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    Solvhaus Solutions
    Automation & AI workflows

    Automate the handoffs. Keep a human on the decision.

    Solvhaus designs operational automations for behavioral health teams: routing, follow-up tasks, reporting, and internal process systems. We are explicit about which bottlenecks are removed, who receives the routed work, and what leadership can see. Tools support operational workflows. They are not a substitute for clinical, compliance, or payer judgment.

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    Behavioral health workflow automation with a human on every decision.

    Solvhaus designs behavioral health workflow automation for treatment operations: referral routing, follow-up tasks, authorization reminders, and reporting that refreshes from working records. We name the bottleneck removed, the person who receives the routed work, and what leadership can see, and we keep clinical, payer, and compliance judgment with people.

    01The operational problem

    Manual work is not the same thing as care.

    Coordinators copy-paste between inboxes, EHR fields, and trackers. BD logs activity after the fact. Leadership waits on a Friday export. Automation can remove that drag, or it can silently mis-route a family. The difference is design and review, not a model name.

    • The same inquiry is typed into three systems.
    • Follow-up depends on a sticky note.
    • Reports are rebuilt by hand every week.
    • A chatbot was added with no ownership rules.
    • No one can explain what the automation is allowed to do.
    02The system

    Same inquiry, two operations.

    The first swimlane is how a manual admissions day usually runs. The second is the same day with routing, reminders, and report refresh handled by the system, and every conversation and decision still owned by a person.

    Manual admissions handoffsManual

    Manual version: an inquiry arrives, the coordinator on shift retypes it, BD hears about the partner later, UR finds out at the end, and leadership waits for a Friday export.

    Admissions

    1. Inquiry arrives
      Checks the inbox when free
    2. Working it
      Retypes into EHR and a tracker
    3. Verification
      Emails VOB request
    4. Handoff
      Texts the night shift
    5. Reporting
      Rebuilds a spreadsheet

    BD

    1. Inquiry arrives
      Does not know it arrived
    2. Handoff
      Hears from the partner first
    3. Reporting
      Logs activity after the fact

    UR / billing

    1. Verification
      Finds the request late
    2. Handoff
      Auth date in a side sheet

    Leadership

    1. Reporting
      Friday export, already stale
    Automated routing with human reviewWith system support

    Automated version: the inquiry is routed to an owner with context, the record is created once, verification is a task with a due date, BD and UR see the same record, and reporting refreshes from it.

    System

    1. Inquiry arrives
      Creates the record and assigns an owner by coverage
    2. Working it
      Reminds when a stage sits too long
    3. Verification
      Opens a VOB task with a due date
    4. Handoff
      Moves the record with its context
    5. Reporting
      Refreshes pipeline and source views

    Admissions

    1. Inquiry arrives
      Makes the first human call
    2. Working it
      Works one record, not three tools
    3. Verification
      Reviews eligibility and fit
    4. Handoff
      Confirms placement
    5. Reporting
      Reads the board in the weekly rhythm

    BD

    1. Inquiry arrives
      Sees the partner’s referral land
    2. Handoff
      Closes the loop with the partner
    3. Reporting
      Source-to-outcome by partner

    UR / leadership

    1. Verification
      Auth status on the same record
    2. Reporting
      Same numbers, no data request
    03Run it yourself

    Map your coverage gap before you buy a chatbot.

    Enter your coverage window. The grid shows when an inquiry waits for a human and for how long. After-hours routing to an on-call owner is a rule, not a model, and it closes the gap.

    Coverage gap mapInteractive · your numbers

    A seven-day by twenty-four-hour grid. Each cell is the number of hours an inquiry arriving at that time waits before someone on coverage sees it, computed from the coverage window you set. Darker cells wait longer. After-hours routing to an on-call owner removes the wait entirely.

    12a
    3a
    6a
    9a
    12p
    3p
    6p
    9p
    Mon
    Tue
    Wed
    Thu
    Fri
    Sat
    Sun
    Seen nowWaits 2d 14h
    Longest wait
    2d 14h
    Worst arrival time in the week
    Average wait
    14h
    Across every hour of the week
    Hours uncovered
    70%
    Share of the week an inquiry waits

    This is arithmetic on your coverage rules, not a benchmark. It shows when the inbox is the only thing on duty, which is the gap routing and ownership rules are designed to close. Families in crisis still get a person.

    04What we build

    Automations we will implement

    01

    Lead and referral routing

    Bottleneck removed: the inbox wait. Who receives it: the owner on coverage, with a fallback. Leadership sees: time to first human response.

    02

    Follow-up workflows

    Bottleneck removed: the sticky note. Who receives it: the record owner when a stage sits too long. Leadership sees: stage aging by owner.

    03

    Reporting automation

    Bottleneck removed: the Friday spreadsheet rebuild. Who receives it: nobody has to. Leadership sees: census, pipeline, and source views that refresh from working records.

    04

    Document and task workflows

    Checklists, handoffs, and request tracking for operational work, not clinical note generation by default.

    05

    Internal knowledge and process systems

    How we do admissions on Saturday, how we log a lost admit, how we notify UR, captured where the team already works.

    06

    Governance and human review

    What is automated, what requires a person, who can change a rule, and how failures are caught.

    05Fit

    Where this belongs

    • Operators drowning in copy-paste between tools
    • Admissions teams with coverage gaps after hours
    • Leadership that wants operating reports without a data request
    • Teams exploring AI who need workflow design before a vendor demo
    06Questions

    Before you book a conversation.

    07Continue

    Related systems.

    Admissions & referral operations

    Referral management for behavioral health, the workflow most automations should serve.

    Behavioral health CRM

    Automations fail if the CRM is a mess.

    BedFlow

    Referral partner CRM where routed work and census updates land.

    AI documentation guide for behavioral health

    How we evaluate clinical-adjacent AI as operators, not vendors.

    See the workEngagement pathsWhich system is breaking?Why Solvhaus
    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.

    Discuss a systems sprintExplore BedFlow