Your customers
- Individual adults
- Couples and families
- Parents of children and teenagers
- Schools
- Companies (EAP)
- Doctors and psychiatrists (referrals)
Health and pharma · Services
MatruOS for a psychologist and counselling practice
Set up the way a psychologist and counselling practice runs: fee per session (individual, couple, family, child), session packages, psychometric assessments with reports, school and corporate workshops, employee-assistance contracts. Routines, workflows, registers, licences and an AI team that knows the work are ready when you sign up.
Ready when you sign up
- 8
- 2
- 2
- 2
- 4
- 6
What this solves
What a psychologist and counselling practice deals with today, and what MatruOS sets up for it
Today
No-shows and late cancellations leave 10-20% of slots empty. Notes pile up and are written days later from memory.
In MatruOS
MatruOS sets up 8 routines, 2 workflows, 2 registers and 6 licences for a psychologist and counselling practice, with an AI team that reads your own records and prepares the work.
What changes
The right person is reminded at the right time, approvals wait for whoever decides, and every licence has a renewal reminder. Anything that sends, pays, signs, files or deletes waits for a person's approval.
Where you sit
MatruOS starts from how your business earns
Who you sell to, who you buy from, how credit moves and where you sit in the chain decide how your screens, reminders and reports are set up.
- Referral source (doctor, school, online)
- practice
- client; psychiatrist for medication
Your suppliers
- Test publishers (psychometric kits and forms)
- Room or clinic owner
- Video and booking software
- Supervisor or peer group (paid supervision)
Credit and cash
Clients pay before or at the session, often UPI in advance; packages are paid up front; schools and companies pay invoices in 30-60 days
Cash comes in daily from sessions; empty slots and late cancellations are the main loss; corporate and school invoices wait 1-2 months
Your screens use your words
CustomerClientOrderSession bookingItemSessionInvoiceFee receiptproductServiceSupplierVendor
How it works
How MatruOS is set up for a psychologist and counselling practice
Set-up takes a few minutes. After that, you change only what is different in your business.
- Describe the business in one lineFor example "Psychologist and counselling practice", typed when you sign up.
- Recognised as a psychologist and counselling practiceRoutines, workflows, registers, items, licences and the AI team for this trade are set up for you.
- Bring your dataCustomers, items and balances come across from Zoho Books, Vyapar, Excel and others. For Tally, our team helps you move the data while Tally import is checked on the live app.
- Approve and runThe AI team prepares the routine work. A person approves anything that sends, pays, signs, files or deletes.
Your AI team
What the AI team does for a psychologist and counselling practice
Each job goes to a member of your AI team. It reads your own records and prepares the work. Anything that sends, pays, signs, files or deletes waits for a person's approval.
Sends neutral reminders for the day's sessions with the link and payment request, and offers freed slots to the waiting list
Works it out and shows you
Turns the therapist's bullet points into a structured session note (themes, interventions, risk, plan) for the therapist to edit and sign
Asks you before signing
Lists clients who missed or did not rebook within 2 weeks and drafts a short, neutral check-in for the therapist to approve
Asks you before sending
Matches sessions with payments, lists unpaid sessions and package balances, works out associate shares and drafts anonymised EAP and school invoices
Asks you before sending and paying
1 / 4
How you run
Your routines, already on a timetable
Each routine has a time, a person and its steps with the checks that matter. MatruOS reminds the right person and keeps the record. Open one to see its steps.
Every day
8:30 amConfirm today's sessions and collect fees
- 1Send reminders for today's sessions with the room or video link
- 2Collect advance fees by UPI and mark paid
- 3Offer late-cancelled slots to clients on the waiting list
10:00 amSession block
- 1Check the client file and last note before each session
- 2Ask the risk question whenever mood is low or risk was flagged before
- 3Give PHQ-9 or GAD-7 every fourth session
7:30 pmWrite session notes before closing
- 1Write a short note for each session: themes, interventions, homework, risk, plan
- 2Tick notes written in the session log
Every week
Fri 12:00 pmWeekly follow-up of no-shows and drop-outs
- 1List clients who missed or did not rebook in 2 weeks
- 2Send a gentle check-in message approved by the therapist
Wed 6:00 pmWeekly case review and supervision
- 1Review high-risk clients and clients with no progress after 8 sessions
- 2Decide referrals to the psychiatrist
Every month
2ndMonthly billing, packages and EAP invoices
- 1Match session log with fees received; list unpaid sessions
- 2Show packages running low and sessions left
- 3Raise EAP and school invoices with session counts (no client names)
- 4Work out associates' share for the month
Every year
AprRenew RCI and state registrations and CPD
- 1Check RCI registration renewal date (every 5 years) and CRE points
- 2Renew shop licence and professional tax; renew indemnity insurance
Workflows
Each stage goes to the person who handles it
Work passes stage by stage to the right person. Stages marked for approval wait for the person who decides.
New client from enquiry to therapy plan
- 1Enquiry and screening call
- 2Intake booked and fee paid
- 3Intake with consent and risk screen
- 4Therapist assigned and plan agreedNeeds approval
- 5Review after 6-8 sessions
- 6Closed or referred
Psychometric assessment and report
- 1Referral question noted
- 2Tests given over 1-3 sittings
- 3Scored and report drafted
- 4Report checked and signedNeeds approval
- 5Feedback session with client or parents
Registers and SOPs
Your registers and standards
Registers hold the fields this trade records. SOPs carry the steps and checks, so work is done the same way every time.
Client files
Session log
Suicide and self-harm risk screening
Never miss a client at risk and act the same day
Consent, confidentiality and records
Keep client trust and meet the law
Items and licences
Your first bill is right, and no licence lapses
Starter items arrive with unit, HSN and GST rate. The registrations this business usually needs are listed with a reminder before each one expires.
| Item | HSN | GST |
|---|---|---|
| Individual therapy session (50 minutes) | 999312 | 0% |
| Intake and first assessment session | 999312 | 0% |
| Couple or family therapy session | 999312 | 0% |
| Child and adolescent session | 999312 | 0% |
| Online video session | 999312 | 0% |
| Eight-session therapy package | 999312 | 0% |
| IQ and learning disability assessment with report | 999312 | 0% |
| Personality or clinical assessment with report | 999312 | 0% |
| Group therapy session (per person) | 999312 | 0% |
| School workshop (exam stress, life skills) | 999293 | 18% |
| Corporate wellbeing workshop | 999293 | 18% |
| Employee assistance programme (per month) | 998599 | 18% |
- Shops and Establishments registration
- Professional tax registration
- Udyam (MSME) registration
- GST registrationIf it applies
- Clinic registrationIf it applies
- Doctor's registrationIf it applies
Your people
The people who run it, each with their own login
Each person sees the screens and reminders for the work they do.
Lead psychologistSees clients, does intakes and risk reviews, signs assessment reports, supervises associates, runs the practice.
Associate psychologistSees clients, scores tests, writes notes, runs groups and workshops.
Front desk coordinatorAnswers enquiries, books and reminds, collects fees, keeps the schedule.
Visiting psychiatristSees referred clients for diagnosis and medicines, advises on high-risk cases.
Not covered yet
- Sending messages, bills and reminders on WhatsApp from MatruOS is not live yet. Today they go by link, QR code or email, and from your own phone in one tap.
- Live bank and UPI feeds are not connected yet. Upload a bank statement and MatruOS reads it into payments for you to confirm.
Questions people ask
How long does it take to set up MatruOS for a psychologist and counselling practice?
Type one line about your business when you sign up, for example "Psychologist and counselling practice". MatruOS picks this business type and sets up everything on this page in a few minutes. You then get a 7-day free trial, no card needed.
Do I have to type all of this in?
No. The routines, workflows, registers, items, licences and AI team on this page arrive already set up. You change what is different in your business, and bring your customers, items and balances from Zoho Books, Vyapar, Excel and others, with our team's help for Tally data.
Can I change the routines and workflows?
Yes. Every routine, workflow, register and SOP is yours to rename, retime, switch off or add to. MatruOS keeps the rest of the system in step with your changes.
What does the AI team do without asking me?
It runs routine checks and prepares drafts. Anything that sends, pays, signs, files or deletes waits for a person's approval. The one exception you can choose is payment reminders, which go out on their own once you have checked them and switched them on.
Health and pharma
Other services in health and pharma
Run a psychologist and counselling practice on one system Set up for your trade when you sign up.
Describe your business once. MatruOS sets up your apps, brings in your data and puts Muni and the AI team to work, with your approval on every step that matters. 7-day free trial, no card needed.
See plans and what each includes