✦Industries · Therapists & Counselors

Digital work for therapists whose clients are looking for fit, modality, and someone who answers their email.

Therapy clients arrive in distress. They scan websites for fit, modality, fees, and whether the therapist might have a spot open. The website's job is communicating that fast, warmly, and within PHIPA and CRPO constraints. We build for that.

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Therapy clients arrive at a website often in a moment of distress or decision. They're scanning quickly for fit (does this person seem like someone I could talk to), modality (CBT, EMDR, narrative, somatic), fees and insurance coverage, and whether the therapist has any spots. The website that handles those questions clearly and warmly, without making the client feel like one of fifty filling out the same form, gets the call.

We work with therapists and group practices on the digital systems that meet clients where they are. Modality-clear positioning that helps the right clients self-select in. Waitlist and intake systems that don't ghost clients when the practice is full. Fee and insurance transparency that respects clients' financial reality. Brand systems for solo therapists building practices and group practices balancing individual therapist identity with practice-level identity. All within PHIPA, CRPO, and CPO constraints on what can be claimed and how client data is handled.

What makes therapists & counselors different

  • 01Clients arrive in distress. Sites that feel clinical, sales-y, or generic break trust at the threshold. Warmth and clarity matter more than slick design.
  • 02PHIPA (Personal Health Information Protection Act) and CRPO/CPO marketing rules shape what claims can be made and how client data is handled. Generic agency work violates these regularly.
  • 03Modality clarity (CBT, DBT, EMDR, IFS, somatic, narrative, ACT) is how informed clients evaluate fit. Generic 'experienced therapist' positioning loses informed clients.
  • 04Waitlist reality is the hidden problem. Most established therapists have a waitlist; the website needs to handle that honestly without losing future-fit clients entirely.

Our approach

  • →We start with the modality and fit communication. Specific therapeutic approaches articulated in client language. Who this therapist works best with. Who they don't. This filtering benefits both the client and the practice.
  • →We design intake and waitlist systems that handle full caseloads honestly. Clients who can't be seen now get clear next-step guidance (referral list, waitlist option, expected timeline) rather than radio silence.
  • →We surface fees and insurance coverage clearly. Sliding scale where offered. Insurance benefit handling (CRPO-registered = MSP/extended health coverage; CPO = different). Skip the 'contact for fees' dodge. Clients screen out anyway.
  • →We design AI workflows for inquiry response, intake-form follow-up, waitlist communication, and clinical-note drafting (where PHIPA-compliant tooling is used).

How each service applies to therapists & counselors

Regulatory context

  • ·College of Registered Psychotherapists of Ontario (CRPO): for RPs
  • ·College of Psychologists of Ontario (CPO): for psychologists and psychological associates
  • ·Personal Health Information Protection Act (PHIPA): strict rules on client data handling
  • ·Provincial equivalents elsewhere (BC College of Counselling Therapists, ACTA in Alberta, etc.)
  • ·AODA accessibility: particularly important given disability and mental-health overlap

Common challenges we see

  • Modality buried in long bio paragraphs, losing informed clients scanning for CBT, EMDR, or DBT specifically
  • No fee transparency, screening out clients who need to know before booking the consult
  • Inquiry forms that ghost the client when caseload is full, losing future-fit clients permanently
  • Generic clinical aesthetics that break warmth at the threshold, where clients are most fragile

Common questions

How do you handle PHIPA on intake forms?
PHIPA-compliant intake forms use Canadian-hosted infrastructure (avoiding US-based tools that route data through the Cloud Act), explicit consent language, and minimal data collection at the inquiry stage. Deep intake happens in PHIPA-compliant practice management tools (Jane App, Owl Practice, TheraNest's Canadian instance) rather than on the website itself.
Should fees be on the website?
Yes. Clients screen out either way: they either see fees and decide it's not feasible, or they email and feel awkward when fees are quoted later. Surfacing fees clearly (and sliding scale or insurance options where offered) builds trust and saves both client and therapist time. The exception: very specific clinical contexts where fee framing requires explanation; even then, give a range.
Can you handle waitlist communication?
Yes. Waitlist communication is one of the most-neglected systems in solo and small group practices. We build automated waitlist sequences that respect the client's situation, offer referral guidance for those who can't wait, and convert the waitlist into actual intake when slots open.
What does a typical therapist or group practice engagement cost?
Solo therapist website builds in our $5,000 to $8,000 CAD project range. Group practice or multi-therapist sites $7,500 to $12,000 CAD. AI inquiry-response and waitlist workflows $3,000 to $7,000 CAD. Ongoing care for SEO, content, and GBP $300 to $1,000 CAD per month.

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