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Secure, Easy to Use EHR for Behavioral Health

Secure, Easy to Use EHR for Behavioral Health

Optimax is an all-in-one practice management solution that equips you with the tools to manage patient records, schedule appointments, conduct individual or group sessions, create comprehensive documentation, and handle insurance billing—all in one place. Our user-friendly platform is accessible anytime, anywhere, making your workflow more efficient and flexible.

Schedule and Tasks

Schedule and Tasks

Easily schedule one-time or recurring appointments, manage clinician availability, and access appointment notes and billing details directly from your calendar. Integrated with client records, documentation, and billing, your calendar keeps everything connected and organized in one streamlined view.

  • Effortless Appointment Scheduling
    Quickly schedule intakes, sessions, practice-wide events, or personal time off with just a few clicks. Appointment details automatically carry over into notes and insurance claims, streamlining your workflow and reducing the chance of data entry errors.
  • Personalized Calendar Views
    Customize your calendar to display specific clinicians, client appointments, or practice locations. Toggle between daily, weekly, and monthly views.
  • Accessible From Any Device
    Access your schedule anytime, anywhere on any device, laptop, tablet or phone with internet service. Stay up to date on your appointments while on the go.
  • Task Management
    View and manage your tasks and create tasks for other team members too. Monitor status of your tasks, even when assigned to someone else. Tasks can be connected to the client, case, insurance claim, facility and more. See all the actions taken on a task and monitor progress.
  • Automated Appointment Reminders
    Minimize no-shows, last-minute cancellations, and administrative costs with automated appointment reminders via text or email. Simply choose your client’s preferred contact method, and Optimax will handle the notifications for you.
Electronic Health Record (EHR) system interface with icons for patient info and billing.
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Assessments and Notes

Assessments and Notes

Optimax enables a fully paperless practice with unlimited, HIPAA-compliant document and file storage, accessible from anywhere with an internet connection. Your records are securely encrypted and automatically backed up, giving you peace of mind and less to manage.

  • Centralized Document Library
    Securely upload, store, and share essential documents across your organization—from privacy forms and practice policies to staff resources and training materials. Keep everything in one easily accessible location.
  • Digital Client Records
    Organize all client-related documents within each individual chart, including intake forms, insurance cards, assignments, and more. Your files are neatly stored and easy to access whenever you need them.
  • Downloadable Notes and Documents
    Access and download any note, file, or document stored in Optimax for convenient printing or faxing from any location. Download individual items or compile multiple notes into a single PDF—complete with your practice’s logo on every page.
  • Designed for Fast, Efficient Note-Taking
    Our note views blend dropdowns, checkboxes, and free-text fields to provide a streamlined yet thorough documentation experience. Key details automatically carry over from the appointment to the note, minimizing data entry and reducing errors. Plus, all views support speech-to-text software, allowing you to dictate notes in seconds.
  • Easy Diagnosis Code Search
    Quickly find ICD-10 codes with an intuitive search built into each note template. Just start typing a diagnosis or code, and Optimax shows relevant matches to speed up your workflow.
  • Instant History Access
    Easily view past documentation or pull forward relevant details into your current note with one click to help ensure consistency and continuity across sessions.
Self-Serve Customization

Self-Serve Customization

Simplify long-term maintenance and ongoing adaptation of your solution without reliance on outside developers or their specialized knowledge.

  • Customize any view, anywhere, for one user, groups of users, or all users.
  • Custom Data Fields
  • Custom Form Designer
  • Custom Report Designer
  • Dashboard Designer
  • Workflow Management Tools
  • State Machine Configuration
  • Security Role Management
3D illustration of workflow concept with gears and arrows.
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Engage and Communicate

Engage and Communicate

Our intuitive portal empowers clients, staff, and partners by providing a secure and accessible digital platform. Clients can view their information, request services, complete forms, and communicate directly with your team.

  • Client Portal
    Empower your clients to take an active role in their care with a secure, easy-to-use online portal. Clients can update their profiles, complete forms and assessments, review service plans, referrals, and case notes. They can also request or schedule services, submit surveys, and access helpful resources and support.
  • Client Communication
    Stay connected with your clients through secure messaging, emails, notifications, and alerts. Use these tools to offer feedback, guidance, and coaching as needed. Appointment reminders are automated and customized for you, and interactive messages are a click away anywhere in Optimax.
  • Staff and Partner Collaboration
    Work seamlessly with staff and partners across programs and agencies. Share information, documents, and data securely to support coordinated care. Assign tasks, define roles, and delegate responsibilities with ease.
Analytics and Reports

Analytics and Reports

Gain Complete Visibility and Insight into Program Data and Outcomes
Access the data you need in real time through customizable reports and dashboards. Effortlessly monitor program performance, client outcomes, and progress toward organizational goals. Highlight your impact by exporting and sharing reports with funders, partners, and stakeholders.

  • Tailored Reporting
    Design and access reports that present your data exactly how you need it. Use classic reports, dashboards, pivot tables, or tools like Power BI to uncover insights and gain a deeper understanding of your information.
  • Real-Time Data Access
    View and analyze your data the moment it's updated, ensuring you always work with the most current and accurate information. Track changes and trends over time, and leverage real-time insights to make timely, well-informed decisions and take immediate action.
  • Flexible Export and Sharing Options
    Easily export your data and reports in formats like Excel, PDF, CSV, docx, and more—saving them locally or to cloud storage.
  • Visualize Your Data
    Uncover patterns, trends, and connections within your data using intuitive visualization dashboards. Highlight program achievements and pinpoint areas for growth through clear, impactful visuals.
Built on the Optimax Revenue Cycle Management Core

Built on the Optimax Revenue Cycle Management Core

Information from your notes and activities flows directly into billing data for processing and payment with the power and capability of Optimax to keep the finances flowing smoothly.

Streamline My Cash Flow