment goes to your staff instead of getting an answer from her.
Will you sign a data processing agreement?
Yes. Our Terms and Privacy Policy are intended to satisfy the “contractual or other means” standard under PIPEDA for most clinics, but many mental health, counselling, and psychotherapy practices need a separately signed agreement for their College or insurer. Rebookly provides a standard Data Processing Agreement that can be reviewed and signed online, and it supplements rather than replaces the Terms.
Other clinic types
Built for your discipline
Same system, different vocabulary. Every discipline gets a page of its own.
- Massage Therapy
- Physiotherapy
- Naturopathic
- Chiropractic
- Acupuncture
- Multidisciplinary
- Med Spas & Aesthetics
- IV Drip & Injectables
- Laser & Skin
See the AI receptionist by clinic type · How the Jane App integration works
Talk to us before you onboard
Clinics providing mental health, counselling, and psychotherapy should speak to us first so we can go through the configuration that suits your practice — including which assistants you run, and which you don’t.
A demo is a live call with a founder — not a sales rep.
- No clinical or crisis advice
- DPA available on request
- You choose what runs
Questions about how this would work in your practice?[email protected] · request a Zoom call
Jane App™ is a trademark of Jane Software Inc. Rebookly is an independent service provider and is not affiliated with, endorsed by, or officially partnered with Jane Software Inc.