Small behavioral health (BH) agencies often track client attendance, billing adjustments, and payments across multiple spreadsheets or disconnected systems. In many cases, these small BH organizations cannot afford robust Electronic Health Records platforms and must utilize other means. This combination leads to missed follow-ups, delayed billing updates, and poor visibility into client information.

I designed a lightweight operations platform that: 

• Centralizes aspects of client records that need to be references most frequently (name, date of birth, phone number, sessions attended, balance, and program enrollment)

• Tracks the dates of both missed and attended therapy sessions

• Maintains a ledger for billing transactions

• Uses relational databases in order to maintain a consistent client record across several variables

The system uses automations in Airtable to:

• Detect missed sessions and alert providers via email to remind them to reschedule

• Apply no-show fees to client balances 

• Update client balances in their record to reflect both charges and payments

A diagram showing the workflow of the system including the automations.

Automated Attendance Tracking

• Sessions are logged and linked to client records.

Automated No-Show Fees

• When a no-show is recorded, an automation generates a $25 transaction.

Real-Time Balance Tracking

• Client balances automatically update based on transaction history.

Provider Notifications

• Clinicians receive email reminders when a client misses a session.

Custom Interface - a simplified dashboard allows reception/administrative staff to:

• Register new clients

• Log sessions

• Record payments

Here are a few important details and things that I have learned creating this tool:

• This tool is not for use with protected health information (PHI) unless you are using a plan with Airtable that includes HIPAA compliance (the enterprise plan).

• This tool could be easily modified to be utilized in other service-based industries such as hair and nail salons, massage therapists, and spas.

• No-code tools like Airtable and AI tools (which are integrated into Airtable) can help organizations modernize their approach to workflows with relatively small learning-curves.

• Tools like this, especially in Airtable, are highly customizable and can fit many needs at a relatively low cost compared to other CRM-style or EHR tools that can be unaffordable for small businesses and small healthcare offices.

• Overall, this project helped me deepen my understanding of relational data modeling, workflow automation, and user-focused interface design. It also reinforced the importance of building systems that reduce manual administrative work.

Contact me on LinkedIn by clicking the button above if you would like to utilize this tool for your small business or behavioral health agency.