Just Mind Counseling Saves Several Hours a Week with Keragon

Overview

Secure Automation for a Growing Mental Health Practice

Just Mind Counseling has supported clients in Austin since 2007, expanding to a team of 50 employees. As the practice grew, so did the admin work behind every appointment, and they needed a way to automate it without putting patient data at risk.

With Keragon, they now automate key workflows across the practice, from scheduling to payroll, while keeping PHI secure.

• Industry: Healthcare
• Specialty: Mental Health
• Size: 50 employees
• Pain points: No tools that could handle PHI, human errors, time spent on admin tasks
• Vendors integrated: ActiveCampaign, Google Workspace

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The Challenge

No Safe Way to Automate PHI

Before Keragon, Just Mind Counseling didn’t have any tool that could handle PHI. They used Zapier where they could, but anything involving patient data was off limits, and that held them back.

That meant a lot of manual work for the team, which led to human errors and hours spent on admin instead of clients.

Key Challenges:

• No tools that could securely handle PHI
• Zapier limited to workflows without patient data
• Human errors and time lost to admin tasks

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The Solution

From Scheduling to Payroll, All in One Place

With Keragon, Just Mind Counseling automated workflows across the practice, including scheduling, communication, GFE, satisfaction surveys and payroll. The GFE automation through ActiveCampaign made the biggest difference, saving the team a huge amount of time.

Connecting Google Workspace required a lot of manual setup, so their first workflow took about a month to go live. But Keragon’s guide helped along the way, and now the team has the secure automation they couldn’t get before.

Key Automations:

• Appointment scheduling handled automatically
• Client communication sent without manual work
• GFE process running on its own securely
• Satisfaction surveys sent to clients
• Payroll tasks taken off the team’s plate

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Results

Several Hours Back Every Week

Just Mind Counseling hasn’t measured the exact time saved, but William estimates it’s easily several hours a week. Cutting manual work also means less room for human error, and the practice runs more efficiently day to day.

Key Outcomes:

• Time Saved: Several hours every week
• Efficiency: Smoother, more efficient processes

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Testimonial

Support That Feels Personal

William shared that Keragon’s support stood out from the start, and he now recommends Keragon to other large practices.

"Keragon’s support is personal and direct which goes a long way."

William Schroeder
CEO, Just Mind Counseling

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Conclusion

Need a Tool to Handle PHI?

Just Mind Counseling went from having no tool that could handle PHI to securely automating workflows across the practice. The setup took some effort, but the team is now saving several hours a week, time they can spend on their clients.

If your practice is stuck in the same spot, Keragon can help.