PSYCHIATRY
Protect the Therapeutic Hour. Protect the Part 2 Record Behind It.
Your bipolar II patient walks in for a quarterly med check, the new evaluation behind her is running 90 minutes, and the clozapine ANC for your 3 PM is sitting in the inbox flagged. The mental status exam is structured the way you write one, the C-SSRS auto-triggered on the PHQ-9 you sent through the portal yesterday, and the medication monitoring schedule for every patient on your panel sits inside the chart instead of inside your head. That is what a psychiatric day looks like on GlaceEMR and GlaceRCM, billed at a percentage of collections with no base fees, backed by a billing team that hits 95%+ first-pass claim adjudication and 99%+ collection rate of payer-allowed amounts*.
*Of payer-allowed amounts.
WHAT WE HEAR FROM PSYCHIATRISTS
The Problems Psychiatric Practices Tell Us About
Psychiatry’s documentation is unlike anything else in medicine. The note is a mental status exam and a medication-management decision, not a physical exam and an order set. The record carries 42 CFR Part 2-protected information that demands real access control. The medications carry monitoring obligations that cannot be allowed to lapse. The EMR most outpatient psychiatrists run was not built for any of this. The list below is what we hear in the first thirty minutes of every discovery call.
Your note does not look like a psychiatric note. Generalist EMRs approximate a mental status exam on a medical template, and the result is a free-text mess where the appearance, mood, affect, thought process, and cognition sit in one big paragraph nobody can scan later. The HPI is a narrative the EMR will not parse, the psychotherapy add-on time accrues in your head, and the safety plan is whatever you typed at 6 PM after a long day. The note that a peer would read for a second opinion is not the note your EMR is producing, and the note your auditor is reading is not the note your visit produced.
The monitoring obligations live in your memory. Clozapine ANC every week, then every two weeks, then every month under the REMS protocol your generalist EMR has never heard of. Lithium levels at baseline and on schedule. Metabolic monitoring on second-generation antipsychotics. Long-acting injectable due dates that drift if the patient cancels once. Annual AIMS for tardive dyskinesia. Pregnancy testing on the patients of childbearing potential on valproate. Each of these is a clinically critical workflow and a medico-legal exposure. Either your EMR holds the due dates and flags them, or you do, and “you do” eventually fails on the patient who slipped through.
Rating scales live on paper and die there. A PHQ-9 the medical assistant hands the patient at check-in becomes a number you write in the note and never plot over time. A GAD-7 score from three months ago is on a chart somewhere, but trending it against the one from today requires you to scroll, find, copy, and remember. The C-SSRS you administered on the suicidal patient last visit is a free-text paragraph nobody can audit. The clinical decision you make on response or non-response is the right decision, but the longitudinal evidence behind it is not in your record in a form a peer reviewer, a prior auth, or a malpractice defense could actually use.
Time-based and collaborative-care revenue sits on the table. Psychiatric reimbursement runs on time-based E/M, psychotherapy add-on codes (90833, 90836, 90838), Behavioral Health Integration (99484), and Collaborative Care Management (99492, 99493, 99494). Each one demands time tracking, registry workflows, and documentation evidence that most outpatient EMRs cannot produce. The 99214 plus 90836 you actually performed gets billed as a 99214 alone, the BHI minutes never make it onto a claim, and the CoCM contract with the primary-care group never gets activated because the registry workflow is too painful to operate. Six figures of annual revenue, invisible.
EPCS and PDMP add friction on every controlled prescription. Stimulants for adult ADHD, benzodiazepines, buprenorphine for the MAT panel, the controlled-substance prescriptions are most of what you write in a busy psychiatric practice, and the prescribing workflow on a generalist EMR forces a separate PDMP browser tab, an Id.me identity dance, and a paper trail that someone has to scan back into the chart. The check that is legally required happens outside the prescribing moment, which is exactly the workflow design that produces the missed checks that show up later in a board complaint.
Part 2 records leak through the cracks. A 42 CFR Part 2 program has consent rules that ordinary HIPAA does not. The substance-use treatment record cannot flow to the patient’s primary care doctor without explicit, scoped consent, and a horizontal EMR built for general medicine has no consent workflow that distinguishes Part 2 information from the rest of the chart. Either you over-share by accident or you under-share out of caution, and either way the patient’s care, and your compliance posture, suffers. A psychiatric EMR has to know the difference between the visit summary that can leave and the substance-use detail that cannot.
The phones never stop, and the no-show rate eats your day. Refills, prior auth callbacks, the patient who needs to be seen sooner, the spouse calling about a medication side effect, the after-hours crisis call that does not quite need 988 but does need somebody. Psychiatric appointment volumes carry recurring 50-minute and 30-minute slots that hurt when they no-show, and the recall and reminder workflow on a generalist EMR was built for a primary-care complaint visit. A 20% no-show rate on a recurring panel is six figures of unfilled revenue every year, and a quietly thinning waitlist because the practice cannot reach the new patients fast enough to book them.
GLACEEMR FOR PSYCHIATRY
An EHR Built Around the Psychiatric Encounter
GlaceEMR is ONC-certified, and the psychiatric configuration runs on 30+ years of company history behind it. Every feature below is in the platform today, not a roadmap promise. The rating scales, the controlled-substance workflows, the psychotropic monitoring, and the Part 2 access controls are active from day one rather than set up by you. You are running the one GlaceEMR every Glenwood client runs, preconfigured for outpatient psychiatry out of the box.
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 instead of a medical note with a paragraph dropped in. Templates are physician-editable per provider, so the way you write an MSE is the way your record stores it.
Psychopharmacology record with monitoring attached
A longitudinal medication-management record that handles the monitoring no one can afford to miss: clozapine ANC tracking with REMS, lithium baseline and ongoing levels, LAI antipsychotic administration schedules, and metabolic monitoring on second-generation agents. Each agent carries its monitoring schedule as due-date logic inside the chart, with serotonin and QT interaction checks firing at the prescribing moment.
Rating scales structured and trended
PHQ-9, GAD-7, PCL-5, MDQ, AIMS, ASRS, MADRS, YMRS, BPRS, 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. 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 instead of a free-text afterthought at the end of a long day.
EPCS with integrated PDMP
Electronic prescribing of controlled substances runs through the national network with Id.me identity proofing built in. PDMP integration is in the workflow, not a separate browser tab, so the state prescription drug monitoring check that is 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 without you reconstructing what happened from memory.
42 CFR Part 2 access controls and consent
Substance-use treatment content is segmented from the rest of the chart with consent rules built around 42 CFR Part 2. Release-of-information workflows distinguish a Part 2 record from a HIPAA record, and the C-CDA or FHIR exchange honors the consent scope automatically. The primary-care doctor receives the visit summary they are allowed to receive, not the substance-use detail they are not, and your compliance posture stays defensible the day a state inspector asks how you handle it.
60+ lab interfaces for psychiatric monitoring
Quest, Labcorp, BioReference, and more than 50 hospital and reference labs are connected today for the labs psychiatry actually runs: lithium levels, clozapine ANC, valproate levels, metabolic panels, thyroid panels on lithium, prolactin on antipsychotics, urine drug screens. Results flow back into the chart, link to the medication that ordered them, flag the out-of-range ANC or lithium level, and update the monitoring flowsheet without a staff member typing a number off a fax.
MAT workflow for opioid use disorder
For X-waivered prescribers running buprenorphine panels, the chart holds the induction protocol, the COWS scoring, the urine drug screening cadence, and the prescribing history with PDMP integration in one workflow. For patients on methadone, the chart coordinates with the methadone clinic visit documentation and consents under Part 2. The MAT panel that used to live in a separate paper file lives inside the chart with the rest of the patient’s psychiatric record.
Native telepsychiatry, no add-on
HD video is built into the chart. Your remote med-management visits and your telepsych new evaluations run in the same record as your in-person work, with the same MSE templates, the same rating scales, and the same prescribing workflow. No third-party video link, no separate seat license. GlaceScribe captures the note either way. Group and multi-party visits are supported when a family member, an interpreter, or a case manager needs to join.
SmartInbox and ReferralTracker
Results, refills, messages, and tasks consolidate into one prioritized worklist instead of scattering across six inboxes. Referrals to therapy, primary care, partial hospitalization, and higher levels of care run through the ReferralTracker so the loop closes. The patient who started on lithium last visit and is due for a level today shows up as a task before they walk in, and the therapist coordination letter generates from the chart with Part 2 consent applied.
Scheduler that protects a recurring panel
Multi-provider, multi-location scheduling with the recurring-appointment, waitlist, and template-driven appointment types psychiatry runs on. The No-Show Predictor identifies the high-risk slots before they happen, GlacePhoneSmart answers 24/7 so new-patient and recall calls do not leak, and the schedule maximization fills cancellations with the right waitlist patient based on urgency and visit type. Your 50-minute new evaluation slot stops sitting empty when the patient cancels at 9 AM.
Role-based access and full audit
Each role (front desk, medical assistant, therapist coordinator, prescribing clinician, biller, manager) sees exactly what they need and nothing they do not, with Part 2 segmentation on top of standard role-based access. Every action is logged on the record. HIPAA-compliant infrastructure with LUKS full-disk encryption at rest in production, encryption in transit, single-tenant database per practice so your records are not pooled with another practice’s, and US-based Tier-III hosting.
Hospital ADT, CL-psychiatry, and discharge documents
15+ hospital interfaces deliver ADT notifications, inpatient psychiatric discharge summaries, ED visit summaries, and consultation-liaison documentation into the outpatient chart with Part 2 consent honored. Your patient who landed in the ED Friday night is on your desk Monday morning before they call, and the post-hospital follow-up appointment goes onto the recall list automatically so the seven-day call requirement does not slip.
PRE-BUILT FOR PSYCHIATRY ON DAY ONE
Content Your Team Uses From the First Visit
GlaceEMR ships the mental status exam, rating scales, and psychopharmacology monitoring psychiatry runs on, configured from the first visit. Onboarding teaches your team to use what is already there instead of building it from a blank install. The content below is in your chart on day one.
Care plans, goals, and note templates
Care plans for major depression, bipolar disorder, generalized anxiety, schizophrenia maintenance, PTSD, adult ADHD, and OCD with symptom and function-anchored goals. Note templates for the initial psychiatric evaluation, medication-management follow-up, mental status exam, and psychotherapy add-on documentation. Smart phrases (.mse, .medmgmt, .safetyplan) expand to complete templated text rather than stubs the clinician finishes from scratch.
Rating scales, screeners, and flowsheets
PHQ-9, GAD-7, PCL-5, MDQ, C-SSRS, AIMS, ASRS, MADRS, YMRS, and BPRS, all auto-scored with C-SSRS auto-triggered on a positive PHQ-9 item 9. Flowsheets for PHQ-9 and GAD-7 trajectory, weight and metabolic monitoring on antipsychotics, lithium levels, and clozapine ANC. Trend graphs that plot a patient’s response across months instead of asking you to re-derive it from old notes.
Order sets and clinical decision support
Order sets for clozapine initiation and REMS monitoring, lithium baseline and ongoing monitoring, metabolic monitoring for second-generation antipsychotics, and the ADHD evaluation. Clinical decision support for clozapine ANC/REMS, lithium-level due, metabolic-monitoring due, and serotonin/QT drug-interaction alerts with APA citations. The cognitive load of psychotropic monitoring sits inside the chart as due-date logic instead of inside a clinician’s memory.
Medication favorites and titration cards
Psychotropic favorites cover SSRIs, SNRIs, atypical antipsychotics, mood stabilizers, stimulants, and the controlled-substance set with default dosing. Quick-reference cards include antidepressant and antipsychotic titration, the clozapine-monitoring schedule, and emergency cards for agitation and serotonin syndrome. The pickers and pick lists carry diagnosis-specific shortcuts so the medication-management visit moves at the clinical speed the patient needs.
Procedure notes, consents, and letters
Procedure note templates for long-acting injectable antipsychotic administration. Treatment consents for psychotropics and for clozapine, school and work documentation, disability documentation, and release-of-information forms that respect Part 2 scope. PCP coordination letters generate from the chart with the right consent handling applied automatically, so the letter the primary-care doctor receives matches what the patient agreed to share.
Bilingual patient intake and handouts
Digital psychiatric intake, rating-scale intake, and adult-ADHD questionnaires arrive through the portal and populate discrete fields before the visit. Bilingual English and Spanish patient handouts cover depression, bipolar disorder, anxiety, and medication-specific safety. The Spanish-speaking patient walks in with the same prepared intake the English-speaking patient does, and the scores are already in the chart when the hour starts.
GLACERCM FOR PSYCHIATRY
A Billing Service That Knows Time-Based and Collaborative-Care Coding
GlaceRCM charges a percentage of collections with no base fees, no implementation charges, and no monthly minimums. Psychiatric reimbursement runs on time-based E/M, psychotherapy add-on codes, Behavioral Health Integration, and Collaborative Care, and the service is built around that code mix and the behavioral-health payer panel.
95%+
First-pass claim adjudication. Most claims pay on the first submission, with no rework, no resubmission, 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 actually arrive, because the queue is worked to resolution instead of written 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, the psychotherapy add-on alongside the E/M (99213+90833, 99214+90836, 99215+90838), and the full Behavioral Health Integration and Collaborative Care workflows with the time tracking and registry each requires. The Undercoding Detector and ICD-10 specificity prompts protect the complexity documented, and the minutes that drive the code accrue inside the note rather than in a clinician’s head.
Behavioral-health payer panel 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, its own preferred appeal language for medical necessity, and its own prior-auth posture on atypical antipsychotics, ketamine, esketamine, and stimulants. We work the queue every day and know which carrier needs which documentation packet, which medical-necessity language, and which contact escalation actually moves a denial.
Prior auth on the expensive psychotropics
Long-acting injectables, second-line and atypical antipsychotics, ketamine, esketamine, and the controlled stimulant set all carry payer-specific prior-authorization burdens that eat clinician hours on a generalist EMR. Prior auths are AI-assembled from the chart and human-finished by the RCM team, priced per auth with no monthly minimum. The 45-minute manual prior-auth project shrinks to a 5-minute review, and the patient gets the medication the assessment actually called for.
Denial management worked to resolution
We do not drop a denial after 90 days. Every claim is tracked to complete resolution: appeals, second-level reviews, payer follow-ups, peer-to-peer when the medical necessity for a higher level of care or a non-formulary psychotropic is in dispute. The write-off only happens when you sign off on it, and the dashboard tells you exactly where every disputed dollar stands today. The dollars we do not give up on are dollars your previous biller was quietly writing off.
A named billing specialist for your panel
You get a dedicated account manager who knows behavioral-health payer mix in your state, the codes you bill, and your top denials. Not a ticket queue. Not an offshore call center. They pick up the phone when you call, and they know your practice by name within a month of go-live. The credentialing and payer enrollment for psychiatric practices, including Medicare and the state-Medicaid behavioral plans, are part of onboarding rather than a separate engagement.
Percentage of collections, no base fees
No setup fees, no implementation charges, no monthly minimums. We get paid when you get paid. That is the contract, in writing, on every invoice. Your interests and ours are aligned from day one, and our incentive is to collect every dollar you earned on the time-based and add-on codes you actually performed, not to bill you for activity that did not produce collections.
Patient statements and US-based call center
Patient statements go out daily, paper and electronic. Your patients call our US-based billing call center with questions about balances and statements, not your front desk. Soft collections are handled in-house. Collection-agency escalation only happens on your explicit sign-off, and the call center staff are trained on the sensitivity that a behavioral-health balance conversation requires.
Payer Analyzer and CoCM registry
The Payer Analyzer shows the reimbursement mix across commercial behavioral, Medicare, and Medicaid behavioral coverage, so the contract conversation with the carve-out happens on real data instead of a gut estimate. The Collaborative Care registry handles the 99492/99493/99494 workflow with the time tracking and patient-tracking requirements built in, turning a CoCM contract with a primary-care partner from an aspiration into a real revenue line.
GLACESCRIBE FOR PSYCHIATRY
Ambient Documentation Built for the Therapeutic Hour
GlaceScribe is built for the talk-driven visit. It listens through the hour and generates a complete psychiatric note structured the way psychiatry writes one: HPI organized around the chief complaint and the longitudinal course, a full mental status exam, an assessment paragraph per active diagnosis, and a plan organized by problem with medication-management decisions, monitoring orders, psychotherapy add-on documentation, and the safety plan. It is built on HIPAA-compliant AI infrastructure from Amazon, Google, Anthropic, Deepgram, ElevenLabs, and other enterprise AI providers. Multi-vendor architecture preserves operational redundancy and continuous improvement, so the scribe gets better over time without ever depending on a single upstream vendor.
The clinician keeps eye contact through the hour and still finishes the note when it ends. The HPI captures what the patient actually said, the mental status exam fills in from the observation cues you would have noted from memory at the end of the day, and the medication-management plan reflects the prescribing decisions you made out loud in the room. ICD-10 and CPT suggestions surface alongside the draft note, including the time-based code with the psychotherapy add-on at the correct duration and the modifier behavior for telepsych. All suggestions are reviewed by the clinician before signing. Nothing reaches the chart until you approve it, and the codes never touch the claim until you sign the note.
Up to four simultaneous speakers are captured cleanly, so the family meeting with the parents of an adolescent, the spouse of a patient with cognitive decline, or the case manager joining a complex MAT visit is documented alongside the patient without scrambling the assessment. The scribe runs in person and in telepsychiatry, and the same chart receives the note either way. Patient-facing language is supported in English and Spanish, so a Spanish-speaking patient gets the same encounter experience while the clinical documentation lands in English for billing and reporting.
The outcome is documentation that finishes when the visit finishes. No charting at 9 PM. No weekend catch-up. No pajama time eating into hours that should belong to family. You read, edit, sign, and move to the next patient, and the note that gets billed is the note that reflects the work you actually did. The first month, the scribe sounds like a careful psychiatric resident trying to write the way you write. By month three, it sounds like you, including the way you phrase a risk formulation, the cadence of how you close out a medication-management follow-up, and the structure you bring to a safety plan.
You will feel the difference most in the visits where the typing was always the bottleneck. The new evaluation with two hours of life history to unpack. The post-hospital follow-up with a six-page inpatient psychiatric discharge summary you have to absorb in three minutes. The family meeting around the elderly patient with worsening cognitive symptoms where everybody is talking at once. The complex MAT visit where the COWS, the PDMP review, the buprenorphine titration, and the urine drug screen plan all happen inside the hour. The note that used to eat 25 minutes after clinic now needs three minutes of review while the MA is rooming the next patient.
By week six, most psychiatrists tell us they are getting 90 minutes to two hours of their evening back, every weeknight, and the chart-completion report tells the same story in fewer words. The therapeutic hour is the part of the day a psychiatrist trained for; the documentation that surrounded it was the part that no one signed up for. GlaceScribe gives the hour back without sacrificing the documentation that defends it.
POWERED BY GLACEIQ
30+ AI Features, Tuned to the Psychiatric Day
Every AI capability is a suggestion. You review and select. Codes wait for your approval before they touch a claim, and notes wait for your signature before they leave the chart. Compliance-first, physician-in-the-loop, every time. GlaceIQ runs in the background of your day, working on the cognitive load you carry today by hand.
Pre-charting from rating scales and recent labs
Before the visit, GlaceIQ assembles a pre-chart summarizing active diagnoses, current psychotropics with monitoring status, recent rating-scale scores plotted against prior visits, lithium and clozapine ANC trends, last-visit safety plan items still open, and any hospital activity since the last appointment. Your MA reviews it before you walk in, so the first thirty seconds of the hour are spent on the patient instead of on chart reconstruction.
Time-based coding capture at signing
As you sign, GlaceIQ flags time-based E/M with the appropriate psychotherapy add-on at the correct duration, the BHI minutes still uncoded, and the CoCM tracking that is due. You review and select what belongs on the claim. The 99214 with 30 minutes of psychotherapy that should have been 99214+90836 actually gets billed that way, and the time-based revenue your encounter actually produced stops slipping past your chart.
Monitoring gaps surfaced inline
Overdue clozapine ANC, lithium levels, AIMS for tardive dyskinesia, metabolic monitoring on second-generation antipsychotics, LAI administration windows about to lapse. GlaceIQ surfaces them in the encounter window so you can address now, schedule next visit, or document the deferral reasoning, in one click each. The monitoring obligation stops living in your memory and starts living in the chart as a closed loop.
Controlled-substance refill safety
For controlled-substance refill requests where the last office visit is overdue, where the PDMP report shows a concerning pattern, or where the urine drug screen on a MAT patient is missing, GlaceIQ flags the request for an office or telepsych visit before approval. You decide whether the refill goes out, and the safety check happens before the prescription is sent, not after a complication. The board-defensible audit trail is a byproduct of the workflow.
Denial prediction before submission
GlaceBillSmart scores each claim for denial probability based on behavioral-health payer history and code combinations, so the billing team fixes documentation issues before submission instead of working denials after the EOB arrives. The 99214+90836 that would have failed on the time documentation gets the time documentation it needed, while you can still adjust the note. Behavioral-health carve-out denial rates drop on a measurable timeline rather than after a year of complaints.
Per-code performance at charge entry
During charge entry, GlaceIQ shows expected reimbursement, denial probability, and payment timeline per code by behavioral-health payer. You see the dollar implications of a coding decision while you can still adjust documentation. The 99214 with 30 minutes of psychotherapy that should be 99214+90836 ends up billed at the correct add-on, and the encounter complexity your documentation supports actually arrives on the claim.
Risk routing on positive screens
A positive PHQ-9 item 9 auto-triggers the C-SSRS. A positive C-SSRS routes to the safety-plan workflow with the structured fields a peer reviewer would expect to see. A patient who flags for risk between visits through the portal triggers a task to your inbox before the next morning. The risk workflow that lived in a clinician’s vigilance lives inside the chart as a structured, defensible process the day a complaint asks how you handled it.
AI-powered prior authorization
For atypical antipsychotics, ketamine, esketamine, long-acting injectables, and stimulants, GlaceIQ assembles the documentation packet from the chart with the medical necessity language the payer actually accepts. The billing team finishes, validates, and submits. The 45-minute manual prior-auth project shrinks to a five-minute review, and the patient gets the psychotropic the assessment called for instead of waiting three weeks on a paper appeal.
Schedule maximization on a recurring panel
When a 50-minute slot opens, GlaceIQ identifies the right waitlist patient based on urgency, visit type, and the recall window that fits the opening. GlacePhoneSmart or portal outreach books them. Your panel capacity stops leaking quietly, and the 2:30 PM cancellation turns into a 2:30 PM new-evaluation slot for the referral you would have lost to a faster competitor.
PATIENT ENGAGEMENT FOR PSYCHIATRY
Reach the Panel Where They Already Are
The psychiatric panel arrives through portal, mobile app, SMS, email, and phone, with English and Spanish on every patient-facing surface. The recurring patient who only opens text, the new evaluation who only opens email, and the family member who only calls all end up on the schedule, with intake completed before they walk in, and with rating scales already scored.
Practice-branded portal with rating-scale intake
Secure messaging, scheduling, bill pay, intake forms, telepsych, and rating-scale completion arrive under your practice name, your logo, and your colors. PHQ-9, GAD-7, MDQ, ASRS, and PCL-5 surveys go out through the portal before the visit and populate discrete fields with scores plotted on the trend before the patient walks in. Adoption beats the generic vendor-branded portal because the patient trusts the practice they already know.
GlacePhoneSmart 24/7 line
The AI phone agent answers as your practice in English or Spanish, books into real-time scheduler slots, runs recall and reminder campaigns, fills cancellations, and surfaces voicemail summaries to your staff. The new-patient call at 8 PM that would have rolled to voicemail gets the new-evaluation slot Tuesday afternoon, and the front desk stops drowning in refill and reschedule calls during the morning rush.
Recall, reminder, and between-visit check-ins
Appointment reminders, medication-monitoring recalls, LAI due-date nudges, post-discharge check-ins after an inpatient psychiatric stay, and between-visit rating-scale surveys go out in patient-preferred language and channel. Replies route back into the chart as structured tasks. The no-show rate on a recurring panel drops because the patient gets a reminder they actually see, and the post-discharge seven-day call requirement stops slipping.
Bilingual intake and consent
Digital psychiatric intake, adult-ADHD questionnaires, treatment consents for psychotropics and for clozapine, and Part 2 release-of-information forms arrive in English or Spanish through the portal, SMS, or kiosk. The Spanish-speaking patient walks into the room with prepared intake instead of a clipboard at the front desk, and the consent the patient signs actually reflects what they understood.
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. The list below is the short version of what runs every day inside the platform for an outpatient 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)
SWITCHING IS EASIER THAN YOU THINK
Coming From Another EMR
Most psychiatric practices we onboard are leaving a horizontal EMR platform built for general medicine, a behavioral-health-flavored ambulatory suite that never quite fit outpatient psychiatry, or a legacy EMR platform where the mental status exam was a free-text box and the controlled-substance workflow lived in a separate browser tab. We have migrated all of them. The transition is the part you dread most, and it is the part we have done hundreds of times.
$0 implementation fee. Data migration is included in the contract: historical patient records, problem lists, current psychotropic medications, monitoring history (clozapine ANC, lithium levels, AIMS, metabolic data), allergies, and outstanding orders. EMR go-live in under one week of focused workflow training. RCM transition over 4 to 8 weeks with payer enrollment and credentialing running in parallel, so the cashflow gap is the smallest possible. We recommend a 30 to 90 day overlap with your previous vendor while the new chart proves itself, and we plan the transition around that overlap rather than against it.
Provider training is delivered in pieces around your real schedule, not as a multi-day disruption that forces you to cancel a recurring panel. Your account manager runs the migration and stays your account manager after go-live, so the person who answers your call in month six is the person who set up your workflows in week one. Glenwood has been physician-founded and privately held since Christmas Eve, 1994, when our founder helped his physician wife acquire a private practice in Connecticut. 30+ years in market, no outside investors, no roadmap roulette.
Support runs 7:00 AM to 8:00 PM Eastern Time on weekdays, with 24×7 on-call coverage for urgent or critical issues, so the practice that has a problem at 6:30 AM Pacific or 10:00 PM Eastern still reaches a person. You also get unlimited online training through onboarding, included online training for new staff who join later, and a self-help library of workflow documents and videos for the moments when somebody just needs to remember how something works.
What changes on day 1, day 30, and day 90
Day 1. You log in to a chart that already holds your migrated psychiatric histories, active diagnoses, current psychotropic lists, monitoring history, and the recent results from your previous system. The psychiatric configuration is already wired in: your MSE template, your rating scales, your safety-plan workflow, your psychotropic order sets, your smart phrases, your code favorites, your care plans for the diagnoses you treat every day. You see a chart that looks like a real psychiatric chart, not a blank install asking you to build one. Your first few visits run slower because the workflow is new. By the end of the first day, your hands start to remember where everything lives.
Day 30. You are charting faster than you did on the old system because the templates match the way you actually document a psychiatric encounter. You are using GlaceScribe on most visits and your HPIs no longer slow you down. Your first month of time-based and add-on coding has rolled into clean claims, your first month of submissions is on the dashboard, and the BHI minutes you used to never code are now real revenue. You and your account manager have done the first formal walk-through of the denial queue together. The recall workflow is live, and the no-show rate on the recurring panel is starting to drop.
Day 90. Your first quarter’s RCM dashboard shows the new shape: cleaner claims, faster posting, fewer denials parked in the 60-90 bucket on time-based and add-on coding. CoCM contracts with primary-care partners that were aspirational on the old system are now operational revenue lines. Your clozapine, lithium, and LAI monitoring closes more reliably than it ever did, and the AIMS and metabolic flowsheets carry the longitudinal evidence a board review or a peer reviewer would expect. GlacePhoneSmart has visibly cut your front-desk call volume, and your recall campaigns have reached patients you would not have reached otherwise. The conversation with your account manager turns from migration triage to optimization.
QUESTIONS WE HEAR EVERY WEEK
Psychiatric Practice FAQ
The questions below come up in almost every discovery call with a psychiatric practice. 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 back 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. The compliance posture the day a state inspector asks how you handle it is a working consent workflow, not a paper file the office manager produces from 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, and the platform stays able to adopt the next generation of voice and language models as they ship. Up to four simultaneous speakers are supported for family meetings, group visits, and multi-party encounters with caregivers or case managers. English and Spanish patient-facing. All coding and order suggestions surface for clinician review before any signing. 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, and 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. PDMP integration is in the workflow, not a separate browser tab. The check that is 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 the GlaceRCM pricing actually look like for a psychiatric practice?
You pay a percentage of what we collect. No base fees, no implementation charges, no setup fees, no monthly minimums. The exact percentage depends on your code mix (time-based E/M, add-on psychotherapy, BHI, CoCM, TMS, ECT, evaluation codes), your payer panel (commercial behavioral-health carve-outs, Medicare, Medicaid behavioral), and your volume, and you will have it in your hand after a 20-minute discovery call. The contract is straightforward: we get paid when you get paid. You will not see a surprise line item for credentialing, for denial follow-up, for prior auth, for patient statements, or for the call center, because all of that is part of the service. The 95%+ first-pass adjudication and 99%+ collection rate of payer-allowed amounts are how we operate across our active client base.
Do we have to switch EHRs to use GlaceRCM?
Yes. GlaceRCM is a bundled service that includes GlaceEMR clinical software, the practice management software that runs scheduling and charge capture, and the medical billing team that works your claims to resolution. The billing service runs inside our platform because the quality of behavioral-health billing depends on the quality of the integration: real-time eligibility on carve-outs, claim scrubbing tuned to time-based and add-on documentation, denial root-cause analysis that closes the loop back to the encounter. We do not run our billing service on third-party EHRs. The switch is well-rehearsed: EHR go-live is under one week, data migration runs 2 to 4 business days and is handled by Glenwood, implementation is $0, and the 30-to-90-day overlap with your prior vendor protects continuity. If you want our software without our billing service, GlaceEMR is available standalone for the small minority of practices that prefer to keep their existing billing team. About 98% of Glenwood clients choose the bundled GlaceRCM path.
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If your panel overlaps with adjacent specialties, see how GlaceEMR runs behavioral health, neurology, pain medicine, and geriatrics.
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