01
Intake and admissions workflow
Inquiry to placement as an owned sequence: capture, first contact, VOB and clinical review, bed allocation, and a recorded outcome.
Behavioral health systems
The operating architecture behind referrals, admissions, and growth.
Solvhaus designs and implements the connected system behavioral health operators run on: intake and admissions, CRM and referral relationships, operational data, automation, and leadership reporting, with BedFlow, Afterflow, and Roll Call placed where they fit.
Behavioral health operations software, designed as one system.
Solvhaus architects and implements behavioral health operations software for treatment programs: admissions and intake workflow, referral CRM, census and authorization data, automation, and leadership reporting connected into one operating layer. Instead of buying five tools that never agree, you get a documented architecture your admissions, business-development, and executive teams can run daily.
01The operational problem
Growth stalls when the operation is a pile of tools.
Most treatment operators do not have a demand problem first. They have a systems problem that looks like a demand problem. Referrals arrive in inboxes. Admissions live on a whiteboard. Authorizations live in a spreadsheet. Census is reconstructed every morning. BD activity lives in someone's phone. Every layer works in isolation, so every new opportunity adds strain instead of momentum.
- Referral sources are remembered, not managed.
- Speed-to-contact depends on who is on shift.
- Authorization dates surprise the team.
- Census is a number, not a decision tool.
- Marketing spend cannot be tied to admits by source.
- Adding a location copies the chaos.
02The system
One architecture, five connected layers.
The layers below are designed together so intake, CRM, operational data, automation, and reporting read from the same records. Product tools are placed inside the layer they serve, they are not the architecture on their own.
Five connected layers: intake and admissions, CRM and referral relationships, operational data (census, authorization, alumni), leadership reporting, and the product tools that sit inside those layers.
- 01
Intake & admissions
Capture, first contact, VOB, clinical review, and placement, every stage owned.
- Inbound forms and calls
- Speed-to-contact rules
- Eligibility and clinical fit
- Bed allocation
Designed and implemented per operator - 02
CRM & referral relationships
Partner accounts, contacts, opportunities, and the admissions pipeline in one data model.
- Referral partner records
- Pipeline stages
- Ownership and next actions
- Lost-reason tracking
Product tools - 03
Operational data
Census, authorizations, alumni contact, and house operations kept current by the people doing the work.
- Census and bed availability
- Authorization dates and status
- Alumni follow-up
- Daily house operations
Product tools - 04
Automation
Routing, reminders, and refreshes on top of clean records, with a person on every decision.
- Lead and referral routing
- Stage-aging reminders
- Report refresh
- Governance and review
Designed and implemented per operator - 05
Leadership reporting
Pipeline, source, census, and follow-up views that read from the same records across locations.
- Source to outcome
- Stage aging and ownership
- Census across programs
- Weekly operating rhythm
Designed and implemented per operator
Every layer is designed per operator. Product tools are optional and are placed only where the architecture calls for them.
03Run it yourself
See where exceptions route in each operating model.
Eight common exceptions, two models. In one, every edge ends at the founder. In the other, ownership rules on the record decide who acts.
Six roles arranged around a center node for the founder. Eight common exceptions are drawn as edges. In "founder as the system" every edge points to the center, so the founder handles 8 exception types. In "owners on the record" each exception routes to the role that owns it and the center carries none.
On the founder's phone
8
Every exception type routes to one person
Roles with an owner rule
0
Ownership lives in memory
Growth stalls at one person's memory. Adding a location doubles the edges into the center.
| Exception | Raised by | Handled by |
|---|---|---|
| Inquiry with no owner | BD | Founder |
| Partner never heard back | Admissions | Founder |
| Auth date at risk | Admissions | Founder |
| Bed promised twice | House manager | Founder |
| Missed alumni check-in | Alumni | Founder |
| Three versions of the week | Leadership | Founder |
| House census stale | House manager | Founder |
| Step-down handoff | Alumni | Founder |
Conceptual diagram, not activity data. It shows the shape of the two operating models: one where every exception is a text to the owner, and one where ownership rules on the record decide who acts.
04What we build
What we design and implement
02
CRM and referral-relationship architecture
Partner accounts, contacts, opportunities, and pipeline stages modelled on how treatment BD and admissions actually work.
03
Operational data model
Census, authorizations, alumni contact, and house operations defined once, owned by role, and kept current by the people doing the work.
04
Leadership reporting
Source-to-outcome, stage aging, census across programs, and ownership, read from working records, not a Friday export.
05
Automation with review
Routing, reminders, and refreshes on top of clean records. A person still owns every decision that touches a family.
06
Product placement
BedFlow for referral, bed, and census operations. Afterflow for post-discharge. Roll Call for recovery housing. Used only where they fit the model.
07
Multi-location extension
The same pipeline, census, and source views across programs, so leadership is not reconciling five versions of the truth.
08
Adoption and operating rhythm
Documentation, training by role, and the weekly cadence that keeps the system honest after we leave the room.
05Fit
Built for operators, not for a generic healthcare pitch
- Independent behavioral health and SUD treatment providers
- Detox, residential, PHP, IOP, and sober-living operators
- Multi-location groups adding programs without adding chaos
- Admissions directors, COOs, executive directors, and founders
- Business-development leaders who need a real pipeline
06Questions
Before you book a conversation.
07Continue
Related systems.
Admissions & referral operations
Referral management for behavioral health: the five-stage workflow and where it breaks.
Behavioral health CRM
The data model the whole system reads from.
BedFlow
Referral partner CRM, bed availability, and census inside the architecture.
Behavioral health marketing systems guide
How operators wire acquisition into admissions data instead of dashboards.
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.