The whole client record, in one chart, without the paper.
Documents, deficiencies, disclosures, and outcome data live in a single client chart your team can open in real time. Built for the confidentiality and utilization needs of behavioral health, ONC-Certified and HIPAA compliant.
When the chart lives in a filing cabinet, nobody can see the whole client.
A client record is more than a stack of forms. It is the intake and consents, the treatment plan, the progress notes, the releases on file, the assessments, and the running picture of how someone is doing. When those pieces sit in a paper folder or scattered across drives, no two staff are looking at the same chart, deficiencies go unnoticed until an audit, and protected information is one misfiled page away from the wrong set of eyes.
Behavioral health makes that harder, not easier. Confidentiality is not optional, utilization has to be documented, and the people who can see a chart are governed by who needs to know. A records system built for general medicine does not understand any of that.
PIMSY’s Client Records Management was built for it. One client chart holds the documents, the deficiency list, the disclosure log, and the outcome data, with Need to Know access controlling exactly who sees what. Your team works the same chart in real time, and the record stays accurate, confidential, and audit-ready.
What a behavioral health chart actually has to do
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Hold every document in a hierarchical file-folder structure, not loose scans -
Track every required chart element so deficiencies surface before an audit does
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Log every release of information request with its status and outcome
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Restrict PHI to the staff who need to know, and hide it from those who do not
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Let multiple authorized providers update the same chart in real time
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Show outcome measures and vitals over time, at a glance, on the dashboard
Everything the client chart holds
One record, with the tools a behavioral health practice uses every day built into it.
Client Dashboard
At a glance data summaries and graphical insights, so the state of the client is the first thing you see.
Document Management
Hierarchical file-folder structures to retain documents in order, instead of loose scans and shared drives.
Disclosure Log
Track release of information (ROI) requests and the status and outcome of each disclosure for HIPAA compliance.
Chart Deficiency List
Automation with manual entries for tracking all chart elements, so nothing required goes missing.
Client Renewals
Automatic reminders and alerts when authorizations, consents, and plans are coming due.
Automatic Form Filler
Auto-fill documents and forms from data already in the chart to reduce errors and improve efficiency.
Client Portal
A secure, compliant patient portal for 24/7 appointment management, eForms, bill pay, and more.
Tags
Tag client charts quickly for searches, tracking, and custom alerts and warnings.
Tasks
Real-time refill requests, internal communications, nursing notes, and other client-related activities.
HIPAA-Compliant Storage
Storage that includes encryption and role-based access, so the record stays protected and confidential.
From first interaction to audit-ready, in one record
The chart starts the moment a client walks in, and stays accurate as the whole team works it.
Open one chart for the client
Intake, consents, the treatment plan, documents, and the disclosure log all live in a single client chart. Need to Know access is set as the chart is created, so the right staff see it and no one else does, from the very first interaction.
Document and track as you work
Multiple authorized providers update the same chart in real time. The deficiency list flags any required element that is missing, renewals fire automatic reminders, and the form filler pulls existing data so documentation is faster and more accurate.
Stay compliant and audit-ready
Audit trails record every change, the disclosure log holds every release of information through to its outcome, and outcome measures show progress over time. When a review comes, the record is already complete and confidential.
The chart connects the rest of PIMSY
The client record sits at the center. Documentation, scheduling, billing, and the portal all run against the same chart.
What practices say about running records on PIMSY
We have been able to collate data & retrieve useful statistics from mental health and addiction surveys we administer to patients. Namely the PHQ9, GAD7, Social Determinants of Health, and GAIN-SS. Also, a variety of vitals that are recorded in PIMSY can be examined across time for one patient or all patients. Being able to see (and share) this data in one place has been advantageous to staff and our funding partners.
PIMSY is wonderful! Great tech support, the ability to create and make changes to suit our company needs, having the entire client record at your fingertips. It’s easy to install and very user friendly. You must have this program if you want to maintain paperless records.
Questions about client records in PIMSY
Are PIMSY’s medical records HIPAA-compliant?
Absolutely. PIMSY is designed to meet HIPAA regulations, so your patient data remains secure and confidential. PIMSY is an ONC-Certified EHR, will sign a BAA, and keeps data encrypted at rest and in transit.
Can multiple providers access the same client chart?
Yes, PIMSY allows for collaborative care by enabling multiple authorized users to access and update a client’s chart in real time. Need to Know access restrictions and role-based controls govern who can see each chart.
How does PIMSY ensure the accuracy of client charts?
With real-time updates, automated features, required fields, and custom tracking, PIMSY minimizes human error and enhances the precision of documentation. The chart deficiency list flags any required element that is missing before it becomes a problem.
How does PIMSY keep patient data confidential?
Confidentiality is built into the chart. Need to Know access restrictions keep protected health information limited to the staff who need it, and access controls let you hide patient data from specific employees selectively. Storage includes encryption and role-based access.
How does PIMSY track release of information requests?
The disclosure log tracks release of information (ROI) requests and the status and outcome of each disclosure for HIPAA compliance. Every disclosure is documented in the record, so the history is there when you need it.
What is the chart deficiency list?
The chart deficiency list combines automation with manual entries to track all chart elements. It surfaces required documents and elements that are still missing so the record stays complete and audit-ready, rather than discovering gaps during a review.
Records management that keeps the whole chart in one place, accurate and confidential.
Book a free demo to see how PIMSY’s Client Records Management works inside the clinical workflow, from the client dashboard and document management to deficiency tracking, disclosure logs, and Need to Know access.
- One client chart for documents, deficiencies, and disclosures
- Need to Know access controls for confidential PHI
- Audit trails and reporting that keep you compliant
- Real-time collaborative access for the whole care team
- ONC-Certified, HIPAA-compliant EHR
Book a Free Demo