01
Bed availability and census
Open, held, and occupied beds by program or house, updated by the people moving residents, visible to admissions and BD.
LiveReferral and census operations
See the beds. Run the referrals. Keep the census honest.
BedFlow is the working system between referral and placement for small-to-midsize treatment centers: bed availability and census by program or house, a referral pipeline with owners, and authorization tracking on the same record, without turning the EHR into a business-development tool.
A referral partner CRM for behavioral health, with beds and census attached.
BedFlow is a referral partner CRM for behavioral health operators, joined to the two things a general CRM never holds: live bed availability and authorization status. Partner records, referral stages, owners, and next actions sit next to census by program or house, so admissions and business development read the same picture instead of two spreadsheets.
01The operational problem
Who feels it
Admissions leaders, business-development teams, and operators at 6–50 bed treatment programs who run referrals and capacity on spreadsheets, inboxes, and a general CRM that never quite fit.
Bed availability, referral relationships, and authorization status usually live in three different places. BD cannot see what is open. Admissions cannot see which partner sent whom. Leadership gets a census number that is already stale, and utilization is a guess until month end.
02The product workflow
Where the work lives in BedFlow.
A conceptual layout of the working view. The referral queue, bed availability, authorization tracking, and source-to-outcome reporting read from the same records, so the census a BD lead sees is the census admissions is filling.
A conceptual layout of the BedFlow working view: a referral queue with owners and next actions, bed availability by program or house, authorization dates attached to the referral, and source-to-outcome reporting. No live values are shown.
- Referral queue01
Each referral with its source, owner, stage, and next action.
- Bed availability02
Open, held, and occupied beds by program or house.
- Authorization tracking03
Auth dates and status attached to the referral and the bed.
- Source to outcome04
Which partners and channels convert, over time.
- 01Referral partners are institutional records, so the relationship survives staff turnover.
- 02Bed availability is updated by the people moving residents, so BD sees what is actually open.
- 03Authorization status stays on the same record as the person, not in a side spreadsheet.
- 04Reporting reads from the working records. There is no separate Friday export.
Shapes are placeholders. They show where information lives in the working view, not real census, referral, or authorization data.
02
Referral pipeline with owners
Referral sources, stages, and next actions on one record instead of a personal spreadsheet. The partner gets an outcome.
03
Authorization tracking
Auth dates, statuses, and next steps stay attached to the referral and the bed, so UR is not a side spreadsheet.
03See it move
Watch a shared census move.
A simulated bedboard by program, advancing one day at a time, with the thirty-day trend it produces. This is the view admissions and BD read together in BedFlow: the same beds, the same numbers, updated by the people moving residents.
A simulated program-level bedboard. Each square is a bed that is occupied, held, or open. Beds change state over time, and the sparkline records the occupied count for the trailing thirty days. Tonight: 30 of 38 occupied, 4 held, 4 open.
Day 1. One simulated day every couple of seconds.
- Occupied
- Held
- Open
- Detox5/6
- Residential A9/12
- Residential B8/12
- PHP step-down8/8
Tonight
30
of 38 beds
Held
4
Promised, not yet in
Open
4
11% of capacity
Occupied · trailing 30 days
| Program | Capacity | Occupied | Held | Open |
|---|---|---|---|---|
| Detox | 6 | 5 | 1 | 0 |
| Residential A | 12 | 9 | 2 | 1 |
| Residential B | 12 | 8 | 1 | 3 |
| PHP step-down | 8 | 8 | 0 | 0 |
Every value on this chart is generated to show how the system behaves. It is not census, referral, or client data from any operator.
04Product
Inside the live BedFlow workspace.
usebedflow.com
The BedFlow demo workspace: live bedboard, census, referral queue, and insurance/VOB status. Figures shown are illustrative sample data.
05Inside the wider system
BedFlow is the product path inside the Solvhaus operating architecture: it holds the CRM, referral-relationship, and census layers for programs that need them purpose-built. Afterflow continues the record after discharge. Roll Call keeps recovery-housing occupancy current, which is the census BedFlow reads for those houses.
What is included
- Bed-availability and census views by program or house
- Referral partner records and pipeline stages
- Authorization tracking alongside the referral
- Implementation support and workflow mapping
What it does not replace
BedFlow does not replace your EHR, billing system, or clinical documentation. It sits beside them as the operational layer for referrals, BD, and capacity.
Implementation
Fit depends on program mix, current tools, and whether BD and admissions will actually run their day in the system. We map that before a pilot, not after a login.
Related
Admissions & referral operations
Referral management for behavioral health: the five-stage workflow BedFlow is built to hold.
Behavioral health CRM
CRM architecture partner, whether or not BedFlow is the fit.
Roll Call
Sober living management software keeping recovery-housing occupancy current.
Behavioral health marketing systems guide
How source data reaches the pipeline BedFlow reports on.
Next step
Start with fit, not demo theater.
Tell us how admissions, BD, and occupancy actually run. We will say if this product is the wrong layer, and what the right one is.