Intake Management Software for
Mental Health Practices
Too many patients never make it from inquiry to treatment. Disconnected systems, manual data entry, and missed follow-ups create barriers that keep people from accessing the mental health care they need. Rise4’s patient intake management software connects every part of the healthcare journey, from first contact to first treatment, so you can focus on what matters most: delivering life-changing care.
More than software, we deliver holistic systems for success
After building 13 successful clinics ourselves, we know what works. Rise4 streamlines mental health practice management with HIPAA-compliant automation and real clinical expertise. This helps providers spend less time on paperwork and more time with patients. Because when clinics grow, more people get the care they deserve.
Automate & Simplify Workflows
Stop letting paper forms and repetitive data entry slow down your clinic. The Rise4 app replaces manual processes with a system designed to reflect how behavioral health practices actually operate.
- Digital intake forms; no handwritten paperwork
- Structured data capture (medical history, insurance details, consent forms)
- Improved data accuracy and fewer errors
Built for modern mental health practices, Rise4 tracks every patient interaction. It begins with the first inquiry through enrollment, so your workflows align with how you deliver care, not a generic template.
Your team spends less time on administrative tasks and more time helping patients access the treatment they need.
Enhance Patient Engagement
Keep patients informed and on track with automated follow-ups, reminders, and real-time updates.
Our engagement framework supports consistent communication from registration through the first evaluation. Every interaction is intentional, designed to foster trust, minimize uncertainty, and prevent drop-off.
- Automated reminders & follow-ups
- Real-time updates
- Consistent communication from inquiry to evaluation
Digital intake allows patients to complete forms at their own convenience before arriving. That means:
- Shorter wait times
- Faster check-in
- A more respectful, welcoming experience from day one
Giving patients this flexibility strengthens relationships and sets the tone for a smoother treatment journey.
Improve Intake Conversions
Make sure every inquiry moves forward. No missed follow-ups, no lost opportunities.
Rise4 streamlines intake by eliminating manual tracking and giving your team full visibility into patient status.
- Automatic follow-up flags
- Real-time tracking of every inquiry
- Insights to optimize conversion at each stage
Digital forms and a simplified registration process reduce drop-offs and eliminate friction from the onboarding experience. The easier it is for patients to progress, the more likely they are to start treatment, resulting in stronger conversion rates, increased revenue, and better access to care.
Partnered With the Nation's Best EHR Platforms
Rise4 integrates seamlessly with leading electronic health record systems, ensuring your clinic’s technology works together without disruption. Our compatibility with trusted EHR platforms means you can enhance your intake process while maintaining the practice management tools you already rely on.
HIPAA-Compliant Data Services
Security, compliance, and data integrity are at the core of everything we do. To read more about this, check out our Compliance White Paper.
End-to-End Compliance
Protected Patient Data
Seamless & Secure Integration
Our compliant data infrastructure ensures seamless interoperability with your clinic’s existing EHR system and electronic health records, while maintaining patient privacy. Intake management software for healthcare solutions that work with your practice, no compromises.
Partners in growth. Experts in care.
Optimize Your Intake Process
Dedicated Support
Data-Driven Insights
A partnership built for growth and impact
More Time for Patient Care
Peace of Mind With Complete Compliance
Freedom From Operational Overload
Confidence in Consistent Growth
Support Every Step of the Way
Let us help you improve ROI and consistently attract more patients
Join America’s leading mental health clinics that trust Rise4 to streamline operations, improve patient access, and drive sustainable growth.
Clinic success stories
“Rise4’s expertise in TMS marketing has been a game changer. The patient volume, lead quality, and return on investment exceeded our expectations.”
Leads Generated
Return on Investment
Treatments Administered
Interested in our compliance-focused CRM?
FAQs
Rise4 specializes exclusively in mental health marketing, with a deep focus on TMS, ketamine, and Spravato clinics. Unlike generalist agencies, we understand the nuances of patient acquisition in mental health, from HIPAA compliance to the patient journey for treatment-resistant depression. Our approach is 100% focused on direct patient acquisition—helping clinics become profitable faster so they can reinvest in other marketing efforts if desired.
While our core expertise is in TMS, Spravato, and ketamine clinics, we also work with psychiatry, psychotherapy, and mental health practices that are looking to grow through direct patient acquisition strategies.
We focus on patient intent, messaging, and automation to filter out unqualified leads. This includes:
- Precision keyword targeting on Google Ads to reach high-intent patients
- Compelling creative & messaging on Meta Ads to connect with the right audience
- Automated patient follow-ups to increase appointment scheduling rates
Generating leads is just the first step. We also help nurture and qualify those leads through:
- Automated follow-ups via text, email, and phone
- Patient education sequences to keep leads engaged
- CRM & intake support to streamline the scheduling process
- Training for intake teams to improve conversion rates
Most clinics start seeing an increase in lead volume within the first 30 days. However, conversion into scheduled patients typically takes 60-90 days, depending on factors like patient demand, intake efficiency, and ad spend.
We strictly focus on paid media (Google, Meta, TikTok ads, etc.) because it delivers faster, more predictable results for patient acquisition. However, we work with trusted partners who specialize in SEO, website optimization, and content marketing, and we’d be happy to connect you with them.
Our focus is on direct patient acquisition through advertising and automation. While we don’t offer branding, website development, or traditional full-service marketing, we provide proven tools and strategies to optimize your operations and maximize profitability. If you need broader marketing services, we can refer you to credible partners who specialize in that scope.
We believe reporting should be insight-driven rather than one-size-fits-all. Through our CRM and reporting tools, we provide real-time access to key metrics, including:
- Lead volume & cost per acquisition
- Conversion rates & appointment bookings
- Patient treatment start tracking
- Software utilization metrics
- Any additional performance insights based on your clinic’s needs
Rather than providing static reports, we focus on custom reporting solutions that help clinics make data-driven decisions.
We use Google Search Ads to capture high-intent patients actively searching for treatments like TMS and Spravato. Meta (Facebook & Instagram) Ads help educate and engage potential patients by delivering compelling creative that resonates with the right audience.
Our targeting approach is driven by data aggregation and real patient outcomes, rather than traditional demographic or behavioral targeting. Key elements include:
- Google keyword targeting to capture high-intent search traffic
- Creative & messaging optimization on Meta to connect with the right audience
- Data feedback loops: When a patient starts treatment, that data is communicated back to ad platforms (in a HIPAA-compliant way) to help find more patients like them
- Geo-targeting: Since most patients only travel about 15 miles for treatment, we ensure ads are served in the most effective geographic radius
- Search Ads (Google): Targets patients actively searching for TMS, Spravato, ketamine, or depression treatments.
- Social Media Ads (Meta, TikTok, Instagram): Builds awareness and interest by educating potential patients who may not know about these treatments.
We track ROI by measuring:
- Cost per lead & cost per scheduled patient
- Conversion rates from leads to scheduled appointments
- Patient lifetime value (LTV) compared to acquisition costs
- Offline event tracking (patients starting treatment)
If leads aren’t converting, we analyze:
- Lead quality & targeting adjustments
- Intake team follow-up processes
- Automated nurturing sequences
- Scheduling & CRM workflows
The most effective way to increase internal patient referrals is by identifying existing patients who may be a good fit for interventional psychiatric treatments like TMS or Spravato. This involves:
- Training internal providers to recognize ideal candidates for these treatments
- Implementing internal processes that help identify potential patients during routine visits
We provide structured training and processes to help clinics implement this effectively.
Our proven strategic approach focuses on leveraging patient outcomes to create new external referring providers. This includes:
- Sharing real patient success stories with potential referral sources
- Educating providers on treatment outcomes and how they benefit their patients
- Implementing referral tracking systems to optimize communication and follow-ups
Additionally, we offer templates and marketing materials to support outreach efforts.
No, we don’t build these relationships for you, as this is most effective when done internally by your clinic. However, we provide a step-by-step strategy to guide your team on how to do this effectively. Our training includes:
- Best practices for engaging with local providers
- How to leverage patient outcomes to drive referrals
- Templates for outreach and educational materials
We recommend starting with digital marketing, as it provides direct ROI and immediate patient acquisition, which can fund other marketing and sales efforts.
A balanced approach works best, with roughly 33% of patient acquisition efforts coming from each pillar:
- Internal referrals (existing patients within the clinic)
- External referrals (local providers)
- Digital marketing (paid media campaigns)
If one pillar is underperforming, the others should be scaled accordingly to maintain steady patient flow.
For a new clinic, the most effective strategy involves:
1. Identifying internal referrals → The fastest route to ROI is recognizing existing patients already visiting the clinic who are candidates for interventional psychiatric treatments.
2. Launching digital marketing campaigns → Paid media drives direct patient acquisition and generates demand based on ad spend.
3. Developing an external referral system → Establishing new relationships with local providers to create a steady flow of external referrals.
This three-pillar approach ensures both short-term patient acquisition and long-term practice growth.
Our onboarding process is designed to ensure a smooth launch while setting your clinic up for long-term success. Here’s what to expect:
1. Kick-Off Call → Our teams meet to discuss goals, strategy, and alignment to ensure we are working toward the same vision.
2. Campaign & CRM Setup → We build out your ad campaigns, set up your CRM, and ensure all systems are properly integrated.
3. Training & Best Practices → We provide CRM training, lead conversion training, and administrative best practices to help your team maximize efficiency.
4. Launch → Once everything is in place, we officially launch your marketing campaigns and patient acquisition systems.
5. Optimization & Refinement → We closely monitor early performance and make necessary refinements to ensure everything is moving in the right direction.
6. Ongoing Performance Tracking & Optimization → We provide continuous insights, reporting, and adjustments to maximize your ROI and improve patient acquisition over time.
Yes. Our minimum contract length is 12 months, as we are committed to long-term relationships and sustainable growth. However, in some cases, we can offer a six-month, zero-dollar opt-out, effectively making it a six-month agreement.
We only work with clinics that are fully committed to growth, as long-term collaboration leads to the best patient acquisition outcomes.
Our pricing depends on the services you need. We offer Essentials, Advanced, and Master tiers, with pricing starting at $1,995 per month.
We believe in a highly collaborative approach—our most successful clients are the ones who engage proactively with us.
Your team’s involvement includes:
• Collaboration on strategy and refinement of processes
• Active participation in training sessions and optimizations
• Commitment to improving intake and conversion rates
Without active collaboration, we cannot guarantee success. Our role is not just to drive leads but to help optimize the full patient journey, and that requires a strong partnership.
Yes, we can integrate with your existing intake team and provide:
• Training and active monitoring to improve efficiency
• Unlimited one-on-one training sessions for your entire team
• Additional intake coverage from our own team, if your staff has capacity issues
We ensure that your intake team is fully equipped to handle and convert leads effectively.
We provide a comprehensive training and optimization program to help clinics convert more leads into scheduled patients. This includes:
• On-demand courses covering intake best practices and patient engagement
• Best practices for handling leads and improving scheduling rates
• Templates and resources to support patient follow-ups and clinical operations
• Automated text messaging and drip campaigns to maintain engagement when the intake team is unavailable
Our approach ensures that no patient falls through the cracks, and your team is always equipped with the right tools to maximize conversions.
