Custom EHR implementation for a mental healthcare organization

Itransition evaluated the customer’s operational challenges and functional requirements. While assessing potential platforms on which the future solution could be built, we performed a fit-gap analysis comparing the customer’s requirements with the outof-the-box capabilities of Itransition's proprietary healthcare platform. Eventually, we came to the conclusion that over 70% of the required functionality could be covered out-of-the-box with minor modifications.

Therefore, we suggested leveraging our HIPAA-complaint healthcare platform as the foundation for the customer’s new custom EHR system. The platform provides core EHR functionality out of the box, including patient management, appointment scheduling, telehealth, billing and revenue tracking, etc., while supporting integrations required by the customer, including Stripe for payment processing and SendGrid for email delivery. At the same time, it provides the flexibility to fully customize workflows and system logic to match the customer’s specific operational needs. The platform is also highly scalable and allows for continuous improvements.

EHR components & features

Itransition delivered a custom integrated EHR system built on .NET and hosted on Microsoft Azure, consisting of the following components:

• Admin panel
• Patient portal
• Main portal designed for both the customer’s admins and clinicians, featuring different role-based access levels

Admin panel

The admin panel features comprehensive system management capabilities, including:

• Core organization configuration settings
• Roles and permission management
• Offline locations configuration
• Diagnoses list management
• Services list management
• Task categories management
• Employee management
• Financial settings
• Insurance companies’ records management
• Viewing audit log lists and record details

Patient portal

The patient portal provides patients with secure access to their clinical information, appointments, payment details, and various documentation. The portal UI features a centralized dashboard, enabling patients to view their upcoming and past appointments, waiting list statuses, pending questionnaires and forms, as well as pending and paid invoices.

The key features of the patient portal include:

• Scheduling appointments by selecting clinicians, appointment types (individual or family), delivery formats (in-person or video), locations
• Canceling appointments. The system features the Late Cancel option - if the appointment cancellation occurs outside the allowed time window, the system displays a warning message and automatically applies the defined fee
• Adding requests to the waiting list if no appointment slots are available for the selected clinician
• Completing questionnaires, with the system recommending specific clinicians based on the results
• Signing consent forms using the built-in electronic signature mechanism
• Viewing and signing treatment plans shared by the clinician
• Viewing the list of insurance records, including payer name, insurance category, and status
• Built-in clinician search to browse all clinicians available in the system as well as the list of the clinicians the patient has previously seen

Main portal

HIPAA compliance

The EHR solution follows HIPAA standards to ensure the secure handling of protected health information (PHI). Key compliance measures include:

• Role-based or user-based access control, ensuring that users can only view or modify the data permitted by their role
• Encryption and decryption mechanisms to protect PHI during storage and transmission
• Comprehensive auditing to track all system actions, including read events, ensuring a complete audit trail, as required for PHI