A behavioral health EHR with Medicaid billing built in, and no per-clinician fees
AgenciesForge is an EHR for behavioral health agencies that is priced by active patients, not by clinician: every agency plan includes unlimited clinicians. Charting, treatment plans, outcome measures, scheduling and Medicaid billing run on one record, and the clearinghouse is included, so eligibility checks, 837P claims and 835 remittance don't need a separate vendor. Plans for certified agencies start at $199 a month for up to 50 active patients.
Setting up is free. You pay when you go live. Unlimited clinicians on every agency plan.
Ask it out loud, get the answer
A real recorded call. The question is “why was this claim denied?” and the answer comes back with the reason code, what it means, and an appeal already drafted — no ticket, no billing company, no export to a spreadsheet.
A real recorded call — press play to hear it. Demo agency, fictional patient.
What a behavioral health agency gets
Notes in your state's format
SOAP, BIRP, DAP or GIRP. Describe the session out loud and the AI scribe drafts the note, a suggested CPT and ICD-10, and goal progress. The clinician edits and signs; nothing is saved without them.
Treatment plans and outcomes
Plan goals with due dates and overdue alerts. PHQ-9, GAD-7, PCL-5, AUDIT and DAST-10 go out through the patient portal, score themselves, and flag clinically meaningful change.
Safety built into the note
When suicidal ideation shows up in a note or a PHQ-9 item 9, the platform prompts for a Stanley-Brown safety plan and recommends a co-sign before signing.
Medicaid and MCO billing
Eligibility checks, 837P claims with the rendering clinician's NPI, acknowledgments and 835 ERA posting. A 15-point check runs before every claim goes out.
Denials handled for you
Routine denials (missing information, wrong payer, missing prior authorization) are appealed and resubmitted automatically. Medical-necessity and high-dollar denials wait for your review.
Part 2, portal and telehealth
42 CFR Part 2 disclosure controls for substance use records, a patient portal with secure messages and appointment requests, and video sessions.
What to check in any behavioral health EHR
Whichever product you pick, these are the questions that decide what it really costs to run:
- Is it priced per clinician? Per-seat pricing means every hire raises the software bill, even when your caseload hasn't grown.
- Is the clearinghouse included, or a second contract with its own fees and logins?
- Can a signed note become a claim without re-typing the service, codes and rendering provider?
- Does it support the note format your state or MCO audits against?
- If you treat substance use, does it enforce 42 CFR Part 2 consent on exports, or leave it to policy?
Pricing
| Plan | Per month | Active patients | Clinicians |
|---|---|---|---|
| EHR Starter | $199 | Up to 50 | Unlimited |
| EHR Professional | $499 | Up to 200 | Unlimited |
| EHR Enterprise | $1,099 | Up to 500 | Unlimited |
No setup fee on these plans, and the clearinghouse is included. Starting a new agency that isn't certified yet? The certification plans cover state certification and Medicaid enrollment, then continue as your EHR.
Is it the right fit?
A good fit
- Outpatient mental health and substance use agencies billing Medicaid or MCOs
- Agencies growing their staff, where per-clinician pricing punishes every hire
- Groups that want charting, scheduling and billing in one system
- New agencies that still need certification and Medicaid enrollment
Probably not a fit
- Hospitals or inpatient units that need pharmacy and bed management
- Agencies serving more than 500 active patients (talk to us about a custom plan)
Questions owners ask
Which behavioral health EHR does not charge per clinician?
AgenciesForge. Every agency plan includes unlimited clinicians, and the price is set by how many active patients you serve: $199 a month for up to 50, $499 for up to 200, $1,099 for up to 500. Hiring another therapist, case manager or peer specialist does not change the bill.
What EHR should a small behavioral health agency use for Medicaid claims?
Look for one where charting and billing share a record and the clearinghouse is included, so a signed note becomes a claim without re-keying. AgenciesForge does both: eligibility checks, 837P claims, claim acknowledgments and 835 remittance run inside the platform, with no separate clearinghouse contract.
Which note formats does it support?
SOAP, BIRP, DAP and GIRP. The format changes the section labels and the prompts the AI scribe uses; the note lifecycle is the same: draft, signed, amended, locked.
Does it handle 42 CFR Part 2 for substance use records?
Yes. Records flagged as Part 2 require a consent naming the recipient (or a stated legal basis) before any export, every disclosure is logged, and exports carry the redisclosure notice.
Can we try it before paying?
Yes. Setting up is free: add your staff, enter patients and configure billing. You pay when you go live, meaning when you start signing notes, scheduling visits or submitting claims.
We are not certified yet. Can it help?
Yes. Certification plans walk a new agency through state behavioral health certification and Medicaid enrollment step by step, then keep running as the EHR once you are certified. See pricing for the certification plans.
Is it HIPAA compliant?
Yes. We sign a BAA, protected health information is encrypted at rest with AES-256-GCM, and the AI runs on AWS Bedrock under AWS's BAA, so chart data is not sent to a consumer AI service.
Get started
Related: Pricing · Home health · DD/IDD waiver providers · Solo therapists · Switching EHRs