How Coach For Mind Increased Qualified Bookings by 40%

Before automation, the team at Coach For Mind handled every inquiry manually. This process was time-consuming and inefficient:

• Time-Consuming Qualification: Staff spent hours asking basic diagnostic questions to determine if a patient was a good fit for their specific therapy modalities.
• Scheduling Back-and-Forth: Finding a suitable time for a discovery call often involved multiple messages or emails, leading to drop-offs.
• Unprepared Discovery Calls: Managers often went into calls with limited context, requiring them to spend valuable time gathering basic information again.

Coach For Mind deployed a TailorTalk AI Agent on their website and WhatsApp to take over the top-of-funnel operations.

The AI Agent now handles the entire initial engagement flow:

• Instant Engagement: When a visitor lands on the website or messages on WhatsApp, the AI engages them immediately.
• Automated Assessments: The AI conducts basic diagnosis and assessments to understand the patient's needs and qualify them for the right services.
• Seamless Scheduling: Once qualified, the AI directly books a discovery call in the manager's calendar.
• Smart Summaries: The AI provides the manager with a clean, structured summary of the patient's context before the call, ensuring they are fully prepared.

The implementation transformed their intake process:

• 40% Increase in Qualified Bookings: The seamless, 24/7 availability of the AI agent significantly increased the number of qualified discovery calls booked.
• 120+ Hours Saved Monthly: By automating the repetitive tasks of screening and scheduling, the team saved over 60 hours every month, allowing them to focus on patient care.
• 100% Automated Scheduling: Patients can now book appointments instantly without any back-and-forth, eliminating drop-offs.
• Higher Conversion: Managers, armed with AI-generated summaries, could conduct more effective discovery calls, leading to higher conversion rates.

Coach For Mind successfully leveraged TailorTalk's AI automation to solve a critical bottleneck in their practice. By automating the top-of-funnel intake process, they not only saved valuable administrative time but also improved the patient journey.

The result was a 40% increase in qualified bookings, proving that AI can handle sensitive initial interactions with empathy and efficiency, ultimately connecting more people with the help they need.