Showcase · Client story
A UK psychology and psychiatry clinic came to us losing its outcome data to admin. We connected their practice management system to Mindchart. The right questionnaires now go out on their own, at booking, through follow-up and at discharge, and scored results come back under the patient’s notes the moment they are completed.
What they came to us with
The clinic wanted routine outcome data and had the commitment to collect it. What stopped them was the admin work around it. Adding every new client to a second system, deciding which measures belonged to which assessment, scheduling follow-ups weeks ahead, chasing the ones that never came back, and copying results into the client's record by hand. The measures were never a challenge - allocating the extra admin work to prioritise the process was an ongoing issue with routine outcomes often missed.
What we built
The clinic team carried on working in the practice management system as usual. We integrated this system and way of working with Mindchart so that each action triggers an automated matching step in Mindchart.
01
Intake
In their system
A new patient is added.
The team registers the new client once in their practice management system.
In Mindchart
The client record is created.
A matching record appears, ready to receive questionnaires. No re-keying, no spreadsheet export, no second registration.
Automatic
02
Assessment booked
In their system
An assessment is booked.
The booking carries the assessment type eg., psychology or psychiatry.
In Mindchart
The right battery goes out.
The questionnaire set mapped to that assessment type is sent to the client. A psychiatry or psychlogy booking receives the correct set of questionnaires.
Automatic
03
Follow-up
In their system
Nothing neeeded.
The clinician sees the client and moves on. This is the step that used to get lost.
In Mindchart
The follow-up schedule runs itself.
The schedule is stored when the assessment is booked. Each questionnaire is released on its due date with reminders enabled, weeks or months later, without anyone re-sending.
Automatic
04
Results
In their system
Appears under the client's notes immediately.
No overnight sync, no exporting, no second tab. The clinician opens the record they were going to open anyway, and the scored result is already in it.
In Mindchart
The patient completes a questionnaire.
On their phone, at home, whenever suits them. Scoring happens on submission.
Automatic
05
Discharge
In their system
The client is discharged.
One action, taken where the clinical record already lives.
In Mindchart
The record closes and feedback collected.
The client is discharged in Mindchart and a satisfaction survey is sent, so service feedback is collected automatically, not as a separate task.
Automatic
The result
Entering the same patient into a second system
Choosing which measures belong to which assessment
Scheduling follow-up dates at the point of booking
Copying completed results into the clinical record
Chasing non-responders by hand
Closing the record when someone is discharged
Running satisfaction surveys as a separate task
Built for regulated care
For CQC-regulated services, consistent outcome measurement and patient feedback are part of showing that care is effective, responsive and well-led. Because every measure and survey is triggered by the pathway rather than by memory, the clinic builds that record as part of their normal practice, with results held against each patient’s notes.
Could this work for you?
If your practice management system can signal these three moments, the same pathway can be built for you.
01
Your team keeps its existing diary and client record. Mindchart listens, rather than asking anyone to switch screens.
02
Assessment type, pathway, clinician. Whatever distinguishes one client's journey from another can select the battery.
03
Scored results return to the notes on completion, so the system of record stays the single place your clinicians need to look.
If you already use a practice management system, there is usually a version of this that fits it. We help create bespoke systems to map onto your pathway and show you what could run on its own.
This is a showcase of work we have done for a client. The clinic and its practice management system are not named here. Questionnaire batteries are configured per service and remain under clinical control at all times. Automation governs when measures are sent, never what a clinician does with the results.
