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Mental Health Practice Mgmt
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Mental Health Practice Mgmt · Available now

Keep each care episode and its decisions together.

A mental health practice can hold patient identity, clinician assignment, scheduled encounters, visit notes, observations and follow-up tasks in one care record. The Clinical Coordinator registers patients and schedules encounters.

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  • Manual work is free
  • Configure it in Proto
OverviewScheduled encounters
Mental Health Practice Mgmt · Encounters

Scheduled encounters

arrived waits for the clinical coordinator

New encounter
Encounters in view
6
Scheduled
6
IdScheduled atVisit typePatientClinicianStatus
PAT-2026-041201 NovInitial assessmentAmira RahmanJonah PierceScheduled
ENC-2026-108403 NovIndividual psychotherapyMina ChoHana ParkScheduled
NOTE-2026-214013 OctMedication follow-upIbrahim SalehHana ParkScheduled
CARE-2026-036104 NovTelehealth therapyElena NovakLeila HaddadScheduled
CONS-2026-012916 OctFamily therapyElena NovakElena VasquezScheduled
6 of 6 records
PAT-2026-0412Encounters · ENC-60649
Scheduled
Scheduled at01 Nov
Visit typeInitial assessment
PatientAmira Rahman
ClinicianJonah Pierce
Review encounterENC-60649 · PAT-2026-0412

The Clinical Reviewer authorizes the care outcome.

Waiting for Clinical Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
15
Saved views
16
Roles with set permissions
5
Reports and dashboards
9
Features

Follow each care episode

Every feature works on the same records. Pick one to see the screen your team works in.

Patient records

Keep identity, consent status and clinician assignment together.

  • Patient number
  • Assigned clinician
  • Consent context
  • Patients
  • People
  • Consents
  • Care team assignments
Explore patient records
OverviewActive patient records
Mental Health Practice Mgmt · Patient records

Active patient records

Patients

New
IdPatient numberDisplay nameBirth dateAssigned clinicianConsent status
PAT-2026-0412PTN-57229Ari Bennett15 OctLeila HaddadActive
ENC-2026-1084PTN-93138Nora Velez03 NovMaya DesaiActive
NOTE-2026-2140PTN-41456Ibrahim Saleh30 OctLeila HaddadActive
CARE-2026-0361PTN-75641Mina Cho27 OctTheo MartinActive
CONS-2026-0129PTN-72864Lucas Ferreira04 NovTheo MartinActive
6 of 6 records
PAT-2026-0412Patients · PTN-57229
Active
Display nameAri Bennett
Birth date15 Oct
Assigned clinicianLeila Haddad
Example screen with sample data
Process

From patient intake to follow-up

Patient visit to follow-up ships ready to use. One step needs a named approval before the work moves on: Review encounter (Clinical Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Register patient

    Create identity and assign a clinician.

    PAT-2026-0412ENC-60649 · Clinical Coordinator
    Register patientBy Clinical Coordinator

  2. Record consent

    Check purpose, signature and expiry before care.

    PAT-2026-0412ENC-60649 · Clinical Coordinator
    Record consentBy Clinical Coordinator

  3. Schedule encounter

    Set the visit time, patient and clinician.

    PAT-2026-0412ENC-60649 · Clinical Coordinator
    Schedule encounterBy Clinical Coordinator

  4. Document visit

    Sign the note and record observations.

    PAT-2026-0412ENC-60649 · Licensed Clinician
    Document visitBy Licensed Clinician

  5. Review encounter

    Have the Clinical Reviewer examine the episode.

    PAT-2026-0412ENC-60649 · Clinical Coordinator
    Review encounterBy Clinical Coordinator
    ApprovalThe Clinical Reviewer authorizes the care outcome.

  6. Coordinate follow-up

    Assign the next care action and due date.

    PAT-2026-0412ENC-60649 · Licensed Clinician
    Coordinate follow-upBy Licensed Clinician

Start with Register patient to visit

Inside a record

Plan your care handoffs

Open any encounter to see its charges, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Scheduled at, Visit type, Patient and Clinician.

  2. 2
    Charges

    Each line is linked to this encounter.

  3. 3
    Who works on it

    Clinical Reviewer, Licensed Clinician and Clinical Coordinator, each with their own permissions.

  4. 4
    Process stages

    Document visit and Request review, with the role that acts.

  5. 5
    Approvals

    Review encounter, with who decides.

Scheduled encountersPAT-2026-0412
Mental Health Practice Mgmt · Encounters

PAT-2026-0412

Initial assessment · Scheduled

Log activity
1
Record details
Scheduled at01 Nov
Visit typeInitial assessment
PatientAmira Rahman
ClinicianJonah Pierce
2
Charges

PAT-2026-0412

IdEncounterService description
PAT-2026-0412Nora Velez, individual therapyInitial diagnostic evaluation
ENC-2026-1084Mina Cho, telehealth sessionIndividual therapy, 50 minutes
NOTE-2026-2140Nora Velez, individual therapyMedication management follow-up
Charges
6
Total amount
1,780
3

Who works on it

  • Clinical ReviewerView care tasks, care team assignments, clinical notes…
  • Licensed ClinicianManage care tasks, clinical notes, Consents, Observations…
  • Clinical CoordinatorManage care tasks, Charges, Consents, Encounters, Patients
4

Process stages

  • Document visitLicensed Clinician
  • Request reviewClinical Coordinator, Licensed Clinician
5

Approvals

  • Review encounterClinical Reviewer
    Approved
Example screen with sample data
Approvals

Put decisions with named people

OverviewApprovals
Mental Health Practice Mgmt · Overview

Approvals

Signed in as Clinical Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • ENC-58072PAT-2026-0412
    Nora VelezRequested by Rafael Mendez
    Awaiting review2dActions
  • ENC-77653ENC-2026-1084
    Mina ChoRequested by Omar Idris
    Awaiting review3dActions
  • ENC-59490NOTE-2026-2140
    Elena NovakRequested by Omar Idris
    Awaiting review3dActions
  • ENC-71931CARE-2026-0361
    Lucas FerreiraRequested by Leila Haddad
    Awaiting review6dActions

Who approves what

DecisionApprover
Review encounterHave the Clinical Reviewer examine the episode.Clinical Reviewer
1 approval rule · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Mental Health Practice Mgmt to the work that is theirs. Pick a role to see what it starts with.

Clinical Governance Administrator

Maintains verified professional privileges and care-team assignments. Record entry: Clinical Privileges, Care Team Assignments, People. Read only: Patients. Pages: Clinical Privileges and Details.

This is the first screen this role sees.

OverviewCare team assignments in effect

Care team assignments in effect

Care team assignments · Clinical Governance Administrator

IdPatientClinicianAccess purposeEffective fromEffective to
PAT-2026-0412Ibrahim SalehTheo MartinDirect treatment12 Oct17 Oct
ENC-2026-1084Nora VelezTheo MartinCare coordination30 Oct03 Nov
NOTE-2026-2140Ibrahim SalehLeila HaddadMedication review12 Oct17 Oct
CARE-2026-0361Samir PatelOmar IdrisCrisis follow-up20 Oct22 Oct
CONS-2026-0129Elena NovakOmar IdrisClinical supervision18 Oct22 Oct
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

See what needs attention

Answer operational questions from linked care records.

Overview
Mental Health Practice Mgmt · Overview

Mental Health Practice Mgmt dashboard

This quarter

Clinical notes in view
6
Signed
3
Amended
3

Encounters by status

How far records got this quarter

StageReachedStep
Scheduled27
Arrived1244%
In progress325%
Awaiting review133%

Number of encounters by status

Sample counts per stage

0
-20Scheduled
-50Arrived
-20In progress
-50Awaiting review
-20Completed
Example screen with sample data
  1. 01Encounters by status

    Count visits by their current status and visit type.

  2. 02Encounter review queue

    Show encounters awaiting review by clinician and scheduled date.

  3. 03Clinical note signing

    Show draft, signed and amended notes by author and signed date.

  4. 04Consent expiry

    Show consents by purpose, patient and expiry date.

  5. 05Clinician privilege validity

    Show privileges by clinician, type, status and effective dates.

  6. 06Care task follow-up

    Show open and escalated tasks by assignee and due date.

  7. 07Charge status and amount

    Sum charge amounts by status and service description.

  8. 08Patient payment receipts

    Sum received payments by status and receipt date.

  9. 09Specimen processing

    Count specimens by processing status and specimen type.

All reports and dashboards

Who it's for

Fit the practice you run

See how Mental Health Practice Mgmt fits your kind of team.

Solo practice

Keep one clinician’s visit and follow-up work easy to trace.

Group practice

Coordinate visits and review across several clinicians.

Specialty clinic

Keep specialty evidence with the care episode.

Controls

Keep evidence with the record

Each stage of patient visit to follow-up names the role that acts and the status it records, so a change is never anonymous.

OverviewPatient visit to follow-up
Mental Health Practice Mgmt · Process

Patient visit to follow-up

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
1
Roles involved
3
Tables touched
5
Record consent
Clinical Coordinator
StatusPending → Signed
RecordsConsents, Patients
Check arrival
Clinical Coordinator
StatusScheduled → Arrived
Start visit
Clinical Coordinator, Licensed Clinician
StatusArrived → in progress
Patient visit to follow-up
  1. Start
    Record consentPending → Signed
    Consents
  2. Step
    Check arrivalScheduled → Arrived
    Clinical Coordinator
  3. Step
    Start visitArrived → in progress
    Clinical Coordinator
  4. Step
    Document visitDraft → Signed
    Observations
  5. Step
    Request reviewIn progress → awaiting review
    Encounters
Example screen with sample data

See each stage in detail

AI agent

Ask Proto for the next case

Use Proto to help staff find and prepare the right work.

It can

  • Coordinator: Show scheduled encounters for a selected day and identify those awaiting review.
  • Clinician: Find open care tasks assigned to the clinician and show their due dates.
  • Reviewer: Gather encounter, signed note and observation references for a review case.
  • Governance administrator: List pending clinician privileges with effective dates and evidence references.

Stays with a person

  • A person must make the care, consent, privilege and charge decisions.
  • Ask the assistant to present the linked records, then have the authorized role check the patient identity and evidence before recording a decision.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Mental Health Practice Mgmt
  • Billing records
  • Laboratory records
  • Pharmacy records
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 15 tables
15tables
  • Patient records4
  • Encounter scheduling3
  • Clinical documentation4
  • Consent and privileges5
  • Follow-up care4
  • Charges and payments4
  • Specialty records4
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Prepare identity and staff

    Set up Users, People, clinician assignments and the staff who will coordinate visits.

  2. Define consent and privileges

    Agree the purpose, version, expiry and evidence checks used by the practice.

  3. Rehearse an encounter

    Schedule a patient, record arrival, document the visit and complete the review.

  4. Add follow-up and finance

    Assign a care task, review an encounter charge and compare a patient receipt.

  5. Extend specialty work

    Test specimen and dispensation records if those services are part of the practice.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Mental Health Practice Mgmt.

All questions
How do I get started?

Click Get started, then use Proto to configure Mental Health Practice Mgmt for your business. Begin with a patient, consent, scheduled encounter, signed note and follow-up task.

How are visits tracked?

The coordinator creates an encounter with patient, clinician, scheduled time and visit type. Staff use its status and visit times to follow arrival, active care, review and completion.

Where do clinicians write notes?

A Licensed Clinician records clinical notes against an encounter, with note type, text, author and signed date.

How is consent recorded?

Consents hold the patient, purpose, version, signed date, expiry date, document and status.

Who checks clinician privileges?

The Clinical Governance Administrator maintains clinician privilege type, license information, verification evidence, effective dates and status.

Can the team track follow-up work?

Care tasks hold a patient, task, assignee, due date, completion date and current status.

How are charges handled?

Charges link a service description and amount to an encounter. Their status distinguishes draft, approved, invoiced and voided records.

How are patient payments recorded?

Payments hold the patient, received date, amount, reference and a pending, confirmed or refunded status.

What specialty records can be kept?

Specimens track collection and processing against an encounter. Pharmacy dispensations hold medication, lot, quantity, unit and authorizing person.

How do we plan external connections?

Start with the charge, specimen and dispensation records staff already use. Name the person who compares each one with an outside billing, laboratory or pharmacy record. See the integrations page.

Set up Mental Health Practice Mgmt your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

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How to get started

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