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School-Based Behavioral Health EHR Software
School-Based Programs

School-Based Behavioral Health EHR Software

Online referral forms that flow into a built-in CRM, multi-location scheduling, mobile and group documentation, portal access for families and school staff, and reporting by school, district and school year in one behavioral health EHR.
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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 School-Based Programs Face?

Referrals from many schools, staff spread across campuses, and reporting by school year make school-based services hard to manage in a general EHR.
Managing Referrals From Schools

Managing Referrals From Schools

The Problem: Referrals arrive from counselors, teachers and administrators by email, phone and paper forms. Tracking each one through intake takes time and referrals get lost.

Impact:

  • Referrals falling through the cracks
  • Slow response to students in need
  • Staff re-entering referral details
  • No clear view of the referral pipeline
Care Across Many Locations

Care Across Many Locations

The Problem: Clinicians work across multiple schools and offices, often between classes and in shared spaces. Scheduling and documentation are hard to keep current.

Impact:

  • Schedules out of sync across campuses
  • Notes written at the end of the day
  • Group sessions documented one student at a time
  • Less time with students
School-Year & County Reporting

School-Year & County Reporting

The Problem: Schools, districts and counties want reports by school and school year, while billing and reporting rules vary by county and funding source.

Impact:

  • Reports rebuilt by hand each term
  • Calendar-year reports that don’t match the school year
  • Billing that doesn’t fit county rules
  • Funding at risk without timely data

How Our School-Based EHR Solves These Challenges

Referral, scheduling, documentation and reporting tools built for behavioral health services in schools.
Streamline School Referrals

Streamline School Referrals

Challenge: Referrals scattered across email, phone and paper.

Our Solution:

  • Custom online referral form on your website
  • Referrals flow into the built-in CRM
  • Referral team tracks next steps in one place
  • Faster response to students
Work Across Every Campus

Work Across Every Campus

Challenge: Keeping schedules and notes current across locations.

Our Solution:

  • Multi-location scheduling
  • Mobile documentation with AI Quick Notes and AI Scribe
  • Group documentation for classroom and small-group sessions
  • One record across schools and offices
Report by School & School Year

Report by School & School Year

Challenge: Reports and billing that fit schools, districts and counties.

Our Solution:

  • Reports by school, district and school year
  • Custom reports for funders and districts
  • Billing and reporting configured to county requirements
  • State and county interfaces

School-Based EHR Features Built for Student Services

Referral, scheduling, documentation, family engagement and reporting tools built for school-based behavioral health programs.

Online Referrals & Built-In CRM

Make it easy for schools to refer students

Online Referrals:

  • Custom referral form on your website for schools to complete
  • Referrals submitted through Online Registrations
  • No paper forms or re-entry

Referral Management:

  • Referrals flow into the built-in CRM
  • Your referral team processes and assigns next steps
  • Track every referral from submission to intake

Key Benefits:

  • Respond to referrals faster
  • Never lose a referral
  • See your referral pipeline at a glance

Multi-Location Scheduling & Mobile Documentation

Support clinicians who move between schools

Scheduling:

  • Multi-location scheduling across schools and offices
  • Visits logged in the field automatically added to the calendar

Mobile Documentation:

  • Mobile field app for documenting between sessions
  • AI Quick Notes for fast documentation in the moment
  • AI Scribe drafts notes for clinician review

Key Benefits:

  • Keep schedules current across campuses
  • Finish notes during the school day
  • Spend more time with students

Group Documentation

Document classroom and small-group sessions efficiently

Group Sessions:

  • Mark attendance in a few clicks
  • Write session content once
  • Add brief individual observations per student

Automation:

  • Individual notes generated for each student
  • Correct group billing codes applied automatically

Key Benefits:

  • Cut group documentation time
  • Keep every student’s record complete
  • Bill group sessions accurately

Portals for Families & School Staff

Engage the people who support each student

Portal Access:

  • Portal accounts for any client contact, including parents and relevant school staff
  • Separate parent and child portal access
  • Access set up by your program for each contact

Consent & Screening:

  • Parental consent management
  • Age-appropriate screenings such as the PSC-17 and CRAFFT
  • Separate SMS and email reminders for parents and students

Key Benefits:

  • Keep families and schools informed
  • Manage consent in one place
  • Reduce missed appointments

School-Year & District Reporting

Reports that match how schools measure progress

Reporting:

  • Reports by school, district and school year
  • Custom reports on any form field
  • Outcome measures and screening trends

Sharing:

  • Reports for districts, funders and boards
  • Data ready for grant and contract renewals

Key Benefits:

  • Show impact to schools and districts
  • Stop rebuilding reports each term
  • Support funding and contract renewals

County Billing & Compliance

Billing and reporting configured to your county and funding sources

Billing:

  • Billing and reporting configured to county requirements
  • Medicaid and other payers
  • Authorization tracking with low-unit alerts

Compliance & Interfaces:

  • Configurable compliance rules
  • State and county system interfaces
  • Complete audit trails

Key Benefits:

  • Bill correctly for every funding source
  • Meet county reporting requirements
  • Reduce denials and rework

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 a school-based behavioral health EHR include?
How do schools send referrals?
Can parents and school staff have portal access?
Does EHRYourWay support scheduling across multiple schools?
Can we run reports by school, district and school year?
Does EHRYourWay support county billing and reporting requirements?

Ready to See EHRYourWay for Your School-Based Program?

Walk through school referrals, multi-location scheduling, group documentation and school-year reporting 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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