How AI Helps Counselors
Counselors lose evenings to notes, intake paperwork and insurance follow-ups. 12² builds note drafting, intake and reminder workflows around the practice's EHR.
Counseling Practice Admin Desk · From $3,500 + $399/mo, by team size · proposed estimate · It says it is an automated assistant whenever it talks to someone directly, and your team reviews what it drafts before it goes out.
Ai for counselors: the short answer.
12² builds AI for counselors that takes on the routine work: drafting progress notes from your own summary, sending intake forms and reminders, drafting superbill paperwork and answering scheduling questions. It runs inside the tools you already use. The counselor signs every note.
Sources
- HHS: vendors handling PHI for a provider are business associates and need a BAAhhs.gov
- Freed: Starter $39/mo; Front Desk from $149/mogetfreed.ai
Research figures above describe the cited studies, not results 12² promises. Results vary. Disclosures
Where the hours go now.
Drafting progress notes from the counselor's summary
Counselors lose evenings to notes, intake paperwork and insurance follow-ups.
Intake forms and reminders
Reminders and follow-ups slip when the day gets busy.
Insurance and superbill paperwork
Rebuilt from scratch each time, usually at the end of the day.
What it handles, and what it never does.
What it handles
- Drafting progress notes from the counselor's summaryIt drafts progress notes from the counselor's summary for review.
- Intake forms and remindersIt sends intake forms and reminders.
- Insurance and superbill paperworkIt drafts insurance and superbill paperwork.
- Scheduling and fee questionsIt answers scheduling and fee questions from approved answers.
- Hand-off to your teamAnything that needs a person goes to the right person, with the details attached.
What it never does
- Make up a price or a factIt works only from the documents, records and price lists you give it. Anything it can't find goes to your team.
- Promise a resultQuestions about outcomes go to the person who does the work.
- Pretend to be a personIt says it is an automated assistant whenever it talks to someone directly.
- Make a clinical decisionClinicians decide. It handles the paperwork and messages around them.
- Send anything on its ownDrafts wait for your team's approval before anything goes out.
Built and tested on your own work.
Before handoff, we run your build on your own real examples and fix anything that misses.
- Tested on your own workBefore handoff, we run your build on your own real examples and fix anything that misses.
- Retainer, then balance on deliveryRetainer up front. Work starts once the retainer is paid; the balance is due on delivery when the agreed test cases pass.
- Fixed price, scope and timelineAll three in writing before work starts. The timeline is set in your quote.
- What 12² buildsNote drafting, intake and reminder workflows around the practice's EHR.
- How it connectsWe confirm how it connects to your EHR on the first call and write it into your quote.
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See also: all industry packages · pricing
From $3,500 + $399/moSetup + monthly, by size. The monthly fee covers monitoring, fixes and re-tests for your package as your templates, documents and staff change. AI and software usage is billed at cost. Proposed starting estimates by team size, not fixed prices; the final price is in a written quote.
- Small: Small practice (1-4 staff, one location)From $3,500 + $399/mo. The core build for 1-4 staff, one location: note drafting, intake and reminder workflows around the practice's EHR. Proposed estimate. Small tier; monthly covers hosting, monitoring and fixes. Matches the live 12squared.ai ladder for this industry.
- Mid-size: Mid-size practice (5-19 staff)From $7,500 + $750/mo. Everything in Small practice, for more users, inboxes and calendars, with hand-off rules set for each role. Proposed estimate. More users, locations or integrations. Matches the live 12squared.ai ladder for this industry.
- Enterprise: Enterprise (20+ staff or several locations)From $15,000 + $1,500/mo, custom quote. Everything in Mid-size practice, across locations or departments, with system integrations and a security review scoped in your custom quote. Proposed estimate floor; scope, integrations and security review set the final number. No cap. Matches the live 12squared.ai ladder for this industry.
- Retainer up front Work starts once the retainer is paid; the balance is due on delivery when the agreed test cases pass. Scope, price and timeline are agreed in writing before work starts.
- You own itThe accounts, scripts, templates and data sit in your name. You can leave at any time.
- Compliance and dataHIPAA: 12² discusses HIPAA requirements, including whether a BAA is needed, before any PHI is involved; data stays in the practice's systems; clinicians make every clinical decision and review anything sent to patients. 42 CFR Part 2 applies to substance-use records (detail unverified); state confidentiality rules for therapy notes (unverified).
- Not professional adviceNot clinical advice: clinicians and caseworkers make every care decision. We discuss HIPAA and confidentiality requirements, including whether a business associate agreement is needed, before any client data is involved. 12² builds software and automations. It is not a licensed professional in your field, and your team makes every professional decision. Disclosures
Straight answers.
Is session content recorded?
Only with client consent and your EHR's rules; many practices draft notes from the counselor's own summary instead.
How does payment work?
Retainer up front. Work starts once the retainer is paid; the balance is due on delivery when the agreed test cases pass.
How long does it take?
Timelines are set per project in the quote, after we see your systems and volume.
Are these prices final?
No. They are proposed starting estimates. You get a written custom quote after a short scoping call.
Tell us how you handle intake forms and reminders now.
A few lines is enough. If it's a fit we'll say so, and if it isn't we'll tell you why.
- You'll hear back within one business day12² reads your note and replies about your project.
- A free 20-minute callHow the work runs now, what gets missed, and what your team needs from it.
- A fixed quoteYour size, scope, date and price in writing before any work starts.
Prefer email? Write to [email protected]
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