For therapists
AI Business Manager for Private Practice Therapists
By HatchSolo · Last updated: August 2026
Running a private therapy practice means carrying two very different kinds of mental load: the depth of presence required in sessions, and the business administration that fills the gaps. Appointment confirmations, insurance paperwork, invoice generation, practice marketing, and enquiry responses demand time and attention that should be reserved for clinical work. HatchSolo is an AI business manager for private practice therapists who want the operational side of their practice handled without it intruding on the therapeutic space. It manages scheduling communications, invoicing, practice admin, and enquiry responses through WhatsApp — quietly and professionally.
What HatchSolo handles for therapists in private practice
- Appointment confirmations and reminders: sent automatically to reduce no-shows
- Invoice generation: session fees invoiced after each appointment
- Payment chasing: polite reminders for outstanding session fees
- New enquiry handling: initial responses to prospective clients within minutes
- Practice administration: appointment notes, referral acknowledgements, admin correspondence
Before and after
| Before HatchSolo | After HatchSolo |
|---|---|
| Writing appointment reminders for every client every week | Reminders sent automatically 24 hours before each session |
| Chasing an overdue session fee after a client's appointment | Invoice sent immediately after session, reminder at 7 days |
| Missing a new client enquiry during a session | Enquiry acknowledged within minutes, consultation call offered |
| Spending evenings on practice admin after a full day of sessions | Admin handled throughout the day, between sessions |
Is HatchSolo right for therapists?
Right for
self-employed counsellors, therapists, psychotherapists, and psychologists in private practice.
Not right for
therapists employed by the NHS or a clinic with existing administrative support.
Frequently asked questions
Q: Is client data handled confidentially?
A: HatchSolo processes business communications — appointment times, invoices, and admin. It does not have access to clinical notes or session content. Data is handled in accordance with GDPR.
Q: Can it handle insurance billing?
A: It can generate invoices in the format required by most insurers. Specific insurance portal submissions are handled manually.
Q: Can it help me get more clients?
A: Maya keeps your practice website and professional profiles active, and responds quickly to new enquiries — both improve conversion from new contacts.
Q: Does it understand therapy practice structures?
A: It learns your session types, fees, cancellation policy, and practice model — and uses these in all communications.
Q: What about GDPR compliance?
A: HatchSolo is operated from the UK. Business communication data is processed in accordance with UK GDPR. Clinical data should remain in your dedicated practice management system.
Keep the operational side of your practice running quietly
HatchSolo handles appointment reminders, invoicing, payment chasing, and enquiry responses for therapists in private practice. From £49/month.