Behavioral Health EHR Implementation Team

You’ve decided. Your behavioral health organization is going ahead with a Netsmart EHR — myAvatar, myEvolv, or a migration between the two. The software was built specifically for behavioral health and human services, and can be used to streamline your documentation, billing, and reporting processes.

However, your software can only be as good as the implementation. A bad Netsmart implementation can cost you hundreds of thousands of dollars in late go-lives, rework, burnout, and lost revenue. The partner you choose will affect the operational health of your agency for many years to come.

The Challenge: Not All Implementation Partners Are Created Equal

Most behavioral health organizations assume that any consultant with “some EHR experience” can implement a Netsmart platform. This is a costly assumption. Here are some of the typical pitfalls:

  • Generalist consultants who may have implemented other EHRs, but haven’t worked with myAvatar or myEvolv.
  • A one-size-fits-all approach to implementation, that ignores the specific needs of behavioral health — including 42 CFR Part 2, CCBHC reporting, and state-specific Medicaid billing.
  • Insufficient resources on the project, causing key decisions to be delayed because consultants are juggling too many clients.
  • A lack of post-go-live support, leaving your staff on their own to optimize the software, run reports, and maintain it.

The end result is a system that is deployed, but not functional. Staff find workarounds, billing is rejected, and management doesn’t have the reports they need.

Criteria for Evaluating Netsmart Implementation Partners

We at The Joxel Group have been implementing and optimizing Netsmart platforms for behavioral health agencies, county human services departments, and nonprofits for more than 10 years. We have also stepped in to save Netsmart implementations that have gone awry. The following are the criteria that distinguish a partner who can deploy you, from one that can grow you.

1. Platform-Specific Experience — Not Generalist EHR Knowledge

myAvatar and myEvolv are distinct platforms, and require different approaches to implementation. You’ll want a partner who understands:

  • myAvatar: Avatar framework, MyAvatar NX upgrades, ScriptLink RADplus, Web Services integrations, and the newer web-based platforms.
  • myEvolv: Configuring treatment plans, designing forms, documenting events, and using the myEvolv reporting module.

Question: “How many myAvatar or myEvolv implementations have you completed over the past two years?” If the response is a vague “we do many different EHRs,” run away. You need a partner who spends their time working with these systems.

2. Behavioral Health Industry Knowledge

There are significant differences between behavioral-health EHR implementations versus those for hospitals or primary care. Your partner needs to be well versed in service definitions, programs, authorizations, encounters, fee scales, grants, Medicaid, and third-party payers. They also need to be fluent in 42 CFR Part 2, CCBHC reporting, state standards, audit-ready documentation, and the unique needs of a staff with varying levels of computer skills and training.

3. A proven methodology, not improvisation

The best partner has a structured approach. Look for:

  • Structured discovery and requirements gathering, centered around your current workflows, pain points, and goals
  • Phased implementation planning with clear milestones, decision points, and contingencies
  • Dedicated project management to ensure the project stays on time, within budget, and aligned with strategy
  • Change management and training built into the implementation plan from the beginning

4. Data conversion experience beyond lift and shift

Data conversion is a classic implementation failure. Your partner must know how to map legacy data into myAvatar or myEvolv, clean and validate data before conversion, and perform parallel testing and reconciliation.

“Walk me through a data conversion you’ve led — what went wrong and how did you fix it?”

Strong partners will have solid answers.

5. Post-go-live optimization

The partnership shouldn’t end once you’re live. You’ll need post-launch support through ongoing optimization reviews, report and dashboard creation, and sustained support via outsourced help desk services, fractional CIO support, or retained advisory engagements.

6. References from similar organizations

A community mental health center isn’t the same as a county department or a standalone substance-use provider. Ask for references that match your size, service mix, and regulatory environment. Ask about:

  • Did the implementation meet its timeline?
  • Were there cost overruns or scope creep?
  • How responsive was the partner post-launch?
  • Would the organization hire them again?

How The Joxel Group approaches Netsmart implementations

At The Joxel Group, we don’t see implementation as just a technology initiative, but an organizational transformation.

  • Deep discovery up front: We know your workflows, pain points, compliance requirements, and strategic goals before we configure anything.
  • Right-sized methodology: We build an implementation plan that reflects your organization’s unique circumstances.
  • Platform specialists: Our consultants have extensive experience on both myAvatar (10+ years) and myEvolv (7+ years).
  • Revenue cycle built in: We incorporate payer setups, service definitions, billing rules, and denial management workflows from day one.
  • Optimization as a commitment: Post-go-live, we perform structured reviews to surface opportunities for untapped functionality, workflow enhancements, and performance improvement. That’s where the real ROI is.

Red Flags: When You Should Pass on a Partner

Here are some red flags to watch for when considering a potential implementation partner:

  • They can’t identify specific Netsmart modules or workflows.
  • They promise a very quick implementation timeline.
  • They don’t offer a post-go-live package.
  • They don’t have behavioral-health references.
  • They give you a price without asking about your scope.

Every implementation is unique. If they can’t provide a realistic timeline or price after a proper discovery process, that could indicate a lack of experience or an attempt to downplay the scope of the project.

Summary

Implementing a Netsmart EHR is a multi-year investment in your organization’s operational future. You should evaluate potential implementation partners based on their expertise with the Netsmart platform, their background in behavioral health, their implementation methodology, their ability to manage data conversion, their willingness to offer a post-go-live package, and their relevant references.

The Joxel Group believes that implementing an EHR is more than just configuring software. It is about understanding the people, the workflows, and the mission. We enjoy solving complex problems, and we’d love the opportunity to help you solve yours.

For more information on how The Joxel Group can help with your Netsmart implementation, optimization, or EHR strategy, visit thejoxelgroup.com or contact us.

FAQs

How long does a typical Netsmart myAvatar or myEvolv implementation take?

It depends on the size, complexity, and scope of your organization. A typical implementation for a mid-size behavioral-health organization might take 6–12 months. For a large agency, it could take even longer. Focus on discovery, configuration, testing, and training, rather than a rushed timeline.

What is the difference between a Netsmart implementation partner and Netsmart professional services?

Netsmart offers its own professional services. A partner like The Joxel Group can offer a fresh perspective on your implementation, can advocate for your needs without any vendor biases, and can offer more flexible engagement options and ongoing optimization support.

What should I budget for a Netsmart EHR implementation?

Costs vary based on the number of programs, complexity of data conversion, customization needs, training, and change management. The right partner will do a thorough discovery process before giving you a detailed scope and cost estimate. Don’t accept a price until they’ve learned about your organization.

What if we’ve already gone live and we’re having trouble?

This is another situation where a partner can help. A well-structured optimization review can identify root causes of common issues, such as workarounds, reporting deficiencies, and revenue-cycle problems, and can help you resolve them without going through a full reimplementation.

What does a fractional CIO do during a Netsmart EHR implementation?

A fractional CIO provides high-level IT leadership for your organization during the implementation. They ensure that the implementation aligns with organizational goals, manage the relationship with Netsmart, advise on infrastructure, and act as a liaison between the technical implementation team and executive leadership. This is particularly useful for organizations with limited IT staff.

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