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AI built for the people side of business.
Therapy, counseling, coaching, social work, mental health, healthcare admin. Your work runs on continuity, empathy, and careful documentation. GearHead is built for all three — with the Nicole persona that won't feel clinical-cold, and memory scoping that protects what needs protecting.
Why GearHead for Therapy, Coaching & Care
Three things care work needs from AI that most platforms get wrong.
Memory that respects confidentiality
Three permission scopes — private to clinician, shared with treatment team, or shared as admin-only. Session notes stay private. Treatment plans visible to authorized care team. Front desk only sees scheduling. ChatGPT and Claude cannot do this inside a single account.
Tone that fits the work
The Nicole persona was built specifically for care professionals — calm, empathetic, never clinical-cold. Voice tone analysis means GearHead notices when you sound stressed and adjusts. Not therapy for you — just the awareness a thoughtful colleague would have.
Compliance-aware documentation
Built with playbooks for Mental Health & Counseling, Social Work, Primary Care Behavioral Health, Medication Management, and School Counseling. Documentation patterns that meet your field's standards, not generic AI output.
What GearHead actually does for you.
A representative day for a clinical therapist in private practice with GearHead deployed for documentation and admin.
Day briefed
GearHead has reviewed today's appointments, surfaced last session's themes for each client (visible only to you), and flagged any clients with rescheduled appointments or new intake forms.
Pre-session prep
30 minutes before a session, GearHead quietly surfaces the client's recent notes, last session's themes, current treatment plan, and any open follow-ups. Visible only in your private view. You walk in fully prepared.
Session ends
You speak a quick voice memo summary right after the session. GearHead structures it into clinical notes following your documentation pattern, flags any items for follow-up, and updates the treatment plan if needed.
Phone agent helping
During your lunch, two prospective client calls came in. Phone agent (Nicole-voiced for warmth) gathered intake info, scheduled consultations, and routed everything to your intake queue with full context.
Authorization & insurance
A routine reviews next week's sessions, flags two that need authorization renewal, and drafts the requests. Front-desk or admin reviews and submits — clinical info stays private to you.
End of day
You're tired. GearHead notices the tone shift and quietly skips the optional check-ins. Day-end routine summarizes completed sessions, files notes, and queues tomorrow with the lightest touch possible.
Most valuable features for your industry
The features that matter most for care professionals.
Permission-Aware Memory
Private to clinician, shared with care team, admin-only — three scopes, enforced everywhere.
Emotional Awareness
Voice tone analysis. Adjusts how it responds based on how you sound.
Phone Agent (Nicole-voiced)
Warmth-first call handling for prospective and current clients.
Session Notes
Voice memo to clinical notes, structured to your documentation pattern.
Top-Tier Security
AES-256, encrypted, audit-trailed. Built for sensitive clinical workflows.
Routines
Auth renewals, insurance prep, daily briefs — automated overnight.
Meet Nicole
Calm, empathetic, never clinical-cold. Built for the helping professions.
Nicole was built specifically for therapy, coaching, social work, and care. Calm tone, careful with words, acknowledges weight before pivoting to logistics. For administrative and scheduling work, Kathy handles the front-of-house with the same warmth. The Nicole-voiced phone agent answers your line with empathy, not call-center brusqueness.
See GearHead working for the people side of business.
Book a walkthrough — we'll show GearHead handling session notes, permission-scoped memory, and care-side workflows.