Client Care Mastermind is a goal-focused mastermind built specifically for Client Care Teams. We meet weekly to report on Intake KPI's, coach on strategies to reach practice goals, and create a supportive space to exchange ideas and resources.

Put simply, we empower Client Care Teams so they can get more clients the help they need in less time.

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There are countless clients out there looking for the perfect fit therapist to help them get better. There are so many options to choose from and it can be overwhelming. Often, when a client is finally ready to reach out, there’s only a short window to get them scheduled before they give up and allow shame to prevent them from seeking care.

Your client care team is the bridge between those clients and your practice. If your client care team isn’t adequately trained, compassionate, and efficient, your practice could lose those leads.

You can’t afford to have an intake team that is not empowered to serve your clients well.

Let’s be honest. Often the client care position is the hardest to staff. It has the most turnover, and if things go south, some days some days you’re just happy to have somebody in the seat answering the phone.

But that’s not enough.

Your Client Care team sets the pulse of your practice and they have to operate with heart. Your ability to convert clients and care for them appropriately hinges on your intake team’s ability to respond compassionately and efficiently to inquiries, pair them with a therapist who will be a good fit, and continually follow up to ensure they are getting what they need.

Not just anyone can do all of these things.

The Client Care position is really a very sophisticated position masquerading as an “administrative role.”

You don’t need someone to send emails and answer the phone…

You need a Client Care Extraordinaire.

Transform Your Intake Team Into Client Care Extraordinaires

What makes an intake team extraordinary?

In our research, based on 400+ hours of Zoom consultations with Intake Teams, we’ve determined that every successful intake coordinator possesses the following learnable skills:

They Know the Numbers

They Have Emotional Intelligence

They Operate Efficiently

If you've worked with a client Care Coordinator Coordinator who has all three, you know what a game changer this is.

You also know how much support a Client Care Extraordinare deserves. Yet, you're probably spread too thin to coach and check in with them as much as you want to.

That’s where we come in!

Sign Up Your Client Care Member(s)

Set Goals for Each of the Top 5 Intake KPI’s

Your Team Attends the Weekly Mastermind Meeting

You Get a Monthly Summary of Intake Reports & Insights

What Goes On Inside the Community?

Coaching & Strategy Discussion

Every week, we ask the community to consider a new strategy. They'll watch a short video and complete a weekly "challenge" before the next meeting.

Some of our favorite conversations have been about:

Having Difficult Conversations
Best Practices for Processes
Follow Up Calls
Waitlist Conversion Analysis
Becoming a Trusted Guide for New Clients

Tracking KPI's and Conversion Rates

When we first started the mastermind, we realized that many teams were struggling to identify what numbers to track and how to do so consistently. We set these Top Five KPI's to help solve this problem:

Intakes Booked
Intakes Complete
Converted Clients
Marked as Lost
Added to Waitlist

We’ve been running this online community for nearly a year - now we’re opening it up to all practices!

Join the Mastermind!

If You're a Client Care Extraordiaire, Watch This!

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Free Download: What to Say When Clients Resist Virtual Therapy

When a great therapist match is only available virtually, but the client insists on in-person sessions, what do you say? This quick guide gives your Client Care Team the exact language and strategies to handle these moments with confidence and compassion—so more clients get the care they need, faster.

Because excellent client care isn’t just about logistics—it’s about skilled, heart-centered communication from the very first interaction.

Client Care Mastermind Meeting

This weekly group meeting offers accountability by reporting in on Intake KPI’s, a supportive place to discuss wins, challenges, and swap new strategies.

Strategies to Optimize Intake

Actionable strategies are released via weekly challenges to help increase conversions, track metrics, handle difficult client conversations, and become a trusted guide for every prospective client.

Online Community Access

Between live meetings, Client Care team members chat online to swap ideas, share best practice, exchange resources, and pose questions to the hive-mind when feeling stuck!

Professional Development

Access to periodic training workshops on Client Relationship Building will be included for all members. Topics include process optimization and emotional intelligence.

Insights & Analytics Monthly Call

These live monthly calls for Practice Leadership focus on drawing insights from the Intake KPI's and analyzing reports. This is a place to get feedback and consult with Berit on ideas and decision-making, guided by your practice data.

Monthly Intake Reports Sent to Practice Owner

At month end, the Top Intake KPI's are sent to Practice Leadership with a Report Summary of insights and suggestions based on the goals you set for each metric for your practice.

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Here's What Client Care Extraordinaires Are Saying…

Liam,
Client Care Coordinator

"One of the biggest benefits of Client Care Mastermind has been the opportunity to connect with other practices. We’ve been able to compare workflows, discuss best practices, and even share insights on platforms like TherapyNotes, IntakeQ, and Practice Axis. The ability to get advice and suggestions from others who are doing the same work has been just as valuable as learning the systems themselves. These meetings have been incredibly beneficial for us."

Lindsay
Intake Coordinator

"Coming into this role without prior experience in intake or administrative work, Client Care Mastermind has been a game-changer. It has helped me develop a deep understanding of the intake process—not just from an administrative perspective, but also from the client’s experience. Hearing how other practices handle things has allowed me to apply those insights to my own work, making me more confident and effective in my role."

Chris
Client Care Coordinator

"Client Care Mastermind isn’t just about learning reports and numbers—it’s about having a real support system of people who understand the daily challenges of client care. It’s a space where we can bring up situations we’re struggling with, learn best practices, and get clarity on tough cases. Having this kind of ongoing support makes such a difference in feeling confident and capable in this role."

Meet Berit Elizabeth,

the Mastermind Behind the Mastermind!

Berit Elizabeth is the founder of Practice Axis, the first Clinical Client Relationship Management Software (CRM) designed for mental health practices. Through that process, it became abundantly clear to her that when the Client Care Team follows a streamlined intake process, more clients get the care they need in less time, and practice owners get the reporting insights they need to scale. Berit has experience scaling multiple businesses in the last decade, including a national fitness franchise, a sales team of financial services agents and her own training and development firm, Emotive Agility Training. Berit now passionately combines business development strategies with emotional intelligence skill-building to empower Client Care Teams at mental health practices across the US in their unique and vital role with every new therapy client.

So, if you’re worried about your conversion rate…

If you wonder what your clients hear when they pick up the phone…
If you want to better retain your intake team…
or, if you just want to keep better track of your KPIs…

This is the mastermind to transform your practice.

With remote work becoming more common, Client Care Extraordinaires can often feel like they’re on an island. Just having a collaborative place to hear how others handle the same challenges can inspire confidence.

This group is designed for experienced team members who want to level up their skills AND for new team members who want to accelerate their progress.

Join the mastermind today and let’s empower your Client Care Extraordinaires!

Join the Client Care Mastermind

Client Care Mastermind