Case studyAI & AutomationMulti-site behavioral-health practice
Nine systems that put a behavioral-health practice’s intake, unit math and compliance in one place
9
systems shipped, intake through discharge
16
automation scenarios in production
3.33
units for a 50-minute session, never rounded
2w · 1w · 2d
authorization expiry alerts
01The situation
Clinicians were spending more time documenting than treating. The practice paid for an EHR, but every intake still ran through PDFs, manual data entry, and disconnected spreadsheets.
Authorization windows expired without anyone catching them. Reassessment summaries were written from scratch every six months. Compliance lived on paper, and there was no single place to see who had access to what.
02What we built
- An intake flow that captures demographics, insurance, pharmacy, and referral source during the scheduling call.
- A narrated consent video with one-click signature that auto-populates the entire intake packet.
- A staff portal holding access, roles, PINs and client folders, with a folder created at scheduling and scoped to the assigned clinician only.
- Exact PSR and CPST unit tracking. 50 minutes counts as 3.33 units, not rounded down, so billable time stops leaking.
- Authorization expiry alerts by text and email at two weeks, one week, and two days.
- AI-generated 6-month and 90-day progress summaries for reassessments and insurance, drafted from session data.
- A discharge flow that archives the client folder, revokes clinician access, and keeps six-year retention compliance intact.
03The system at a glance
- 01
Intake call
Demographics, insurance, pharmacy, and referral source captured while the client is still on the phone
- 02
Consent + chart
Narrated consent video, one-click signature, intake packet auto-populated
- 03
Clinician assignment
Client folder created at scheduling, access scoped to the assigned clinician only
- 04
Exact unit tracking
PSR and CPST units counted exactly, 50 minutes is 3.33 units, never rounded down
- 05
Expiry alerts
Text and email alerts at two weeks, one week, and two days before an authorization window closes
- 06
AI summaries
6-month and 90-day progress summaries drafted from session data for reassessment and insurance
- 07
Discharge + archive
Folder archived, clinician access revoked, six-year retention compliance kept intact
04The results
One
portal for access, roles, PINs and client folders
Exact
unit math, so billable time is counted in full instead of rounded away
2w · 1w · 2d
alert cadence before each authorization window closes, by text and email
6mo + 90d
AI progress summaries drafted per client for reassessment and insurance
Build record from a 2026 engagement with a multi-site behavioral-health practice, published without the client's name. Figures describe what was built and deployed, not how much it was used.
Build under the client's identity, not your own. A portal published from an agency account is only reachable for as long as that account is, and a system the client cannot carry out on their own is not finished. Deployment identity is part of the handoff here now, not an afterthought.