MindWise Health
Built for Behavioral Health

One calendar for every kind of session — individual, couples, group, and telehealth

Behavioral health practices run individual, couples, group, intake, telehealth, and assessment sessions every single day — usually across multiple providers, multiple locations, and recurring weekly cadences. MindWise Smart Scheduling handles all of it in one calendar, verifies benefits at the moment of booking, tracks attendance into billing automatically, and cuts no-shows with built-in SMS and email reminders.

Every session type, one calendar

Behavioral health runs on more than 1:1 appointments. MindWise was built from day one for the full mix of session types your practice actually runs.

Individual therapy with recurring weekly or biweekly cadence
Couples sessions with two clients tied to a single appointment and a shared note
Group therapy with roster, capacity limits, waitlist, and per-attendee billing
Telehealth sessions launched directly from the calendar — no second tool to open
Color-coded by provider, location, session type, and status at a glance
Intake, assessment-only, and discharge session types tracked distinctly

Automated insurance eligibility checks

Stop chasing eligibility the morning of every session. MindWise verifies coverage at booking, the night before the visit, and at the top of every month — using the same Stedi 270/271 integration that powers billing.

Real-time 270/271 eligibility verification at the moment of booking
Copay, coinsurance, deductible remaining, and visit limits shown inline on the appointment
Expired coverage, missing authorizations, and out-of-network risk flagged before the client walks in
Authorization tracking with session-count burn-down for ABA, IOP, and managed plans
Self-pay vs insurance distinction captured at scheduling, not at the front desk
Eligibility transaction history retained for audit

Attendance and visit tracking — without the busywork

Status updates flow from the calendar directly into billing, so nothing falls through the cracks and nothing is entered twice.

One-tap check-in and check-out from the calendar or front-desk kiosk
Auto-status: Scheduled → Confirmed → Arrived → In Session → Completed / No-Show / Late Cancel
No-show and late-cancel rules enforce your cancellation policy automatically
Group attendance: mark all-present, partial, or individual late arrivals in one screen
Attendance feeds straight into billing — no double entry, no missed claims
Per-attendee billable units captured automatically for group sessions

Automated SMS and email reminders

Practices using MindWise reminders typically see no-shows drop by a third within the first month. Reminders are HIPAA-compliant and fully configurable per service line, provider, and patient preference.

Multi-step cadence (e.g. 7 days, 24 hours, 2 hours before) for SMS and email
Two-way SMS — clients reply C to confirm or R to reschedule, calendar updates in real time
Telehealth reminders include a one-click session join link
Multi-language templates (English and Spanish out of the box)
Per-client opt-in and opt-out preferences honored automatically
Reminder analytics surface no-show patterns by provider, day, and patient cohort

Self-scheduling that respects your rules

Give clients a booking link that only shows the slots they are actually eligible for — gated by provider availability, location, service type, intake completion, and insurance capture.

Public booking link for new and returning clients, gated by intake form and insurance capture
Provider availability driven by working hours, time-off, and per-service duration
Recurring series with bulk reschedule and series-end rules
Conflict detection prevents double-booking and respects buffer times
Waitlist with auto-fill — canceled slots offered to the waitlist via SMS, first-to-claim wins
Two-way sync with Google and Outlook so providers’ personal time blocks are respected

Calendar views built for the way your team actually works

Front-desk staff, providers, and operations leaders all need different views into the same calendar. MindWise gives each role the view that fits.

Day, week, month, and agenda views switchable per user
Multi-provider day view for front desks managing a team calendar
Per-location filtering for practices with multiple sites
Room and resource booking for in-person groups, testing rooms, and assessment suites
Drag-and-drop rescheduling with conflict detection
Provider availability templates with one place to manage recurring hours and time-off

38%

Average no-show reduction after reminder rollout

< 3 sec

Real-time eligibility check at booking

2-way

SMS — clients confirm without calling

1 calendar

Individual, couples, group, and telehealth

See scheduling that actually saves your front desk time

Watch how MindWise handles a full day of group, couples, telehealth, and individual sessions in one demo.

See It In Action