Automation Programs
Custom Software & Automation For Behavioral Health Practices
We build custom software and automation for behavioral health and outpatient practices, inside the systems you pay for. An Automation Program takes one workflow, like a referral tracker or a denial worklist, and automates it start to finish for $1,000 a month for five months, or $5,000 total. Specialty programs like a Spravato scheduler get a written price first.
Build Around The Work Your Team Needs To Do
- Fix the tool you already have. If the problem is a permission, a form field or a report view, we correct it there before anyone talks about buying another system.
- Automate a repeated task. When an intake form comes in, its answers go straight into the tracker, the assigned staff member gets a notice, and the tracker flags anything that’s missing.
- Build a custom tool. When the EHR can’t show you which authorizations are about to expire, we build the view that does. The same goes for a scheduling view, a provider onboarding checklist or an A/R worklist, built around how your practice already works.
- Make it usable for staff. Your team runs real cases through it with us, we fix whatever trips them up, and we leave written instructions for daily use.
Practices run on these every day: schedulers with reminders, like the Spravato scheduler we built from Tebra reports, onboarding and referral pipelines, authorization trackers, billing and A/R dashboards, and scheduled report exports from the EHR. Each one is built in the practice’s own systems, and the practice owns it.
If someone keeps overwriting your master templates, start with the policy and template access checklist. It helps you sort out whether the fix is one named owner per document, a change to who can edit, or a bigger build.
What We Build
What An Automation Program Can Build
Custom Forms And Document Workflows
Forms that ask the right questions, require the attachments you need and send the finished answers to the right person on staff. For documents, we can add approvals, reminders and master templates your staff can’t overwrite.
Intake And Scheduling Tools
A referral fax that nobody owns turns into a patient nobody calls back. We track each referral, the intake paperwork still missing, the authorization and the waitlist in one place, and every record shows the next task and who’s handling it.
Medical Billing And Credentialing Trackers
Every claim and enrollment application sits on one list with its status, the payer’s last response, the next step and a follow-up date, so an application doesn’t stall for weeks because nobody remembered to call. You get a report on the work and what came of it.
Custom Scheduling And Reporting Software
We build scheduling tools and reports around your open treatment slots, each authorization’s expiration date, who’s assigned to which patient and who still needs a follow-up call. Our Spravato scheduler pulls Tebra reports into a scheduling tool staff use alongside the EHR.
Systems We Work In
Make Your Current Systems Work Better Before Adding More Software
We work inside the EHR and practice management systems practices already run, including Valant, Tebra and Kareo, SimplePractice, TherapyNotes, AdvancedMD, ICANotes, athenahealth and Epic. Around them we use Microsoft 365 (Forms, SharePoint, Outlook, Teams and Power Automate) or Google Workspace, insurance portals like Availity, DataSpring (formerly CAQH) and CMS’s PECOS, and clearinghouses like Office Ally, Waystar, Change Healthcare, TriZetto and Claim.MD. On anything else, we start with the screen, report or handoff causing the problem.
Forms That Arrive Complete
Required fields, conditional questions and routing, so each form reaches the right person with nothing missing and a clear next step.
Referrals Tracked Until They’re Scheduled
Every referral shows its missing paperwork, its authorization and the next task, with one person’s name on it, until the patient is booked.
Revenue Queues With A Next Action
Claims, denials and payer follow-up sorted into worklists with an owner and a date, so nothing waits in a spreadsheet nobody trusts.
Reports Owners Actually Read
Scheduled reports in Excel, Power BI or the Command Suite, pulled from your EHR and payer records, showing what needs attention this week.
We connect through documented APIs, approved connectors, webhooks, secure file exchange or structured exports, never shared logins or screen scraping.
How Implementation Works
How An Automation Program Runs
1. Review The Work With Staff
We watch the current process, review the forms and reports involved, and agree on the problem the build will solve.
2. Plan The Changes
We tell you what changes, which systems it touches and what your staff will do differently. The written proposal lists the work, the price and who does what.
3. Build And Test The Tool
We build the form, tracker, scheduling tool or automation we agreed on. Then we run complete examples through it, plus the common mistakes, like a form sent without an insurance ID.
4. Train Staff And Put It Into Use
Staff try the new process with us. We make the fixes we agreed on, write down the steps and train the people who’ll use it and keep it running. Then we fix anything that breaks for 30 days after go-live.
Planning an EHR change? Read what to verify before you sign.
Start With One Workflow
What An Automation Program Costs
One workflow, automated start to finish in your own systems, is $1,000 a month for five months, or $5,000 total. We map the workflow with your team, build it inside the systems you already pay for, and test it with your staff before it goes live. That covers the tracker or app your team works from, the automations behind it, one dashboard, a staff walkthrough and 30 days of fixes after go-live. Bigger builds that tie several workflows together get a written price before we start.
Specialty programs fit here too. On a Spravato, TMS or ketamine program, that usually means scheduling by room and observation time, authorization and REMS tracking, reminders and reporting. After go-live, optional Automation Care keeps it running, from $400 a month for monitoring, fixes and small changes.
Tell us what your team is trying to do and which systems they use, and we’ll tell you whether it fits one program or needs a written quote.
Not sure it’s one workflow? Describe it and get a written quote.
FAQ
Automation Program Questions
What Does An Automation Program Cost?
One workflow is $1,000 a month for five months, or $5,000 total. That covers the tracker or app, the automations behind it, one dashboard, a staff walkthrough and 30 days of fixes.
Do We Have To Replace Our EHR?
No. We build inside the systems you already pay for and work around the EHR you have. If the problem is a permission, a form field or a report view, we fix it there before anyone talks about buying another system.
Who Owns What You Build?
Your practice does. Each tool is built in your own systems, like your Microsoft 365 or Google Workspace, so your administrator keeps access, and we leave written instructions for daily use.
How Do You Connect To Our Systems?
Through documented APIs, approved connectors, webhooks, secure file exchange or structured exports. We never use shared logins or screen scraping, and clinical decisions and signatures stay with your people.
What Happens After Go-Live?
For 30 days we fix anything that doesn’t work the way we said it would. After that, optional Automation Care keeps it running from $400 a month, with monitoring, fixes and small changes.
Built And Running
What We Have Actually Built
For one behavioral health practice, we built the scheduler that runs its Spravato program. Their EHR calendar only knew which room was open, and the program also had to track every patient’s authorization, the units left on it, when it ends and how each visit gets paid. So we built the scheduler inside the Microsoft 365 the practice already pays for.
It pulls the schedule from the EHR every 30 minutes, flags authorizations before they run out, forecasts open treatment slots weeks ahead and opens each record with the actions still outstanding. The data feed runs on its own in the practice’s Microsoft cloud, so no office computer has to stay on, and the scheduler has been running since June 2026.
The same kind of build fits TMS, ketamine and any specialty program with more rules than an EHR calendar can hold.
What Would Fixing It Cost?
Ongoing Billing, Automation Programs and the Operations Partnership each have a published price and a written scope. Tell us what keeps going wrong, and we’ll point you to the right one.