Fragmented referrals
Partners live in inboxes and personal spreadsheets. Nobody can say which source converted last month, and the partner never hears the outcome.
Build the operational infrastructure behind sustainable behavioral health growth.
Solvhaus helps behavioral health organizations replace manual admissions, fragmented CRM workflows, and disconnected reporting with systems that scale.
01The operational problem
Growth should not depend on founder memory and manual follow-up.
When admissions, referrals, CRM data, and reporting live across disconnected tools, every new opportunity creates more operational strain. Solvhaus helps behavioral health teams build the systems that make growth repeatable.
Admissions without ownership
Speed-to-contact depends on who is on shift. Lost admits rarely get a recorded reason.
Census as folklore
Occupancy is reconstructed every morning. BD cannot see what is actually open, so beds get promised twice.
Follow-up that dies
Pending inquiries, partner callbacks, and alumni contact disappear when staff turn over.
Reporting no one trusts
Leadership gets three versions of the same week. Multi-location growth copies the mess.
The founder as the system
Every exception routes to the owner's phone. Growth stalls at one person's memory and manual follow-up.
02Where the friction lives
Five stages between a referral and a bed. Five places it leaks.
This is the workflow every treatment center runs, written down or not. When it runs on inboxes and memory, opportunities stall between stages and the operator becomes the bottleneck. When each stage has an owner, a next action, and a record, growth stops depending on who is on shift.
Five-stage admissions workflow: referral source, inquiry and intake, verification of benefits and clinical review, bed allocation, then CRM and EHR sync. Each stage lists where the manual version breaks.
- 01Referral sourcePartner, web inquiry, crisis line, or alumni, attributed at the first touch.Where it breaksSource recorded as “Google” or not at all. Partner never hears back.
- 02Inquiry / intakeOne owner, a next action, and a speed-to-contact standard.Where it breaksSits in a shared inbox until someone on shift notices.
- 03VOB / clinical reviewEligibility and clinical fit on the same record as the person.Where it breaksVOB in one tab, screening in another, decision in a text thread.
- 04Bed allocationOpen beds visible to admissions and BD, by program and house.Where it breaksCensus is yesterday’s email. A bed is promised twice.
- 05CRM / EHR syncAdmit, lost reason, and authorization status land where reporting reads them.Where it breaksDouble entry, or no entry. Leadership sees three versions of the week.
Every stage needs an owner, a definition of done, and a place the outcome is recorded. That is the system BedFlow and the surrounding architecture are built to hold.
Run the leak on your own numbers.
Set your monthly inquiries and how many records make it through each stage today. Then set what changes when every stage has an owner and a next action. The model does the arithmetic; nothing here is a promise.
Five stages from referral source to CRM and EHR sync. For each stage you set the share of records that advance, once for how it runs today and once for the version with owners and next actions. Bars show how many records enter each stage in each scenario, and the difference in placements per month at your volume.
Editing pass-through for
- Today
- With owners and next actions
- Leaked at this stage
- 01Referral source6060
- 02Inquiry / intake5155
- 03VOB / clinical review3645
- 04Bed allocation2738
- 05CRM / EHR sync2135
Placed today
19
32% of inquiries
Placed with owners
34
57% of inquiries
Difference / month
+15
At the numbers you entered
Leaking today
41
Records without a recorded outcome
| Stage | Today · enter | Today · leak | Target · enter | Target · leak |
|---|---|---|---|---|
| Referral source | 60 | 9 | 60 | 5 |
| Inquiry / intake | 51 | 15 | 55 | 10 |
| VOB / clinical review | 36 | 9 | 45 | 7 |
| Bed allocation | 27 | 5 | 38 | 4 |
| CRM / EHR sync | 21 | 2 | 35 | 1 |
| Placed | 19 | 34 |
This model runs on the numbers you enter. Defaults are illustrative placeholders, not client results, and nothing here is a forecast or a promise.
03BedFlow · the product path
LiveMake the path from referral to placement easier to manage.
BedFlow is the clearest entry point for organizations that need a more structured way to manage admissions and referral operations: bed availability and census by program or house, a referral pipeline with owners, and authorization tracking on the same record.
- Bed availability and census
Open, held, and occupied beds by program or house, updated by the people moving residents, visible to admissions and BD.
- Referral pipeline with owners
Referral sources, stages, and next actions on one record instead of a personal spreadsheet. The partner gets an outcome.
- Authorization tracking
Auth dates, statuses, and next steps stay attached to the referral and the bed, so UR is not a side spreadsheet.
Product site preview · usebedflow.com
BedFlow does not replace your EHR, billing system, or clinical documentation. It sits beside them as the operational layer for referrals, BD, and capacity.
What one shared census looks like when the floor updates it.
A simulated bedboard advancing one day at a time. Hover any bed or any day on the trend. None of it is client data.
A simulated program-level bedboard. Each square is a bed that is occupied, held, or open. Beds change state over time, and the sparkline records the occupied count for the trailing thirty days. Tonight: 30 of 38 occupied, 4 held, 4 open.
Day 1. One simulated day every couple of seconds.
- Occupied
- Held
- Open
- Detox5/6
- Residential A9/12
- Residential B8/12
- PHP step-down8/8
Tonight
30
of 38 beds
Held
4
Promised, not yet in
Open
4
11% of capacity
Occupied · trailing 30 days
| Program | Capacity | Occupied | Held | Open |
|---|---|---|---|---|
| Detox | 6 | 5 | 1 | 0 |
| Residential A | 12 | 9 | 2 | 1 |
| Residential B | 12 | 8 | 1 | 3 |
| PHP step-down | 8 | 8 | 0 | 0 |
Every value on this chart is generated to show how the system behaves. It is not census, referral, or client data from any operator.
04The broader infrastructure
BedFlow is one layer. The system around it is the work.
CRM architecture, automation, reporting, and digital systems exist to support the core admissions operation. Solvhaus designs the layers together so they read from the same records, whether the tool in the middle is BedFlow, a CRM we configure, or software we build.
Five connected layers: intake and admissions, CRM and referral relationships, operational data (census, authorization, alumni), leadership reporting, and the product tools that sit inside those layers.
- 01
Intake & admissions
Capture, first contact, VOB, clinical review, and placement, every stage owned.
- Inbound forms and calls
- Speed-to-contact rules
- Eligibility and clinical fit
- Bed allocation
Designed and implemented per operator - 02
CRM & referral relationships
Partner accounts, contacts, opportunities, and the admissions pipeline in one data model.
- Referral partner records
- Pipeline stages
- Ownership and next actions
- Lost-reason tracking
Product tools - 03
Operational data
Census, authorizations, alumni contact, and house operations kept current by the people doing the work.
- Census and bed availability
- Authorization dates and status
- Alumni follow-up
- Daily house operations
Product tools - 04
Automation
Routing, reminders, and refreshes on top of clean records, with a person on every decision.
- Lead and referral routing
- Stage-aging reminders
- Report refresh
- Governance and review
Designed and implemented per operator - 05
Leadership reporting
Pipeline, source, census, and follow-up views that read from the same records across locations.
- Source to outcome
- Stage aging and ownership
- Census across programs
- Weekly operating rhythm
Designed and implemented per operator
The five solution areas
Behavioral health systems
Behavioral health operations software
One architecture, five connected layers.
Behavioral health marketing
Treatment center marketing systems
Close the loop from acquisition to census.
Admissions & referrals
Referral management behavioral health
Five stages. Five places it breaks.
Behavioral health CRM
Behavioral health CRM
The data model comes before the software.
Automation & AI workflows
Behavioral health workflow automation
Same inquiry, two operations.
05Who this is for
Operators who own the census, not a marketing brief.
We work best when someone who owns the operation is in the conversation. If you need a vendor to “run ads,” we are the wrong room. If you need the infrastructure behind referrals, admissions, CRM, and growth, start here.
Founders and executives
Owners, CEOs, and COOs of behavioral health clinics, treatment centers, and healthcare organizations who need the operation to hold without them in every thread.
Admissions and BD leaders
Directors who live on referral conversion, speed-to-contact, and a pipeline everyone can read.
Detox, residential, PHP, IOP, and recovery housing
Independent and multi-location operators across levels of care, including sober-living and structured-living programs.
Healthcare-adjacent organizations
Teams that need the same operational spine: intake, CRM, automation, and reporting that agree with each other.
06Proof
Systems that are live, stated plainly.
View case studiesEach study is the operational problem, the system intervention, the verified result, and what it means for an operator. No blended percentages.
- 0
- Solution areas
- Each with a page and a diagram
- 0
- Live products
- 3 in the library
- 0
- Case studies
- Problem, system, result, implication
- 0
- Operators listed
- Building alongside
- 0
- Workflow stages
- Referral source to CRM/EHR sync
- 0
- Engagement phases
- Audit to scale
Referral CRM · Census
BedFlow
A referral-partner CRM for small-to-midsize treatment centers, pipeline and auth-tracking without forcing BD into the EHR.
Alumni operations
Afterflow
Alumni contact, milestones, and follow-up as an operation, not a forgotten spreadsheet.
Recovery housing · Census
Roll Call
Census, check-ins, and house operations for recovery housing, in one record.
Directory · Family navigation
Trusted Treatment Navigator
A family-facing treatment directory where visibility is not simply bought.
Built with treatment operators, admissions teams, and recovery networks
The Little Beach House - Venice/Chateau Creek Recovery/Altior Healthcare/The Runway Recovery/R&R Recovery/Un-Reasonable Love/Inward Healthcare/Excel Recovery/For the Hxmies/Jaywalker Lodge/Foxhole Forum/Synergistic Interventions/
Next step
Bring the messy version of the operation.
A systems conversation is for founders, executives, admissions leaders, and BD leads who need the infrastructure behind growth, not a pitch deck.