One system to run your health care service, from intake to client portal.
Stop running client intake, case management, documents, and tasks across separate tools and spreadsheets. Your team gets one HIPAA-compliant system with full pipeline visibility, and your clients get a secure portal that actually works.
Book a Free Strategy CallRunning a health care service shouldn't require 5 different systems
Client intake is a bottleneck
New clients get lost in email threads. Assessment scheduling is manual. The time from first contact to active client is longer than it needs to be, and you lose people because of it.
Documents live in ten places
Intake forms, consents, care plans, and IDs are spread across drives, email, and paper. Nobody is quite sure which version is current, and finding one means asking three people.
No single source of truth
Your operations data is spread across a scheduling tool, a billing platform, physical files, and spreadsheets. Leadership decisions get made from whoever has the most recent export.
One system that runs every part of your health care service
One platform connects your intake, case management, documents, tasks, and client portals. All HIPAA-compliant, encrypted, and built for how your service actually runs.
Client Intake & Pipeline
Every new client enters a structured pipeline. Assessment scheduling, document collection, and onboarding steps are tracked automatically, so nothing stalls between first contact and active care.
New
R. Thompson
Referred today
M. Patel
Referred 2d ago
Assessment
J. Williams
Scheduled Fri
Active
B. Martinez
Care plan set
Case Management
Every client has one case record: status, assigned staff, notes, and the next action due. Your team stops digging through folders and email threads to find out where things stand.
Document Management
Intake forms, consents, care plans, and IDs live in one place, tied to the right client and versioned. You always know what's on file, what's signed, and what's still outstanding.
Consent to treat
Signed Mar 2
Care plan v3
Updated Mar 15
Insurance card
Requested Mar 10
Tasks & Deadlines
Every task has an owner and a due date, and the system flags what's slipping before it becomes a problem. No more relying on someone to remember at the morning standup.
Insurance verification, R. Thompson
Overdue by 1 day
Consent form, M. Patel
Due today
Care plan review, B. Martinez
Due Friday
HIPAA-Compliant Client Portals
Give clients a secure, branded portal to check their status, upload documents, book appointments, and message your team. It cuts the phone tag and email back-and-forth, and every part of it stays HIPAA-compliant.
HIPAA Compliance & BAA-Ready Infrastructure
All of it runs on infrastructure built around the HIPAA Security Rule from day one. Encryption at rest and in transit, role-based access controls, least-privilege permissions, and a full audit log of every PHI read and write. We sign BAAs with you and only build on platforms, Airtable, Make.com, your cloud storage, your email, that support HIPAA-compliant configurations and sign their own BAAs. Compliance isn't a layer we add at the end. It's the foundation.
How it works
Map. Build. Launch. Optimize.
- 01
We map your operations
A few working sessions and access to your tools. We document how your business actually runs today, not how the org chart says it does.
- 02
We build your system
We design and build your operating system layer by layer, reviewing with you as we go. Nothing gets built that you haven’t seen.
- 03
Your team runs on it
We hand it over and train your people. Most clients are fully working from the new system within weeks, not quarters.
- 04
We stay on and optimize
We can stay on as your system administrators, watch how it runs day to day, and keep improving it as your business grows and changes.
Everything your health care service needs. Nothing it doesn't.
One flat engagement. No per-seat licensing. No surprise add-ons. HIPAA-compliant, BAA-ready, and custom-built for your organization's actual operations.
Catalytics Implementation
- HIPAA-compliant architecture & BAA included
- Client intake pipeline & case management
- Secure document management & version history
- Branded client portals for status, documents & requests
- Task & deadline tracking with automated alerts
- Real-time pipeline & operations dashboard
- Staff onboarding & credential tracking
- Role-based access controls & PHI audit logging
- Dedicated implementation specialist
- Ongoing support & system updates
Custom pricing based on organization size and scope. Starting conversation takes 15 minutes.
FAQ
HIPAA, BAA, and operations questions we hear from health care services
Are your systems HIPAA-compliant?
Yes. Every system we build for health care services is designed with HIPAA in mind: encryption at rest and in transit, role-based access controls, full audit logging of who accessed or changed PHI, automated retention policies, and least-privilege permissions by default. We architect around the HIPAA Security Rule from day one, compliance is built in, not bolted on after the fact.
Will you sign a BAA (Business Associate Agreement)?
Yes. Catalytics signs BAAs with every health care service client whose workflows touch protected health information. We also ensure every downstream tool in your stack that handles PHI, Airtable, Make.com, your cloud storage, email, is configured on a plan that supports HIPAA compliance and has its own BAA in place. That chain matters: a BAA from us alone is not enough if a tool in the workflow isn't covered.
How long does implementation take?
Most health care services are fully operational within 2–3 weeks. We handle setup, data migration, staff training, and HIPAA configuration of the underlying tools. You don't need internal IT or technical expertise.
Do we need to replace our current software?
Not necessarily. Catalytics integrates with most EHRs, practice management systems, billing platforms, and scheduling tools. We assess your current stack and build around what works, replacing only what's broken or non-compliant.
What if our staff isn't tech-savvy?
The system is designed for clinicians, coordinators, and admin staff, not IT professionals. Simple interfaces, mobile-friendly, role-specific views, and we provide full onboarding training as part of every engagement.
How do you handle data security and PHI?
All data is encrypted at rest and in transit. Access is role-based and least-privilege. Every read or write of PHI is logged. We follow the HIPAA Security Rule, sign BAAs, and only build on platforms (Airtable, Make.com, etc.) that themselves support HIPAA-compliant configurations and sign their own BAAs.
What does ongoing support look like?
Every client gets a dedicated point of contact. We handle updates, troubleshooting, security reviews, and system improvements as your organization grows. Audit support is included, when an inspector shows up, you have an experienced partner on the call with you.
Can this work for our size organization?
Catalytics scales from 10-person teams to 200+. The system grows with you, pricing and features adjust based on actual headcount, client volume, and the breadth of services you deliver.
Your health care service deserves better than spreadsheets.
Book a 15-minute call. We'll talk about your operations, HIPAA setup, and what to build first.
Book a Free Strategy Call