Prevent Unsigned Notes and Optimize Provider Capacity with Operations Tools

Caseload management provides comprehensive visibility into how clients are distributed across providers and programs throughout your organization. View each provider's current caseload, last appointment dates, upcoming scheduled visits, and authorizations at risk of expiring unused for every assigned client. Track provider productivity metrics including booking rates, new clients seen, and client attendance rates to assess performance. This real-time data reveals provider capacity utilization patterns—identifying clinicians who are underutilized and could accept additional clients, versus those approaching full capacity who may need caseload redistribution. Analyze caseload metrics by program type or service line to make data-driven hiring decisions. For example, if your IOP program shows 80% provider utilization but your outpatient therapy team has 60% capacity, you might delay hiring for outpatient while prioritizing IOP recruitment. The Caseload Hub provides comprehensive visibility to support operational planning, resource allocation, and strategic program expansion decisions. This visibility eliminates guesswork from staffing decisions and prevents both understaffing that limits client access and overstaffing that reduces profitability.

My Task Hub is a centralized dashboard that displays every task requiring clinician action across your entire EHR system, organized by client. Instead of checking multiple locations for different types of tasks, clinicians see everything in one place: clinical notes awaiting completion, forms requiring clinician review and signature, client forms requiring signature, client portal messages requiring responses, client portal appointment requests, assigned phone call records needing follow-up, prospective client hub records assigned for processing, pending online registration applications requiring review, pharmacy renewal requests and client refill requests, documents and lab results requiring review and sign off, assigned sticky notes from other staff members, and more. Tasks are organized by client and by task category to focus work efficiently. The supervisor view aggregates all direct and indirect reports' task hubs, providing management with instant visibility into which clinicians have overdue documentation, pending tasks, or high task volumes. This enables proactive intervention—supervisors can reassign workload, provide additional support, or address delinquency before it becomes a compliance issue. My Task Hub eliminates the need for manual tracking, reduces missed deadlines, and ensures nothing falls through the cracks.

Supervisor dashboards aggregate task hub data across all direct and indirect reports, providing managers with real-time visibility into team productivity and documentation delinquency. View which clinicians have unsigned notes, how many days notes are overdue, client forms requiring signature, unanswered client portal messages and phone calls, unaddressed client appointment requests, and more by team member and task category. This visibility enables proactive management intervention rather than reactive problem-solving—if a clinician has 15 unsigned notes from the past week, supervisors can immediately address the situation through coaching, workload redistribution, or additional support before it escalates to a compliance audit finding. Supervisor dashboards replace manual productivity tracking, weekly check-ins asking "do you have unsigned notes?", and after-the-fact audit discoveries with continuous, real-time monitoring.

Configure automated alerts for any clinical, administrative, or billing scenario requiring team awareness or action. Clinical alerts notify providers about missing treatment plan reviews, overdue psychiatric evaluations, medication monitoring requirements, or high-risk client flags based on assessment scores or suicide risk indicators. Administrative alerts remind staff about pending credentialing renewals, license expirations, or incomplete employee onboarding documentation. Billing alerts notify revenue cycle staff about uncaptured charges, expiring authorizations, and patient balances above a certain threshold. Define where each alert appears—demographics screen, client chart, appointment scheduler, EHR inbox, or dashboard to-do folder. Target alerts to specific users or roles ensuring the right team members receive relevant notifications. Set completion permissions determining whether only the alert author can mark it complete or any user with appropriate access. Create recurring alerts with configurable frequencies (daily, weekly, monthly) to maintain ongoing awareness of critical events, compliance requirements, or operational milestones. Alerts integrate with My Task Hub so clinicians see alert-triggered tasks alongside documentation and communication workflows.

Internal communication tools eliminate the need for external email, text messaging, and communication platforms by providing HIPAA-compliant messaging directly within your EHR. Secure inbox messaging allows staff-to-staff communication linked to specific client charts, maintaining clinical context and creating audit trails for all discussions related to patient care. Live chat enables real-time collaboration for urgent clinical questions, care coordination needs, or operational issues requiring immediate attention. SMS and email integration supports client communication from within the platform while maintaining HIPAA compliance and documentation standards. Broadcast announcements to entire teams, departments, or locations for organizational updates, policy changes, or urgent operational information. Search complete message history by keyword, client name, staff member, or date range to retrieve conversations instantly—eliminating the "I know we discussed this somewhere" problem common with external email. All internal communications are encrypted, logged, and backed up according to HIPAA requirements. Reduce external tool dependencies, eliminate unauthorized personal device usage for client-related discussions, improve response times by keeping communication within the workflow environment where clinicians are already working, and maintain comprehensive audit trails proving compliant communication practices for regulatory reviews and accreditation surveys.

Compliance and workflow controls use form blockers to enforce documentation sequencing and regulatory requirements by preventing clinicians from starting, completing, or signing forms until specific conditions are met. Configure rules such as: progress notes cannot be signed until corresponding treatment plan goals are documented, discharge summaries cannot be started until final psychiatric evaluation is completed, treatment plans cannot be finalized until initial assessment is signed by a supervisor, or group therapy notes cannot be created without valid group authorization. Require completion of specific forms before others—Form B cannot be filled out until Form A is completed and approved, ensuring proper treatment progression. Block late documentation to prevent payer takebacks—if documentation exceeds your configured timeframe from the date of service, the system prevents form completion and billing submission until supervisor override is granted, protecting your organization from audit findings and financial penalties. Define review workflows where unlicensed clinicians' notes require supervisor co-signature before finalization, maintaining clinical oversight. Blocks automatically release when conditions are met. These controls ensure regulatory compliance, enforce proper clinical sequencing, prevent payer takebacks from late documentation, and maintain standards across your organization. Replace manual policy enforcement with systematic controls that guide clinicians toward compliant documentation practices in real-time.

The EHR includes configurable compliance holds that automatically prevent clinicians from starting or signing notes after a specified timeframe from the date of service. Set organization-wide or program-specific rules—such as 'no notes can be signed more than 7 days after the session date'—to ensure timely documentation that meets state Medicaid requirements and prevents audit takebacks. When a clinician attempts to document outside the allowed window, the system blocks the action and displays your custom compliance message. Supervisor override permissions allow exceptions for legitimate circumstances while maintaining your compliance standards. These automated controls eliminate manual policy enforcement, reduce state audit findings, and protect your organization from financial penalties due to late or backdated documentation.