PSYCHIATRY
Protect the Therapeutic Hour and the Part 2 Record Behind It
A structured mental status exam, rating scales that trend, monitoring schedules that live in the chart instead of your head, and 42 CFR Part 2 consent that actually works. That is the psychiatric day on GlaceEMR and GlaceRCM, billed at a percentage of collections with no base fees, backed by 95%+ first-pass claim adjudication and 99%+ collection of payer-allowed amounts*.
*Of payer-allowed amounts.
WHAT WE HEAR FROM PSYCHIATRISTS
The Note Does Not Look Like a Psychiatric Note
Psychiatric documentation is unlike anything else in medicine: a mental status exam and a medication-management decision, a Part 2-protected record, and medications that carry monitoring obligations that cannot lapse. Most outpatient EMRs were not built for any of it. Four pains come up in almost every discovery call.
The MSE is a free-text blob
A generalist template approximates a mental status exam as one big paragraph nobody can scan later, and the note a peer would read for a second opinion is not the note your EMR is producing.
Monitoring lives in your memory
Clozapine ANC, lithium levels, metabolic panels, LAI due dates, and annual AIMS. Either the EMR holds the due dates and flags them, or you do, and “you do” eventually fails on the patient who slipped.
Add-on revenue sits on the table
The 99214 plus 90836 you performed gets billed as a 99214 alone, the BHI minutes never reach a claim, and the CoCM contract never activates because the registry is too painful to operate. Six figures, invisible.
Part 2 records leak through the cracks
A 42 CFR Part 2 program has consent rules ordinary HIPAA does not. A horizontal EMR has no workflow that distinguishes substance-use detail from the rest of the chart, so you over-share by accident or under-share out of caution.
GLACEEMR FOR PSYCHIATRY
An EHR Built Around the Psychiatric Encounter
GlaceEMR is ONC-certified and runs on 30+ years of company history. The psychiatric configuration, the rating scales, the controlled-substance workflows, the psychotropic monitoring, and the Part 2 access controls, is active from day one rather than set up by you. Every capability below ships in the platform today.
A true mental status exam template
Appearance, behavior, speech, mood, affect, thought process, thought content, perceptions, cognition, insight, and judgment are structured fields, not a free-text blob. Each domain ships with pick-list values plus free-text space for nuance, and the resulting note reads like a psychiatric note. Templates are physician-editable per provider.
Psychopharmacology record with monitoring attached
A longitudinal medication record that handles the monitoring no one can afford to miss: clozapine ANC tracking with REMS, lithium baseline and ongoing levels, LAI administration schedules, and metabolic monitoring on second-generation agents. Each agent carries its monitoring schedule as due-date logic, with interaction and QT checks firing at the prescribing moment.
Rating scales structured and trended
PHQ-9, GAD-7, PCL-5, MDQ, AIMS, ASRS, MADRS, YMRS, and the C-SSRS are built in with automatic scoring and longitudinal trend tracking, so symptom change is plotted over time instead of re-described every visit. The C-SSRS auto-triggers on a positive PHQ-9 item 9 and routes to the safety workflow, making risk a structured, defensible part of the record.
EPCS with integrated PDMP
Electronic prescribing of controlled substances runs through the national network with Id.me identity proofing. PDMP integration is in the workflow, not a separate browser tab, so the check legally required for stimulants, benzodiazepines, and buprenorphine happens inside the prescribing moment. The check is documented automatically and the audit trail satisfies a board review.
42 CFR Part 2 consent and segmentation
Part 2-protected content is segmented from the rest of the chart with explicit consent rules built on the regulation. Release-of-information workflows distinguish a Part 2 record from a standard HIPAA record, and the C-CDA or FHIR exchange honors the scope of the consent the patient signed. Audit logging captures every access, export, and disclosure.
Native telepsychiatry and scheduling
HD video is built into the EHR for the telepsych visit, with no third-party link and no separate seat license. The scheduler protects the recurring 50-minute and 30-minute slots a psychiatric panel runs on, with waitlist and recall so a cancellation does not stay an empty hour. GlaceScribe captures the note whether the visit is in person or telepsych.
Included with GlaceEMR vs usually an add-on
When you price out another EMR, count what is included before you compare the headline number. A psychiatric practice usually buys most of the rows below from separate vendors, each renewing on its own schedule. They ship with GlaceEMR.
| Capability | Most EMRs | GlaceEMR |
|---|---|---|
| Structured MSE and trended rating scales | Free-text or add-on form pack | Included |
| Clozapine REMS, lithium, LAI monitoring | Side spreadsheet | Included, due-date logic |
| 42 CFR Part 2 consent and segmentation | No native workflow | Included |
| EPCS with integrated PDMP | Separate PDMP tab or add-on | Included |
| BHI and Collaborative Care registry | Separate care-management product | Included, native |
| GlaceOffice administration suite (HR, credentials) | Separate subscription | Included, free for clients |
A solo psychiatrist can grow to a multi-provider group across multiple locations on the same platform, with no per-location upcharge and the same MSE templates, monitoring logic, and Part 2 controls on day one of a new site. Clinical documentation stays in English; every patient-facing surface runs in English and Spanish.
FROM VISIT TO PAID
One Path, Tracked End to End
GlaceScribe drafts the note from the hour, GlaceIQ surfaces the time-based code with the psychotherapy add-on at the correct duration for your review, the scrubber checks every claim against behavioral-health payer rules before it goes out, and your named billing specialist works the queue to resolution. The same chart and the same team carry the dollar from the room to the deposit.
GLACERCM FOR PSYCHIATRY
A Billing Service That Knows Time-Based and Collaborative-Care Coding
GlaceRCM bills your claims in your EMR or ours, charged at a percentage of collections with no base fees and no monthly minimums. We would rather run it on our platform, where the scrubber sees the full chart, but if you are staying on your EMR our billing team works your claims there. The service is built for time-based E/M, psychotherapy add-ons, BHI, and Collaborative Care, and the behavioral-health payer panel, and the numbers below reflect that focus.
95%+
First-pass claim adjudication. Most claims pay on the first submission, with no rework and no calendar lost to denial follow-up on time-based psychiatric encounters.
99%+
Collection rate of payer-allowed amounts*. The behavioral-health dollars the payer contractually owes you arrive, because we work the queue to resolution instead of writing it off at 90 days.
$0
Implementation fee, setup charge, and monthly minimum. We get paid when you get paid, so our interests and yours line up from the day the contract is signed.
*Of payer-allowed amounts.
Time-based and add-on coding captured
The RCM layer prompts time-based coding and the psychotherapy add-on alongside the E/M (99213+90833, 99214+90836, 99215+90838), plus the full BHI and Collaborative Care workflows with the time tracking and registry each requires. The undercoding detector protects the complexity documented, and the minutes that drive the code accrue inside the note.
Behavioral-health payer fluency
Psychiatric panels run on commercial behavioral-health carve-outs, Medicare, and Medicaid behavioral coverage. Each carrier has its own denial patterns on time-based E/M and add-on codes and its own appeal language. We work the queue every day and know which carrier needs which documentation packet and which escalation actually moves a denial.
Prior auth on the expensive psychotropics
Long-acting injectables, atypical antipsychotics, ketamine, esketamine, and the controlled stimulant set all carry payer-specific prior-authorization burdens. Prior auths are AI-assembled from the chart and human-finished by the RCM team, so the 45-minute manual project shrinks to a five-minute review and the patient gets the medication the assessment called for.
A named billing specialist
A dedicated account manager who knows the behavioral-health payer mix in your state, the codes you bill, and your top denials. Not a ticket queue, not an offshore call center. Credentialing and payer enrollment, including Medicare and the state-Medicaid behavioral plans, are part of onboarding, and the call center staff are trained on the sensitivity a behavioral-health balance requires.
Percentage of collections, no base fees. Credentialing, payer enrollment, prior auth, daily statements, and a US-based billing call center are part of the service, not separate line items. The Collaborative Care registry handles the 99492/99493/99494 workflow with the time tracking built in, turning a CoCM contract with a primary-care partner from an aspiration into a real revenue line, and denials are worked to resolution with the write-off happening only when you sign off.
AI AND PATIENT ENGAGEMENT
The Documentation, the Coding, and the Phones
Every AI capability is a suggestion you review and select. Notes wait for your signature and codes wait for your approval before either reaches a claim, so the coding judgment and the clinical decision stay with you. The AI is built on HIPAA-compliant infrastructure from Amazon, Google, Anthropic, Deepgram, ElevenLabs, and other enterprise AI providers, with multi-vendor architecture that preserves operational redundancy.
GlaceScribe
Ambient notes built for the talk-driven visit: HPI around the longitudinal course, a full mental status exam, an assessment per diagnosis, and a plan with the medication decisions, monitoring orders, psychotherapy add-on, and safety plan. Up to four speakers for family meetings, in person or telepsych, English and Spanish patient-facing. The clinician keeps eye contact and still finishes the note when the hour ends.
GlaceIQ
30+ AI features tuned to the psychiatric day: pre-charting from rating scales and recent labs, time-based coding capture at signing, monitoring gaps surfaced inline, controlled-substance refill safety, risk routing on a positive screen, and per-code reimbursement at charge entry. You review and select each one.
GlacePhoneSmart
An AI phone agent answers as your practice in English or Spanish, books into real scheduler slots, runs recall and reminder campaigns to protect the recurring panel, accepts payment over the phone, and surfaces voicemail summaries, so refills and prior-auth callbacks stop burying the front desk and the no-show rate stops eating the day.
A practice-branded portal, mobile app, SMS, and email round out the stack, with English and Spanish on every patient-facing surface and Part 2 consent honored on every release. Patients complete rating scales through the portal before the visit so the PHQ-9 and GAD-7 are already trended when you walk in, a patient who flags for risk between visits triggers a task to your inbox before the next morning, and reminders route back into the chart as structured tasks instead of piling up in an inbox somebody reads on Monday.
SWITCHING IS EASIER THAN YOU THINK
Coming From Another EMR
Most psychiatric practices we onboard are leaving a generalist EMR that never fit the MSE, the monitoring, or the Part 2 record. The transition is the part you dread most, and it is the part we have done hundreds of times. Implementation is $0, data migration is included, and your account manager runs the move and stays your account manager after go-live.
DAY 1
A chart that already looks psychiatric
You log in to migrated history, active diagnoses, current psychotropics with monitoring status, and recent rating-scale scores, with your MSE template, the controlled-substance workflow, the Part 2 controls, and your code favorites for time-based E/M and the add-ons already wired in. EMR go-live happens in under one week. The first visits run slower; by the end of the day, your hands start to remember where everything lives.
DAY 30
Charting faster, add-ons captured
You are charting faster than on the old system because the templates match how you write an MSE, and GlaceScribe carries most encounters. The psychotherapy add-on is landing on the claim alongside the E/M, your first month of submissions is on the dashboard, and you have walked the denial queue with your account manager. The monitoring rosters for clozapine, lithium, and LAI due dates are live and worked as part of the normal week.
DAY 90
The switch starts paying for itself
Your first quarter’s dashboard shows cleaner claims, faster posting, and fewer denials in the 60-to-90 bucket on time-based and add-on codes. BHI and Collaborative Care are real revenue lines that did not exist before, the monitoring obligations live in the chart as closed loops instead of in your memory, and GlacePhoneSmart has cut the no-show rate on the recurring panel. The conversation turns from migration triage to using the platform harder next quarter.
Data migration covers historical records, active diagnoses, current medications, allergies, rating-scale history, and outstanding orders, handled by Glenwood from your prior vendor’s export so your staff does not clean charts. The RCM transition runs 4 to 8 weeks with payer enrollment in parallel, and we recommend a 30-to-90-day overlap with your previous vendor while the new chart proves itself. Glenwood has been independent and privately held since 1994: 30+ years in market, no outside investors. Support runs 7:00 AM to 8:00 PM Eastern on weekdays, with 24×7 on-call coverage for urgent issues, so the practice with a problem at 6:30 AM Pacific still reaches a person.
WE KNOW YOUR CODES
We Have Billed Your Mix Before
You already know your codes. We have built the workflows, the scrubber rules, the documentation prompts, and the denial templates around them, so the reimbursement you earned is the reimbursement you collect. The list below is the short version of what runs every day inside the platform for a psychiatric practice:
- 90791, 90792: psychiatric diagnostic evaluation, with and without medical services
- 99213, 99214, 99215: office E/M, established patient, time-based
- 90833, 90836, 90838: psychotherapy add-on with E/M (30, 45, 60 minutes)
- 99484: Behavioral Health Integration
- 99492, 99493, 99494: Collaborative Care Management
- 90867, 90868, 90869: transcranial magnetic stimulation (planning and delivery)
- 96127, G0444: brief emotional and behavioral assessment, depression screening
- H0020, J0570, J0571-J0575: methadone administration and buprenorphine implants (MAT)
QUESTIONS WE HEAR EVERY WEEK
Psychiatric Practice FAQ
Short answers below; the longer conversation happens on the demo. Tap any question to expand the answer.
Does GlaceEMR handle clozapine REMS, lithium, and LAI monitoring natively?
Yes, all three are in the chart, not a separate add-on you have to plug in. Clozapine ANC tracking with the REMS protocol lives inside the prescribing workflow, including the weekly, biweekly, and monthly cadence transitions and the hold logic when the ANC drops. Lithium baseline and ongoing-level monitoring flows from the lab interface into a flowsheet that flags out-of-range values. Long-acting injectable administration carries a due-date schedule that surfaces inside the encounter window and on the recall list, so the patient who is six days late on their paliperidone gets a call before the gap widens. The monitoring obligations sit inside the chart as due-date logic rather than living in the prescribing clinician’s memory, and the audit trail a board review would expect is a byproduct of how the workflow runs.
How does GlaceEMR handle 42 CFR Part 2 records and consent?
Part 2-protected content is segmented from the rest of the chart with explicit consent rules built on the regulation. Release-of-information workflows distinguish a Part 2 record from a standard HIPAA record, and the C-CDA or FHIR exchange honors the scope of the consent the patient signed. The PCP coordination letter generates from the chart with the consent applied, so the primary-care doctor receives the visit summary the patient authorized them to receive, not the substance-use detail they did not. Audit logging captures every access, every export, and every disclosure on the Part 2 record, so the compliance posture the day a state inspector asks how you handle it is a working consent workflow, not a paper file in a drawer.
Is GlaceScribe HIPAA-compliant for the psychiatric encounter?
Yes, fully HIPAA-compliant. GlaceScribe runs on HIPAA-compliant AI infrastructure from Amazon, Google, Anthropic, Deepgram, ElevenLabs, and other enterprise AI providers, all under business associate agreements. The multi-vendor architecture preserves operational redundancy, so a single upstream incident does not stop your visits. Up to four simultaneous speakers are supported for family meetings and multi-party encounters, English and Spanish patient-facing. All coding and order suggestions surface for clinician review before any signing, and nothing reaches the chart until the clinician approves it. Audio is processed in transit, the resulting note is stored in your single-tenant chart database with LUKS encryption at rest, and the data never trains a shared model that mixes your patients with anybody else’s.
Does GlaceEMR support EPCS and PDMP for controlled-substance prescribing?
Yes. Electronic prescribing of controlled substances runs through the national network with Id.me identity proofing built in, and PDMP integration is in the workflow rather than a separate browser tab. The check legally required for stimulants, benzodiazepines, buprenorphine, and the other scheduled agents psychiatry prescribes happens inside the prescribing moment, the audit trail is captured automatically, and the documentation a board review would expect is a byproduct of how the prescription was sent. For X-waivered prescribers running buprenorphine MAT panels, the COWS scoring, urine-drug-screening cadence, and induction protocol live alongside the prescribing workflow rather than in a separate paper file.
What does GlaceRCM pricing look like, and can we keep our EMR?
You pay a percentage of what we collect, with no base fees, no implementation charges, and no monthly minimums. The exact percentage depends on your code mix (time-based E/M, add-on psychotherapy, BHI, CoCM, TMS, evaluation codes), your payer panel (commercial behavioral-health carve-outs, Medicare, Medicaid behavioral), and your volume, and you will have it after a 20-minute discovery call. We would rather run the full bundle, where the billing quality depends on a tight integration with the chart, and about 98% of Glenwood clients choose that path. But we are flexible: if you want to keep your current EMR, our billing team will work your claims in your EMR or ours. You will not see surprise line items for credentialing, denial follow-up, prior auth, statements, or the call center, because all of that is part of the service.
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See What Glenwood Can Do for Your Practice
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