Growth operations infrastructure for mental health clinics
The growth operations infrastructure for mental health clinics.More patients, fewer leaks, and an operation that no longer depends on WhatsApp, spreadsheets or human memory.
KunaOS connects acquisition, conversion, continuity, reactivation and internal operations so every lead, patient and referral has a clear next step.
AcquisitionConversionContinuityReactivationOperations and Intelligence
Admin and Director Intelligence
Active patients
184
+12
Continuity rate
72%
+4%
No-shows
9%
−2%
Recovered value
$4.2k
this mo
Attendance last 8 weeks
sessions
Reactivation queue
14 inactive patients to reach out
Patient Experience
YO
Your Clinic
🔔
Next session
Thu · 4:30 PM with Ana
Continue your process
Complete the reflection from last session
Resource
Sleep routine guide
Check-in
How are you today?
Your next step
Book your continuity session
Practitioner Workspace
Good morning
Dra. Ana Ruiz
This month
$2,840
Patients
24
Today
5
Follow-ups
3
LucÃa M.
Continuity, send resource
Diego P.
Follow-up · 5 days silent
Sara K.
Next session Fri 10am
Building with early clinics, partners and mental health teams
Why KunaOS exists
Clinics do not lose patients in one dramatic moment. They lose them between every step.
A lead is not answered. A no-show is never contacted again. A patient finishes one session without a next step. An inactive patient disappears into an old spreadsheet. Individually, each leak looks small. Together, they become lost revenue, empty calendars and invisible operational chaos.
Reality check
This is exactly what many clinics are currently operating through WhatsApp, Excel and human memory.
New lead without an assigned owner
Slow or inconsistent first response
Conversation that never becomes a booking
No-show without a recovery attempt
Patient without a next session
Inactive patient who is never reactivated
Before / After
From WhatsApp, spreadsheets and memory to one visible operating system.
✕
Before
Operating on memory and goodwill
- Leads scattered across channels
- WhatsApp conversations without ownership
- Spreadsheets nobody fully trusts
- No clear patient states
- Manual follow-up
- No-show recovery depends on memory
- Inactive patients remain invisible
- Referrals are not attributed
- No complete journey dashboard
✓
After KunaOS
One visible operating system
- One visible patient journey
- Every opportunity has an owner
- Every patient has a state
- Every stage has a next action
- Follow-up workflows are repeatable
- No-shows enter recovery
- Inactive patients enter reactivation
- Referrals return to acquisition
- Directors can see where value is leaking
The Patient Journey OS
Five layers. One growth operations infrastructure.
Each layer solves a different part of the journey. Together, they create a system that generates opportunities, converts conversations, protects continuity and recovers lost value.
Layer 01
Acquisition
Problem
Opportunities arrive from many channels and nobody knows where they came from or who owns them.
What the system does
Generate and organize more opportunities.
- Acquisition channels
- Lead registration
- Lead source
- Outreach messages
- Opportunity prioritization
- Channel performance
Result
Every opportunity is registered, sourced and owned.
Layer 02
Conversion
Problem
Interested people never reach a booked appointment because the response is slow or the follow-up stops.
What the system does
Turn conversations into booked appointments.
- Fast WhatsApp response
- Lead qualification
- Next-step recommendation
- Practitioner assignment
- Booking
- Attendance confirmation
- Follow-up when the lead goes silent
Result
More conversations become confirmed appointments.
Layer 03
Continuity
Problem
Patients drop off between sessions and nobody notices until it is too late.
What the system does
Give every patient the correct next step.
- Patient stage
- Reminders
- Post-session follow-up
- Dropout-risk signals
- Team notifications
- Active-patient visibility
- Non-clinical accompaniment
Result
Each patient always has a clear next step and the team sees the risk in time.
Layer 04
Reactivation
Problem
Inactive patients and old leads stay buried in spreadsheets and WhatsApp history.
What the system does
Recover patients and opportunities that became inactive.
- Inactive patient detection
- Recovery lists
- Reactivation messages
- Response measurement
- Return booking
- Recovered revenue attribution
- Referral campaigns
Result
Dormant value returns as booked sessions and measurable recovered billing.
Foundation layer
Operations and Intelligence
Know what is happening, who must act and where opportunities are being lost. Supports the four layers above.
- Operational CRM
- Patient states
- Assigned owners
- Tasks
- Alerts
- KPIs
- Reports
- SOPs
- Leakage detection
- Next action
The complete patient journey
Twelve moments where a clinic can lose or protect a patient.
Patient Journey OS follows the person from the first incoming message to continuity, recovery, closure and referral.
Chapter 1
Acquire
01
New lead
Risk
The opportunity enters without source, owner or response time.
System response
Register source, assign owner, define initial state and maximum response time.
Next action
Register the lead with source and owner inside the response window.
02
First contact
Risk
Slow response or no follow-up when the person goes silent.
System response
Suggested script, contact status, response tracking and follow-up task.
Next action
Send the first message and open a follow-up task.
03
Qualification
Risk
The team does not know what the person needs or what should happen next.
System response
Minimum questions, need label, general interest level and clear next action.
Next action
Record the need and move the person to booking or nurturing.
↓
Chapter 2
Convert
04
Match or assignment
Risk
The handoff between admin and practitioner becomes unclear.
System response
Professional recommendation, visible availability, assigned owner and clear handoff.
Next action
Assign the psychologist and hand off the case with context.
05
Booking
Risk
The person expresses interest but never completes the booking.
System response
Booking link, confirmation, reminder, instructions and reservation policy.
Next action
Send the booking link and confirm the appointment.
06
Attendance or no-show
Risk
A missed appointment becomes a lost patient.
System response
Attendance status, no-show recovery flow and rescheduling message.
Next action
Confirm attendance or trigger the no-show recovery flow.
↓
Chapter 3
Continue
07
First session completed
Risk
The patient leaves without a clear next session or next step.
System response
Suggested next session, post-session follow-up and continuity task.
Next action
Book the next session before the patient leaves.
08
Active patient
Risk
The patient is technically active but the clinic cannot see whether continuity is protected.
System response
Visible next appointment, reminders, non-clinical follow-up and team visibility.
Next action
Keep the next appointment visible and follow up after each session.
09
Dropout risk
Risk
The patient cancels, stops booking, pauses or stops responding without an operational alert.
System response
Risk alert, team task, follow-up message and reason tracking.
Next action
Trigger the risk alert and contact the patient the same week.
↓
Chapter 4
Recover and grow
10
Inactive patient
Risk
The patient disappears into an old list or WhatsApp conversation.
System response
Reactivation queue, soft return campaign, response tracking and recovered revenue attribution.
Next action
Add the patient to the reactivation queue and send the return message.
11
Discharge or closure
Risk
The process ends without an orderly closure or future relationship.
System response
Structured closure, future check-in, general resource and final experience.
Next action
Close the process and schedule a future check-in.
12
Referral or promoter
Risk
A satisfied patient recommends the clinic, but the source and result are never tracked.
System response
Referral campaign, defined benefit, source tracking and new lead registration.
Next action
Send the referral request and register the new lead.
What each user receives
One system. Different experiences for every role.
Patients
Clear next steps and communication that never stops.
Depending on the selected implementation.
Session reminder
Thu · 4:30 PM with Ana
Resource
Sleep routine guide
Next step
Book continuity session
- Scheduling
- Confirmations
- Reminders
- Follow-up communication
- Reactivation communication
- Resources
- Notifications
- Patient app in White Label KunaOS
Psychologists
Their patients, their calendar and their next actions.
Operational clarity without administrative noise.
Patients
24
Today
5
Follow-ups
3
LucÃa M.
Diego P.
This month · $2,840
- Assigned patients
- Calendar
- Availability
- Notifications
- Follow-up tasks
- Continuity status
- Patient operational information
- Web CRM for deeper operations
Administration and direction
Full visibility of acquisition, conversion and continuity.
The control center of the operation.
Continuity
72%
No-shows
9%
Inactive
18
Recovered
$4.2k
- Complete CRM
- Acquisition visibility
- Conversion pipeline
- Patient stages
- Assigned owners
- Automations
- Reactivation queues
- Dashboards and reports
- Team visibility
- Operations and Intelligence
Administrators operate through the web platform. The mobile application is designed for patients and psychologists.
Implementation level 1
Patient Journey OS Web
The complete growth operations infrastructure through a web platform for psychologists and administration.
What is included
- The five operational areas
- Web portal for psychologists
- Web portal for administration and direction
- Operational CRM
- Lead and patient stages
- Assigned owners
- Tasks and alerts
- Dashboards and metrics
- Reactivation workflows
- Continuity workflows
- Personalized scheduling link
- Basic adaptation of the clinic logo and colors
- WhatsApp, SMS or email automations according to needs and technical viability
Patient experience in Web
In this level patients are accompanied through direct communication flows rather than a mobile ecosystem.
- ✓Scheduling link
- ✓Appointment confirmations
- ✓Reminders
- ✓Follow-up messages
- ✓Reactivation messages
- ✓Required communication flows
The most efficient implementation for clinics that need the complete operating infrastructure without a mobile ecosystem.
Implementation level 2
White Label KunaOS
Everything in Patient Journey OS Web, transformed into a complete digital ecosystem under the clinic own brand.
Everything in Web, plus
- One mobile application available on iOS and Android
- Differentiated access for patients and psychologists
- Patient onboarding
- Psychologist matching or assignment
- In-app booking
- Patient notifications
- Psychologist notifications
- Patient resources
- Continuity modules
- Patient calendar
- Psychologist calendar
- Availability and schedule management
- Basic patient operational information for psychologists
- Full web CRM for deeper operations
- Web platform for administration
- Complete clinic rebranding
- Brand strategy
- Logo redesign when needed
- Color system
- Typography system
- Visual guidelines
- Product interface adaptation
- Brand consistency across platform and application
- Moderate additional development inside the standard KunaOS architecture
One mobile application available on iOS and Android, with differentiated experiences for patients and psychologists. Administrators remain web-only.
Example: Serena Clinic
Serena Clinic
Calm care, continuously.
Brand palette
Deep blue
Cream
Soft green
Sand
Serena reminder
Hi Ana. Your Thursday 4:30 PM session with Dr. Ruiz is confirmed. Reply to reschedule.
Serena patient journey
Intake
→Session
→Follow-up
→Continuity
→Recovery
Serena Clinic is a fictional example used to illustrate the White Label experience.
Patient Experience
Serena Clinic
🔔
Next session
Thu · 4:30 PM with Dr. Ruiz
Continue your process
Complete the reflection from last session
Serena Clinic resource
Breathing exercise · 4 min
Gentle check-in
How are you feeling today?
Your next step
Book your continuity session
Patient journey progress
Intake
→Session
→Follow-up
→Continuity
Implementation level 3
Kuna Custom Studio
For organizations that need products, modules or technical systems beyond the standard KunaOS architecture.
Examples
- Complex integrations
- New modules
- Separate mobile applications
- Multi-location systems
- Advanced AI workflows
- Executive dashboards
- Internal tools
- New digital products
- Software factory projects
- Highly specific operational logic
The commercial distinction
White Label adapts and expands KunaOS. Custom Studio builds beyond the standard system.
Implementation process
From operational diagnosis to go-live.
Patient Journey OS Web
Target: go-live during the first month.
- 1Operational diagnosis and scope
- 2CRM and patient stages
- 3Data preparation
- 4Responsibilities and workflows
- 5Automations and scheduling
- 6Dashboards and metrics
- 7Team onboarding
- 8QA and go-live
Week 1
Diagnosis and configuration
Week 2
CRM, stages and responsibilities
Week 3
Automations, scheduling and dashboards
Week 4
Onboarding, QA and go-live
White Label KunaOS
Target: up to 60 days.
- 1Operational discovery
- 2Brand discovery
- 3Rebranding
- 4Web platform configuration
- 5Mobile app adaptation
- 6Content and resource preparation
- 7Testing
- 8Team onboarding
- 9Go-live
- 10App Store and Google Play publication
Apple and Google review timelines can affect the exact public publication date without necessarily delaying the rest of the system.
Kuna Custom Studio
Timeline defined after technical discovery and scope.
After go-live
Implementation starts the system. Growth Operations keeps it improving.
Growth Operations keeps the system active, measured and improving so growth compounds over time.
What Growth Operations includes
- Platform access
- Infrastructure and hosting
- Active automations
- Operational monitoring
- Reports and metrics
- Patient journey optimization
- Minor operational adjustments
- Improvements within existing modules
- Ongoing support
- Continuous reduction of operational leaks
Not included
- ·Large new modules
- ·Complex new integrations
- ·New independent products
- ·Unlimited development
Those projects are evaluated through Kuna Custom Studio.
Financial ROI calculator
Estimate the financial opportunity inside your current operation.
Adjust the numbers live. This estimates billing that is already inside the clinic database and is not being recovered today.
Insight
This value already exists. It is not new demand, it is billing the clinic already earned and never collected.
Recovered patients (est.)
4
50 × 8%
Recovered sessions (est.)
0
× 3 sessions
Estimated recovered billing
$0
@ $120 / session
Estimated payback multiple
1.4×
vs a standard implementation
Illustrative operational estimate. Actual results depend on database quality, execution, patient volume and clinic adoption.
Operational time calculator
Estimate the operational time your clinic could recover.
Operations and Intelligence does not only recover revenue. It gives the team time and visibility back.
Estimated monthly time recovered
0 h
Estimated monthly operational value recovered
$0
Practitioner workflow hours · 128 hPatient volume hours · 30 h
2X Billing Guarantee
2X Billing Guarantee
KunaOS is implemented with the goal of generating at least twice the investment in additional billing attributable to the system.
Applies to
- Patient Journey OS Web
- White Label KunaOS
Does not automatically apply to
- Kuna Custom Studio
Conditions
- The clinic completes onboarding.
- The clinic provides the required operational data.
- The team uses the system consistently.
- The clinic executes the agreed follow-up actions.
- Attributable billing can be measured.
- Results depend on implementation and execution.
Subject to execution requirements and the terms established in the commercial agreement.
Investment
Choose the implementation level that fits your clinic.
Level 1
Patient Journey OS Web
$995 implementation
Regular implementation $1,200 · Special implementation $995
- Month 1: implementation and go-live
- Month 2: Growth Operations included
- Month 3: Growth Operations included
- From Month 4: $200/month Growth Operations
- 100% of the implementation fee at project start
- No minimum commitment after implementation
- Regular first three month value: $1,200 + $200 + $200 = $1,600
Save $605
Level 2
White Label KunaOS
$3,000 implementation
50% at project start ($1,500) · 50% at go-live ($1,500)
- Implementation target: up to 60 days
- First two Growth Operations months after go-live included
- After the included period: $300/month Growth Operations
- No minimum commitment after implementation
- Regular initial value: $3,000 + $300 + $300 = $3,600
Save $600
Level 3
Kuna Custom Studio
From $5,000
Projects quoted by technical scope
- Free initial discovery call
- Scope-based proposal
- Milestone-based development
- Price according to technical complexity
- Growth Operations or support quoted separately when needed
Larger software factory projects are quoted according to technical scope.
Special conditions valid for 24 hours
The special implementation price and included Growth Operations period remain available for 24 hours after the sales call, allowing the clinic decision makers to review the proposal.
Next steps
What happens after the decision.
1
Select the implementation level.
2
Sign the service agreement.
3
Complete the initial payment.
4
Schedule operational onboarding.
5
Configure the system.
6
Complete team onboarding.
7
Go live.
8
Begin Growth Operations.
For White Label KunaOS, the second 50% payment is completed at go-live.
Talk to Kuna
Could KunaOS make sense for your clinic?
Schedule a brief conversation to evaluate whether KunaOS fits your operation, which implementation level would make the most sense and what the appropriate next step would be.
- ✓Understand how your operation currently works.
- ✓Identify the main leaks in the patient journey.
- ✓Evaluate whether KunaOS can solve them.
- ✓Determine which implementation level makes sense.
- ✓Define the next step only if there is a real fit.
No sales pressure. If KunaOS is not right for you, we will say so.
Evaluate whether KunaOS fits your operation
Choose an available time and let's talk for 30 minutes.
30-minute conversation.
No cost and no commitment. If KunaOS is not the right fit for your clinic, we will tell you clearly.
Scope and limitations
Honest about what KunaOS is and what it is not.
KunaOS includes
- ✓Acquisition tracking
- ✓Lead pipeline
- ✓Patient journey stages
- ✓Assigned ownership
- ✓Administrative follow-up
- ✓Scheduling
- ✓Reminders
- ✓Continuity workflows
- ✓No-show recovery
- ✓Patient reactivation
- ✓Referral tracking
- ✓Automations
- ✓Operational metrics
- ✓Dashboards
- ✓Reports
- ✓Growth Operations
KunaOS does not automatically
- ·Replace the clinic EHR
- ·Create clinical diagnoses
- ·Prescribe
- ·Make clinical decisions
- ·Replace the psychologist
- ·Guarantee clinical outcomes
- ·Guarantee patient acquisition
- ·Include unlimited custom development
- ·Include every possible integration
- ·Handle medical billing unless specifically scoped
- ·Manage crises autonomously
Development outside the standard KunaOS architecture is evaluated through Kuna Custom Studio.
Stop operating the patient journey through disconnected tools.
Install the infrastructure that helps your clinic acquire, convert, accompany and reactivate patients with clarity.