Epitomax EHR/PM by PsyTech Solutions is an ONC-ATCB certified electronic health records (EHR) and practice management (PM) software suite designed specifically for behavioral and mental healthcare providers. The Software-as-a-Service application is run entirely over the web, offers tablet support, and is paid on a monthly basis. Epitomax is HIPAA-compliant and encrypted by SSL security technology.
In addition to core features for managing patient demographics, treatment plans, assessments, and progress notes, Epitomax offers a few features unique to the behavioral healthcare software industry. These features include the ability to link a progress note directly to a treatment plan, electronic claims submission with no additional charges, or optional use of PsyTech’s billing staff as an outsourced billing provider. Epitomax also offers advanced features for e-prescribing and patient portal for providers requiring them. Furthermore, PsyTech custom builds and loads templates into the system during the implementation at no extra cost to customers.
Epitomax is designed for mid-sized to large behavioral health practices with 6 or more providers, 20 or more employees, and 10 or more software users. Due to the robust product offering and affordable price point, the system is a popular option for organizations looking for an enterprise-class system without a large upfront spend. We often recommend it to organizations outgrowing legacy practice management systems, paper charts, or EMR/PM systems that are not truly designed for mental or behavioral organizations.
Jacob from The Guidance Center, Inc.
Specialty: Mental & behavioral health
Employees number: 21 to 50 employees
The product is very robust and detailed. So far, it seems to allow for customization to fit the current processes and procedures of our business. The vendor is very knowledgeable about the product and has been very responsive & available to answer questions.
While the setup guide has been very helpful, it does not cover all areas that need to be addressed during implementation. It currently covers the main areas but fails to go into details about other smaller areas that are also needed during setup.
Be sure to ask plenty of questions and get a thorough understanding of the system functionality prior to beginning the setup.
Elodie from Riverside
Specialty: Community health center / FQHC
Employees number: 51 to 100 employees
It is a quality product and the developer/owner assists all who purchase the product through a process unique to them.
The price though it isn't more expensive than any other EHR but there is nothing else to complain about.
Ask to for a demonstration and after that take some time to test it out.
Donna from St. James Cathedral Counseling Center
Specialty: Mental & behavioral health
Employees number: 51 to 100 employees
I like the ease of use, the fantastic support group, and the great reports. We were able to integrate our existing forms. The staff at Epitomax listened to what we needed and customized the system to our needs.
I cannot think of anything for this section. As with all new software installation, there is a learning curve. The range of the curve depends on your staff's knowledge of computers, the time you put into preparing training information, and many other issues; however, the support staff at Epitomax is always there to help us through any issues.
Do your research. Find out what works best with your staff and industry. Make sure you have representation on your research team from all aspects of your staff (e.g, therapist, billing, management). Know your expectations of the software system you want to use. Ask Mike and his staff questions; they are great to work with and are up front about letting you know if Epitomax can meet your expectations.
Elizabeth from The Childrens Guild
Specialty: Mental & behavioral health
Employees number: 101 to 500 employees
The Children’s Guild is a large nonprofit in the Baltimore/Washington corridor that provides education, behavioral health, and training to families and children with a wide array of needs. The behavioral health services division employs about forty licensed clinicians who work in an outpatient mental health center as well as in sixty schools. We currently provide counseling and medication management to 750 children and their families.
As the Director of Behavioral Health Services, I was charged to find the right electronic health record for our needs. I was very close to reluctantly signing a contract with another company when I learned about Epitomax. Mike Kreamer, the President of Epitomax was the first person that I spoke with, and I was impressed with what he had to say from the start. He explained their philosophy in working with customers and shared that they approach implementation and ongoing customization like they are your partner. I have to say that has been the experience that the Children’s Guild has had from day one.
We set the goal of having our electronic record functioning within a month of signing the contract. Mike said that they had never done this before, but he was on board with helping us to reach our goal. Mike and his team worked tirelessly with us to ensure that Epitomax was fully functional in time for all of our school based behavioral health clinicians to go live on 8/25/13. He spent hours and hours on the phone with us making sure that my core team of leaders was trained and understood how to utilize every aspect of Epitomax. All of the clinicians were able to easily learn Epitomax, and after the first couple of weeks of small glitches, the clinicians adapted to doing everything on the computer. The achievement of being almost entirely paperless and the fact that our billing error margin has reduced to less than 3% has made the collaboration of Epitomax and The Children’s Guild well worth every dollar. The icing on the cake is the fact that we have been able to respond to all of our referrals within 24 hours because of the increased access to information and communication.
We have continued to work closely with Mike and his team as we build the program to meet all of our needs. The Help Desk is truly always available. I have had questions on the weekend that are answered within less than an hour. The forms team is fantastic! They work with you to customize all of your organizational forms, a very unique aspect of Epitomax. The programming team patiently listened and coached us multiple times as we tried to coordinate our direct billing to the payers. I have greatly appreciated that Mike and his employees are able to understand the rapidly changing behavioral health environment. They “get” the level of detail that is required and understand the complexity of meeting multiple criteria from payers and auditors. The system is not as aesthetically pleasing as some of the other electronic health records, but it is functional and easily understandable. In my eyes the ability to customize many of the features outweighs the aesthetics. I am confident that as we continue to grow as an organization, Epitomax will grow with us to incorporate our changing needs, including the emphasis on research analysis.
Very satisfied. I have found that they are receptive if I don't like a feature and willing to consider making changes.
I can without hesitation highly recommend Epitomax as an electronic health record. I believe that when you evaluate cost and product, this is one of the best deals that you can find. You cannot pay enough for good customer service and the ability to customize the electronic record.
Melissa from Arizona Behavioral Counseling
Date: March 2013
We are a Court-ordered counseling agency. We offer group counseling for offender, for substance abuse treatment and domestic violence treatment. We only recently started using the Epitomax system.
First off, we currently use an old version of DOS programming, which although old, gets us where we need to be with client information and complying with ADHS. Now that we are starting to work with Epitomax, it has been a huge change! It is much more technical. We are still in the process of customizing the system to our needs and we have not “gone live” (as Mike says). We are still using it under testing circumstances; and have not used it at our sites with clients or counselors yet.
So far, it has been an interesting experience. The software itself is pretty standard as for the options they have to fill in for clients. Now that we have begun customizing we are figuring out ways to use the system, having it show our clients attendance, their payments, and balances. We are now learning how to customize our forms (intake packet, treatment plan, treatment notes) and we are looking forward to the finale in which we will be able to data enter everything during the client’s group session (and not have to have so much paperwork to file away for 7 years).
Mike is a tremendous help when we get stuck on something. I email him and generally get a response on how to fix the situation within a couple hours or less.
Sorry I couldn’t be of more help, to give further details, but again…we are just getting started. Good luck!
Chuck from Today's Therapy Solutions
Date: November 2011
We are a multi-specialty clinic serving children with a variety of developmental disabilities, mental and behavioral health problems and medical issues. Epitomax (we use the web-based version) has allowed us to centralize the billing for all of these services into a single system. No more spreadsheets and keying in claims across multiple websites. Now, with Epitomax, all of our claims can be batched together and processed in a single file. We process hundreds of claims in a fraction of the time it took before.
Although some features do require a bit of up-front learning to achieve familiarity, the support at Psytech is fantastic. Allen, Jennifer, Mike, Jerry and the gang have been there every step of the way to provide guidance and technical assistance, including helping to correct the occasional, "oops, did I do that." We have found all of their support personnel to be friendly, knowledgeable and prompt with solutions to our needs and concerns.
For a DIY type program, Epitomax provides a technical and sophisticated set of tools that are useable even for the technically un-savvy, thanks to the skilled support of the folks at Psytech. It is helpful to have an in-house person who is more technically savvy but extensive knowledge of computers is not required.
We searched far and wide before choosing our solution. We found nothing that compared with the functionality and power of Epitomax for such a reasonable price tag. After a little over a year we've been very pleased. I would recommend the product to others enthusiastically.
Wendy from Hope Services, LLC
Date: November 2011
Hope Services, LLC has been using Epitomax since November 2009. We are a Behavioral Health organization that provides a continuum of mental health services to children and families. Our services include facility-based, office-based and community-based services. In 2009 our company began the process of looking for an EHR due to the fact that we were acquiring another company which would significantly increase our size. In preparation for the growth, we decided to implement an EHR.
Our search was extensive and included about 6 months' worth of demos and research. Ultimately we were searching for a system that would allow an affordable implementation with features that could be customized to fit our organization. Epitomax was the only software that offered everything we were hoping to find - 1) Affordable implementation and service fees; 2) concurrent users; 3) remote implementation and 4) excellent customer service.
Prior to implementing Epitomax we primarily used paper records and spreadsheets for all accounting. While the implementation was huge, we were able to break it down into small steps, which allowed for an overall successful implementation. We began our implementation is November 2009 and were fully functional by January 2010. Along with Michael's support and patience, we have continued to customize Epitomax to fit our ever-changing needs as our organization has grown. The customer support offered by Epitomax is its best asset!
We expected that our documentation would be greatly simplified and more easily accessible by implementing Epitomax. What we didn’t anticipate was the overwhelming improvement in quality assurance activities, compiling outcomes data and the simplification of billing. By implementing Epitomax we were able to reduce our Billing Process from 3 steps to 1! Our Quality Assurance department has been able to maintain its size even as we have increased our services due to the efficiency offered by such a seamless EHR. For those of you who compile yearly Outcomes Reports, you will be amazed at the data you can obtain through Epitomax Reports.
As an owner of a Behavioral Health Company, I can honestly say that Epitomax has proven to be one of the best investments we have made.
Wendy from VisionQuest National, LTD, Inc.
Date: November 2011
VisionQuest is a national youth services organization providing a wide array of residential, community-based and behavioral health services. Prior to implementing Epitomax about five years ago, we relied solely on in-house developed billing and client tracking systems that hindered our ability to provide the innovative service offerings that are key to our strategic plan. Providing a diverse set of services requires a powerful and flexible billing and client management application. After reviewing many EHR/PM systems, VisionQuest selected Epitomax based on overall functionality, flexibility, affordability and overall value.
The implementation of Epitomax went well, although quite a bit of set-up is required to mold the application to your organization. It's this level of flexibility, however, that allows Epitomax to grow with your business in an ever-changing healthcare environment. Any implementation takes both internal and provider resources to make it successful. Psytech Solutions did an amazing job leading us through the implementation process and has provided excellent customer service from day up to present - five years later. Psytech Solutions is by far one of the most competent and responsive vendors I have worked with throughout my IT career.
Epitomax is replacing all of our outdated systems and has given us the power to enter into customer contracts with much more complex billing requirements. In the past we would have no way to bill for the services we are billing now. The system has helped us grow in line with our strategic vision of providing innovative services to youth and families.
I would highly recommend this software for small and larger practices based on functionality/feature set, ability to scale with a growing business, and outstanding customer support.