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.
Shialla from Mary Hall Freedom House
Specialty: Mental & behavioral health
Employees number: 51-200 employees
We use Epitomax daily and it works for our needs. The system is a little difficult to navigate at first but once you find where everything is its very user friendly.
Jacob from The Guidance Center, Inc.
Specialty: Mental & behavioral health
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
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
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.
Melissa from Arizona Behavioral Counseling
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
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
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.
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.
Adam from Amesbury Psychological Center, Inc.
Employees number: 11-50 employees
It has made life easier, especially during audits and medical record reviews. It has also automated a lot of systems we previously did manually.
Epitomax integrates with Dr. First which is very nice and saves our prescribers a lot of time. We were able to meet meaningful use stage 1 with some effort and it has always been a great system to run reports in for these types of endeavours. If we do not know what report to run we just ask the support team and they will either find the one that works or create a new one for us to use.
I love that we can scan everything into the patient record and no longer having paper charts. It saves us time, money, and is cleaner when going to find old files instead of searching through them by hand. The people that work there are great we have never had any issues and would gladly recommend (and have) psytech solutions as a company to friends and colleagues of ours.
It could be more intuitive but I could say that about most software I use. Once you learn how the tabs and code tables work things are pretty easy to set up and change at will but in the beginning it can be a bit overwhelming how much you can do. For someone that came from paper it was a tough but worthwhile transition.
Tonya from Polk County Community Services
Employees number: 11-50 employees
Unknown until we implement.
Epitomax is very customizable! Our agency is a government entity and has some different requirements than private organizations. Epitomax listened to our needs and worked with us to create a system that works. The product is also very affordable.
Susan from Hibiscus Children's Center
The updates have made it easier to access each tab in the client's chart. Updates to the reports and how to access them have made it more efficient.
Sometimes it is slow and will freeze. We do have issues with sometimes being logged out when in the middle of typing an assessment etc.
Jeanne from Mental Health Association in Indian River County
Employees number: 11-50 employees
Timely and all needed staff access to client information and treatment documentation electronically and in a online system that can be accessed at any time and any location. Ability to run reports for data enriched analysis of our programs and services, staff productivity, quality assurance, etc.
The feature in Epitomax I appreciate the most is the ability to customize clinical forms and treatment plans. At any time, our clinical team can add or delete individualized treatment plan goals and objectives. The system is not static, but set up as dynamic to change and evolve with our changing needs. We are highly pleased with the individual therapy progress note that was developed for us personally by the Epitomax forms team during our set up time. It is an elegant, use to ease form that meets all documentation requirements and serves us well!
On occasion, functionality in the system is compromised. If the software fails, it is most likely to send a user back to the log in screen when the user hits the update button on a form to save information written. Even though it doesn't happen too often, losing data and having to type what was lost back in is a great staff frustration and loses us time.
Ruth from Meta House
Easy to train new clinicians to enter documentation. Customer support especially for form development is outstanding. Also queries can be written to obtain data.
It has been more difficult from a billing perspective to sometimes get the program to do what we want. Sometimes I wish I could just pick up the phone to talk with someone. The Help desk works quickly although I sometimes struggle with writing my problem for their staff to understand and it takes two or three times to reach an understanding of our needs.
Catherine from CCIU
Employees number: 501-1,000 employees
Faster and easier billing with quicker rebills.
The ease of use and ability to reach programmers as needed. Customer support has been very attentive and quick to respond.
Some times the process can be too complex to set payers and CPT codes. It can take hours to set up a new service.
Melissa from United Community Center
Epitomax is very easy to use. For the most part it is user friendly and people are able to learn how to use it in a little amount of time.
There are often glitches in the system that take days to fix once a ticket is put in. More guides would be helpful.
Amy from Colonial intermediate unit 20
Employees number: 201-500 employees
Organization, easy access to charts, and I love that all the medical records are electronic
It keeps everything very organized and easy to access, multiple users can access the chart at once, only specified people listed as caregivers can access an individuals chart.
If you do one step wrong other areas will be affected, it is a program like any other that has to be learned in order to be able to navigate it.
Ken from CIU20
Employees number: 1,001-5,000 employees
ease of electronic medical records, online billing and elimination of traditional hard copy payroll to include only electronic payroll reports
the comprehensive reports available to all users, these are the standard reports and not just customized versions
lacks off line functionality, users must be connected to use any portion of the software which can be a challenge with home and community based services
Elizabeth from The Children's Guild
The Children¿s Guild currently provides counseling and medication management to 750 children and their families in an outpatient mental health center and 60 schools. 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 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 8/25/14. Achieving this goal simply would not have been possible with other electronic health record companies. 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 that we have been able to respond to all of our referrals within 24 hours. The HELP desk is truly always available. I have had questions on the weekend that are answered within less than an hour. Susan and Christine work with you to customize all of your organizational forms, a very unique aspect of Epitomax that is not offered by any of the competitors in the same price range. The programming team including Geri and his cat coached us multiple times as we coordinated our direct billing to the payers. 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 would like to see Epitomax develop a greater ability to do more sophisticated research analysis on the data in the electronic record. I am confident that Epitomax will grow with us to incorporate our changing needs. 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.
Sally-Jo from LifeSpan Health Services
I highly recommend Epitomax as a complete medical software solution for any size company.
I am so impressed with the features of Epitomax. It is very easy to use and saves so much time. I love the versatility and functions. It fulfills our company's growing needs perfectly.
Support is the best possible ever and very timely! They even are helpful with the frequent "user errors". I find them quite knowledgeable and everything is well explained. Kudos
A bit difficult and confusing to set up, but once you get the whole picture, it makes good sense. I think the tutorial needs a little bit more detail in explanations. Pick-lists can be a bit cumbersome at times.
Elodie from Riverside Care, Inc.
I recommend Epitomax but caution those moving to any electronic system to be prepared prior to implementation.
User friendly and easy to change documentation. Developer works with us to continually tweek items. Many new ideas have been implemented.
Due to the newness of the system there are things that need to be changed to individualize the package to the agency for regulation purposes.
Wendy from VisionQuest
I would recommend this package to any organization contemplating an EMR package implementation. My recommendation is based on the flexibility of the software and on customer support. Psytech Solutions is a growing comnpany that places emphasis on turning out a high quality, stable product that meets the needs of a diverse provider base.
Epitomax is a comprehensive medical records/billing system that is a good fit for providers of all sizes who need to leverage technology to meet diverse billing requirements and move towards a completely electronic patient record. The software is feature rich and extremely flexible allowing customers to configure an implementation to meet almost every billing or service delivery demand.
* Web based and does not require additional software to be installed on client PCs
* Users can develop custom forms/reports to track organization specific data
* Includes auditing features to improve the accuracy of claims and decrease the time to payment for services
* Designed to accommodate electronic signatures
* Available as an in house or hosted solution at a reasonable cost
The software is comprehensive enough to handle the majority of billing scenarios and this makes the initial configuration/implementation ciritial and comes with a learning curve. As with any EMR application implementation, an organization that chooses epitomax will need to devote the appropriate resources during implementation to ensure project success. Customer support provided by Psytech Solutions during and post implementation is exellent.
Wendy from Hope Services, LLC
Highly recommend to any Behavioral Health Agency.
Epitomax is great for any size company. It is easy to use and the customer support is fantastic. They are with you every step of the way through implementation. The software is simple to understand for users.
I wish that I had found the product sooner - I had to dig deep to find it.