Case Study: Hope Services, LLC


I looked at many other EHR systems in the beginning and spent months looking. I was attracted to Epitomax because of the ability to customize the system for their customers. That was extremely important to us given .png

Partnering with PsyTech Solutions

When you partner with PsyTech Solutions and Epitomax, we provide more than a web-based EHR. We strive to create a long-term partnership that helps improve your tracking, accountability, productivity and more.

We have been fortunate to establish an over 8-year partnership with Hope Services, LLC. CEO and Owner Wendy Maguire recently shared her experience with our team on why Epitomax has been their solution for nearly a decade.

Epitomax Increases Your Productivity

Hope Services is a Behavioral Health Organization in North Carolina which provides a continuum of mental health services to children and adolescents and their family. Managing Behavioral Health Services requires excellent time management, organization and productivity. In utilizing Epitomax, Wendy noted that “Epitomax has been extremely useful in terms of staff productivity for all levels within the organization, specifically direct supervisors of different departments and services.”

-wendy Maguire, CEO.png

Epitomax offers the full range of configurable documentation and activities that connects back to the billing side of the organization. We can monitor staff productivity in real time. With Epitomax, you don’t have to wait until a later date to reconcile billing or to look and compare. Wendy has seen that “with Epitomax, you are able to see your productivity at any time, so you can monitor it more easily, more accurately, and it is more readily available.”

Billing with Epitomax

In addition to increased productivity and oversight, Wendy appreciated the billing benefits of Epitomax. The staff “…found it incredibly easy to use. When staff complete the documentation, the billable service is ready to go. I can run claims through a batch and submit to the identified payer source. Our payer sources are established in Epitomax and the system automatically generates the charges. I can process electronic remittance files, enter payments, reconcile payments, pull reports by denials, and process those denials.” Because we value productivity and efficiency, our team at PsyTech wanted to incorporate that into billing.

To further help those like the incredible staff at Hope Services, we made sure that, as Wendy mentions, “Epitomax offers a secure file transfer to any payer organization that you submit electronic claims to. You give Epitomax the sFTP address, username and password to which billing organizations you choose, and they set it up for you. They even provide secure folders to keep your claims information separated and organized.”

Epitomax Appointment Reminders

We know that missed appointments mean loss of productivity and the potential for billing errors. Epitomax Appointment Reminders proved highly successful for Hope Services, and they found that “setting up the appointment reminders in the system was really easy. [they] trained staff on it and it was quickly streamlined and [they] incorporated it into [their] intake process so it worked out fairly well.”

With a goal of using the appointment reminder to reduce no show rates, we hoped to increase the number of appointments coming through the door as scheduled. The staff was pleased that “There was a 3% increase in attendance which resulted in an increase of revenue of over $1,000. The cost for those reminders during that time period was only $180, so we found the appointment reminders to be very successful.”


Meet Your Requirements with Ease Using Epitomax

Each state has a unique health system with varying requirements. When it came to North Carolina, Wendy shared that “North Carolina has a very unique mental health delivery system. Services are often called other things and they are structured differently. Since the beginning of implementing Epitomax, we’ve been able to work very closely with PsyTech Solutions to customize the system and really design those billable activities to mirror and match those services specifically here in North Carolina.”

Our team knows that health care and behavioral health services can’t thrive with a one size fits all solution. We want to work closely together and create a custom solution to your unique situation. In reflecting on her experience thus far, Wendy expressed that “PsyTech Solutions has been very helpful in reconfiguring things in the system and to work 1-on-1 with us to not only understand the services in North Carolina, but to make some changes that are unique to us in our state.”

In addition to the different requirement and service names each state holds, each state also has unique audit and accreditation requirements. Epitomax is able to help streamline and ease those processes. Wendy illustrated how helpful Epitomax has been saying, “There are so many different ways that we utilize Epitomax to track certain things and certain requirements for regulatory bodies, the multiple regulatory bodies over our organization, including accreditation, regular monitoring or audits by the state. Epitomax gives us the ability to create specific activities in the system so that we can constantly track those and run a simple report when it comes to reporting to those regulatory bodies, as well as [with] accreditation, we use a lot of different features in Epitomax to help us compile information that we then have to show during our National Accreditation review.”

At PsyTech Solutions, We Care About You

We know that productivity, organization and functionality are key in deciding on what EHR platform your organization will use. Our team values each of those core decision points and couples them with a deep care for our customers. Software issues are bound to arise and when they do, we want to take care of you as quickly and effectively as we can.

Wendy knows just how much our team cares, expressing that “customer service is the one top area of Epitomax that we have always been extremely satisfied with. Customer service is clearly a top priority and we’ve never had issues with response time, with resolving issues…”

Let us help you like we’ve helped Wendy and Hope Services. Our team of compassionate, highly-skilled experts are ready to create a custom solution for your unique EHR needs. Start the conversation today.

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I never have the need to look at another system because Epitomax meets all of our needs and more!
— Wendy Maguire, CEO Hope Services, LLC