The Challenge
Patient demand for Adult ADHD evaluations has surged in recent years, but the clinical preparation process hasn't kept pace with ever evolving clinical evidence. For MindCare Health, providers were spending 2-3 hours per patient just preparing for initial consultations.
Before each appointment, providers had to manually review lengthy intake forms, score standardized assessments by hand, compile clinical notes, and prepare patient-friendly summaries. For a clinic processing 20-30 evaluations per week, this administrative burden was preventing providers from doing what they do best: spending time with patients.
The manual process was also inconsistent—different providers might focus on different aspects of the same intake form, and the quality of preparation and diagnosis varied based on time constraints.
MindCare needed a way to streamline the pre-assessment work so providers could focus on clinical judgment and patient care.
The Solution
We built an automation system that handles the administrative preparation work, giving providers a head start before each patient appointment.
When a patient submits their intake form through MindCare's patient portal, the system automatically processes the submission, scores standardized assessments, and organizes the information into structured reports.
Providers receive a summary document that is checked against evidence-based sources that highlights key information from the intake form, presents assessment scores in a clear format, and suggests areas to explore during the clinical interview. A separate post appointment patient-friendly document explains what the assessment covers and what to expect.
The system handles the time-consuming data organization so providers can spend their preparation time on clinical thinking rather than paperwork. All clinical decisions remain with the provider—the system simply makes their job easier.
AI in Action
The AI assists by organizing and summarizing intake information in a consistent format. It calculates assessment scores, pulls together relevant details from patient responses, and presents everything in a structured way that's quick to review.
Rather than generic summaries, the system references specific details from each patient's intake form, making reports more relevant and useful for providers.
Privacy is built into the system from the ground up. Patient identifiers are removed before processing, and all data handling meets HIPAA requirements. If the AI service is unavailable, the system falls back to rule-based processing so evaluations are never delayed.
The Results
Preparation time dropped from 2+ hours to about 5 minutes of document generation, plus provider review time. The standardized format means providers can quickly scan reports and focus their attention on areas that need clinical judgment.
At roughly $0.08 per evaluation, the processing cost is minimal compared to the staff time it saves. The clinic handles 20-30 evaluations weekly without the administrative bottleneck they had before.
Automated audit logging and data retention meet HIPAA compliance requirements, and the system scales automatically during high-volume periods.
“Administrative burden is one of the biggest challenges in mental health care today. By automating the repetitive preparation work, providers can spend more of their time and energy on what matters most—their patients.”