Intake and Waiting List CRM for Mental Health Practices

A mental health practice CRM is really an intake and waiting list system: every enquiry recorded once, matched to the right therapist, and contacted regularly while they wait. Describe your intake process to Mythex and it builds it on a real database with strict staff roles, holding only the minimum needed and no clinical notes.

Who it's for

Practices whose enquiries sit in a shared inbox and whose waiting list is a spreadsheet, where people waiting weeks hear nothing and some find help elsewhere without anyone knowing.

What you can build

Enquiries with contact method and preferred times
Session type and therapist preferences
Brief matching notes, no clinical history
A waiting list with check-in dates
Referral source and employer programme details
Access limited to intake and practice managers

Record only what intake needs

Intake needs contact details, preferred contact method, availability, session type and any therapist preference such as gender or language, plus a short matching note. It does not need a history of the person's difficulties; that belongs in the assessment and in a clinical record system. Keeping the CRM minimal is kinder, safer and simpler to protect.

Contact, availability and preferences
Short matching note
No clinical history

Check in with people who are waiting

When there is no slot yet, contact people every few weeks with an honest update. It shows they have not been forgotten, lets them tell you if they found help elsewhere, and keeps the list accurate. Give each waiting-list entry a check-in date and a list of who is due this week, with the last contact recorded.

Matching when a slot opens

When a therapist has space, filter the waiting list by their session types, availability and any stated preferences, oldest first. The coordinator offers the slot, records the outcome and moves the person to booked or back to the list. Track the average wait so you know when to recruit.

Filter by therapist fit and availability
Oldest first
Average wait tracked

Access and privacy

Limit the CRM to the intake coordinator and practice manager; therapists see only the people matched to them. Use logins, avoid exporting lists to email, and delete records of people who withdraw, according to your retention policy. Mythex does not claim HIPAA or other certifications, so check the rules for health data where you practise.

A prompt to start from

Make an intake and waiting list CRM for my mental health practice. Enquiries have name, contact method, availability, session type (individual, couples, group), therapist preferences (gender, language), referral source or employer programme, and a short matching note, with no clinical history. Waiting-list entries have a check-in date every 3 weeks and a last-contact record. When a therapist has space, filter matching people oldest first. Only the intake coordinator and practice manager can see the list.

Questions

Should therapy notes go in the CRM?

No. Keep the CRM to intake and contact details, and keep therapy notes in a clinical record system built for that purpose.

Can it remind us to contact people on the waiting list?

Yes. Each entry has a check-in date, and a weekly list shows who is due, with the last contact recorded.

Can access be limited to certain staff?

Yes. Ask for roles so only intake staff see the full list and therapists see only their matched clients.

Do I need technical skills?

No. Describe your intake process in plain words and Mythex builds the CRM.

How much does it cost?

The Free plan needs no card and gives daily credits. Pro is $25/month and adds a custom domain, code editing and export.

Templates to start from

Waitlist Landing Page Template — Countdown, live counter, lead admin
Sales Pipeline CRM Template — Drag-and-drop deals with forecasting
Event Registration Page Template — Tiers, waitlists, attendee dashboard
Agency Client Portal Template — PIN-protected views on a Kanban board
Freelance Invoicing Template — Saved clients with revenue stats
Quote Generator Template — Line-item pricing, secure client links
Pet Boarding Site Template — Booking wizard with client dashboard
CRM Dashboard Template — Contacts, pipeline, and deal tracking