Overview

Automating Mental Health Intake Workflows with Keragon‍‍‍

Timber Creek Counseling, a mental health clinic with 25 employees, was handling client intake manually - first collecting initial data through a standalone form, then manually entering that information into their EHR to send the remaining paperwork. This process not only added extra work for the admin team, but also created delays in connecting clients with care.

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Executive Director Melissa Cuthbert implemented Keragon to automate the entire process - seamlessly syncing Jotform with Healthie to ensure quicker, smoother onboarding for both clients and clinicians.

Industry: Healthcare
Specialty: Mental Health
Size: 25 employees
Pain points: Manual intake entry, slow onboarding, time-consuming processes
Vendors integrated: Jotform, Healthie

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The Challenge

Manual Intake Steps Slowing Down Access to Care

‍‍Before using Keragon, Timber Creek Counseling had to manually transfer client data from intake forms to their EHR, then send the remaining paperwork by hand. This not only consumed valuable time but also created friction for new clients.

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Key Challenges:

(1) Time-consuming and repetitive admin work

(2) Delayed access to care for clients

(3) Increased burden on staff

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The Solution

Automating Data Sync and Personalizing Intake Flows

‍‍With Keragon, Timber Creek Counseling set up automations that link their intake forms directly to their EHR system - removing the need for manual entry. The team also used Keragon’s conditional logic to match clients with the right group automatically, creating a more tailored and streamlined onboarding experience.

The setup was made easy with the help of Keragon’s support team, who guided them through every step of the build.

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Key Automations:

• Synced client intake forms from Jotform to Healthie
• Triggered automated workflows for paperwork completion
• Used conditional logic to group clients based on needs
• Reduced manual admin work for clinicians

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Results

Faster Onboarding and Better Access to Mental Health Services

‍‍Keragon helped Timber Creek Counseling save about 10 minutes per intake - a significant improvement given their high intake volume. But beyond saving time, the real win is making sure every client gets connected to care faster and more reliably.

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Key Outcomes:

(a) Time Saved: 10 minutes per new intake

(b) Staff Efficiency: Fewer manual steps for clinicians

(c) Client Experience: Reduced delays and better follow-through

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Testimonial

Support That Brings Ideas to Life

‍‍Melissa Cuthbert, executive director at Timber Creek Counseling shared that the implementation process exceeded expectations. The Keragon team not only guided her step by step but also helped bring her ideas into working systems.

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“My experience building the automations with the support of the implementation team was top notch. They walked me through how to make my ideas come to life!”

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Conclusion

Want to Improve Client Access Without Extra Admin Work?

‍‍For mental health clinics like Timber Creek Counseling, Keragon makes intake workflows faster, more accurate, and easier for both staff and patients. With secure integrations and hands-on support, Keragon helps turn complex processes into smooth experiences - no technical team required.