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
Needed a custom CRM for the unique business
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:
Treatment Plan
Appointment Scheduling
Integration with third-party apps
Reports
Treatment Plan
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.
Appointment Scheduling
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.
Integration with third-party apps
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.
Reports
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Triage Assessment Report
Based on the initial consultation, psychologists assess the client’s condition and recommend the appropriate form of therapy to the employer.
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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.
other Features include
- Role-based access control and permission settings
- Editable email templates for automated communication
- Patient feedback forms after treatment completion
- Electronic signatures for official reports
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:
- Administrative processes are largely automated, saving time for both staff and psychologists
- All medical documentation is stored securely in a centralized system
- Reports are generated automatically and easily shared with authorized clients
- Financial data is accurate, transparent, and synchronized with accounting software
- The business can scale without increasing operational chaos
TECHNOLOGIES
Client Name
Continuing Medical Education (CME)
Company Size:
11-50 employees
Founded:
2003
Location:
United Kingdom
Industry:
Mental Health
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