100%
Own Centralized EMR. Total ownership
300+
Therapists run their practice on our EMR
90%
90% automation in scheduling, intake, notes
Zero
Errors in claim formatting and submission
Client Overview
Founded in 1998 and headquartered in Denver, Colorado, Westside Behavioral Care is a premier outpatient mental health provider offering both in-person and online therapy services across the Greater Denver and Colorado Springs areas. With a team of over 300 licensed therapists and a wide range of specialties—EMDR, DBT, CBT, trauma, couples therapy, and LGBTQIA+ care—Westside is known for its award-winning, insurance-friendly care model.
The Challenge
Westside’s rapid growth exposed limitations in its fragmented digital systems and manual workflows:
- Lack of a centralized EMR with consolidated patient data.
- Manual coordination for scheduling, copay lookup, and intake processes
- Inefficient appointment matching and therapist availability tracking.
- Paper-based onboarding and documentation.
Westside partnered with CapMinds to design and implement a HIPAA-compliant digital solution tailored to streamline operations and elevate the client experience.
Our Solution: Enterprise-Grade EMR Platform Built on CUSTOM EHR Framework
CapMinds delivered a modular, cloud-native EMR MVP using its proprietary CUSTOM EHR architecture, built to scale with enterprise-grade performance, security, and interoperability. Our solution seamlessly integrated real-time scheduling, clinical documentation, third-party system sync, and intelligent reporting.
Key Functional Modules:
Scheduling & Intake Engine: 24/7 self-service scheduler using rules-based logic for provider specialty, payer network, availability, and location.
API-driven integration with Avalon for bidirectional sync of therapist availability.
Digital Forms & Clinical Assessments:
Secure, HIPAA-compliant eForms with built-in field validation and digital signature support.
Configurable intake packets for different visit types (new, crisis, recurring).
Clinical Documentation Suite:
Role-based access to progress notes, assessments (PHQ9, GAD7, etc.), and historical charts.
Rich text editor with secure audit logs and amendment versioning.
Patient Portal:
Integrated messaging, appointment reminders, form submissions, and telehealth launch.
Optional de-identified calendar sync (Google, Outlook, iCal).
Therapist Portal:
Integrated calendar management with real-time availability updates.
Session note authoring with auto-fill templates and ICD-10/DSM code linking.
Data Import Engine:
Bulk upload and smart mapping tools for structured data import from SimplePractice, TherapyNotes, and TheraNest.
Support for CSV, PDF, XLSX, and VCF data formats.
Business Intelligence & Reporting:
Real-time dashboards with dynamic filters (provider, visit type, location, diagnosis).
Exportable reports (CSV, Excel) and automated distribution via secure email.
Underlying Technology Stack:
| Frontend | React.js + TailwindCSS for responsive UI |
| Backend | Laravel PHP framework with RESTful API endpoints |
| Database | MySQL 8.0 with encrypted PHI storage |
| Cloud | Deployed on AWS with auto-scaling and daily encrypted backups |
| Security | 2FA, SSL, JWT token auth, HIPAA-compliant logging and access controls |
Results & Impact
The project exceeded all expectations and delivered a dynamic, interactive platform that has since been featured in multiple UiPath sales and partner engagements.
Operational Efficiency
- 90% automation in scheduling, intake, and documentation workflows.
- Copay and insurance lookup time reduced by 80% through real-time integrations.
- Therapist onboarding time improved by 40% using smart import tools and structured training workflows.
Business Growth
- Seamlessly supported 300+ therapists across Denver and Colorado Springs metro.
- Unified platform improved staff productivity and coordination across care teams.
- Enabled off-hours access, increasing patient retention and engagement.
Enhanced Patient Experience
- Reduced wait times via real-time therapist availability matching.
- 100% paperless onboarding process with secure digital forms.
- Intuitive, always-accessible patient portal for managing care and communication.
Why CapMinds Excelled
Enterprise-Grade Architecture
Built on secure, scalable cloud-first infrastructure with high availability.
Domain-Specific Design
Tailored for behavioral health with regulatory, clinical, and operational nuances in mind.
Accelerated Delivery
MVP delivered in 75 days with agile iterations and strong QA protocols.
Tech-Driven Innovation
Custom form builders, data import tools, and interoperable API layers added real strategic value.
What’s Next
Building on this successful collaboration, CapMinds is expanding the demo's capabilities with:
Integrated Billing & Claims Automation
Machine Learning Insights for Clinical Decision Support
Advanced Analytics for Utilization & Outcomes
Mobile App Deployment for Patient & Provider Use
FHIR API Implementation for EMR Interoperability
Executive Summary
CapMinds partnered with Westside Behavioral Care to design, develop, and deploy a custom enterprise-grade EMR platform that reshaped care delivery and operational agility. By unifying scheduling, documentation, and patient engagement under one secure cloud-native platform, Westside is now positioned to scale efficiently, drive patient satisfaction, and remain compliant with evolving regulatory standards.
Looking to transform your behavioral health operations with intelligent healthcare technology?
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