We checked ourselves in
Before designing anything, the team walked through Red Rock's intake as a patient, start to finish, then watched the same forms arrive on the admin side. The design decisions came from that day.
Our Work Red Rock Behavioral Health
Patient Intake, Built Around the Patient
Red Rock Behavioral Health Services replaced clipboard intake with an iPad-first web application that works in the waiting room or on a patient's own phone, writes straight into their EHR, and lets staff put people in crisis ahead of paperwork.
- Healthcare
- Web App Development
- Portals & Dashboards
- EHR integration
- Client
- Red Rock Behavioral Health
- Community mental health, Oklahoma
- Services
- Web App Development
- Portals & dashboards · Strategy · Design
- Stack
- Vue · Laravel
- Netsmart myAvatar EHR, Microsoft Teams, SMS
- Result
- Real-time to EHR
- iPad, remote, and in-person intake, HIPAA-aligned
01. The Challenge
Overcoming Outdated Intake Processes
The situation: Full waiting rooms and a paper process. Red Rock needed an intake system that could move patients through efficiently, protect their privacy, and stop asking people in a mental-health crisis to start with a clipboard.
Full waiting rooms. A clipboard for each one.
Intake was paper first, then re-keyed by staff into the record system.
People in crisis asked to do paperwork first.
The hardest moment in a patient's day began with a form.
Staff time went to data entry, not care.
Every handwritten page had to be read, typed, and checked again.
02. The Strategy
Prioritizing Patients Over Paperwork
Designed for someone in crisis
The front end was built for a person having a hard day: short steps, plain language, nothing overwhelming. Less stress for the patient, fewer interruptions for staff.
Intake features that are simply easier
Digital form-filling, streamlined data entry, and fast retrieval, all built so patients and staff could use them without training.
Vue and Laravel, with a tailored CMS
A responsive application on a stack chosen for speed, reliability, and compliance, plus a content system so Red Rock maintains its own forms and records.
Built to keep evolving
Healthcare rules and patient needs change. Ongoing support means the intake system changes with them instead of falling behind.
We checked ourselves into Red Rock as a patient to experience the actual workflow of paperwork intake from start to finish. That let us see the implications from the admin side as well.
03. The Solution
A Tablet Experience for Patients in Crisis
An iPad-first web application that also runs on a patient's own device, so intake can happen in the waiting room or before they arrive. Staff prioritize people, not paperwork.
Under it: a dynamic Form Builder, real-time integration with Red Rock's EHR (Netsmart myAvatar), Microsoft Teams connectivity for staff, SMS and email notifications, and metrics on intake and care. Records update as the patient types, within HIPAA standards.
- iPad first
- Also on a patient's own phone
- Real-time EHR
- Netsmart myAvatar, live
- Form Builder
- Red Rock edits its own intake
04. Highlights
What Shipped
Metrics on intake and care
Analytics and reporting inside the application show how intake is performing and where care stalls. Red Rock monitors, spots the bottleneck, and adjusts with evidence instead of anecdote.
Microsoft Teams integration
Appointments and intake events connect to Teams, so clinicians and front-desk staff message, meet, and share files in the tool they already use, wherever they are.
SMS and email notifications
Automated reminders, follow-up instructions, and critical updates go to patients and staff by text or email. Fewer no-shows, fewer phone calls.
Integration with the EHR
Patient data flows from the iPad directly into Netsmart myAvatar, Red Rock's electronic health record. Records update in real time; nobody re-keys a form.
Form Builder
Intake forms, message templates, and reminders are Red Rock's to edit. When regulations or programs change, the team updates the form itself, so patient information stays complete, current, and securely captured without a development ticket.
05. Deliverables
Comprehensive Digital Overhaul
A custom web application built iPad-first, a back-end system for remote assistance and administration, and full integration with Red Rock's existing IT infrastructure and EHR.
- Services
- Portals & Dashboards
- Web App Development
- Strategy
- Design
- Technologies
- Vue
- Laravel
- Netsmart myAvatar EHR
- Microsoft Teams
YOUR NEXT DECISION
What is your business working around?
Tell us what's slowing you down, what you've tried, and what needs to be different. We'll start there.
Come with a problem. You don't need a specification.
The first conversation helps define the next step, whether or not that step is with us.