How EHRs can help clinicians thrive amid rising caseloads 

The demand for mental health and substance abuse treatment is at an all-time high. Nearly 24% of adults in the U.S. reported experiencing a mental health condition in the past year, and 18% cited issues related to substance use. A combination of post-pandemic challenges, rising economic pressures, and political stress has led more people than ever to seek support. 

While this increased focus on mental health is a necessary shift, it places a significant burden on recovery centers and clinicians. Providers are facing heavier caseloads, limited staffing, and constrained budgets, which make their already complex roles even harder. 

To handle these growing challenges and reduce the risk of exhaustion, many organizations are adopting technology to streamline processes and automate administrative tasks. Among these solutions, one tool often overlooked is your Electronic Health Record (EHR) system. EHRs, commonly associated with patient records management, can also serve as virtual schedulers, a communication hub, billing assistants, and more, easing the strain on overwhelmed teams. 

Here’s how EHR systems can help mental and behavioral health providers tackle today’s challenges, and ways to make the most of these tools. 

Why demand for mental health and substance abuse services is rising 

Over the past few years, the mental health field has seen major growth, with industry revenue projected to reach over $60 billion by 2029 – a large increase from $35 billion in just 2021. The challenges many people faced during and after the pandemic, including isolation, loss, and uncertainty, triggered an uptick in mental health issues. Added to that are economic struggles like job instability and financial stress, as well as political and social unrest, all of which contribute to a nationwide mental health crisis. 

However, while more people are seeking help, this is leaving many mental and behavioral healthcare organizations stretched thin. Workforce shortages have made it harder to meet this growing need, and financial constraints limit the ability to hire and expand. 

And as you may know, for many clinicians and counselors, this often means longer hours, more paperwork, and limited resources to deliver the best care possible. This combination can lead to feeling burnt out, which not only affects staff well-being but also the quality of care patients receive. 

Leveraging EHRs to overcome challenges 

EHRs aren’t just tools for storing patient files. When used effectively, they can simplify workflows, cut down on repetitive tasks, and help you stay on top of heavy caseloads. 

Leaning into your EHR’s capabilities can make a real difference, both for your team and for your patients. By lessening the administrative burden and streamlining workflows, you’re creating an environment where staff can feel more supported and less overwhelmed. That doesn’t just boost retention; it also contributes to a healthier, happier workplace culture.  

 Here’s how to make sure you’re getting the most out of your EHR system: 

1. Tailor your EHR to your specific needs 

No organization is exactly like another, so your EHR shouldn’t be one-size-fits-all. Your system should support custom configurations that allow your team to cut down time spent on repetitive tasks. For example: 

• Use customizable templates for documentation, evaluations, and progress notes to streamline daily charting. 
• Create specific templates for group therapy vs. individual therapy sessions to improve efficiency. 
• Automate reminders for appointments, plan-of-care approvals, or follow-ups to reduce manual admin work. 

Or consider how you could configure the system itself to your workflows. For example, a residential treatment facility might prioritize group therapy scheduling and medication management workflows, while an outpatient clinic might rely on tools for telehealth integration. 

Configuring the system to reflect your organization’s unique needs ensures that it works for you, instead of creating additional hurdles.  

2. Empower your team with regular training 

One major reason EHR features go unused is because staff don’t fully know how to use them. Scheduling regular training or refresh sessions can help. For example: 

• Walk your staff through how to use the patient portal so clients can self-schedule appointments or send secure messages. 

• Teach documentation shortcuts like quick phrases to save time on repetitive notes. 

• Highlight new features after system updates so your team isn’t left in the dark. 

When staff are equipped to use the system with confidence, it dramatically reduces frustration and makes workflows more efficient. 

3. Simplify scheduling with built-in tools 

Many organizations already spend a significant amount of time within their EHR’s scheduling tool, trying to fill gaps, prepare for appointments, and manage changes. To increase efficiency when it comes to scheduling, ensure you’re not wasting time by doing every task manually.  

• Enable 24/7 online patient scheduling via the portal to reduce calls and admin workload. 

• Color-code the schedule by therapy type or session length to reduce errors and make it easier to view important information at a glance. 

• Use waitlist tools to quickly fill missed appointments or no-shows. 

Making scheduling seamless benefits everyone involved. 

4. Take full advantage of telehealth  

Telehealth has become a vital part of modern care delivery, and your EHR should offer an integrated, HIPAA-compliant telehealth option. Consider these advantages: 

• Patients receive automatic links for secure telehealth appointments in their confirmation emails, saving administrative time while decreasing no shows. 

• Time saved by eliminating travel or setup time tied to in-person visits. 

• Additional revenue opportunities from expanding your client base to individuals who prefer or require virtual care options. 

5. Automate billing and claims management 

Billing and claims processing don’t have to be a drain on your resources. If yours doesn’t already, consider investing in an EHR that also makes your billing easier and more accurate by offering: 

• A clearinghouse integration to easily submit claims, reduce billing errors, and improve approval rates with payers – all in a couple of clicks.  

• Revenue cycle management (RCM) services that handle end-to-end billing tasks, from claim management to accounts receivable cleanup, saving your team valuable time and reducing the burden of complex financial processes. 

Automating these tedious tasks frees up mental energy and boosts your organization’s financial health. 

6. Use reporting tools to stay ahead 

EHR analytics can guide smarter decisions about workflows and resources. Ensure you’re setting aside time to review these. Use reporting to: 

• Track team or individual productivity, so you can distribute workloads fairly. 

• Analyze trends like service demands to anticipate growth or staffing needs. 

• Measure the financial impact of services to assess profitability and allocate resources effectively. 

Data-driven decisions mean fewer surprises and a stronger ability to adapt, lessening organizational stress. 

7. Engage clients with patient portals 

Portals offer much more than appointment scheduling. They’re valuable tools for collaboration and engagement between clinician and client: 

• Clients can access at-home plans, view downloadable resources, or watch instructional videos. 

• Two-way messaging between patients and staff ensures small questions don’t require unnecessary visits. 

Features like these deepen clients’ investment in their care, while taking more off your team’s plate.  

Moving forward with purpose 

At its best, your EHR should create a sense of harmony for your practice, aligning every tool and workflow to support your goals. If your current system doesn’t meet your organization’s specific needs or adds more hurdles than solutions, it’s time to consider alternatives. At Ensora Health, we offer several EHR options to ensure every specialty and practice size has a tool designed for them. Combine that with our industry-leading configurations and customer education, and our EHRs truly do work specifically for you. Speak with one of our experts for a walk through of what your team can be capable of with the right EHR.