The Practice Management System Built for Mental & Behavioral Health
You dedicated your career to healing minds, facilitating transformation, and supporting psychological well-being. You shouldn't sacrifice therapeutic presence to documentation burden or drain practice revenue on overpriced systems built for medical clinics. Oli delivers AI-powered practice management that costs 75% less than competitors — purpose-built for the unique demands of mental and behavioral health practice.
The Reality of Running a Mental & Behavioral Health Practice
Oli is built to protect your clinical time and simplify the administrative demands of private practice.
Privacy Requirements Exceed Standard Healthcare
Mental health records carry heightened sensitivity and stigma. HIPAA's psychotherapy notes provisions. State mental health confidentiality laws. Substance abuse treatment protections (42 CFR Part 2). Clients fear insurance access, employment consequences, or personal exposure. Standard healthcare EMRs provide baseline security. Behavioral health demands additional protections, access controls, and client reassurance about confidentiality.
Boundary Management Is Both Clinical and Operational
Clients text breakthroughs at midnight. Email questions on weekends. Scheduling conflicts bleed into session time. Administrative conversations contaminate therapeutic space. Communication fragments across personal channels with no documentation trail. Without structured boundary infrastructure, the therapeutic frame erodes — and your personal life suffers.
Mixed Payment Models Create Administrative Chaos
Insurance panels with varying rates and authorization limits. EAP contracts with session caps. Private pay at different fee levels. Sliding scale agreements. Package pricing for coaching and consulting engagements. Each model requires different documentation, billing workflows, and tracking. Manual management creates revenue leakage and undermines professionalism.
Cancellations and No-Shows Undermine Revenue Stability
Mental health practices face 15-30% cancellation rates driven by client ambivalence, crisis patterns, and avoidance. Late cancellations leave unfilled slots. No-shows create revenue gaps. Without systematic waitlist management and policy enforcement, these gaps become chronic drains on practice viability.
Outcome Measurement Is No Longer Optional
Payers demand treatment efficacy data. Clients expect progress visibility. Clinical decisions require systematic tracking. But manually administering PHQ-9s, GAD-7s, or outcome questionnaires steals session time. Without systematic tracking, demonstrating therapeutic value to anyone — payers, clients, or yourself — is nearly impossible.
How Oli Transforms Mental & Behavioral Health Practice
Documentation Built for Therapeutic Work — Not Medical Charts
Flexible progress note templates adapting to your theoretical orientation.
- Narrative depth with structure — clinical observations, interventions, client responses, and treatment planning in formats that match how therapists actually think
- Flexible progress note templates adapting to your theoretical orientation — psychodynamic, CBT, DBT, humanistic, solution-focused, integrative, somatic, EMDR, narrative
- Risk assessment integration — suicidal ideation, self-harm, safety planning, crisis intervention documentation
- Medication management — dosage histories, change rationale, response tracking, refill coordination, prior authorization status (psychiatry)
- Treatment goal tracking — monitor progress toward collaboratively-set objectives across sessions
- Custom frameworks — build templates matching your methodology, not forced into rigid medical models
Enhanced Privacy for Behavioral Health
HIPAA & PIPEDA-compliant infrastructure with behavioral health enhancements.
- Role-based access controls — define exactly who can access what information
- Comprehensive audit logging — complete record of all data access for compliance
- Secure communication — all messaging and data transmission protected
- Discreet client communications — appointment confirmations professionally worded to reduce stigma
- State mental health law compliance across jurisdictions
Boundary-Protecting Infrastructure
Structure that prevents communication patterns that undermine therapy.
- Separate business portal — clients handle scheduling, billing, and administrative communication outside therapeutic space
- Secure messaging with boundaries — set availability hours, auto-responses outside hours, crisis protocols kept separate
- Documentation protection — permanent record of all interactions for clinical and legal purposes
- Professional separation — administrative functions clearly distinguished from clinical work
- Healthy dependency prevention — system structure prevents communication patterns that undermine therapy
Integrated Outcome Measurement
Identify deterioration or stagnation requiring intervention adjustment.
- Digital assessment delivery — clients complete PHQ-9, GAD-7, OQ-45, mood charts, or custom measures before sessions
- Automatic scoring — instant results visible during appointments
- Longitudinal tracking — visual graphs showing symptom trajectories over treatment
- Treatment response visualization — demonstrate therapy or medication efficacy to clients and payers
- Clinical decision support — identify deterioration or stagnation requiring intervention adjustment
- Progress transparency — clients see their improvement, increasing engagement and compliance
Scheduling That Protects Therapeutic Flow
Flexible appointment types for varying modalities.
- Flexible appointment types — intake evaluations, ongoing therapy, medication management, brief check-ins, crisis slots, coaching sessions
- Recurring session booking — schedule ongoing weekly or bi-weekly series with one action
- Buffer time automation — ensure transitions between clients for centering and documentation
- Cancellation policy enforcement — clear communication and optional late cancellation billing
- Waitlist management — automated notifications when cancellations create openings
- Sustainable capacity limits — prevent overbooking beyond healthy caseload thresholds
- Global timezone intelligence — automatic conversion for international coaching and consulting clients
Unified Multi-Payer Billing
Reduce accounts receivable delays with integrated billing that handles everything.
- Insurance panel management — track credentialing, fee schedules, authorization requirements per payer
- Session authorization tracking — monitor approved sessions, remaining balance, expiration dates
- EAP contract management — track session allocations and caps per client
- CPT code configuration — link appointment types to appropriate billing codes (90791, 90832, 90834, 90837, 90833, 90836, 99213, 99214)
- Superbill generation — documentation for out-of-network client reimbursement
- Package and retainer tracking — automatic session deduction, balance visibility, renewal prompts
- Sliding scale documentation — track negotiated rates professionally
- Prior authorization management — track PA status for psychiatric medications, alerts near expiration
Client Portal for Therapeutic Engagement
Empower clients with a secure portal for booking, intake, and resources.
- Secure messaging — HIPAA-compliant communication with boundaries you control
- Pre-session assessments — clients complete outcome measures before appointments
- Self-scheduling — book routine appointments without phone or email coordination
- Resource library — share psychoeducation materials, worksheets, crisis resources, exercises
- Progress visibility — clients see treatment goals and outcome measure trends
- Crisis information — always-accessible emergency contact resources
- Payment management — view invoices, make payments, access receipts
Telehealth for Remote Care
Integrated video — conduct secure sessions without separate Zoom or Google accounts.
- Integrated video — conduct secure sessions without separate Zoom or Google accounts
- One-click access — clients join directly from appointment confirmation
- HIPAA-compliant — behavioral health-appropriate security
- Seamless documentation — notes flow identically whether in-person or virtual
- Geographic flexibility — serve clients across your licensed jurisdictions
- Crisis assessment capability — evaluate safety remotely when needed
Group Practice and Supervision Support
Caseload management — track client assignments across therapists.
- Multi-provider scheduling — side-by-side calendar views for group practices
- Caseload management — track client assignments across therapists
- Supervision documentation — notes for supervisory relationships
- Individual productivity tracking — billing and revenue by provider
- Referral coordination — internal referrals between specialties