Technology & Workflow Implementation
Custom Software & Automation For Behavioral Health Practices
We build practical software and automation for behavioral health and outpatient practices when the existing tools leave important work unfinished. Start with the task that is slowing the team down, such as repeated data entry, unclear document ownership, disconnected reports, or scheduling work that lives in several places.
Build Around The Work Your Team Needs To Do
- Improve an existing tool: correct settings, forms, permissions, views, or reporting before adding another system.
- Automate a repeated task: move information from an intake form to a tracker, notify the assigned staff member, and flag missing information.
- Build a custom tool: create a scheduling view, authorization tracker, provider onboarding checklist, or A/R worklist around the practice’s process.
- Make it usable for staff: test the steps with the team, correct problems, and provide instructions for daily use.
Our projects include a custom Spravato scheduler built from Tebra reporting, protected SharePoint templates, intake tracking, and staff notifications. We design each project around the practice’s systems and the people using them.
For document problems, start with the policy and template access checklist. It can help you decide whether the answer is clearer ownership, a settings change, or a larger build.
What We Build
Practical Improvements Around The Systems You Already Own
Custom Forms And Document Workflows
Forms that ask the right questions, collect required attachments, and route the completed information to staff. Document workflows can include approvals, reminders, and protected master templates.
Intake And Scheduling Tools
Track referrals, missing intake information, authorizations, waitlists, and scheduling readiness. Show staff the next task and who is handling it.
Medical Billing And Credentialing Trackers
Keep each insurer, claim, or enrollment request with its status, last response, next action, and follow up date. Give owners useful reports on the work and results.
Custom Scheduling And Reporting Software
Build scheduling tools and reports around treatment capacity, authorization dates, staff assignments, and follow up. Our Spravato project brings information from Tebra reports into a scheduling tool staff use alongside the EHR.
Technology Expertise For Practice Operations
Make Your Current Systems Work Better Before Adding More Software
Choose the practice problem you want to solve, then open the implementation detail.
Behavioral health practices use this work to keep intake, scheduling, authorization, credentialing, billing, and reporting connected across the systems staff already use.
Practice Systems
Improve The Systems Your Practice Already Uses
We start inside the tools your team already owns. We correct fields, forms, templates, task routing, permissions, reports, and handoffs before recommending more software.
- EHR and practice management setup
- Referral, intake, and scheduling handoffs
- Billing and payer follow-up queues
- Credentialing and enrollment tracking
- Microsoft 365 forms, documents, and approvals
- Project updates and messages in the secure AdvanceAPractice Command Suite
OutcomeForms That Arrive Complete And Reach The Right Person
What Gets In The Way: Staff retype information, chase missing answers, or receive forms without a clear next step.
What Changes: The form collects the required information, identifies missing items, records receipt, and assigns the next step.
What AdvanceAPractice Does
- Review the form, every required answer, and the decision each answer supports.
- Configure required fields, conditional questions, receipt status, routing, and reminders.
- Test complete, incomplete, and corrected submissions with the responsible staff.
What Your Team Receives
- Configured form in the approved system
- Field and routing map
- Missing information process
- Test record and staff instructions
Systems We Configure
- Microsoft Forms connected to SharePoint, Outlook, Teams, and Power Automate
- Google Forms, Sheets, Drive, Docs, Gmail, and Apps Script for form responses, shared records, and notifications
- WordPress forms and custom web forms for inquiries and agreed intake steps
- Protected Word and SharePoint templates with controlled access and versions
- Command Suite forms, checklists, assignments, and project updates
Systems We Assess For This Work
- Intake and document features in Valant, Tebra, SimplePractice, TherapyNotes, AdvancedMD, and other outpatient EHRs
- An approved secure form product when the EHR cannot support the workflow
Implementation Methods
- Native form and document features
- Approved Microsoft 365 connectors
- Controlled export or manual review when no connection is available
Access Needed
Your practice provides an authorized administrator, approved form language, required permissions, and a safe test path.
Your practice approves clinical, legal, consent, and policy language before launch.
OutcomeTrack Each Referral Until It Is Ready To Schedule
What Gets In The Way: Referrals, documents, and benefit checks sit in separate places, so staff cannot see what is missing or who should act next.
What Changes: Each referral has a status, owner, next action, due date, and clear ready to schedule condition.
What AdvanceAPractice Does
- Map the intake path from first receipt through scheduling readiness.
- Configure checklists, status labels, assignments, aging, and escalation.
- Test incomplete, duplicate, unreachable, and overdue referrals with intake staff.
What Your Team Receives
- Visual intake workflow
- Configured tracker or native EHR queue
- Readiness checklist
- Staff instructions and escalation rules
Systems We Configure
- Microsoft Forms, SharePoint, Outlook, Teams, and Power Automate
- Google Forms, Sheets, Drive, Gmail, Calendar, and Apps Script
- Valant, Tebra, SimplePractice, and TherapyNotes intake and practice management workflows
- Command Suite intake status, missing items, and staff assignments
- Documented work includes custom intake and authorization trackers with staff assignments, reporting, and notifications
Systems We Assess For This Work
- The customer’s EHR, form system, and scheduling tools for the exact intake steps in scope
- A controlled Microsoft 365 tracker when native EHR visibility is not sufficient
Implementation Methods
- Native EHR tasks, statuses, queues, and reports
- Approved connectors or structured exports
- Controlled tracker with a documented manual step
Access Needed
We need authorized access, current intake forms, representative test examples, staff owners, and the person who can approve the workflow.
Licensed staff retain clinical screening, urgency, and patient care decisions.
OutcomeKnow What Is Ready To Schedule And What Is Missing
What Gets In The Way: Appointments are offered before required steps are complete, or staff cannot see the authorization, document, or follow-up issue holding the schedule.
What Changes: Schedulers can see what is ready, what is blocked, who owns the next step, and when follow-up is due.
What AdvanceAPractice Does
- Define the administrative requirements for the appointment type.
- Configure statuses, tasks, reminders, and management views.
- Route missing documents, authorization issues, cancellations, and overdue follow-up to the correct person.
What Your Team Receives
- Scheduling readiness checklist
- Configured queue, tracker, or report
- Follow-up and escalation rules
- Test record and staff instructions
Systems We Configure
- Tebra scheduling reports and practice management workflows
- SharePoint, Outlook, Teams, and Power Automate scheduling workflows
- Google Calendar, Sheets, Forms, Gmail, and Apps Script for staff scheduling and follow up
- Command Suite scheduling checklists and unresolved issues
- Documented work includes a custom Spravato scheduler with authorization status, appointment readiness, reports, and staff notifications
Systems We Assess For This Work
- Scheduling features in Valant, Tebra, SimplePractice, TherapyNotes, AdvancedMD, and other outpatient EHRs
- The customer’s approved calendar and communication tools for the specific handoff in scope
Implementation Methods
- Native scheduling, task, reminder, and status features
- Approved Microsoft 365 connections
- Structured scheduling report with an assigned exception queue
Access Needed
Your practice supplies authorized access, appointment rules, readiness requirements, communication approvals, and safe test records.
The clinical team retains treatment cadence, medical necessity, and patient care decisions.
OutcomeRevenue Cycle Work Queues That Show The Next Action
What Gets In The Way: Eligibility failures, claim rejections, denials, posting differences, and aging balances recur without a clear owner or deadline.
What Changes: The team can separate payer responses from correctable practice issues, work the next action, and see aging and repeat causes.
What AdvanceAPractice Does
- Trace representative eligibility, claim, remittance, posting, and follow-up records.
- Configure cause categories, assignments, deadlines, reports, and management checks.
- Document whether the next correction belongs to practice staff, the biller, the system administrator, or the payer.
What Your Team Receives
- Denial and payment resolution tracker
- Cause and next action categories
- Aging and repeat issue report
- Weekly review and escalation instructions
Systems We Configure
- Valant, Tebra/Kareo, Office Ally, AdvancedMD, and other outpatient billing systems
- Availity and insurance portals for claim status, eligibility, authorizations, and payment details
- Office Ally, Change Healthcare/Optum, Waystar, TriZetto, and Claim.MD clearinghouse reports
- Excel, Google Sheets, SharePoint, and the Command Suite for A/R worklists and owner reporting
Systems We Assess For This Work
- The practice’s clearinghouse and insurance portals for the transaction and payer in scope
- Valant, Tebra, or another EHR report for charge, claim, payment, or aging detail
- Electronic claim, eligibility, claim status, and remittance files when the supported workflow requires them
Implementation Methods
- Native reports and work queues
- Clearinghouse exports and electronic remittance files
- Controlled reconciliation when no supported automated path exists
Access Needed
We need authorized EHR, clearinghouse, and payer access, representative transactions, the current billing workflow, and an owner who can approve corrections.
The workflow improves visibility and follow-up. It does not control payer decisions or guarantee payment.
OutcomeCredentialing Records That Show The Real Payer Stage
What Gets In The Way: Payer products, applications, rosters, portal messages, and effective date evidence are mixed together under one vague status.
What Changes: Each payer relationship shows the product or network, current stage, missing item, owner, next action, last contact, and written outcome.
What AdvanceAPractice Does
- Confirm the practice, Tax ID, NPI, provider, payer product, network, service area, and correct application path.
- Organize portal access, application or roster steps, submission evidence, follow-up, and payer responses.
- Separate credentialing, contracting, payer record updates, directory corrections, EFT, ERA, and confirmed effective dates.
What Your Team Receives
- Payer and network work plan
- Credentialing tracker with next actions
- Document and portal checklist
- Follow-up and payer response record
Systems We Configure
- DataSpring Provider Data Portal (formerly CAQH) for provider profiles, documents, and attestation
- Availity and insurance portals for Regence, Moda, Providence, PacificSource, Aetna, and Cigna/Evernorth
- CMS PECOS for Medicare enrollment, NPPES for National Provider Identifier records, and state Medicaid enrollment portals
- Excel, Google Sheets, SharePoint, Outlook, Gmail, and the Command Suite for payer follow up and enrollment tracking
Systems We Assess For This Work
- CMS PECOS, the online Medicare enrollment system, when Medicare enrollment or record maintenance is in scope
- NPPES and the customer’s authorized payer, Medicaid, licensing, or enrollment systems
- Separate payer processes for electronic funds transfer payments and electronic remittance advice
Implementation Methods
- Provider and practice owned portals
- Payer forms, rosters, correspondence, and submission evidence
- Structured tracker with documented manual follow-up
Access Needed
Your practice provides accurate legal, Tax ID, NPI, license, ownership, payer product, portal, and contact information. Providers retain their own credentials and attestation duties.
Providers attest their own DataSpring profile. Payers control participation decisions and effective dates.
OutcomeReports That Tell Owners What Needs Attention
What Gets In The Way: Reports use different definitions or show totals without identifying the work, owner, or next action behind them.
What Changes: Owners can see workload, aging, overdue items, unresolved issues, assignments, and completed work with a named source for each measure.
What AdvanceAPractice Does
- Define each measure, source field, time period, owner, and decision it supports.
- Reconcile representative source records before relying on a total or trend.
- Configure filters, status labels, aging, exception flags, and review timing.
What Your Team Receives
- Measure and source field guide
- Configured report or dashboard
- Aging and exception views
- Owner review checklist
Systems We Configure
- Excel, SharePoint, Power Automate, and Power BI when approved
- Google Sheets, Drive, and Apps Script for shared reports, scheduled updates, and review lists
- Command Suite practice operations and revenue cycle dashboards
- Tebra, Valant, Availity, and payer reports when they contain the required source fields
- Documented work includes compensation collection reports prepared for a practice to provide to its bookkeeper
Systems We Assess For This Work
- The practice’s EHR, clearinghouse, payer, scheduling, and credentialing exports
- Recurring source reports that can be reconciled to the underlying practice records
- Management reports that need a clear owner, definition, and review schedule
Implementation Methods
- Native reports and approved recurring exports
- Microsoft 365 connectors and structured imports
- Documented manual reconciliation when a measure cannot be sourced reliably
Access Needed
Your practice provides source definitions, authorized report access, representative records, the reporting period, and the people who use the report.
AdvanceAPractice builds practice reports and identifies data limits. Your financial professionals handle bookkeeping and payroll.
OutcomeEHR Workflows That Reduce Duplicate Lists And Missed Handoffs
What Gets In The Way: The EHR works, but its tasks, templates, status labels, reports, permissions, or routing do not match how staff complete the work.
What Changes: The agreed workflow uses the EHR features available to the practice, with visible ownership, requirements, exceptions, and completion status.
What AdvanceAPractice Does
- Observe the workflow with the staff who perform it.
- Configure the available tasks, queues, status labels, templates, reports, reminders, fields, routing, or permissions.
- Test realistic scenarios and document the approved setup.
What Your Team Receives
- Current and improved workflow maps
- Documented EHR configuration
- Staff operating instructions
- Test record and launch checklist
Systems We Configure
- Valant behavioral health EHR workflows
- Tebra practice management, scheduling, billing, task, and report workflows
- SimplePractice, TherapyNotes, AdvancedMD, ICANotes, athenahealth, Epic, and Office Ally workflow reviews, among other outpatient systems
- Microsoft 365, Google Workspace, and the Command Suite for tasks, reports, and document checklists used alongside the EHR
Systems We Assess For This Work
- Other behavioral health, physician, and multispecialty EHR systems for the exact workflow requested
- The product edition, enabled modules, administrator permissions, exports, and vendor rules available to the practice
Implementation Methods
- Native configuration before adding another tool
- Approved exports or documented connections available from the EHR
- Visible manual step when the EHR cannot complete the handoff
Access Needed
We need the product edition, enabled modules, role permissions, an authorized administrator, representative test cases, and an approved change process.
We review the exact product and available features before promising a configuration, migration, or connection.
Custom Software And Automation
Build Tools Around Your Practice’s Process
We build scheduling tools, trackers, and automations that help staff manage work across forms, reports, and the EHR. Your team helps shape the tool and tests it with us before launch.
- Custom Spravato scheduling and authorization trackers
- Intake forms and staff notifications
- Provider onboarding and payer follow up trackers
- Scheduled reports and error alerts
- Staff instructions and administrator training
OutcomeConnections That Show Staff When Something Fails
What Gets In The Way: Staff copy information between systems or discover a failed transfer only after the next task is late.
What Changes: The connection validates its input, prevents predictable duplicates, records the result, assigns failures, and keeps a usable backup step.
What AdvanceAPractice Does
- Confirm what leaves the source, where it goes, how access works, how often it runs, and who owns it.
- Build the agreed connector, API, event notice, or structured file path.
- Add validation, duplicate protection, failure alerts, monitoring, and recovery instructions.
What Your Team Receives
- Connection and data flow map
- Configured working connection
- Failure queue and monitoring view
- Administrator guide and backup process
Systems We Configure
- SharePoint, Forms, Teams, Outlook, and Power Automate in the practice’s Microsoft 365 environment
- Google Workspace tools such as Forms, Sheets, Drive, Gmail, Calendar, and Apps Script
- WordPress forms, custom web applications, and scheduled report imports
- Secure AdvanceAPractice Command Suite report intake, project status, assignments, and notifications
- Approved Tebra or Valant reports and exports when the required fields are available
- Documented work includes a Tebra report workflow feeding a custom Spravato scheduling and authorization tracker with failure reporting and notifications
Systems We Assess For This Work
- Documented interfaces for the EHR, clearinghouse, payer, credentialing, scheduling, or document system in scope
- The exact fields, permissions, vendor approval, test access, and expected volume for the proposed connection
Implementation Methods
- Approved native connectors and documented APIs with limited permissions
- Verified webhooks or secure structured file exchange
- Validation, duplicate prevention, limited retries, audit records, alerts, and a documented backup step
Access Needed
Your practice provides authorized accounts, required licenses, vendor approval when needed, test access, data definitions, expected volume, and an administrator who can approve production use.
Before connecting systems, we confirm what each one can send or receive and who will own failures. If the task cannot be connected reliably, we keep the manual step visible.
OutcomeA Working Process Your Staff Can Use
What Gets In The Way: A tool is configured without clear ownership, realistic testing, staff instructions, or a plan for failures.
What Changes: The team receives the configured work, a clear process, test evidence, operating instructions, and named ownership.
What AdvanceAPractice Does
- Confirm the current process, intended result, users, permissions, dependencies, and completion point.
- Show each step, owner, system, due point, and failure response.
- Configure the agreed scope, test realistic examples, train staff, and document operation and recovery.
What Your Team Receives
- Workflow and ownership guide
- Configured system or connection named in scope
- Test evidence and correction record
- Staff and administrator instructions
Systems We Configure
- Microsoft 365 environments authorized by the practice
- Google Workspace documents, spreadsheets, forms, calendars, and Apps Script
- Valant, Tebra, SimplePractice, TherapyNotes, AdvancedMD, and other outpatient EHR workflows
- WordPress, custom schedulers, intake trackers, and staff reporting tools
- Command Suite tasks, due dates, project status, and staff assignments
Systems We Assess For This Work
- The practice’s EHR, scheduling, billing, payer, credentialing, form, document, and reporting systems named in scope
- Native configuration first, then only the connections needed to complete the work
Implementation Methods
- Native configuration and clear operating instructions
- Approved connectors, documented APIs, or structured exports when needed
- Realistic testing, staff approval, controlled launch, monitoring, and recovery
Access Needed
Your practice provides authorized administrators, licenses, vendor approvals, safe test users or records, staff participation, and an approved change window.
We confirm compatibility, access, and the agreed process before promising a build or production change.
Work And System Examples
See The Work Behind The Technology
These examples show the practice task, the systems involved, and the result staff should be able to see.
EHR And Practice Management
- Configure the fields, templates, tasks, scheduling rules, permissions, and reports that support the agreed workflow.
- We work in Valant, Tebra and Kareo, SimplePractice, TherapyNotes, AdvancedMD, ICANotes, athenahealth, and Epic, to name a few, on billing setup, scheduling, note templates, staff tasks, and reporting. If your practice runs on a different system, we start with the screen, report, or handoff that is causing the problem.
Insurance Portals, Enrollment, And Directories
- Use Availity and insurance portals for Regence, Moda, Providence, PacificSource, Aetna, and Cigna/Evernorth to review eligibility, authorizations, claim status, and payment details. Clearinghouse work runs through Office Ally, Change Healthcare/Optum, Waystar, TriZetto, or Claim.MD, among others.
- Update provider information in the DataSpring Provider Data Portal (formerly CAQH), correct insurance directories, and manage Medicare enrollment through CMS’s PECOS system. Track electronic payment and remittance enrollment separately.
Intake, Scheduling, And Communications
- Build a clear route from form receipt to document review, readiness, scheduling, and staff follow-up.
- That usually means Microsoft Forms, Lists, Outlook, Teams, and Power Automate, or Google Forms, Sheets, Gmail, Calendar, and Apps Script, wired into custom intake, authorization, and scheduling trackers. We work with whatever the practice already owns.
Documents And Work Management
- Organize approved policies, forms, and templates in SharePoint, Google Drive and Shared Drives, Word, and Google Docs, among the tools practices already keep documents in. Set staff access, protect masters, and make working copies easy to find.
- Connect document receipt and approval to visible tasks, notifications, and next steps without replacing the protected master document.
Practice Access And Growth Systems
- Improve how prospective patients and referral partners reach the practice, submit the right information, and receive an accountable next step.
- The path runs through the WordPress site and its forms, Google Business Profile, insurance directories, EHR intake forms, and scheduling tools, among others. We follow it from the first search to a staff response.
Reporting, Automation, And Security
- Build owner reports in Excel, Google Sheets, Power BI, the Command Suite, or whatever the owner already reads, from EHR, billing, payer, and scheduling records. That covers A/R review, provider collections, compensation reports for the bookkeeper, and project status.
- Our projects include a custom Spravato scheduler with authorization tracking, intake trackers, staff notifications, and protected SharePoint master documents. These tools use Microsoft Forms, SharePoint, Outlook, Teams, Power Automate, and Tebra reports.
Not Sure Which Workflow To Start With?Tell us what is slowing the practice down. We will identify the right first step.
Discuss This WorkflowHow Implementation Works
What We Do
How We Turn A Repeated Problem Into A Working Tool
We start with the staff task, the information it needs, and the result the practice must be able to verify.
Define The Job
We document who starts the work, where the source information lives, what the next person needs, and what counts as complete.
Review The Systems Together
We examine the forms, reports, scheduling tools, and staff steps involved so the new tool fits the way the practice works.
Build Around Real Practice Work
Examples include the custom Spravato scheduler, provider onboarding trackers, A/R worklists, and controlled document workflows. The written scope names the actual build and systems involved.
Test, Document, And Hand Off
We test the normal steps and known failure cases, document who maintains the tool and how to recover, and give the practice a usable backup process.
From Operational Problem To A Tested Production Workflow
1. Review The Work With Staff
We watch the current process, review the forms and reports involved, and agree on the problem the project will solve.
2. Plan The Changes
We explain what will change, which systems are involved, and what staff will do differently. The proposal includes the work, price, and responsibilities.
3. Build And Test The Tool
We build the agreed form, tracker, scheduling tool, or automation, then test complete examples and common errors.
4. Train Staff And Put It Into Use
Staff try the new process with us. We make the agreed corrections, document the steps, and prepare the people who will use and maintain it.
Planning an EHR change? Read what to verify before you sign.
Start With One Workflow
Show Us Where The Work Keeps Breaking Down
Tell us what the team is trying to do and which systems they use. We will recommend a published package or prepare a written proposal for the custom work.
Built And Running
What We Have Actually Built
For one behavioral health practice we built a scheduling application inside the Microsoft 365 they already paid for. It tracks every patient authorization and expiration date, forecasts open treatment slots weeks ahead from each patient’s cadence, and opens each record with the actions still outstanding. It replaced a staff member’s spreadsheet, and she now works out of it daily. It later moved to an automation that runs on its own inside the practice’s own tenant, so it no longer depends on one computer being switched on.
In the same practice we reconciled 97 controlled master documents to a control register and applied a custom permission so designated maintainers can update a master and see its history but cannot delete it or its versions. Seventy-one broken shortcut paths were repaired.
Next Step
Know What This Would Cost For Your Practice.
Every service has a published price and a written scope. If you are not sure which one fits, ask and you will be pointed at the right one.