How SpectraMind AI Helped a Therapy Services Provider Save 90% Onboarding Time

The Client:

A mid-size therapy services company based in the US.

The Challenge:

The founder was facing a significant bottleneck in their client onboarding process. The manual workflow, which involved a client intake form, contract generation, and filing, was taking 2 hours per client. This inefficient and time-consuming process was a major drain on administrative resources and delayed the start of new client services.

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The Solution:

SpectraMind AI implemented a streamlined form-to-contract automation solution to overhaul the client onboarding process. This automation eliminated the need for manual data entry and document handling. The workflow was configured to:

  • Capture data from a new client intake form.
  • Automatically generate a personalized contract using the captured data.
  • Store the completed contract in a dedicated Google Drive folder for easy access and record-keeping.

The entire solution was deployed in just 2 weeks.

Tech Stack Used:

The automation was built using Fillout, PandaDoc, Zapier, and Google Drive.

The Results:

The automation delivered a life-changing improvement in efficiency and business operations, allowing the company to serve clients faster and more effectively.

  • Onboarding Time: The time required to onboard a new client was reduced from 2 hours to just 10 minutes, saving 90% of the original time.
  • Business Impact: The automated process ensured healthcare compliance and freed up the team to focus on core therapy services rather than administrative tasks.

“Life-changing process improvement.”

Founder & CEO, Therapy Services Provider
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