Practice Management
Turn Evidence-Based Practice Into Everyday Practice. HeartBridge EBP connects every person, process, document, and treatment activity within a single family-centered environment, from referral through long-term follow-up.
From the moment a family is referred for services through treatment, assessment, discharge, and long-term follow-up, HeartBridge keeps every person, process, document, and treatment activity connected within one family-centered environment.
Everything Your Organization Needs in One Place
Practice Management, Insurance Billing, Staff Management, Reports, and more, all under the HeartBridge EBP platform.
Visibility Into the Complete Treatment Journey
Family engagement, treatment phase progression, assessment tracking, trauma assessment, and age distribution, all in one view.
From Referral to Long-Term Follow-Up
HeartBridge follows the family throughout the entire service lifecycle. The family remains at the center of the record at every stage.
Intake
Engagement
& Safety
Treatment
Services
Extension
Follow-Up
Referral & Client Management
Start with the whole picture.
HeartBridge creates a structured foundation for the case by connecting individual clients to the larger family while capturing the context surrounding the referral.
- Family and client identification
- Case-head designation
- Client demographics
- Referral and assignment dates
- Service start and end dates
- Referral type and emergency status
- Referral circumstances and behaviors
- FFPSA-related indicators
- Requesting county and area
- Staff and case-team assignment
- Contact information
- Patient portal access
- Insurance and payer information
Initial Family Engagement
Create structure from the first family interaction.
- Initial Family Plan
- Family Safety Plan
- Recording Policy and Consent
- Suicide Risk Assessment
- Suicide Safety Plan
- Informed Consent
- Request for Follow-Up
- Family Plan & key milestone dates
Put the Treatment Model Into the Workflow
HeartBridge organizes treatment around a defined four-phase model, connecting phase-specific activities, assessments, documentation, and milestones directly to the family record.
- Solution Card
- Ecomap
- SFA & FCE
- Making Changes
- Case Introduction
- FAD1 & family-engagement tracking
- MIGS #1
- Session Record
- MIGS #2
- Change We Choose
- FAD2
- Family Giving Project
- MIGS #3
- We Did It On Our Own
- FAD3
- Our Plan for Difficult Times
- Satisfaction Survey Receipt
- FAD4 and FAD5
"The treatment model becomes the workflow."
Know What's Due, and When
HeartBridge connects assessment requirements to the family's treatment timeline, turning treatment requirements into visible, actionable milestones.
- Assessment due dates
- Assessment completion dates
- FAD assessment administration
- Trauma assessment activity
- Treatment-phase association
- Ages 6–10 screening tool
- Ages 11–18 screening tool
- Connected to client treatment record
- Administration & completion tracking
Document the Work Between the Milestones
Ongoing Services
HeartBridge provides structured documentation for the ongoing work practitioners perform throughout the case.
- Progress Notes
- Memo to Chart
- Explanation for Gap in Service
- MIGS 30-Day documentation
- Mental Health documentation
- Encounter Forms
Safety & Significant Case Events
HeartBridge provides structured documentation for abuse and neglect activity occurring during services, preserving important case events within the broader family history.
- Calls regarding potential abuse or neglect
- Confirmed abuse or neglect findings
- Case-event context within the family record
Treatment Ends. The Family's Story Doesn't.
Discharge & Extension
HeartBridge supports the transition out of active treatment while preserving how services concluded.
- Discharge date and reason
- Case reopening, date and reason
- Discharge Impact Survey tracking
- Treatment-completion status
- Placement status at completion
- Extension requests and status
- Completion Summary documentation
Long-Term Family Follow-Up
Structured family-survey tracking at 6, 12, and 24 months, providing the foundation for longer-term program and family outcomes.
Visibility With Accountability
HeartBridge includes searchable audit logs giving authorized users visibility into activity throughout the application. Case-team history, including begin date, end date, person type, and staff member, provides visibility into who worked with the family and when.
- Date Range
- Staff Member
- Status
- Module
One Platform. Multiple Perspectives.
HeartBridge EBP Practice Management creates value at every level of the organization.
- Treatment activities and milestones connected in the workflow
- Assessment due dates visible and tracked
- Documentation organized around the treatment model
- One connected record per family
- Treatment progression across caseloads
- Assessment activity and completion
- Case assignments and documentation status
- Service milestone visibility
- Dashboards across family engagement
- Treatment progression by program
- Assessment and service activity reporting
- Broader program operations at a glance
- Connected across referral through follow-up
- One record for the entire journey
- Family plan and safety plan in one place
- Long-term follow-up preserves the story
"HeartBridge EBP transforms evidence-based family treatment into a connected digital workflow. From referral and initial family engagement through assessments, structured treatment, ongoing services, discharge, and long-term follow-up, HeartBridge keeps the entire family journey connected in one environment."
HeartBridge EBP, Practice Management
Staff Management & Reporting
HeartBridge EBP gives every stakeholder, from the executive director to the therapist, exactly the view they need to do their job well.
Organization-Wide
- Full program visibility, family engagement, treatment phase distribution, module access, and eligibility check results across the entire organization
- Executive and director-level metrics to support reporting, funder requirements, and program planning
- Identify trends and allocate resources with confidence
All Families in Care
- See every active family across the supervisor's team in one place, treatment phase, assessment status, and upcoming milestones
- Quickly identify cases that need attention, support, or intervention before they fall behind
- Monitor workload distribution and therapist capacity across the team
Individual Family Focus
- Each therapist sees their full caseload and can drill into any family's complete treatment history
- Always know the current phase, completed assessments, milestones, and what's next for every family in care
- Purpose-built for field workers, designed to be fast, clear, and actionable at the point of service
"Whether you're running the organization, supervising a team, or sitting in a family's living room, HeartBridge EBP gives you the right view. No more switching between systems or piecing together status from scattered notes."
Generate and export the reports your leadership, funders, and state partners need, treatment outcome summaries, assessment completion rates, family survey results, phase progression data, and more.
Built-in reporting eliminates manual data pulls and gives your team accurate, up-to-date program data whenever it's needed.
Platform Capabilities That Set HeartBridge Apart
Designed around the real-world challenges of child welfare and behavioral health organizations.
- Full platform access without an active internet connection, critical for home visits and rural service areas
- Data syncs automatically when connectivity is restored
- Field workers can document, assess, and progress treatment activities wherever the family is
- Flexible billing support across payer types, Medicaid, commercial, managed care, and fee-for-service
- Eligibility criteria built directly into the system, verify coverage before services are delivered
- Reduce billing errors and improve reimbursement timelines with integrated eligibility workflows
- Integrate HeartBridge EBP with your existing systems, referral sources, HR platforms, state reporting tools, and more
- API-first architecture designed for flexibility and interoperability
- Connect the platforms your organization already uses without rebuilding workflows from scratch
- Every family's position in the treatment process is always visible, phase, assessments completed, milestones achieved, documentation history
- When an therapist leaves, a new worker can immediately see exactly where the family is and what comes next
- Limits disruption to families mid-treatment and dramatically reduces the time a new worker needs to get up to speed
- Continuity of care is preserved regardless of staff turnover, the family's journey stays connected
- Tailor HeartBridge EBP to fit your organization's specific workflows, terminology, and service delivery model
- Configurable forms, fields, and module settings allow organizations to shape the platform around their practice, not the other way around
- Add optional modules, adjust access by role, and extend functionality through the HB Form Builder, Workflow Builder, and Report Builder add-ons
- A platform that grows and adapts with your organization, rather than requiring workarounds to fit a rigid system
"Staff turnover is one of the most disruptive forces in child welfare. HeartBridge EBP keeps the family's full treatment history and current position in the process visible at all times, so when a worker transitions, the family doesn't have to start over. The work continues."
Built-In Platform Support & Security
HeartBridge EBP is designed to run reliably across your entire organization, with the support tools, guided onboarding, security controls, and audit accountability your leadership and compliance teams require.
- Staff can submit support tickets directly from within the application, without leaving their workflow
- No third-party helpdesk required, support requests are tracked, assigned, and resolved inside the platform
- Keeps your team moving and reduces the friction of getting help when they need it
- Every page includes an on-demand tour option, staff can launch a walkthrough of any screen at any time
- Each tour explains the purpose of the page, what each section does, and how to use it effectively
- Reduces training burden, accelerates new staff onboarding, and supports workers returning after time away
- Every change made in the system is logged and attributed to the user who made it
- Full audit trail supports compliance requirements, internal reviews, and incident investigations
- Leadership and administrators can see exactly what changed, when, and by whom, across every record in the system
- Every user's access is defined by their role, staff only see and interact with what their position requires
- Administrators, supervisors, therapists, and support staff each have a purpose-built permission set
- Protects sensitive family and clinical data while ensuring each team member has exactly the access they need to do their job
Optional Add-On Modules
HeartBridge EBP includes a built-in form builder to support standard clinical and administrative workflows. For organizations that want even greater flexibility, three expanded modules are available as optional contract add-ons.
Design and deploy custom forms beyond the platform's built-in templates, intake forms, consent documents, assessment tools, and more, tailored to your organization's exact workflow needs.
Optional Add-On
Build and automate custom workflows across your organization, referral routing, task assignments, notifications, approval chains, and process triggers, without writing a single line of code.
Optional Add-On
Create fully custom reports beyond the standard reporting module, slice program data by any dimension, build funder-specific exports, and generate the outputs your leadership and state partners require.
Optional Add-On
Built-in vs. Add-On: Every HeartBridge EBP contract includes a built-in form builder for standard clinical and administrative forms. The HB Form Builder, Workflow Builder, and Report Builder add-ons are available for organizations that need full custom configurability across forms, automations, and reporting outputs.