New York EHR

Welligent is one of just a few EHR vendors approved by the state of New York for the HCBS Program!

Are you a New York behavioral health provider? Did you know that grant money is available to your organization for implementing an approved New York EHR? New York State’s Office of Mental Health (OMH), Office of Alcoholism and Substance Abuse Services (OASAS) and the Department of Health (DOH) have joined efforts to develop the New York Behavioral Health Home and Community Based Services (HCBS). The program is for individuals with serious mental health illness and substance use disorders, and is part of New York’s Health and Recovery Plan (HARP).

The initial designation process for HCBS was completed in March 2015 for New York City (NYC) and December 2015 for the rest of state. All agencies wishing to provide HCBS must apply to be designated for each service they would like to provide. Applicants may apply at any time for a designation; however, The State will only update the designation lists quarterly for each area on a periodic basis. For information on providing HCBS, please visit the HCBS Manual, Provider Training and Technical Assistance Resources and HCBS Guidance. If you have any questions, please email the Bureau of Program and Policy Development.

Why Choose Welligent?

  • Complete and certified EHR that your organization can’t outgrow—whether you have just a few users or hundreds, Welligent configures to meet your needs
  • Small family feel and a modest price tag compared to other vendors
  • Robust software development and project management expertise
  • Experience in New York State—Phoenix House and New York Center for Living have been customers for years
  • Full access to all EHR modules and features including: Front Desk, WellProvider, WellSupervisor, Billing, Billing Setup and Admin

New York Customers

Check out all the providers that have already chosen Welligent as their designated HCBS EHR!

Catholic Charities Livingston County Me Time Massage & Wellness Counseling Services of New York, LLC BABY B.A.C.K. Inc.
Western New York Independent Living, Inc. League Education & Treatment Center Compeer Rochester, Inc. The Corona Self-Help Center, Inc.
Resource Center for Independent Living, Inc. NAMI-NYC Metro Catholic Charities Community Services-Rochester Living Positive Inc
HeartShare St. Vincent’s Services Life Dome Adult Services Diaspora Community Services Providence House, Inc
Samaritan Women, Inc Single Parent Resource Center, Inc. Cayuga Counseling Services, Inc. Iris House
Postgraduate Center ARTS Rx/NYC Creative Arts Therapy Tauheed Center for Human Excellence, Inc. Mental Health Association of Rochester/Monroe County, Inc.
Exercise Express LLC
New York Home & Community Based Services

New York Home & Community Based Services

New York HCBS providers are entitled to grants for providing each of the following services:

  • Psychosocial Rehabilitation
  • Habilitation
  • Community Psychiatric Support and Treatment (CPST)
  • Peer Support
  • Family Support and Training
  • Education Support Services
  • Individualized Employment Support Services (IESS)
  • Crisis Respite

HCBS Provider Workflow & Case Management Tools

This workflow describes the different steps that HCBS network providers must complete:

  • Complete an individual assessment for the specific HCBS service, develop an Individual ServicePlan (including discharge plan) and obtain service authorization from member’s MCO
  • Deliver the authorized HCBS services while tracking approved frequency, duration and intensity of services
  • Document each contact with a Case/Progress Note, which includes required information
  • Document extension and/or addition of services
  • Conduct re-assessment or revise Individual Service Plan
  • Create final discharge plan

Welligent contains all the assessments and authorizations New York State requires. The following items are available for case management:

  • Adult BH HCBS Assessment
  • Adult BH HCBS Individual Service Plan (ISP)
  • Adult BH HCBS Service Authorization Request
  • MCO Authorization Approval
  • Adult BH HCBS Progress Notes: Individual and Group
  • Adult BH HCBS Final approved/authorized visit
Clinical Features

Clinical Features

Key New York HCBS EHR Features:

  • Physical health screenings and documentation
  • Mental health and substance use session, progress and group notes
  • Practice management that includes a full front desk call center and scheduler
  • Interoperability and capabilities to meet Health Information Exchange standards
  • Care coordination capabilities
  • Quality reporting directly from the EHR without third party integration

Welligent has robust documentation capabilities and all the features you need:

  • Intake and screening assessments
  • Session notes
    • Review notes history through the note navigator
    • Easily search for patterns throughout treatment
    • Create and use canned phrases that are frequently used during client treatment
  • Quick access to treatment plans and built-in Wiley Treatment Planners
  • Medication management
    • Prescribe and request refills online
HCBS Warning Alerts & Consent Tools

HCBS Warning Alerts & Consent Tools

Welligent provides the following required Alert templates for your use:

  • Initial HCBS service to deliver assessment and ISP
  • Case documentation approved number of visits countdown
  • Service limits (duration, frequency, intensity and total number of approved hours) has been reached
  • Service limits (total number of approved hours) is reaching its limit
  • Case Documentation is needed to release a claim
  • Service cannot be billed if other specific service has been delivered to the same participant within the same day – rate codes:
  • Unit limits (Claim Line Level) has been exceeded

Welligent provides the following required Consent templates for your use:

  • Approval/Denial of Services (completed by HCBS practitioner)
  • Rights for Individuals Receiving BH HCBS (completed by HCBS member)
  • Abuse, Neglect and Exploitation Information (completed by HCBS member)
Billing Features

Billing Features

We understand New York’s unique payor requirements, so we offer Emdeon for all your claims processing. Some payors include:

  • EmblemHealth
  • Empire Blue Cross Blue Shield
  • Fidelis Care
  • Healthfirst
  • MetroPlus
  • United Healthcare
  • Visiting Nurse Service of NY

With Welligent, all your billing needs are integrated directly into our EHR. You can perform the following directly from Welligent’s billing module:

  • Manage billing cycle and revenue
  • View and manage billing violations
  • Adjust and manage claims
  • Access Emdeon’s file management
  • Manage your employee charge form
  • Configure billing rules, pay sources and service codes

Explore Our Resource Library


Welligent is an approved New York HCBS EHR. Check out our datasheet for more information!


Customer Stories

Learn how organizations across the country are using Welligent to improve their organizational workflows.

See All

White Papers

Download white papers about trending behavioral healthcare topics and share with other industry professionals.

See All