01
Architecture and selection
Whether you stay, switch, or use a purpose-built layer like BedFlow, the data model and pipeline stages come first.
Behavioral health CRM
A CRM that matches how treatment operations actually run.
Solvhaus is a CRM architecture and implementation partner for behavioral health. We define the data model, pipeline stages, ownership, and reporting layer first, then select, clean, configure, and adopt the system around referrals and admissions, not generic sales stages with healthcare labels.
A behavioral health CRM built around referrals and admissions.
Solvhaus is a behavioral health CRM architecture and implementation partner. We define the data model, pipeline stages, ownership, and reporting layer first, then select, clean, configure, and adopt the system around referral partners and admissions reality rather than generic sales stages with healthcare labels on them.
01The operational problem
Most CRMs in this industry are either empty or unusable.
Operators inherit HubSpot stages from a website vendor, Salesforce objects from a consultant, or a spreadsheet that became “the CRM.” None of them match referral partners, authorizations, or the way an admissions day actually works. Staff go around the system. Follow-up disappears. Reporting becomes theater.
- Duplicate records and no source of truth.
- Stages that do not match inquiry, VOB, auth, admit, or lost.
- BD activity is personal, not institutional.
- EHR and CRM fight over who owns the person.
- A migration was done without an adoption plan.
02The system
The data model comes before the software.
Five objects and a reporting layer. Ownership is attached at every object, so follow-up is visible and stage aging is measurable. Whether the system is BedFlow, HubSpot, or a custom build, this is the shape it has to hold.
Referral source, contact, opportunity, admissions stage, and outcome, with a reporting layer that reads every stage.
- 01Referral sourcePartner account, channel, or campaign, an institutional record, not a personal contact.
- 02ContactThe person or family, with consent-aware fields and a single owner.
- 03OpportunityA potential admission with program, payer, and next action.
- 04Admissions stageInquiry, VOB, auth, scheduled, admitted, the stages the day actually runs on.
- 05OutcomeAdmit, lost with a reason, or referred out. A field, not a story.
Reads every stageReporting layer, source performance, stage aging, ownership, and follow-up visibility read from the same records.
Ownership is attached at every object. If a record has no owner and no next action, it is not in the system yet.
03Run it yourself
What stage aging looks like when a row has a name on it.
A simulated board of records sitting past their next-action date, stage by stage, week by week. Turn ownership on and the same numbers become someone's to-do list.
A grid of 5 pipeline stages by 10 weeks. Each cell counts simulated records sitting past their next-action date; darker means more. The ownership toggle labels each row with the role accountable for it.
Aging is only actionable when a row has a name on it.
W1
W2
W3
W4
W5
W6
W7
W8
W9
W10
Referral source
Contact
Opportunity
Admissions stage
Outcome
Total
17
18
14
11
12
7
13
6
9
10
06 records
Slowest stage
Opportunity
28 record-weeks past due
Accountable
Nobody
Turn ownership on
| Stage | W1 | W2 | W3 | W4 | W5 | W6 | W7 | W8 | W9 | W10 |
|---|---|---|---|---|---|---|---|---|---|---|
| Referral source | 3 | 3 | 4 | 1 | 2 | 3 | 2 | 1 | 1 | 1 |
| Contact | 3 | 4 | 3 | 4 | 2 | 1 | 4 | 1 | 2 | 2 |
| Opportunity | 5 | 6 | 2 | 2 | 3 | 2 | 2 | 2 | 2 | 2 |
| Admissions stage | 3 | 2 | 3 | 2 | 3 | 1 | 3 | 1 | 2 | 2 |
| Outcome | 3 | 3 | 2 | 2 | 2 | 0 | 2 | 1 | 2 | 3 |
Every value on this chart is generated to show how the system behaves. It is not census, referral, or client data from any operator.
04What we build
CRM work we actually do
02
Pipeline stages and ownership
Stages, required fields, owners, and next actions that match the real path from referral to placement.
03
Referral relationship management
Partner accounts, cadence, last-touch, and conversion, the CRM job BD teams actually need.
04
Cleanup and migration strategy
What to keep, what to archive, and how to move without freezing admissions for a month.
05
Reporting layer and follow-up visibility
Source performance, stage aging, and who owes whom a call, the few reports leadership will actually open.
06
EHR-adjacent boundary
What lives in the CRM, what lives in the EHR, and what is copied only when it must be.
07
Adoption by role
Who is accountable for the record, who is trained, and what “using the CRM” means for admissions, BD, and leadership.
05Fit
Fit
- Operators whose CRM is a graveyard
- Teams switching tools after a failed implementation
- BD leaders who need partner management, not a contact dump
- Founders who want data they can own if a vendor changes
06Questions
Before you book a conversation.
07Continue
Related systems.
Admissions & referral operations
Referral management for behavioral health, the workflow the CRM has to serve.
Behavioral health workflow automation
Routing and follow-up on top of a clean CRM.
BedFlow
Purpose-built referral partner CRM, bed availability, and census for treatment centers.
Behavioral health marketing systems guide
What the CRM has to report on once acquisition is connected.
Next step
If this is the pressure point, start here.
A systems conversation is a working discussion with someone who owns admissions, operations, or growth. Bring the messy version.