Uptown Psychology · Intake Router

Interactive preview · sample data only

A working simulation of the smart intake flow for uptownpsychologyny.com and the HQ review queue behind it. Run the form as a prospect, watch the routing engine decide in real time, then manage the result in the queue - exactly the loop the production build will implement.

Request an appointment · We respond within 24-48 hours

Intake review queue

Every submission lands here already screened. Nothing goes out without approval while she's in "manual first" mode - the engine drafts, she sends. The SLA clock tracks the 24-48 hour response promise.

ClientAgeStateTrackRoutingSLAStatus

How the router decides

Rules run in this order; the first hard stop wins. Soft flags accumulate and downgrade a lead to "needs review" without rejecting it.

State coverage

Direct licenses: NY & FL (in-person + telehealth), CT & NJ (telehealth). Every other state is outside coverage for now and receives a warm out-of-state referral email.

In-person + telehealth (direct license) Telehealth - direct license Not covered → refer out

Email templates

Placeholder copy in a warm register - she's sending sample accept/decline emails; swap her voice in before launch. Everything sends from her address ("please respond" comes from her email, per her spec). Badges show the launch posture: auto sends immediately, draft-first waits in the queue for approval.

Every path a prospect can take

Gates run top to bottom and the first hard stop wins; soft flags accumulate and downgrade a lead to review without rejecting it. The executive-function tutoring fork is now live in the form - it turns the out-of-state dead-end into a choice.

Opens the whole decision tree as a connected diagram.
End states Proceed / accepted Needs review Refer out / decline Redirect
Step 1 · Gate
Who is this care for?
Another adult (18+), on their behalf
Partner, adult child, someone else
↻Redirect
The person themselves must reach out. Forwardable note emailed. auto
Myself · My child  ↓  continue
Step 2 · Gate
Where do you live?
Licensing is state by state
NY · FL
Direct license - in person + telehealth
Covered - full
Continue to the clinical intake ↓
CT · NJ
Direct license - telehealth only
Covered - virtual
Continue to the clinical intake ↓
The other 46 states
Not licensed for therapy or evaluation
?Fork - ask what they want New
Don't dead-end them. Offer the tutoring track ↓
Live fork · out-of-state only
What kind of support are you looking for?
Therapy or evaluation
Licensed service - NY/NJ/CT/FL only
×Out-of-state referral
Warm note + Psychology Today directory filtered to their state. draft
Executive-function tutoring / coaching
Non-clinical - available in all 50 states
✓Tutoring track - proceed
Skips the state gate & insurance rules. Private pay. Still runs the safety screen below. auto
Both the covered-clinical path and the new tutoring path feed the same safety + fit engine below. Tutoring skips the payment/insurance gate (it's private pay), but the crisis and higher-level-of-care checks still apply to everyone.
Step 3 · Safety screen
A few sensitive questions
Thoughts of suicide with a plan, or a recent attempt
!Crisis
988 + Crisis Text Line shown on screen instantly. Priority review. draft
Substance dependence · court-mandated · psychosis · severe self-harm
×Decline - higher level of care
Warm decline with specialist referral. draft
None of these  ↓  continue
Step 4 · Payment
Out-of-network practice
Clinical track only
Needs in-network insurance
Practice is entirely out-of-network
×Insurance referral
2-3 trusted in-network names. draft
Self-pay · OON benefits · unsure  ↓  continue
Step 5 · Fit review
Soft flags - accumulate, don't reject
Any flag present
Minor self-submitted · under 2 · 60+ · autism/unsure eval · CDE outside FL · unsure on OON · sliding-scale ask
◐Needs review
Auto-confirm goes out; lead waits in the queue with flags for her call. auto + queue
Clean fit - no flags
Clinical track
✓Qualified
Auto-confirmation immediately; on approval, the free 15-minute consult invite. auto
Tutoring track, clean
Any of the 50 states
✓Tutoring accepted New
All 50 states · private pay · exec-function coaching track. auto

Eight end states in total. Five exist today - Redirect, Out-of-state referral, Crisis, Decline (higher level of care), Insurance referral - plus Needs-review and Qualified. The two green tutoring outcomes are now live: they let the out-of-state 46 through for executive-function work while therapy and evaluations stay gated to NY / NJ / CT / FL.   auto = email sends immediately · draft = waits in the queue for approval.