Case Study

LearnWell

Delivering HIPAA-compliant Referral Forms, E-signing, and Billing for LearnWell

Sometimes our clients need new systems quickly but don’t want to sacrifice application quality or efficiency. They may need something fast, but they don’t want to become reliant on a band-aid solution, and we want to deliver technology that meets their needs long-term. We ran into a similar situation with LearnWell, an organization providing integrated academic and mental health services for students and their families.

LearnWell had been using a paper-based referral, intake, and billing process. They needed a patient referral form, e-sign functionality for consent documentation, and digital billing submission capabilities integrated with its existing Salesforce implementation for revenue visibility. The organization had a tight deadline, too – one month. Our team prioritized time at the beginning of the project to write a tight schedule for the project with a strict focus on critical functionality, but we were able to pull it off.

Kathleen Egger
LearnWell Vice President

As a long-term partner, Soliant Consulting really understands our business. LearnWell is very pleased with the Salesforce integration Soliant created between our counseling division and our academics division. We were able to replicate our existing systems and processes in academics for our new business in counseling. The integration of Formstack, Salesforce customization, and our in-house billing system improved reporting and data management and increased our scheduling and billing abilities for Comprehensive Counseling. Once again, they’ve delivered a great product with our needs and vision in mind.

Building HIPAA-compliant Patient Intake Forms

LearnWell’s patients have various entry paths, and the new solution needed to handle and organize each type while staying within HIPAA compliance. Because of the time-crunch, we decided to move forward with a HIPAA-compliant form solution, Formstack. The application allowed our team to set up rules that displayed or hid fields and therefore deliver a custom form for every user. If referred by a hospital or school, the patient receives a custom link to a prefilled form, giving them a chance to correct and fill in the information from the referrer but still streamlining the form completion process.

We also built a process to match contacts in Salesforce and prevent duplicate patient entry to minimize dirty data in the mission-critical system. To finalize this workflow for new patients, our team leveraged the e-signing capabilities in Formstack to allow the patient to complete their forms with a signature. Upon this completion, the documents automatically attach to the correct Salesforce record, and the system notifies a LearnWell team member to schedule an appointment.

Automated Billing Process Directly in Salesforce

LearnWell also needed functionality for a counselor to initiate the billing workflow following an appointment. This required a careful organization of billing codes for insurance purposes and consequent business revenue-tracking. The system needed a meticulous confirmation workflow to ensure the correct referral and billing codes are applied to the right patient for the right services, which enabled LearnWell to re-capture lost revenues. Our Salesforce team delivered a great solution with built-in error identification and handling to help the LearnWell team keep its data organized and clean.

We’re happy to have provided such a high-value solution in such a short amount of time for LearnWell. Our team enjoys challenges like this and strives to build efficient but lightweight solutions for sour clients.

Kathleen Egger
LearnWell Vice President

We have continually been impressed with the knowledge of Soliant’s team to offer us innovations and Salesforce solutions. We believe Michelle is a “Rockstar” and one of the best developers on your team.

LearnWell logo

About LearnWell

LearnWell is specialized and dedicated to supporting the 49% of all students who may face an underlying mental health condition—such as depression, anxiety, or other mood disorders—which often manifest in self-destructive behavior, substance use, and eating disorders. In partnership with treatment facilities and school districts, we provide an integrated set of academic and mental wellness services for students and their families throughout the continuum of care.