careplansfor waitlists

Support for people on your waitlist

Nobody waits unheard. Know who needs to move up.

careplans ai is an AI voice companion that checks in with every person on your waitlist each fortnight. It runs a short validated distress check, keeps people connected while they wait, and flags anyone who is getting worse so your intake team can act.

Openly AI on every callMany languagesCrisis pathways built in
Book a 20 minute demoHear a sample call
Intake waitlist · ExampleThis fortnight
● stable● check-in sooner● review priority today
Illustrative waitlist. Your clinicians decide every change in priority.

The problem

Long waits, and no one checking in

Psychology and allied health waits are measured in months. People on the list can deteriorate quietly, and services only find out when they finally reach the top, or when they drop off it.

49%

of APS members said clients wait 2 to 4 months, and 18% said 5 months or more

APS member poll, July 2024
31%

of APS members could not take new clients

APS member poll, July 2024
99.6 days

average wait for teenagers to see a provider for anxiety or depression

UNSW / BMJ Open, March 2025

Listen to a sample call

A short, kind check-in with a validated measure inside it

The questions come from a validated distress scale such as the K10, asked conversationally. Scores are tracked against each person’s own previous calls. Press play to hear a sample.

Sample call: fortnightly waitlist check-inAbout 1 minute · recorded sample call
AI companion

Hi Jordan, it is the AI check-in companion calling for Harbour Street Psychology while you wait for your first appointment. You can stop these calls or ask to speak to a person at any time. Have you got a few minutes?

Client

Yeah, okay.

AI companion

Thanks. In the past two weeks, about how often have you felt nervous?

Client

Most of the time, honestly. More than last time.

AI companion

I am sorry it has been harder. And how often have you felt so restless you could not sit still?

Client

A lot. I am barely sleeping and I stopped going to work this week.

AI companion

Thank you for telling me. I am going to let the intake team know today so they can talk with you about your place on the list. If you ever feel unsafe, you can call Lifeline on 13 11 14 at any time. Is it okay if they call you this afternoon?

Client

Yes. That would help.

People always know they are talking to AI. Every call opens by saying so and names the service. The companion is not therapy, never diagnoses, and gives crisis line details and escalates straight away if anyone mentions being at risk.

Voice to insight to action

From a fortnightly call to a waitlist you can trust

Your intake team sees who is stable, who needs a sooner check-in, and who should move up today.

1 · LISTEN

Fortnightly call

  • Short, conversational check-in
  • Validated distress items, asked kindly
  • Person’s own language
2 · UNDERSTAND

Scores and voice

  • Score compared with their last calls
  • Tone, pace and sentiment against baseline
  • Risk language picked out instantly
3 · DECIDE

Kate insight engine

  • Flags rising scores for priority review
  • Immediate escalation on any risk
  • Confirms people still want their place
Intake alert by SMS or emailCrisis escalation pathwayUpdated waitlist priority viewOutcome data for PHN reporting

One concern, followed through

A rising score on Monday, a clinician call the same day

Tap any step. Staff decide wherever a decision matters.

Illustrative example. Every action is configured with your team, and any step can require staff approval.

Your numbers

How many people on your list are getting worse unseen?

Move the sliders to match your situation. Every figure is calculated from your own inputs.

Your assumption. Use what your clinicians see.
Include dialling, retries and notes.
0people likely to get worse before their first appointment
0check-in calls needed over the wait, at one per fortnight
0staff hours those calls would take by hand

Estimate only, from your inputs.

Safety and privacy

Safe for people at their most vulnerable

careplans ai was built for aged care and community health and is used with care providers and university research partners in Australia. Calls are offered in many languages.

Crisis pathwaysAny mention of risk triggers immediate escalation to your nominated clinician and crisis line details on the call.
Always transparentEvery call says it is AI, and anyone can stop the calls or ask for a person at any time.
Independent call reviewAn independent AI safety monitor reviews every call.
Australian dataData is stored in Australia, and the platform is designed to comply with the Privacy Act 1988 and the Australian Privacy Principles.
Security assessedSelf-assessed against ISO 27001, the Essential Eight and NIST CSF 2.0, with independent certification on the roadmap.
Clinicians decideThe companion collects and flags. Assessment, priority and care decisions stay with your clinicians.

Pilot offer

Pilot on one waitlist. See who needs you in week one.

We set up the check-in schedule, the escalation pathway and the reporting with your intake team.

Setup
No setup cost for a pilot
Timing
Live within two weeks
Pricing
Per person on the list per month
Fits
PHN-commissioned services and practice groups
Andrew Payne
Founder and CEO, careplans ai
andrew@careplans.io
0411 199 904
Email Andrew