Ascension Counseling Saves 4 to 8 Hours of Registration Work a Week with Keragon

Overview

Secure AI Registration for a Mental Health Practice

Ascension Counseling is a team of 14 employees serving people across six states. With that much reach, every new patient still had to be registered by hand, which meant a lot of repetitive work, and they needed a HIPAA-compliant way to take it off their plate.

Using Keragon, the practice connected its AI registration agents to Healthie, so patients can register and book intake without waiting on staff.

• Industry: Healthcare
• Specialty: Mental Health
• Size: 14 employees
• Pain points: Time consuming registration, repetitive admin tasks
• Vendors integrated: Healthie

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The Challenge

Repetitive Work That Kept the Team Busy

Before Keragon, Ascension Counseling relied on a VOIP phone system for live calls, and answered emails through autoreply or by hand. So every time a new patient came in, the same steps happened over and over, taking up a lot of the team’s time.

Key Challenges:

• Registration calls handled live by staff
• Emails answered by autoreply or manually
• Repetitive admin work taking up hours every week

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The Solution

Registration and Booking in One Conversation

Noelle created voice and text AI registration agents in one HIPAA-compliant system and connected them to Keragon workflows. Now, when a patient registers by call or text, Keragon sends their PHI straight into Healthie, and they can book an intake appointment from Healthie’s calendar without leaving the conversation.

The practice chose Healthie because it’s group practice friendly and integrates through Keragon, which is HIPAA-compliant, unlike Zapier or Make. Keragon also connects with other software that works with Healthie, giving the team extra flexibility and helping cut down even more admin work.

The first setup took several days, since Noelle had to figure out which integrations to use and get the API keys, but once it was live, registration started running smoothly.

Key Automations:

• Voice AI agent handling registration calls
• Text AI agent handling registration messages
• PHI moved securely into Healthie
• Intake appointments booked from Healthie’s calendar during the call or text

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Results

Hours Back and a Smoother Patient Experience

Noelle estimates the practice saves 4 to 8 hours of registration work a week, and that has freed up their registration assistant to focus on other projects.

The workflows have also made the practice’s processes more effective, leading to a better experience for patients and giving the admin team a tool that makes their job easier.

Key Outcomes:

• Time Saved: 4 to 8 hours of registration work every week
• Staff: Registration assistant can focus on other projects
• Patient Experience: Smoother intake booking without leaving the call or text thread

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Testimonial

Software and Integrations That Made the Difference

Noelle shared that what she likes most about Keragon is the software and its many integrations.

"I would 100% recommend Keragon to other small practice owners."

Noelle Chappelle, PhD, IMFT-S, LPCC-S
Owner, Ascension Counseling

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Conclusion

Ready to Lighten Your Team’s Load?

Ascension Counseling went from handling every registration by phone and email to letting patients register and book their intake in a single call or text, with PHI going securely into Healthie. Now the team spends less time on admin and more time on the people they serve.

If you are still doing everything by hand, try Keragon.