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EHR for Community-Based Services & Case Management
Community-Based Services & Case Management

EHR for Community-Based Services & Case Management

A mobile field app with AI Quick Notes, AI Scribe and GPS visit verification, plus automatic calendar backfill, time- and mileage-based billing and case management documentation, built for teams that deliver care in homes and the community.
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Trusted by behavioral health organizations nationwide:

20–3,000+ Users 20–3,000+ Users
Outpatient Outpatient
Residential & Inpatient Residential & Inpatient
SUD & Addiction Treatment SUD & Addiction Treatment
Community-Based Services Community-Based Services
PHP/IOP PHP/IOP
Psychiatry & Medication Management Psychiatry & Medication Management

What Challenges Do Community-Based Teams Face?

Unscheduled visits, travel and many short case management contacts make field work hard to document, verify and bill.
Documenting Care in the Field

Documenting Care in the Field

The Problem: Field staff see clients in homes and the community, often without a scheduled appointment. Notes get written hours later from memory, and visits never make it onto the calendar.

Impact:

  • Late or incomplete documentation
  • Visits missing from schedules and reports
  • Evenings spent catching up on notes
  • Gaps in the client record
Verifying & Billing Field Visits

Verifying & Billing Field Visits

The Problem: Payers and auditors want proof that field visits happened, and travel time and mileage are easy to under-bill when they are tracked on paper.

Impact:

  • Audit risk without visit verification
  • Unbilled travel time and mileage
  • Manual timesheets and mileage logs
  • Revenue lost on short visits
Tracking Case Management Activities

Tracking Case Management Activities

The Problem: Case managers make many short contacts each day: calls, referrals, coordination and check-ins. Capturing each one for the record and for billing takes too long.

Impact:

  • Activities going undocumented
  • Under-billed case management time
  • Hard-to-report caseload activity
  • Less time with clients

How Our Community-Based EHR Solves These Challenges

Mobile tools and billing rules built for care delivered outside the office.
Document From the Field

Document From the Field

Challenge: Notes written later and visits missing from the calendar.

Our Solution:

  • Mobile field app for visit documentation
  • AI Quick Notes and AI Scribe in the mobile app
  • Visits logged in the field added to the calendar automatically
  • Unscheduled visits supported
  • One client record for the whole team
Verify & Bill Every Visit

Verify & Bill Every Visit

Challenge: Proving visits and billing travel accurately.

Our Solution:

  • GPS visit verification
  • Time-based billing
  • Mileage-based billing
  • Travel time tracking and in-home billing
Capture Case Management

Capture Case Management

Challenge: Documenting many short case management contacts.

Our Solution:

  • Fast case management activity documentation
  • Activities tracked in the client record
  • Time-based billing for case management
  • Custom reports on caseload activity

Community-Based EHR Features Built for Field Teams

Mobile documentation, visit verification, billing and case management tools built for community-based services and case management programs.

Mobile Field App

Document care wherever it happens

In the Field:

  • Log visits from the field
  • Document notes on a mobile device
  • Unscheduled visits supported

AI in the Mobile App:

  • AI Quick Notes for fast documentation during the visit
  • AI Scribe drafts notes for clinician review

Scheduling:

  • Visits logged in the field automatically added to the calendar
  • Schedules stay complete for reporting and billing

Key Benefits:

  • Finish documentation closer to the visit
  • Keep calendars accurate without double entry
  • Spend less time catching up on notes

GPS Visit Verification

Proof that field visits happened

Verification:

  • GPS visit verification for field visits
  • Visit details stored in the client record

Audit Readiness:

  • Complete audit trails
  • Reports on verified visits

Key Benefits:

  • Support payer and audit requirements
  • Reduce disputes about field services
  • Protect revenue for in-home care

Time & Mileage-Based Billing

Billing rules built for services delivered on the road

Billing:

  • Time-based billing
  • Mileage-based billing
  • Travel time tracking and billing
  • In-home service billing

Revenue Protection:

  • Charges captured from signed notes
  • Authorization tracking with low-unit alerts
  • Automated eligibility checks

Key Benefits:

  • Bill for every minute and mile
  • Replace paper timesheets and mileage logs
  • Reduce denials

Case Management Documentation

Quick capture for the many contacts case managers make each day

Activities:

  • Fast documentation of case management activities
  • Calls, referrals, coordination and visits in one record
  • Time tracked for billing

Planning:

  • Service and treatment plans linked to activities
  • Golden thread documentation

Key Benefits:

  • Capture every case management contact
  • Bill case management time accurately
  • Show caseload activity to funders

State & County Interfaces

Connect community programs to the systems that fund them

State & County Systems:

  • Mississippi DMH and Colorado CCAR
  • South Dakota STARS and Florida FASAMS
  • LA County IBHIS and Santa Clara County PCE
  • Massachusetts IMS
  • Custom integrations for additional systems

Reporting:

  • Custom reports for funders and state agencies
  • Reports on any form field

Key Benefits:

  • Meet state and county reporting requirements
  • Reduce duplicate data entry
  • Keep funding on track

AI & Compliance

Less paperwork and fewer compliance gaps

AI:

  • AI Scribe drafts notes for clinician review
  • AI Coding suggests E&M codes with audit-ready justifications

Compliance:

  • Configurable compliance rules
  • Credentialing tracking
  • Complete audit trails

Key Benefits:

  • Spend more time with clients
  • Prevent compliance gaps before billing
  • Support audits with complete records

Trusted by Behavioral Health Practices

We have been working with EHRYourWay since 2018. At that time, we were a smaller group consisting of approximately 10 providers & admins. Since then, our clinic has grown to include approximately 75 psychotherapists, nurse practitioner prescribers, interns & admin staff. Throughout this time, EHRYW has demonstrated an extraordinary willingness to respond to and adapt to our needs. Their leadership team and technical crew are responsive, hardworking, and efficient. As the CEO and Clinic Director, I have been impressed by how far above EHRYW is compared to other EHRs I have used in the past. Qualities I have noticed along the way include: EHRYW's ability to create a unique platform for our group, implementing our suggestions & feedback across many of the system's features; EHRYW's willingness and capacity to develop new reports & features that we use daily; EHRYW's ongoing updates ensure our clinical & admin staff continually streamline their processes. Most recently, we have started using the AI Documentation tool, which is radically changing how our clinicians keep notes. This tool not only saves us time but also raises our overall level of professionalism. I cannot recommend EHRYW more highly to other groups & individual providers. They are truly leaders in the field of electronic health systems!
CEO | Outpatient
Working with the team at EHRYourWay has been great. They took the time to understand our unique challenges and partnered with us to develop enhancements that directly addressed our pain points. Their commitment to collaboration and innovation has resulted in system updates that significantly improved our compliance and streamlined key processes through automation. We truly value their responsiveness and dedication to helping us succeed!
VP of Clinical Operations | Outpatient
EHRYourWay partnered with us to develop a customized system that aligns with how our practice actually functions. By automating workflows for clinicians and administrative staff, they’ve helped us operate more efficiently without sacrificing quality of care.
Chief Operating Officer | Outpatient
Our partnership with EHRYourWay has been a highly positive experience. We value the system’s ongoing customizability and its intuitive, user-friendly layout. Consistent touchpoints, dedicated contacts, and an easy-to-use ticketing system keep us aligned on functionality updates and development projects. Their proactive efforts to enhance the system, combined with a collaborative approach to identified needs, have helped us create efficiencies across our unique programs and workflows.  For example, the denials report that was rolled out as part of the new billing dashboard has allowed us to proactively work denied claims and has resulted in a meaningful reduction in the AR.  Their commitment to incorporating consumer feedback and refining each project until it aligns perfectly with our goals makes the partnership feel truly supportive and engaged.
Clinical Operations Supervisor | Outpatient
Since beginning our work with EHRYourWay in summer of 2024, we have been so grateful for their partnership in ensuring that the system is truly customized to our client and business needs. Their team has put in countless hours with us, helping us to brainstorm and troubleshoot issues and creating customizations to assist us in creating greater efficiency within our workflows. In particular, their teams have worked very closely with our billing team to learn more about our workflows to ensure a clear understanding of our needs. Additionally, they've worked closely with our compliance and clinical leadership to ensure that client- and provider-facing forms are trauma informed, person-centered, and compliant with oversight entity requirements. This partnership has created a year-long sigh of relief among our administrative and clinical staff alike. While it is always an undertaking to transition electronic health record systems, the EHRYourWay team prepared us for each step of implementation and utilizing these systems has saved us both time and energy. This system has also helped us eliminate barriers experienced by our clients by providing our clients with access to a client portal. The EHRYourWay team is quick to respond, curious and thoughtful in understanding our needs, and generous with their time. We have been very pleased with the quality of the work completed by the team, as well as the product overall.
Director of Compliance | Outpatient
Our organization has become much more efficient in documentation of our mental health services that we provide 24/7 since partnering with EHRYourWay. The ability that we have to customize our forms and make changes or additions has been crucial in our field because there seems to be constant changes in regulations and forms or information that auditors are seeking for us to provide. Reports that EHRYourWay has developed for us has stream-lined our billing documentation and cut down the hours needed to do this manually. We appreciate the relationships that we have developed over the years!
President/Clinical Director | Outpatient/Inpatient
EHRYourWay truly lives up to its name. Unlike rigid platforms we’ve seen in the past, they collaborated with us to build a system that solves our unique workflow challenges. The resulting efficiency gains and time saved through automation have been invaluable to our growth.
Executive Director | Outpatient/Inpatient
EHRYourWay has delivered outstanding customized solutions to our unique workflows that has allowed us to focus more on clinical excellence and less on administrative or documentation hurdles. Their partnership with us has yielded significant efficiency gains that has saved us time and money and has allowed us to expand the possibilities with our clinical services.
Counseling Manager | Outpatient
Our organization recently implemented EHRYourWay and had an outstanding experience. Their implementation team was knowledgeable, responsive, and committed to making the system work for our unique needs. They’ve been proactive in addressing concerns and continue to provide excellent support as we refine processes. We truly appreciate their partnership and flexibility in helping us deliver the best services possible.
Family Services Data Quality Coordinator | Outpatient
Our organization made the decision to no longer use paper client files and go paperless in 2022.  The risks of paper files were proving to be too high.  After many interviews, we finally decided to go with EHRYourWay because of their individualized service, assurances of helping us create our programs in EHRYourWay exactly as needed, reporting needs and EHRYourWay’s ability to protect our clients’ data.  I am the director of our guardianship program for adults with intellectual disabilities.  We have very specific needs in terms of client assessments, case notes, court reports, document uploads, data collection and ease of staff usage.  EHRYourWay staff met with me for hours and hours to create each and every document, assessment and report to our specifications.  Our guardianship program went “live” in EHRYourWay in July 2023 and EHRYourWay has proven to be very efficient for my staff to utilize and I save many hours each month on statistical reporting because of EHRYourWay. My staff and I could not be more pleased with the services and support from EHRYourWay!
Director of the Guardianship Division/Intellectual Disabilities | Outpatient

Frequently Asked Questions

What should an EHR for community-based services include?
Does EHRYourWay have a mobile app for field staff?
Can staff document unscheduled visits?
Does EHRYourWay support time- and mileage-based billing?
How does EHRYourWay support case management?
Does EHRYourWay connect to state and county systems?

Ready to See EHRYourWay for Your Field Teams?

Walk through mobile documentation, visit verification, field billing and case management with our team.
Book a Demo
Training

Training

Comprehensive training program with live sessions, recorded materials, and documentation
Support

Support

Dedicated implementation team and ongoing technical support
Data Migration

Data Migration

Full-service migration of notes, demographics, treatment plans, and billing data
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