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FAQs

Q.How much are your services?

A. We offer three main service lines—each with clear, upfront pricing:

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  • Intake Coordinator
    $700/month (up to 30 new intakes), $1,000/month (up to 50 new intakes). Add message-only live reception starting at $900/month (20 intakes) or $1,300/month (35 intakes).
    Overages: $40 each for standard, $30 each for high volume.

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  • Live Premium Reception
    $750/month for up to 400 minutes, $1,080/month for up to 800 minutes, $1,380/month for up to 1,200 minutes.
    Overage minutes are billed at the same rate as intake overages.

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  • Admin Support
    $430/month (10 hrs), $800/month (20 hrs), $1,520/month (40 hrs).
    Setup fee: $125 one-time.
    Overage rates range from $44–$48/hour depending on plan.

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See each service page for a full breakdown and what’s included.

Q: Can Koap handle live answering, or just messages?
A: We offer both. Our Premium Live Reception service answers and books calls live, handles urgent and basic questions, and can access your EHR. Our Message-Only Reception add-on answers every call and relays secure messages to your coordinator, but doesn’t handle booking or EHR tasks.

Q: Does Koap access my EHR and booking system?

A: Yes—if you have Intake Coordination or Live Premium Reception, your coordinator (or reception team) is trained to securely access your EHR for booking, paperwork, and admin. If you have Message-Only Reception, only your coordinator accesses your EHR (not the message team).

Q: What’s included in Intake Coordination, Live Reception, and Admin Support

A:

  • Intake Coordination:

    • One dedicated coordinator screens and manages all new client intakes—from first inquiry through onboarding, paperwork, EHR entry, and pre-session financial transparency (copays/deductibles, if biller info provided).

    • Will also schedule, reschedule, or cancel appointments for current clients as needed.

    • Does not handle ongoing admin, billing, or tasks unrelated to intake/onboarding.

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  • Live Premium Reception:

    • Every call answered live by a small, highly trained team.

    • Appointments booked directly into your EHR or system.

    • Urgent messages relayed instantly, basic questions answered, and consistent coverage.

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  • Admin Support:

    • Non-intake admin work only:

      • Referral outreach, Waitlist management, EHR migration, Discharge lists, Light billing/follow-up, Practice reports, email management, and more

      • flexible tasks but strictly non-intake

Q: Do you provide a BAA? Are you HIPAA compliant

​A: Absolutely. HIPAA compliance is non-negotiable for us, and we provide a Business Associate Agreement (BAA) for every client. Your practice and your client data are protected at every step.

Q: Do I have to sign a contract or commit to a minimum term?

​A: Nope. Koap is month-to-month—adjust or cancel with simple notice. No contracts, no minimums.

Q: Who’s a good fit for Koap?

​A: Growing mental health practices ready for expert, hands-on admin and intake without the cost, hassle, or risk of in-house staff or generic VAs. If you want premium, white-glove support, you’re in the right place.

Q: Can Koap work alongside my in-house team or other vendors?

​A: Absolutely. Many clients use Koap as a full solution or to support/replace parts of their admin and reception as their practice grows.

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