How PracticeQ’s Automation Made a 12-Clinician Psychiatry Practice Possible with 1 Admin

Discover The Tools That Turn Admin Overload into Effortless Efficiency

Key Takeaways

• Dr. Brook Choulet uses PracticeQ’s psychiatry practice management software to run a 12-clinician practice with just one admin assistant.
• Custom form headers and patient-specific email templates ensure every patient receives clear, personalized instructions.
• QR code check-ins and real-time provider notifications keep the schedule on track without front-desk delays.
• Automated payments and superbill creation reduce follow-ups, prevent reimbursement delays, and keep revenue flowing.
• With PracticeQ, behavioral health practices can automate everyday admin tasks and free up more time for patient care.
• Managing a 12-clinician psychiatry practice with just one admin assistant sounds ambitious—but Dr. Brook Choulet makes it work.

Her concierge psychiatry practice, Choulet Performance Psychiatry ®, serves high-profile clients like athletes, executives, and artists across Arizona and California. In other words, it’s a high-stakes, complex operation that could easily get complicated. But onboarding is simple, and personalized care remains the priority.

With PracticeQ, she keeps it all running smoothly.

In this breakdown, you’ll see the automations she relies on, how she customizes her processes, and the unique ways PracticeQ powers it all.

1. Custom Form Headers

Running a multi-provider mental health practice means every provider needs a clear, distinct presence—especially on patient-facing forms. Dr. Choulet ensures each provider at Choulet Performance Psychiatry has a personalized form header with their direct phone, email, and fax numbers. That way, when providers share progress notes or forms, their contact information is always clear and easy to find.

With PracticeQ’s Header Helper, Dr. Choulet customizes form headers for each provider. Instead of one generic header for the entire practice, every provider’s name, contact info, and credentials are displayed right where they should be. It ensures every document looks professional and makes it easier for external providers to get in touch directly.

Patients benefit, too. When they receive forms with provider contact details, they know who to turn to if they have questions.

Customizing headers may seem like a small detail, but it creates a more professional and personalized experience for every patient.

2. Custom Texts and Emails for Patient Engagement

Dr. Choulet makes sure patients have the information they need before they even ask for it. With PracticeQ, she customizes text and email reminders to provide details like parking instructions, suite numbers, and provider contact info—all tailored to the specific needs of each appointment.

Instead of sending the same generic message to every patient, PracticeQ allows Dr. Choulet to create customized reminders for each provider and appointment type. For example, if an athlete is receiving care on-site at a practice facility, the reminder tells them exactly where to go—not to a main office location. Patients heading to the clinic receive instructions specific to that site, including parking details and suite numbers.

These adjustments reduce confusion and cut down on front-desk calls. Patients know exactly where to go, and the one admin supporting Dr. Choulet’s 12-provider team isn’t stuck answering “where do I park?” or “what suite am I in?” phone calls.

3. Patient Check-In & Notifications

Check-in delays can throw off an entire day’s schedule. Dr. Choulet solved this issue with PracticeQ’s QR code-based self-check-in system. Patients scan a code when they arrive, and PracticeQ instantly notifies the provider. No waiting on an admin to log arrivals—everything happens in real time.

Moreover, self-check-in keeps the schedule moving and reduces delays. Since check-ins happen automatically, Dr. Choulet’s single admin can support 12 providers without any bottlenecks. Providers also get instant visibility into which patients are on-site, allowing them to stay on schedule.

4. Payment Automation & Credit Card Decline Process

Payment collection used to mean follow-ups, phone calls, and chasing down unpaid balances. Dr. Choulet eliminated most of that with PracticeQ’s payment automation. After an appointment, patient credit cards are automatically charged at a set time—like one hour after the visit. This hands-off process keeps payments flowing without manual intervention.

But what happens when a payment is declined? PracticeQ has that covered, too.

• Automatic decline notifications. When a payment is declined, PracticeQ automatically assigns a task to the admin.
• Follow-up process. The admin sends a credit card authorization form directly to the patient, ensuring the payment issue is resolved.

With automated payments and follow-ups, Dr. Choulet’s able to keep revenue consistent and avoid the hassle of chasing down balances.

5. Telehealth Email Setup & Reminders

Manually sending Zoom links for telehealth appointments eats up valuable time. Automation is changing how psychiatry is practiced, with experts pointing to its role in improving patient access and care delivery. Dr. Choulet puts this concept into action with PracticeQ’s Zoom integration, which automates email reminders and delivers telehealth links right when patients need them.

Here’s how PracticeQ makes telehealth more efficient:

• Link delivery on a schedule you control. Dr. Choulet schedules her Zoom links to go out 60 minutes before appointments to avoid them getting buried in inboxes.
• Reminders sent only for telehealth appointments. The automation is specific to telehealth visits, so in-person appointments don’t trigger unnecessary emails. Patients get exactly what they need, no extra confusion.
• Customizable email templates. Dr. Choulet customizes email content to match the context of each visit, giving patients clear instructions on what to expect and how to connect.

These shortcuts ensure patients receive timely, clear instructions without manual effort from the admin team. With fewer missed appointments and no need to resend links, telehealth runs smoothly for patients, providers, and admin alike.

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6. Superbill & Invoice Shortcuts

Submitting a superbill for out-of-network reimbursement can be a nightmare if essential details are missing. Dr. Choulet prevents this problem by customizing PracticeQ’s invoice and superbill settings. By ensuring every required field is filled from the start, she can eliminate headaches for both patients and her admin team.

Here’s how she makes it work:

• Include the tax ID from the start. Instead of relying on default account settings, Dr. Choulet updates PracticeQ’s Invoice Template Settings to include the practice’s Tax ID. Without this step, the Tax ID won’t appear on receipts or superbills, which can stall patient reimbursements.
• Add business details to every invoice. Practice information like the business name, address, and logo are clearly displayed on invoices and superbills. This ensures that documents look professional and meet insurance review requirements.
• Automate superbill tasks for providers. After each appointment, PracticeQ automatically assigns a task to the provider to create the superbill that day. This process prevents delays, keeps providers on schedule, and ensures patients get their documents without waiting.

With these shortcuts, patients receive clean, complete superbills that are ready for insurance claims, and her admin team stays focused on more critical tasks.

Reduce Admin Overload & Save Time in Your Behavioral Health Practice

Running a modern psychiatric practice comes with no shortage of complexities—but with the right tools, it doesn’t have to feel that way. Dr. Brook Choulet’s story shows how automation can turn daily challenges into opportunities for efficiency and growth.

From check-ins to payments to personalized communications, automation isn’t just a "nice-to-have"—it’s a competitive advantage for practices looking to do more with less.

PracticeQ’s cloud-based behavioral health EHR helps psychiatrists streamline patient care and admin tasks in a single system. Customizable, HIPAA-compliant intake forms, automated payments, ePrescribing, and patient portals work together to support therapists, psychiatrists, and counselors alike.

Take control of your practice, not the other way around. Start a free trial today and see what PracticeQ’s automation can do for your practice.

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About Dr. Brook Choulet

Dr. Brook Choulet, M.D., is a board-certified psychiatrist and founder of Choulet Performance Psychiatry®, a concierge practice serving elite clients like athletes, executives, and artists. Specializing in Sports and Performance Psychiatry, she helps clients achieve resilience, focus, and mental clarity. Dr. Choulet also travels nationally to speak on performance psychiatry and consults with other mental health professionals, offering hands-on guidance to fully set up and optimize PracticeQ for their teams. Connect with her on Instagram at @BrookChouletMD.

FAQs About Psychiatry Practice Management

How can psychiatry practices manage patient access and control staff permissions? With multi-provider practices, managing who has access to specific patient records is critical. PracticeQ allows you to set permissions for each user on your team. For example, you can create assistant accounts that only have access to certain providers' patients, ensuring privacy and compliance. This feature makes it easier to manage access as your team grows.

How does PracticeQ support ePrescribing for psychiatry practices? PracticeQ's mental health EHR software supports ePrescribing, including controlled substances, through integrations that ensure compliance with state and federal regulations. Behavioral health professionals can send prescriptions directly to pharmacies, reducing manual paperwork and improving prescription accuracy. The system also supports formulary checks and integrates with state Prescription Drug Monitoring Programs (PDMPs) to ensure safe prescribing.

Can PracticeQ automate patient onboarding for psychiatry practices? Yes, PracticeQ allows for fully automated patient onboarding. When a new patient books a consultation, PracticeQ triggers a series of automated actions, including sending intake forms, patient portal invitations, and welcome materials. This automation eliminates the need for manual follow-ups and ensures every patient receives consistent onboarding instructions.

How does PracticeQ handle patient communications beyond appointment reminders? While appointment reminders are a key part of PracticeQ, the system also allows practices to send customized messages related to patient care. Practices can create automated follow-ups for incomplete forms, post-appointment instructions, or general practice updates. Patients can receive these messages via text or email, ensuring timely, clear communication.

How does PracticeQ support HIPAA compliance for psychiatry practices? HIPAA compliance is essential for psychiatry practices handling sensitive mental health information. PracticeQ ensures compliance with secure messaging, encrypted data storage, and controlled access permissions. Providers can limit which staff members have access to specific patient information, reducing risk and ensuring confidentiality.