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Health Matters Transformational Services
How CheckpointEHR has made training clinical staff easier while saving time on progress notes and claim submissions.
with Christina Smith and Kayla Wilson
Christina Smith and Kayla Wilson, the founders of Health Matters Transformational Services, are no strangers to the complexities of behavioral health operations. Their professional paths crossed in Louisiana over eight years ago, where Christina led in HR, administration, and business operations at a local agency, and Kayla specialized in billing and credentialing. Together, they managed both clinical and back-office functions for their behavioral health practice, ensuring seamless operations and compliance.
By 2019, both had expanded their reach to Texas, bringing their expertise and care to new communities. By 2021, they launched Health Matters Transformational Services, a Texas-based behavioral health outpatient agency offering a variety of services across multiple locations, including Marshall, Dallas, and Houston. As they've worked dilligently to meet all regulatory demands to establish themselves, they look forward to providing high-quality, accessible mental health care in Texas.
Transitioning from Paper and ShareNote to CheckpointEHR
Before launching their practice, Christina and Kayla had used various paper-based systems, as well as testing platforms like ShareNote and Claim Tracker.
Unfortunately, these systems often fell short:
- Manual workflows, such as writing progress notes in Word and submitting them through portals, were time-consuming and prone to human error.
- ShareNote - in their experience - had a rigid structure, occasional crashes (resulting in significant data loss), and cumbersome processes for billing and clinical notes.
- Claim Tracker provided minimal functionality and didn’t support the scalability needed for growing practices.
When the two transitioned their work to a Texas-based company in 2020 who had already been using CheckpointEHR, they immediately noticed the benefits. Unlike ShareNote, CheckpointEHR offered simplicity and reliability, making it easier to train staff, streamline operations, and reduce errors. Eventually, when Christina and Kayla jumped into their new venture, Health Matters Transformational Services, in 2022, they knew CheckpointEHR was the behavioral health software for them.
Why CheckpointEHR Stood Out
Health Matters embraced CheckpointEHR for several reasons, each of which addressed their unique needs as not only a growing practice, but also as a group of billing and operations consultants for other behavioral health practices:
- User-Friendliness
- CheckpointEHR’s intuitive interface made onboarding new staff seamless. Training was straightforward, even for staff unfamiliar with EHR systems.
- The platform provided easy access to training guides and tutorials, further supporting self-paced learning for staff members.
- Hands-Free Billing
- The billing module in CheckpointEHR automated claims submissions and corrections. Errors in coding or documentation could be fixed quickly without disrupting workflows.
- Payments from managed care organizations (MCOs) automatically posted in the system, saving time and reducing manual effort.
- Robust Reporting
- Christina highlighted CheckpointEHR’s robust reporting capabilities, which simplified tasks like tracking claims, generating compliance documentation for audits, and analyzing operational performance.
- Progress Notes and Clinical Documentation
- The platform allowed clinicians to create, edit, and update progress notes efficiently. Its flexibility ensured compliance with state regulations and readiness for audits.
- Christina and Kayla found it especially helpful when conducting site visits and submitting documentation for audits, as all records were easily accessible.
- Scalability
- As consultants for 8–10 other agencies, Christina and Kayla often recommend CheckpointEHR to practices of all sizes. The simplicity of the system enables agencies to adopt it quickly and scale their operations with confidence.
The Value Added to Health Matters and Beyond
CheckpointEHR has been instrumental in the growth and success of Health Matters Transformational Services. As of 2024, the agency operates in Marshall and Dallas, with plans to expand to Houston within 90 days and hopefully San Antonio in the coming year. With five staff members and growing, CheckpointEHR supports their daily operations while freeing up time for strategic initiatives like community outreach and marketing.
For Christina and Kayla, CheckpointEHR is more than a tool—it’s a partner in their mission to provide accessible and effective mental health care. It has equipped and empowered both their staff and consulting customers to optimally use and benefit from the comprehensive functionality of a robust behavioral health EHR. As Kayla pointed out, she routinely steers new practices toward CheckpointEHR because of its simplicity, cost-effectiveness, and the time-saving that it offers.
CheckpointEHR remains a critical component of their operations, enabling them to focus on their broader mission. Even as they regularly reevaluate their systems, they've mentioned that they simply haven't experienced a health record system that offers their team the level of support and stability as they've received with CheckpointEHR.
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