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’s set up and used. Most of the time it’s the setup, like a task system nobody configured, a note template that doesn’t capture what the code needs, or reports that take an hour in a spreadsheet. We fix that inside the system you already pay for.
Find The Bottleneck
Good Software, Still A Workflow Problem.
Most behavioral health practices that feel boxed in by their EHR aren’t dealing with a bad product. They’re dealing with one that was never fully configured for how the practice actually runs, and the gap has filled up with workarounds, manual steps and friction that everyone now treats as normal.
Documentation gets completed outside the system and pasted in. Scheduling doesn’t connect to billing the way it should. Task routing happens over text message because nobody ever set up the EHR’s task system. Reporting means 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.
Wanting to replace the system makes sense. But a new EHR brings migration costs, staff retraining and implementation risk, and if the workflow is the real problem, the new system won’t fix it. It’ll inherit it. Fixing the current one first almost always takes less time and money, with less risk. It also tells you whether you need a replacement at all.
Systems We Work In.
This work isn’t tied to one platform. Behavioral health practices run on a wide range of EHR and practice management tools, and the same workflow problems show up in all of them. Systems we currently work with include:
Valant
A behavioral health EHR with billing built in. The trouble usually sits in template setup, in how notes move to billing and in the billing feed itself.
See Valant support →TherapyNotes
Widely used in outpatient mental health. The gaps show up where scheduling meets billing, and in how much of the portal actually gets used.
See TherapyNotes support →SimplePractice
Popular with solo and small-group practices. The work usually centers on automation rules, documentation defaults and billing configuration.
See SimplePractice support →Kareo / Tebra
A practice management and billing platform used across specialties, behavioral health included. Claim configuration and reporting setup are the usual trouble spots.
See Kareo/Tebra support →AdvancedMD
Full-featured PM and EHR. The scheduling and task tools often go underused, and the reports take real manual work before anyone can read them.
See AdvancedMD support →athenahealth
Used by psychiatry practices and behavioral health physician groups. Expect work on claim rules, on how notes get to billing and on payer-specific setup.
See athenahealth support →Epic
Common in larger behavioral health organizations and hospital-based programs. Improvements center on build configuration and cutting documentation burden.
ICANotes
A behavioral health system built around clinical documentation. Most of the work goes into speeding up templates and making sure each charge gets from the note to billing.
See ICANotes support →Office Ally
A clearinghouse and practice management tool used widely in behavioral health. Claim routing configuration and denial workflow are where the issues sit.
What The Work Looks Like.
We start with a workflow review. No system demo, no vendor call. We look at how staff actually use the system day to day and where they’ve built workarounds. Then we follow a visit from the first note to the paid claim, looking for steps done outside the system that it should be handling.
From there, we scope the work to wherever the workarounds cost the most. That can mean fixing configuration, rebuilding a template so the note captures what the code needs, writing down how a task should run, training staff or setting up reports. The system ends up fitting the practice. Tasks stop falling between systems, the note backs up the claim instead of holding it up, and the owner doesn’t have to answer questions the software should answer on its own.
When the fix comes down to one workflow, like task routing inside the EHR or a report that builds itself every morning, that’s an Automation Program. It’s $5,000, or 5 monthly payments of $1,000, built and tested in your own system with 30 days of fixes after go-live. Bigger rebuilds get a written price first.
And if a replacement really is warranted, you’ll come out of the review with a clear set of requirements, so any selection or migration starts on solid ground.
When This Work Fits.
EHR workflow optimization fits a behavioral health practice whose system has been in place for more than a year and still feels like it’s working against the team. It also fits when psychiatrists, PMHNPs or psychologists are finishing notes after hours because the EHR slows them down, or when billing staff rekey what the system should carry over on its own. And if you can’t get a straight answer out of the current reports, start here.
Seriously thinking about switching EHRs? This is still the right first step. The review either solves the problem or gives you a clear basis for comparing 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.
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.