Current Systems / EHR
Improve The Workflow Inside The Behavioral Health Systems Your Practice Already Uses.
Before you replace the EHR, find out whether the problem is the software or the way it is set up and used.
Find The Bottleneck
Good Software, Still A Workflow Problem.
Most behavioral health practices that feel constrained by their EHR are not dealing with a bad product. They are dealing with a product that was never fully configured for how their practice actually operates and that gap has accumulated workarounds, manual steps, and friction that everyone now treats as normal.
Documentation gets completed outside the system and pasted in. Scheduling does not connect to billing the way it should. Task routing happens over text message because the EHR task system was never set up. Reporting requires a manual export and an hour in a spreadsheet. Nobody who started at the practice in the last two years knows why any of this is the way it is.
The impulse to replace the system is understandable. But a new EHR carries significant migration costs, staff retraining, and implementation risk and if the underlying workflow is the problem, the new system inherits it. Optimizing the current system first is almost always faster, less expensive, and lower risk. It also tells you clearly whether a replacement is genuinely warranted.
Systems We Work In.
This work is platform-agnostic. Behavioral health practices use a wide range of EHR and practice management tools, and workflow problems appear across all of them. Current systems we work with include:
Valant
Behavioral health-specific EHR with integrated billing. Common friction points include template configuration, documentation workflow, and billing feed setup.
See Valant support →TherapyNotes
Widely used in outpatient mental health. Workflow gaps often appear in scheduling-to-billing handoffs and portal utilization.
See TherapyNotes support →SimplePractice
Popular for solo and small-group practices. Optimization often centers on automation rules, documentation defaults, and billing configuration.
See SimplePractice support →Kareo / Tebra
Practice management and billing platform used across specialties including behavioral health. Frequent issues with claim configuration and reporting setup.
See Kareo/Tebra support →AdvancedMD
Full-featured PM and EHR. Workflow problems often involve underused scheduling and task tools, and reporting that requires significant manual work to be readable.
See AdvancedMD support →athenahealth
Used by psychiatry practices and behavioral health physician groups. Optimization often involves claim rule configuration, documentation workflow, and payer-specific setup.
See athenahealth support →Epic
Common in larger behavioral health organizations and hospital-based programs. Workflow improvement centers on build configuration and reducing documentation burden.
ICANotes
Behavioral health-specific system designed for clinical documentation. Workflow improvements often focus on template efficiency and billing workflow alignment.
See ICANotes support →Office Ally
Clearinghouse and practice management tool used widely in behavioral health. Common issues involve claim routing configuration and denial workflow.
What The Work Looks Like.
Optimization work starts with a workflow review, not a system demo or a vendor conversation. That means understanding how staff actually use the system day to day, where they have built workarounds, what the documentation and billing cycle looks like from start to finish, and where steps are being done outside the system that the system could handle.
From there, work is scoped to the highest-friction areas: configuration fixes, template redesign, workflow documentation, staff guidance, and reporting setup. The goal is a system that supports how the practice actually operates so work stops getting lost between systems, documentation supports billing instead of delaying it, and the owner stops answering questions the software should be answering automatically.
When a replacement is genuinely warranted, the optimization process produces a clear requirements baseline, which makes any future selection or migration significantly more grounded.
When This Work Fits.
EHR workflow optimization is a strong fit for behavioral health practices where the system has been in use for more than a year but still feels like it is working against the team, practices where the EHR is causing documentation drag for psychiatrists, PMHNPs, or psychologists; where billing is losing time to manual steps the system should handle; or where leadership wants a reliable performance view and cannot get one out of the current reporting setup.
If you are seriously considering an EHR change, this is also the right starting point, the workflow review will either resolve the problem or give you a well-defined foundation for evaluating alternatives.
Practice Systems · Improve The Systems Your Practice Already Uses
EHR Workflows That Reduce Duplicate Lists And Missed Handoffs
The agreed workflow uses the EHR features available to the practice, with visible ownership, requirements, exceptions, and completion status.
What AdvanceAPractice Changes Or Builds
- 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.
On a hospital-owned system? We support outpatient behavioral health teams working inside Epic too.
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.