A behavioral health infrastructure company serving health plans, hospital systems, FQHCs, and school districts was growing admin overhead faster than patient volume. We built its Care Operations Portal, an automation layer connecting referral intake to clinical scheduling inside Healthie EHR, cutting per-referral coordination from 20 to 30 minutes down to 2 to 3.
Talk to UsA behavioral health infrastructure company serving health plans, hospital systems, FQHCs, and school districts
Referral-to-appointment automation connecting intake, scheduling, no-show management, and clinical oversight inside the EHR
Healthie EHR, Monday.com, React.js, OAuth 2.0
Live in production, billing automation in Phase 2
The automation platform now runs at scale while holding clinical performance steady on the HEDIS measures the client is contracted against.
Annual patient encounters supported without proportional admin headcount growth
7-day follow-up rate maintained at scale
Antidepressant medication management rate maintained at scale
Depression screening rate maintained at scale
As the company scaled, manual coordination work grew faster than the patient base, even as clinical performance stayed strong.
Referrals arrived through a project management tool but had to be manually entered into the EHR, one at a time.
Appointment booking had no automation layer, adding time to every referral processed.
Without proactive tracking, missed and cancelled appointments were addressed reactively instead of prevented.
Recurring follow-up scheduling, supervisor chart-signing, and billing coordination depended on manual processes that grew faster than the patient base.
Built on Healthie's EHR platform, with an automation, identity, and compliance layer underneath.
A daily extraction job pulls referrals out of the project management tool and creates patient records directly in Healthie EHR, cutting a 20 to 30 minute manual process down to 2 to 3 minutes. Admins book appointments against real-time provider availability in one click.
No-show and cancellation tracking moved from reactive to proactive, with escalating outreach and clear thresholds for when a case needs review.
Recurring follow-up scheduling, supervisor chart-signing, and documentation completeness now run on automated cadences instead of manual tracking.
Role-based access and single sign-on secure the portal, while a new data layer lays the groundwork for automated billing in Phase 2.
Talk to us about what an automated operations portal looks like for your care network.
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