Intake is your chance to get someone into treatment that can change their life. But entering behavioral health treatment can be intimidating, and the admissions process can make it even more challenging. As good as your treatment team is, if they don’t have anyone to help, they’re not fulfilling their potential at your center. Your admissions and intake staff must be able to handle all the lead sources coming into your center so they can get them into the right type of care. A CRM built for treatment centers can help.
CRMs do more than store data
How are you using your CRM now? If you’re limited to storing demographic information and some documents, you’re missing out on functionality that can make your workflows more efficient at every step of treatment—especially during intake and admissions.
Better outreach
Chances are, you’ve got a lot of different channels that you get leads from. Website forms, digital ads, emails, and referral sources all help connect potential patients with your intake team. Trying to keep track of every referral across every channel is as hard as it seems and can quickly cause people to slip through the cracks. Your CRM brings all of your channels together in one place, giving your team a consistent, efficient view of everyone who is reaching out for help.
People can also get connected with care faster when you have a CRM that fits your needs. Rather than having to wait an hour or even a day to be called back, leads can be automatically flagged by your CRM, so your team can contact them within minutes, closing the gap between asking for help and getting it.
Admissions workflows
Reducing the time it takes to receive help is just one barrier to entering treatment. Another major one is the complexity of the admissions process. The simpler it is for someone to engage with your intake team and provide their insurance and background information, the more likely they are to stick with the process.
CRMs can seamlessly work with patient engagement and revenue cycle management tools that collect intake information and verify insurance coverage. Then, your staff can focus on what matters most: creating relationships with new patients so they don’t turn into missed leads.
Referral partners are important, too
Maintaining strong relationships with your referral partners takes a lot of work, and it’s very different from working with your patients. They’ll need progress notes on a regular basis, and you may need medical records from them, too. To be as efficient as possible, your CRM and EMR systems must work together and be secure enough to handle ePHI while remaining HIPAA compliant.
Your CRM can also handle assigning patients and segmenting them based on their referral source. Keeping track of which providers are sending quality referrals to your programs allows you to deliver better overall care when they’re in your program and when they transition to aftercare.
Advantages of using a CRM designed for behavioral health
A CRM that’s built for a practice like yours will always be better than an off-the-shelf option that’s not built for behavioral health treatment. It can optimize your patient management from the top of your intake funnel through aftercare sessions because it will support:
- Streamlined intake: Smart workflows and checklists that make sense to and can be configured for your teams, reducing errors and simplifying admissions.
- Automated communication: HIPAA-compliant messaging means secure and timely interactions with leads, patients, and referral partners so you get better engagement and fewer dropped leads.
- Seamless workflows: When it works with your EMR, telehealth platforms, and billing tools, you get accurate, consistent data from start to finish.
- Enhanced patient tracking: Track progress so you can keep better relationships with your referral partners and deliver timely care.
- Specialized analytics: Pull reports on whatever you need. You tell it what you’re trying to track and it can deliver.
A generic equivalent will, at best, take hours from your IT team to configure. At worst, it won’t have the security features you need to remain compliant, forcing you to add separate software to your tech stack, and they may not work seamlessly together. If you go this route, you’ll also have to consider the amount of time you’ll sink into contacting support for both software platforms if something breaks.
Sunwave is designed with treatment centers in mind
With Sunwave Health, you can unlock the true power of a CRM designed specifically for behavioral health treatment centers. Work flows seamlessly between EMR, CRM, RCM, and patient engagement tools without relying on multiple different platforms to keep things organized. Plus, security is a priority in everything we do. Encryption for data-at-rest and data-in-transit, role-based access, and Waves secure messaging makes sure you stay compliant while your teams, patients, and referral partners stay in-the-loop.
Sunwave also makes it simple to get reports on the data you need to track. Want to see what your top lead sources are so you can adjust your marketing spend? You got it. Need to get a better idea of where leads are falling off? Also easily available. Configured with your needs in mind and with support from the Sunwave team, your CRM will work exactly how you need it to. Book a demo online or by calling 561.576.6037.
