Case Study: The Guidance Center

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The Guidance Center & PsyTech Solutions – A Growing Partnership

Cecilia

The Guidance Center, Inc. is an Outpatient Behavioral Health & Counseling agency offering family-oriented services. They have been providing quality counseling to Greater New Orleans since 1983. The Guidance Center’s therapists offer services to adults as well as children and adolescents who are experiencing emotional or behavioral problems.

The Big Picture Improvement

Mike McNeil, CEO of The Guidance Center, shared with us a perfect example of the change we seek to bring with every Epitomax implementation.

Before Epitomax:

“Before we had Epitomax, our clinical staff was frustrated with the inefficiencies that were being built into their service deliveries because of difficulties with documenting notes and getting things scheduled. Our management team was also frustrated because questions and issues were being raised by Senior leadership and they couldn’t find an answer to them.”

Since Implementing Epitomax:

“With Epitomax, our clinical staff can easily document notes on the forms that the Epitomax forms team designed for us. Appointments are able to be scheduled with ease using the scheduling system. Our clients can receive notifications, so they don’t miss appointments. Reports can be run to find the answers that our senior leadership team requests and audits run smoothly because of the reports that can show the data requested.”

Increasing Financial Success & Stability with Epitomax

Our team at PsyTech Solutions knows just how frustrating inefficiencies in the day-to-day service work can be. We want to help everyone from service providers to the CEO with their unique problems. Mike shared with us that before Epitomax, the finance department at The Guidance Center had difficulty managing payroll due to not being able to get services documented timely and accurately, which also lead to billing problems.

Now though, he knows that “the financial stability of our organization is in much better shape with Epitomax in place. Our receivables are a lot steadier and the account and cash flow are more consistent. Very seldom do we have an issue of getting Epitomax to line up with the payer system. Whenever there is a glitch or problem with billing, more often than not, it’s on the payer’s side where they have changed some paradigm or some equation in the mix and forgot to tell us they were changing it. When we have to make changes, we can do them very quickly.

_...the financial stability of our organization is in much better shape with Epitomax in place._.png

Jacob Breaux, Finance Director at The Guidance Center, added that “with all of the changes in the behavioral health care delivery, MCO’s, payment models, Epitomax has allowed us to keep up with all of those requirements. The system is very customizable and the Epitomax staff is very willing to work with us to make any needed changes. We’ve been able to accommodate all the different requirements for MCO’s, whether it’s billing or requiring certain information on different forms- progress notes, treatment plans.  At the same time, we’ve been able to reduce billing staff.  That’s a nice little savings right there.  It pays for the system.”

Flexibility to Meet Unique Challenges

Each state has unique healthcare system requirements, challenges and terminology. Chief Operating Officer at The Guidance Center, Cecilia McNeil noted that “this is a time of rapid change in Louisiana and there have been multiple changes over the past year that we have been with Epitomax. We value Epitomax because it offers us flexibility. There are things within our control that we can set in the system. For those items that we cannot do on our own, the Epitomax team has been very responsive. Changes are made quickly and effectively. This helps our staff to become more efficient.”

Beyond the frequent changes to the health system, we know the day-to-day operations require flexibility as well. Each individual works differently and an EHR should be able to adapt to different needs and data sets. Adrienne Landry, Operations Manager, has found great use in the flexible scheduling view, illustrating that “We are able to view a calendar by staff, by location or view it for month/day/ week. Using the scheduling system has helped us with our prescriber appointments and managing new client appointments.”

Forms Team

We even have a dedicated forms team to help increase effectiveness and productivity around implementing forms to the EHR system. Adrienne also shared that ”the forms team has been very responsive. They’ve been able to tell us “well, if this is what you are looking for, this is probably what we should do” rather than just doing what we ask for. Not knowing how to build forms makes it more difficult to understand how it’s going to react in the system. Having someone there to streamline the process is helpful.”

We Strive to Advance with You

With every implementation of Epitomax or follow up service discussion, we want to grow together. We care about the individual needs of each customer and will always work towards finding positive, effective solutions. Whether we help “reduce the amount of staff time dedicated to [billing and follow-ups] by about 60%” or helping with forms, we’re happy to do it.

Start the conversation with our team today and allow us to provide solutions to meet your needs. We are excited and prepared to uniquely tailor Epitomax for your organization.

 
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