KeyNotes EHR

What Is KeyNotes EHR?

KeyNotes EHR is an electronic health records (EHR) system for behavioral health agencies. The platform manages clinical documentation, treatment planning, scheduling, billing, and behavioral health reporting. It provides Progress Notes and Treatment Plans for recording clinical information. From there, KeyCal Scheduling manages appointments and automatically generates related tasks.

The system also processes electronic billing and supports accounting workflows. Secure Messaging and an internal blog provide communication tools within the platform. Its reporting component covers Washington State and King County BHO requirements, including Medicaid reporting.

What Is KeyNotes EHR Best For?

KeyNotes stands out with built-in 'BHO Reporting' covering both WA State and King County Medicaid requirements. Rather than treating compliance reporting as a separate workflow, the platform generates required submissions natively, keeping Medicaid reporting within the same operational environment as scheduling, notes, and billing.

How Much Does KeyNotes EHR Cost?

KeyNotes EHR pricing starts at $99/user/month for its Single User plan. The software also offers:

• Agency Plan: $99/user/month for organizations with 2–20 users
• Enterprise Plan: Custom pricing

The software also has the following additional costs:

• Initial Setup And Onboarding: $1,495 (one-time) per agency, including standard onboarding and 60 days of initial support
• Additional Phone And Screen-Share Support: $129/hour, billed by the minute after the included two monthly support hours are exhausted

Disclaimer: The pricing is subject to change.

KeyNotes EHR Integrations

The software integrates with the following third-party applications, including:

• Zoom
• Doxy
• Google Calander
• Outlook Calander

How Does KeyNotes EHR Work?

Here's how you can get started with the software by following the steps below:

• Log into KeyNotes using the credentials provisioned during agency setup
• Configure the agency profile with the information gathered during onboarding
• Add staff members as users, assigning access based on their role within the agency
• Set up funding sources and payers relevant to the agency’s billing operations
• Enter ICD billing codes and activity codes to activate the billing module
• Build out the KeyCal scheduler by inputting clinical workflows and appointment types
• Access BHO reporting settings to configure WA State and King County Medicaid submissions

Who Is KeyNotes EHR For?

KeyNotes software is suitable for the following behavioral health agency types:

• Behavioral health agencies
• Outpatient counseling centers
• Substance abuse treatment facilities
• Community mental health organizations

KeyNotes EHR Use Cases

Based on our analysis of KeyNotes EHR's capabilities, we have identified key scenarios where the platform is commonly used:

1. Behavioral Health Agencies Managing Clinical Session Records

Behavioral health agencies handling frequent individual and group sessions need clinicians to document client interactions while keeping clinical records current. Delayed or incomplete notes can leave client files missing important session information. KeyNotes EHR's Progress Notes module allows clinicians to record session details through structured data-entry workflows. This keeps session documentation within the agency's clinical record system.

2. Agencies Preparing Individualized Treatment Plans

Mental health and substance abuse treatment providers need to create treatment plans that reflect individual client requirements. Managing these plans through separate documents can fragment clinical records and create additional administrative work. KeyNotes EHR's Treatment Plans feature provides a guided workflow for creating and completing customized plans directly within the platform. Staff can maintain treatment documentation alongside other clinical records.

3. Agencies Coordinating Appointments And Clinical Follow-Ups

Behavioral health agencies scheduling recurring client appointments must also track the tasks associated with those scheduled activities. When follow-up actions depend on manual reminders, staff may overlook pending work. KeyNotes EHR's KeyCal Scheduling automatically generates tasks based on appointments and clinical workflows. Agencies can manage their calendars and associated activities within the same system.

4. Behavioral Health Providers Processing Insurance Claims

Agencies handling insurance claims alongside clinical services must manage billing submissions and related accounting activities. Paper-based claim processing can extend remittance turnaround compared with electronic submissions. KeyNotes EHR's Electronic Billing module processes billing electronically and supports accounting functions within the platform.

5. Washington Behavioral Health Agencies Handling Medicaid Reporting

Behavioral health agencies operating under Washington State and King County Medicaid reporting requirements need to account for region-specific reporting obligations. Using reporting tools that do not accommodate these requirements can create additional administrative work. KeyNotes EHR includes built-in BHO Reporting for Washington State and King County, allowing agencies to access these reporting capabilities within their EHR environment.

Is KeyNotes EHR Right For You?

Are you looking for a behavioral health EHR that combines clinical documentation, scheduling, billing, and Washington State BHO reporting? KeyNotes EHR addresses disconnected clinical and administrative workflows through one platform.

KeyNotes EHR supports HIPAA-related requirements through encryption at rest and in transit, secure hosting, access controls, and a Business Associate Agreement (BAA). Its infrastructure is designed to protect Protected Health Information (PHI) across all platform activity.

Still not sure if the software is right for you? Contact our customer support team at (661) 384-7070, who will help you make the best decision regarding KeyNotes EHR features and more.