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Prospective Client Hub (PCH)
Command Center for Behavioral Health Intake Operations
Track every lead, manage complex workflows, and take action from one unified hub—no more jumping between windows, spreadsheets, or sticky notes.
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Trusted by behavioral health organizations nationwide:
10–300+ Users
Outpatient
Inpatient
Counseling
Social Work
Individual & Group Therapy
Psychiatry
What Is Prospective Client Hub?
The Prospective Client Hub is the healthcare CRM command center that centralizes every inquiry and referral so your team can efficiently convert prospective clients into admissions. This patient intake software solves the challenge of lost inquiries and missed follow-ups that plague behavioral health practices, helping you capture more complete information on first contact, whether from referrals or direct inquiries. Built directly into your EHR, PCH ensures no prospective client falls through the cracks.
How It Works
Centralize All Leads
Every inbound flows into one hub - online registrations, calls, emails, referrals.
Track & Assign Work
Custom workflows, task management, and clear ownership for every lead.
Take Action from One Screen
Book appointments, verify insurance, send communications - no window switching.
Convert More Clients
Complete visibility, organized workflows, and data-driven insights improve conversion.
Complete Visibility
Track every lead through your entire HIPAA-compliant intake pipeline with real-time status updates and activity logs
Unified Workspace
All intake actions from one powerful interface - no jumping between systems or spreadsheets
Actionable Analytics
Every data point becomes reportable intelligence to optimize your intake operations
The Result
An organized intake operation that captures every lead, streamlines team coordination, and converts more inquiries into admitted clients.
More Than Just a Tracking Tool
Unlike spreadsheets, email chains, or generic CRMs, PCH is a purpose-built lead management system for behavioral health intake. This comprehensive command center eliminates scattered processes, provides complete workflow visibility, and empowers your team to deliver faster, more efficient intake experiences while maintaining full accountability and generating strategic insights.
Paper vs. Digital Registration for Behavioral Health
Before
Paper-Based Process
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Print packets
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Hand to clients
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Wait for completion
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Scan documents
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Manual data entry
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Physical file storage
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Chase missing information
After
Digital Registration with Online Registrations
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Client accesses form on your website
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Completes anytime, anywhere
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Auto-flows to EHR
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Staff approves
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Chart created automatically
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All documents indexed digitally
Common Pain Points Eliminated
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Still using paper?
Go completely paperless immediately
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Forms abandoned?
AI voice assistant helps them finish
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Hours of data entry?
Direct EHR integration reduces it to zero
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After-hour needs?
24/7 access captures clients when they're ready
Common Intake Challenges PCH Solves
If your intake team is drowning in spreadsheets and sticky notes, PCH transforms your operations by addressing these critical pain points:
Problem
Solution
Still using spreadsheets for intake
Replace manual tracking with purpose-built behavioral health intake management
Lost referrals in email chains and sticky notes
Capture and organize every inquiry in one central hub
Tracking referral sources
Know exactly where your referrals originate
No visibility into intake pipeline
Configure intake statuses to match your workflow and track exactly where each prospective client stands
Duplicate data entry across systems
Enter information once, flows everywhere it's needed
Unable to track conversion rates
Custom dashboards that reveal exactly where referrals drop off and which sources convert best
Missing follow-ups with prospective clients
Task management ensures nothing gets forgotten
Can't identify bottlenecks in your intake process
Reporting shows exactly where prospective clients get stuck
Benefits
Efficiency for your team. Ease for your clients. Confidence in compliance.
For Your Practice
Eliminate Hours of WeeklyAdmin Work
No more scanning, filing, or chasing missing information
Increase ClientConversion
AI assistance and save-and-resume reduce form abandonment
Reduce IntakeErrors
Required fields and validation ensure complete, accurate data
For Your Clients
Complete Registration in Under5 Minutes
Smart branching shows only relevant questions
Never RepeatInformation
Data flows across all forms and future visits
Accessible forEveryone
Voice assistant option for those who prefer speaking to typing
For Compliance & Operations
Complete Audit Trail
Every submission tracked and documented
Real-Time Analytics
Track referral sources, conversion rates, and bottleneck identification
Automatic Document Management
Insurance cards and consents organized and indexed
Who Is This For
PCH serves the entire spectrum of behavioral health organizations:
Group Practices & Clinics
Streamline intake across multiple providers and locations
- Outpatient mental health clinics
- Multi-specialty behavioral health practices
- Private practice psychiatry and therapy groups
- Addiction counseling centers
Treatment Centers & Programs
Manage complex, multi-step intake workflows
- Intensive outpatient programs (IOP)
- Partial hospitalization programs (PHP)
- Substance use and addiction treatment centers
- Residential treatment facilities
- Dual diagnosis programs
Multi-Site Organizations
Centralize configuration while allowing site-specific customization
- Behavioral health networks
- Hospital outpatient departments
- Integrated health systems
- Community mental health centers
- Inpatient psychiatric hospitals
- Acute psychiatric units
Registration Workflows by Program Type
New Client Self-Referral
- Client finds practice online
- Completes registration at 11pm
- Data flows to EHR
- Morning staff reviews
- Approved and chart created
- Portal welcome email sent
- First appointment scheduled
IOP Program Admission
- Referral source sends client
- Custom IOP form with program-specific questions
- Insurance captured for verification
- Clinical team reviews responses
- Placement decision made
- Orientation packet auto-delivered
Psychiatric Evaluation Intake
- Client needs psychiatry appointment
- Completes detailed medical history form
- Medication list captured
- Insurance verified
- Matched with appropriate prescriber
- Chart ready before first visit
Residential Treatment Application
- Complex multi-page assessment
- Documents uploaded (insurance, ID, prior records)
- AI voice assistant helps completion
- Clinical review for admission criteria
- Acceptance triggers admission workflow
A Day in the Life with PCH
See how PCH transforms everyday intake scenarios
When someone calls seeking IOP services
When an online registration for addiction group therapy arrives
When you need to know why conversions dropped
When your intake coordinator is out sick
Core Features
Centralized Intake Command Center
Capture every lead from every channel in one organized hub.
Powerful Workflow & Task Management
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All-in-One Action Center
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Comprehensive Activity Tracking
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- Online registrations automatically appear in PCH upon acceptance—ready for immediate processing
- Manually log inbounds from any channel: phone, email, fax, walk-ins, or referrals
- Track comprehensive data points: demographics, insurance, contact person details, urgency level, requested services, preferred locations, referral sources, marketing channels, and email opt-in preferences
- System automatically documents who logged each inbound and when, creating complete accountability
- Build custom intake forms to capture practice-specific data unique to your workflows
- PCH fields can be included in your customized Online Registration forms, ensuring data flows seamlessly into PCH when forms are submitted and accepted
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Robust Reporting & Analytics
Transform your intake data into actionable insights with robust reporting capabilities:
Built-in Reporting Metrics
- Generate reports on 40+ data fields captured in PCH
- Export to Excel for custom pivot tables, analysis and data visualization
- Schedule automated reports for leadership review
- Track performance across unlimited time periods and segments
Strategic Analysis Examples
Marketing ROI
- Compare conversion rates across different marketing channels
- Identify which referral sources generate the highest conversion rates to optimize marketing investments
Operational Efficiency
- Task completion rates by team member
- Identify bottlenecks by analyzing how many inbounds are sitting in each stage
- Time from initial call to intake completion by program type (IOP vs PHP vs outpatient)
Service Demand
- Most requested services by location or time period to target hiring needs
- Insurance mix and payer trends
Conversion Analytics
- Reasons for non-admission by category
- Success rates by intake coordinator
Automated Behavioral Health Intake Workflow
Automated Routing & Review
Capture every lead from every channel in one organized hub.
Approval Logic & Automation
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EHR as the System of Record
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- Submitted forms route directly into your EHR CRM for review.
- Approved registrations trigger auto-creation of client charts populated with captured data.
- Registrations seamlessly feed into the Prospective Client Hub, with configurable statuses and sub-statuses to track clients through processing.
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Team Collaboration Features
Keep your entire intake team aligned, informed, and productive in real-time.
Intake Coordinator
Clinical Team
Supervisor
Admin Staff
Real-Time Coordination
- Live updates across all team members
- Shared task visibility
- No duplicate efforts
- Instant status changes
Centralized Communication
- Internal messaging hub
- Comment threads on tasks
- Team notifications
- Knowledge preserved
Secure Access Control
- Role-based permissions
- Protected client data
- Audit trail maintained
- HIPAA-compliant sharing
See Your Team in Action
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Sarah commented: “Insurance verified – client has 20 sessions approved”8:39 AM
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John completed task: “Schedule initial assessment”9:45 AM
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Marie updated status to: “Ready for Admission”10:24 AM
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Dr. Smith messaged team: “IOP group has 2 spots available for Tuesday”11:02 AM
Enterprise-Ready Configuration
PCH scales to match your behavioral health organization's complexity:
Solo Practice
- 1 location
- 1–5 providers
- Basic workflows
Growing Organization
- 2–5 locations
- Multiple programs
- Custom workflows
Enterprise Network
- 10+ locations
- Full service lines
- Complex workflows
Multi-Program Support Configure different workflow statuses, task templates, and custom fields to accommodate tracking and managing the unique intake requirements of different types of programs in one system.
Examples: mental health outpatient, IOP, PHP, residential, substance abuse treatment, specialty services.
Custom Data Fields Add unlimited fields specific to your practice needs.
Examples: Statuses, lead sources, prioritization labels.
Flexible Task Templates Create reusable task sets for common scenarios.
Examples: Check eligibility, send consent forms, assign provider.
Integration Ready Works seamlessly with your EHR’s scheduling and clinical modules.
Examples: Appointment Finder, admit client, upload forms, SMS/email client and staff.
Security & Compliance Built Into Every Action
HIPAA-compliant communications
All SMS and email sent from PCH are encrypted and secure, ensuring protected health information remains confidential.
Secure document handling
Upload and store intake documents, insurance cards, and forms with full HIPAA compliance.
Role-based permissions
Control which team members can view, edit, or communicate with prospective clients based on their role.
Encrypted data at rest and in transit
From initial registration through chart creation, all PHI is protected
Frequently Asked Questions
How does PCH help manage high-volume behavioral health intake?
What kind of data can we track and report on in PCH?
How does PCH integrate with our existing EHR workflows?
Can we customize PCH for our unique intake process?
How does PCH help intake coordinators manage their daily workflow?
How does the Activity Log help with compliance and quality assurance?
Does PCH data remain accessible after a client is admitted?
Trusted by Behavioral Health Organizations Nationwide
Explore each module to see how it transforms your intake and engagement process
