Complete back-office system built for 1,500+ patient NYC therapy practice
Description
Built HIPAA-compliant system to manage all back-office processes for a major NYC psychotherapy practice, centralizing all data storage and operations into a single system
Eliminated the need for multiple disconnected apps, substantially reduced admin time and simplified overall practice operations
Integrated existing website and forms with the new back-end system
Impact & Key Figures
One centralized system for securely storing and managing data for all ~1,500 patients and 60+ clinicians
100+ hours saved per month for admin team
200+ automations built to update patient/clinician records, send reminders and notices to patients/clinicians, and provide administrators with regular update summaries
Interfaces for admins to run their workflows, manage patient or clinician records, and obtain a detailed look at all practice operations
Automated communications between practice->patient and practice->clinician
Client Problem
No centralized ‘source of truth’ for the entire organization with all patient, clinician, and practice administrator details maintained in real-time to be 100% up-to-date
Thousands of patients but no centralized data storage solution for managing health records and treatment progress
Substantial manual effort required for patient management and communications as well as communicating with clinicians
Patient data collected in different formats, not updating across all systems
100+ disparate, disconnected spreadsheets for data and operations
Our Solution
Patient intake, scheduling, screening, and offers: We streamlined the patient intake process by integrating intake forms, custom screening workflows, insurance eligibility checks, and personalized appointment offers to improve conversion and reduce administrative overhead. All communications are automated between the practice and the patient.
Treatment plan management: Practice can easily see which clinicians have or have not submitted accurate treatment plans for their patients in a centralized system that ensures continuity of care and simplifies progress documentation.
Billing and insurance eligibility: The system allows admins to easily track all appointments held, check and correspond with patients for insurance eligibility, and automatically communicate with clinicians about appointment issues to minimize claim denials and accelerate reimbursement cycles.
Clinician onboarding, payroll and PTO: We implemented an integrated HR module that automates clinician onboarding/offboarding, tracks PTO, and simplifies payroll for seamless workforce management.
Automated patient communications and reminders: Across scheduling, treatment plan monitoring, and billing, patients receive timely, personalized messages and reminders through email, reducing time spent copy-pasting for admins and ensuring systems stay up-to-date.
Intra-team and clinician communications: Secure internal messaging and task assignment features enable real-time collaboration between clinicians and support staff, fostering a more connected and responsive care team.
Images & Media
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