Software for Mental Health Counselors

About the Client

Our client is a mental health center specializing in Employee Assistance Programs (EAP). The center partners with companies that actively support their employees’ mental well-being and want to provide professional help during difficult life and work situations.

For more than 15 years, the center has delivered Occupational Counseling, Corporate Training, Mediation, and Critical Incident Defusing services, supporting both individual employees and entire organizations.

CHALLENGE

Before working with Greenice, the center stored sensitive client data, including personal details, appointments, assessments, therapy notes, and monthly reports in Excel spreadsheets. Invoicing was handled through separate accounting software, with data entered manually.

As the business expanded, hired more psychologists, and opened new offices, this setup became increasingly risky and inefficient. Scheduling conflicts, duplicated data, and lack of centralized reporting made daily operations harder to manage.

Off-the-shelf CRM systems did not support healthcare workflows or EAP-specific processes, so the client needed a custom medical CRM that could unify scheduling, documentation, reporting, and billing in one secure system.

SOLUTION

We developed a custom website and CRM system from scratch, designed specifically around the center’s operational workflows, compliance requirements, and reporting needs.

The system centralized patient management, therapist workflows, scheduling, reporting, and financial data into a single secure platform.

Let’s go over the main features:

Each patient typically completes a structured treatment course consisting of multiple sessions, with adjustments based on professional assessment.

After every session, psychologists complete a Treatment Report documenting progress, outcomes, and recommendations. These reports form a continuous treatment history that supports informed clinical decisions and transparent communication with employers when required.

The scheduling module allows clients to book appointments through an online portal or by contacting the center directly. All bookings are synchronized with internal calendars and therapist availability.

This prevents double bookings, reduces administrative workload, and improves the overall patient experience by simplifying access to care.

To streamline financial operations, we integrated the CRM with Kashflow accounting software via API.

Session data and service fees are automatically transferred to the accounting system, enabling accurate invoicing and transparent payroll calculations for psychologists without manual data entry.

At the end of a treatment cycle, the system generates structured reports for employers and patients.

• Triage Assessment Report Based on the initial consultation, psychologists assess the client’s condition and recommend the appropriate form of therapy to the employer.
• Treatment report After completing therapy, psychologists summarize treatment approaches, progress, and next-step recommendations. Reports can be downloaded in PDF format and securely shared with authorized parties.

BENEFITS FOR THE CLIENT

The system was launched in June 2018 and has been actively used ever since as the center’s core operational platform.

As a result:

TECHNOLOGIES