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Doula Guide

How to Automate Lead & Client Tracking as a Doula

When you have three clients due in two weeks, keeping track of who needs a 24-hour check-in versus a Day 3 home visit gets messy fast. Missing a follow-up because you were at a birth hurts trust with families like Alicia's, who need steady support during those first fragile days.

The Current Reality

The Manual Way

Digging through handwritten notebooks and sticky notes to find contact info and schedules while you're managing active labor.

7 hours per week
  1. Flip through a physical notebook to find Alicia's birth plan and phone number.
  2. Calculate due dates on a wall calendar by hand to figure out on-call windows.
  3. Jot postpartum visit times on paper slips that usually end up lost in the car.
  4. Try to remember specific preferences like 'no mother-in-law calls' from memory when you're stressed.
  5. Spend Sunday evening matching payment installments to completed visits.

With Christine AI

The Christine Way

Text or voice-note client updates instantly; Christine organizes the data into Google Sheets, sets calendar reminders, and drafts follow-up emails for you.

You

Voice note after prenatal visit: 'Alicia 34 weeks, wants delayed cord clamping, no epidural unless asks 3 times, do NOT call MIL until after delivery.'

Christine

Transcribes notes to a Google Doc, updates the client tracker sheet, and flags 'No MIL Call' in red for on-call shifts.

You

Text: 'Alicia delivered Tuesday. Schedule 24hr call Wednesday, Day 3 visit Friday 10am, Week 1 next Tuesday 2pm.'

Christine

Blocks times in Google Calendar, sends a confirmation email to Alicia's partner, and sets a pre-visit reminder.

You

Photo of receipt: 'Meal train coordination $200 added to Alicia's package.'

Christine

Reads the amount from the image, updates the balance due in Google Sheets, and drafts an updated invoice for review.

Time Saved Per Week

5.5 hours per week

Back in your pocket every single week — just for this one task.

Real Example

See it in iMessage

Just text Christine like you would a friend.

9:41

Christine

AI Secretary

Just left Maria's 36-week visit. She's leaning towards unmedicated but scared of tearing. Add 'perineal massage demo' to her plan. Also she paid the $600 installment via Venmo.
9:41 AM
Got it. I've added 'Perineal Massage Demo' to Maria's birth plan doc and updated her payment tracker: $1,200 paid, $600 remaining. Want me to send a receipt?
9:41 AM
Yes send receipt. Also, Jen is having prodromal contractions. Push her non-urgent admin tasks to next week and remind me to check in Thursday.
9:42 AM
Receipt sent to Jen. I've moved her billing prep to next Monday and set a reminder for you: 'Check in with Jen re: prodromal contractions' for Thursday at 9 AM.
9:42 AM
Perfect. One more thing - create a superbill for Maria's insurance with CPT 99499 for the 5 prenatal visits we've done so far.
9:43 AM
Drafting superbill for Maria now: 5 prenatal visits, CPT 99499. I'll save it as a PDF in her folder and email it to you for signature.
9:43 AM
Get Started Today

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