CloudFiles for behavioral and mental health providers
Behavioral health intake waits on signed releases and consents that arrive by email and sit in shared drives. CloudFiles files each one on the client's record, limits it to the care team and checks every release for a signature.
From an emailed release to a checked consent on file
A signed release or consent belongs on the client's person account, open only to that client's care team. Here is how each one gets there, before and after CloudFiles.
The manual way
- Clinical directors grant and remove SharePoint access to each client's therapy folder by hand as clinicians move between caseloads. One missed removal can leave a former clinician able to open a client's assessments and session notes.
- Intake specialists email each new client for an insurance card, prior records and a signed release, then save every reply to the person account. Clinical documents sent by personal email can sit in inboxes the provider does not control.
- Intake specialists open each signed consent form and retype the categories of information the client allows the provider to share, then the ones refused. One category typed wrong can send a record to a party the client never approved.
- Intake specialists open every returned release of information to confirm a signature and the right client name before the first session. A release found unsigned on the day of the session can mean the appointment has to be moved.
- Intake specialists rebuild the welcome letter, treatment consent and program agreement in Microsoft Word for each new enrollee. A minor's packet can then go back and forth for days until both the client and a guardian have signed it.
The CloudFiles way
- CloudFiles keeps each client's SharePoint folder open only to the clinicians on that client's care team. A flow grants access to a clinician who joins the care team, and a second flow revokes that access when the clinician leaves it.
- Each new client finds an upload space waiting on the provider's Experience Cloud site at first login. The client's folder is created moments after the person account is saved in Salesforce, then shared with the client, who sees only those folders.
- Each client's consent choices reach the authorization form consent only after a reviewer approves them. The categories the client allows and refuses are filled in from the signed form, and the reviewer checks every value beside the source page.
- Every returned release is checked for a signature and the printed signer name is compared with the client's, before the first session is booked. A flow marks each result on the client's person account, so intake knows which releases are ready to use.
- Each enrollment produces a complete intake packet from the care program enrollee record. The packet goes out for e-signature with the client signing first and a guardian second. The signed PDF then lands back on the enrollee record.
Every client document on the right record, through aftercare
These are the jobs behavioral health teams hand to CloudFiles after intake, from a client's first outside record to the aftercare summary.
Outside record sorting by care plan
CloudFiles sorts each outside treatment record for a client into the matching care plan sub-folder. Discharge summaries and psychiatric evaluations each land in their own sub-folder.
- The process document using AI flow action prepares each file, and a query then names its document type
- The move resource flow action files each record in the care plan sub-folder that matches its type
- Intake specialists see each outside record on the client's care plan without opening the original batch
Crisis referral sharing by secure link
CloudFiles shares a client's crisis referral folder with the receiving facility through one secure link on the person account. The counselor sends no attachments while a placement is being arranged.
- The create link flow action makes the link, and update link settings limits it to the facility's own email domain
- The link also requires the viewer's email, and a flow sends it to the facility's intake contact from the same record
- Once the placement is confirmed, the update link settings flow action switches the crisis referral link off
Prior treatment answers on the client record
CloudFiles pulls current medications, past diagnoses and earlier providers from a client's prior treatment records. Each answer is written to the person account before the client's first session.
- A first flow runs process document using AI once, and a second flow starts on the document processed event
- The query document flow action asks each question in plain words, written by the admin into the flow itself
- The clinician opens the person account and sees past diagnoses without paging through old records
Aftercare summaries at care plan completion
CloudFiles builds a client's aftercare summary from the Health Cloud care plan as soon as the plan is marked completed. The PDF is saved in the client's folder, ready for the next provider of care.
- Marking the care plan completed triggers a flow, and the generate document flow action runs in the background
- A table in the Word template lists each care plan activity, and a condition hides any section left empty
- The document generated event starts the next step, which files the PDF and notifies the client's clinician
Clinician approval before AI writes
CloudFiles holds every Document AI result for a behavioral health client until a clinician approves it. No consent choice, medication or diagnosis lands on the client's record without a person checking it.
- Send-to-review mode in the document mapper pauses every run until a clinician approves the values it found
- A Document AI workflow review policy can pause before the first write to the record, or before each write
- Each run is logged on its own run record in Salesforce, so the clinical director can trace every change
Returned releases filed the moment they land
CloudFiles moves each release or consent a client returns into the consent sub-folder of that client's folder. Intake specialists open the person account and find every signed form already in place.
- The file uploaded event starts a flow as soon as a client's upload reaches the client's folder
- The move resource flow action files the upload into the consent sub-folder for that client
- Nobody drags files between folders, so each signed form sits where the whole care team expects it
Key documents we handle for behavioral and mental health providers
The documents a behavioral health team works with every day, each kept in the client's own folder on the client's Salesforce record.
Intake packets
Welcome letters, treatment consents and program agreements a client signs on enrollment, kept with the care program enrollee record in Health Cloud.
Releases of information
Signed releases that let a provider share a client's records with a named party, each one linked to the authorization form consent it supports.
Insurance cards and IDs
Insurance cards and photo IDs a client uploads through the provider's portal before the first session, filed in the client's own intake folder.
Outside treatment records
Discharge summaries, psychiatric evaluations and earlier provider notes sent for a new client, sorted into the care plan's folders by type.
Care plans
The activities planned for a client under a Health Cloud care plan, with each supporting document kept in the plan's own sub-folder in storage.
Aftercare summaries
The summary a client takes to the next level of care, built as a PDF from the care plan record once the care plan is marked completed.
Stay industry compliant
CloudFiles is independently audited for SOC 2 Type II, certified to ISO 27001, and compliant with HIPAA and GDPR. Data residency is supported in the US, EU, UK and AU. Your files stay in your own storage. CloudFiles never re-hosts them, and they are not used to train our AI models.
Frequently asked questions
Yes. CloudFiles grants and revokes SharePoint folder access through the update permissions flow action, run by two flows on care team membership. A clinician added to the care team gains access to the client's folder. A clinician removed from the team loses it.
CloudFiles fills the authorization form consent from a client's signed consent form through the document mapper. A reviewer approves the values before anything is written. In Health Cloud, authorization form text holds a consent's wording, and the authorization form consent records whether it was seen, signed or rejected.
Yes. CloudFiles checks each returned release for a signature and compares the printed signer name with the client's person account. A flow then writes the result to the client's record. The intake team sees which releases are signed ahead of each client's first appointment.
Yes. CloudFiles places its widget on the client portal a provider builds with Experience Cloud. Each client sees only the folders shared through the share with community user flow action. Clients then upload their documents straight into the folder shared with them.
Yes. CloudFiles builds each intake packet from the client's enrollee record and routes it for e-signature in a set order, client before guardian. A date signed field stamps the signing date on the PDF. In Health Cloud, a care program enrollee links a client to a care program.
Yes. CloudFiles sorts outside treatment records by document type into the sub-folders of a client's care plan folder. Each sub-folder then holds one kind of record. A clinician finds every prior assessment or discharge summary in one place before the first session.
Book your personalized demo
Bring a signed release and a client's intake packet, and see CloudFiles check, file and send each one on the person account.