Automation Programs
Custom Software & Automation For Medical And Behavioral Health Practices
AdvanceAPractice builds 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 $5,000 per workflow, or $1,250 a month for four months.
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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
EHR reports for scheduling, authorizations and follow-up
Intake steps, medical billing setup and staff follow-up
Eligibility, claim status and payer follow-up
Payments, billing schedules and transaction records
Invoices, collections reports and bookkeeping handoffs
Form responses into trackers, staff reminders and reports
Sheets trackers, shared files and calendar handoffsConnections may use approved APIs, report exports or a workflow inside the software itself. Availability depends on your software and permissions. We are independent of every company shown.
- Forms, trackers and automation: Airtable, Zapier and Jotform are further options for organizing submitted information, routing the next task and reducing repeated data entry.
- Teamwork and follow-up: Asana, Slack, Zoom, Calendly, DocuSign and HubSpot for task ownership, meeting bookings, agreements and contact follow-up.
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.
Know Which Claim Needs Follow-Up
See which claim needs a correction, an appeal or another payer call, with a person responsible and a follow-up date.
Financial Reports You Can Check
See collections and unpaid balances with the reporting period and last update visible. We agree on the source reports and reconcile imported payments to avoid counting the same payment twice.
We connect through documented APIs, approved connectors, webhooks, secure file exchange or scheduled report exports, and we agree on the method with you in writing before we build.
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. Define The Work And Acceptance Tests
We agree on the workflow, the systems involved and three to five acceptance tests before building. Your Order Form records the scope, price and responsibilities, so your team knows what it will review.
3. Build And Test The Tool
We build in a test copy and check the complete workflow, including missing information and common errors. Connected tools keep the labels and statuses your team already uses unless we agree on a change. Staff review the result before release, with the prior version saved.
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 $5,000, or $1,250 a month for four months. 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. Included: the tracker or app your team works from, the automations behind it, one dashboard, a staff walkthrough and 30 days of fixes once it is live. Not included: bigger builds that tie several workflows together, which get a written price before we start, and optional Automation Care after launch.
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 with monitoring, fixes and small changes.
It fits practices with one process their staff repeat by hand, like referrals, authorizations or denial follow up, that should run inside the systems they already pay for. To tell you whether it’s one program or needs a written quote, we ask for four things.
- The process, from what starts it to the finished result, and who on your team handles it today.
- Every system it touches, like your EHR, your forms and Microsoft 365 or Google Workspace, and whether each one has an API or a report export.
- Who on your side will hold administrator access where the tool lives.
- When you need it running.
Not sure it’s one workflow? Describe it and get a written quote.
Specialty programs like a Spravato scheduler get a written price first.
FAQ
Automation Program FAQ
What Does An Automation Program Cost?
One workflow is $5,000 one time, or $1,250 a month for four months at the same total. It isn’t a subscription. That covers the tracker or app, the automations behind it, one dashboard, a staff walkthrough and 30 days of fixes.
What Counts As One Workflow?
One process that starts from one trigger, like a form or a status change, and ends at one finished result for one team, in your own systems. The tracker, its automations and its dashboard are all part of that one workflow. A medication log is one workflow, and a prior authorization tracker is another.
How Long Until We Can Use It?
Most single workflow builds have a first version in about a month and go live within three months. The clock starts once your onboarding and access are in.
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 agree on the method with you in writing before we build. The one workflow price assumes your system has an API or a report export; if it doesn’t, you get a written price before we start. We never use shared logins or screen scraping, and clinical decisions and signatures stay with your people.
How Is Patient Information Protected?
We sign a Business Associate Agreement with you during onboarding, before we start, and the work runs through your secure Command Suite and your own systems. When our work ends, we return or destroy your health information as your BAA requires, and send you a written certificate when it’s done.
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, with monitoring, fixes and small changes. That covers the automations listed on your Order Form: we watch them, fix anything that breaks and make up to two small changes a month, each under an hour, with no rollover. Anything bigger is quoted as a new build.
Built And Running
What We Have 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 brings Tebra reports and intake information into a shared daily view. Staff can see authorization limits and expiration, treatment stages, open capacity and outstanding follow-up, with visible report freshness. The scheduler works alongside the EHR in the practice’s own systems.
The same kind of build fits TMS, ketamine and any specialty program with more rules than an EHR calendar can hold.
See how the Spravato program scheduler was built
“They reorganized our workflows, improved how our team communicates, and brought in smart automation and AI-driven solutions that have saved us measurable time and money. The operational visibility alone has been a game-changer.”
See Everything Included
Every Step
- We map the workflow with your team, from where it starts to where it ends.
- Before we build, we agree three to five acceptance tests with you, so we both know what done looks like.
- We build the tracker or app your team works from, the automations behind it (reminders, alerts, handoffs and reports) and one dashboard, in your own systems.
- We connect only through APIs, approved connectors, webhooks, secure file exchange or exports, and we agree on the method with you in writing before we build.
- When we connect your new program to the systems you already use, it carries over the labels, statuses and steps your team already knows, unless we agree on something different.
- Every change is built in a test copy first. Your team reviews it, you approve it, and we publish after hours with the prior version saved, so your team keeps working on the version they know until the new one is approved.
- Every program we build includes a Help And Requests button on each screen, so your team can report a problem, ask for a change or suggest an improvement without leaving their work. It comes straight to us, and we act on it while the build is still in progress.
- We test it with your staff and walk them through it.
- We fix anything that doesn’t work the way we said for 30 days after it goes live.
- We work inside your network, with access your team can monitor, and each screen carries a small Powered by AdvanceAPractice credit.
What You Provide
- Your onboarding packet.
- Access to the systems involved, and one person who makes the decisions.
- Staff time to test before go live and for the walkthrough.
- Clinical decisions, attestations and signatures stay with your own people.
Timelines
- Right after you pay, you get an email invitation to the AdvanceAPractice Command Suite, where you review and sign your Order Form, service agreement and BAA.
- We start within three business days of getting your completed onboarding and access.
- We set the go live date with you in writing once onboarding and access are complete. Delays from software companies or other outside parties pause it.
- Going live is a walkthrough with your team, a release window, and then five business days to check the build against the acceptance tests. After those five business days, the build is accepted, and the 30 days of fixes still apply.
- The Automation Program is $5,000, or four payments of $1,250.
What’s Not Included
- A second workflow. We price more workflows in writing before any work starts.
- Shared logins, screen scraping, or getting around MFA or CAPTCHA.
- Clinical decisions, attestations or signatures.
- Watching and changing the build after the 30 days of fixes. Automation Care is an optional monthly plan for that, priced in writing. It watches and fixes the automations we list, handles small changes up to two a month, each under an hour, and acknowledges any breakage within one business day.
- Software subscriptions for the tools we connect, which stay in your name.
Ongoing Support
- Questions are part of working with us, during setup and for as long as you’re a client. Send them in the Command Suite or by email, and we reply within one business day, usually the same day. If a question turns into new work, like a new build or a change to something we built, we send a written quote before we start.
- Up to two meetings a month if you need them.
- Your Command Suite workspace shows what we’re working on and anything we need from you. It stays fully open during the work, read only for 30 days after, and then it’s $99 a month if you want to keep it.
- If something we delivered doesn’t work the way we said it would, tell us within 30 days of delivery and we fix it at no cost.
- Everything we set up is yours. The accounts, the documents and what we build stay with your practice.
- You own everything we build, with no ongoing fees for what we build.
Want This By Email?
We’ll send you everything above, with the PDF, so you can read it later or share it with your partner or CPA.
Build Around The Systems You Already Use
We build workflows, trackers, and automation around EHRs, Microsoft 365, Google Workspace, payer portals, forms, scheduling, reporting, and the other systems your staff already use.