myKokoro EHR Features
Built by a clinician who has worked in outpatient mental health and substance use for over two decades. Every feature exists because a real practice needed it.
Explore features
Click a category below to jump to its features.
Compliance
6 featuresStaff Training Tracking
Track required trainings for every staff member with completion dates, CEU credits, and the ability to upload training certificates. Know at a glance who is current and who is overdue.
CEU Tracking with Certificate Upload
Track continuing education requirements by license type. Upload completion certificates directly into the system. Export CEU records for license renewal.
License Management with Expiration Alerts
Track staff licenses, credentials, and NPI numbers. Get alerts when licenses are approaching expiration. Catch state mismatches before they become compliance issues.
Practice Recredentialing
Track your practice's credentialing status with each insurance payer. Know what is current, what is pending, and what needs renewal.
Activity Logging with Audit Viewer
Every action in the system is recorded — who accessed what, when, and from what device. View the full activity log from the built-in audit viewer. If an auditor or surveyor asks who viewed a client's record, you can show them.
Role-Based Permissions with Per-Staff Overrides
Control exactly who can see and do what. Assign roles with default permissions, then override individual permissions per staff member when needed. Clinicians see their own clients. Supervisors see their supervisees. Owners see everything.
Pre-Licensure Supervision
4 featuresSupervision Command Center
A real-time dashboard built for clinical supervisors. See overdue notes, pending cosign requests, golden thread compliance, caseload distribution, and staff productivity — all in one place. Filter by track, staff member, or date range.
Pre-Licensure Supervision Tracking
Built specifically for practices with supervisees. Track pre-licensure clinicians, clinical interns, and counselor assistants through their supervision requirements. Log individual and group supervision hours, monitor probationary periods, and maintain a complete supervision record — everything a supervisor and supervisee need for licensure documentation.
Co-Signature Workflow
Notes written by pre-licensure clinicians and interns are automatically flagged for supervisor review and cosign. Supervisors see pending cosign requests in their dashboard and can review, comment, and cosign from one place.
Staff Evaluations
Structured performance evaluations for every stage — probationary period reviews for new hires, quarterly evaluations, and annual performance reviews. Completed evaluations are stored in the staff record for compliance and HR documentation.
Clinical Documentation
8 featuresProgress Notes — SOAP, DAP, and BIRP Formats
25 published note templates spanning individual mental health, individual SUD, group, family/couples, crisis, med management, case management, collateral contact, no show, canceled, and late cancel.
Intake and Biopsychosocial Assessments
Structured intake templates for mental health and SUD clients. Includes presenting problem, history, mental status, risk assessment, and clinical formulation.
SUD-Specific Note Templates
Dedicated templates for substance use disorder documentation — not repurposed mental health templates. Built for the clinical and billing requirements of SUD treatment.
Group Therapy Notes
Document group sessions with structured group note templates that capture group dynamics, individual participation, and clinical observations.
Crisis Note Templates
Structured templates for documenting crisis interventions, safety assessments, and crisis outcomes.
Custom Form Builder
Build your own templates with drag-and-drop sections, auto-populate fields, signature blocks, and conditional logic. Create forms that match your practice's specific workflow.
Apple Pencil Support
Write and annotate directly on documents and templates using Apple Pencil on iPad.
Session Dictation
Dictate into any text field across the system — session notes, group notes, supervision records, assessments, or any other form. Your voice is transcribed in real-time, right where you are typing. No third-party app, no copy-paste. This is voice-to-text dictation, not AI note generation — clinical data never leaves the HIPAA-compliant system for dictation processing.
Audit Readiness Engine
2 featuresAutomated Sign & Lock Audits — 15 Checks
Every time a clinician clicks Sign & Lock on a progress note, 15 automated checks run instantly. The system catches billing mismatches, missing documentation, expired licenses, and overlapping sessions before the note is finalized. Most warnings can be overridden with a documented reason. Overlapping sessions — billing two clients at the same time — is a hard stop that cannot be overridden.
Automated Claim Submission Audits — 10 Checks
When claims are submitted for billing — whether exported as an 837P file or sent to the clearinghouse — 10 automated checks run before anything goes out. Errors block submission entirely. Warnings can be overridden with acknowledgment.
Minor / Juvenile Workflow
5 featuresGuardian and Parent Portal Access
Parents and legal guardians get their own portal login with access to their minor's documents, appointments, messages, and billing.
Guardian Consent Management
Track and manage guardian consents for treatment, release of information, and other authorizations.
Medical and Billing Authority Controls
Configure which guardian has medical decision-making authority and which has billing responsibility. Supports shared custody, split billing, and court-ordered arrangements.
Scoped Guardian Access
Each guardian sees only what they are authorized to see. Configurable per guardian — not all-or-nothing.
Separate Guardian Message Threads
Each guardian has their own secure message thread with the care team. Messages to one guardian are not visible to the other.
Document Signing & Correspondence
5 featuresBuilt-In Document Signing — No DocuSign Needed
A complete e-signature workflow built into the EHR. Upload a PDF, place signature fields, text fields, date fields, and checkmarks anywhere on the document, then send it for signature — through the client portal, via email link to anyone (clients, guardians, outside agencies, courts), or sign in person using kiosk mode. No DocuSign, PandaDoc, or any external signing service required. Signed documents are automatically filed in the client's record.
Packet Signing
Intake packets, discharge packets, and education packets can each be bundled and sent together. Clients or guardians complete and sign the entire packet in one session through the portal or email link.
External Signing for Non-Clients
Send documents for signature to anyone — courts, probation officers, referral sources, outside providers, guardians — even if they don't have a portal account. They receive a secure email link, sign from their browser, and the signed document is filed automatically.
Secure Email Correspondence
Send secure correspondence to outside agencies, referral sources, courts, and other providers directly from the software. Documents are filed in the client's record automatically.
Signature Storage
Clinicians save their digital signature once and reuse it across all documents — notes, treatment plans, correspondence, and forms.
Treatment Planning
7 featuresTreatment Plan Builder
Create individualized treatment plans with goals, objectives, and interventions. Pull from built-in goal and objective banks or write your own. Track goal status — in progress, met, not started, or discontinued.
Clone for Review
When it is time to update a treatment plan, clone the existing locked plan to create a new draft with previous goals pre-populated. No retyping.
Client Signature on Treatment Plans
Clients can review and digitally sign their treatment plans directly in the portal.
Share Plans to the Client Portal
Send treatment plans to the client portal for review and signature — no printing, scanning, or mailing.
Auto Review Reminders
The system generates calendar reminders when treatment plan reviews are due, so nothing slips through the cracks.
Golden Thread
Objectives from treatment plans flow directly into progress notes. Every session note connects back to the treatment plan, creating the documentation trail that surveyors and auditors look for.
Discharge Criteria
Define measurable discharge criteria on each treatment plan. Track progress toward discharge readiness alongside treatment goals.
Safety & Crisis Planning
4 featuresSafety Plan Builder
Create structured safety plans with warning signs, coping strategies, people and places for distraction, people to contact, professionals to contact, and steps to make the environment safe. Plans are versioned — creating a new one preserves the history.
Relapse Prevention Plan Builder
Build comprehensive relapse prevention plans with triggers, warning signs, coping strategies, support contacts, and emergency plans. Designed for SUD and dual-diagnosis treatment.
Share Plans to the Client Portal
Safety plans and relapse prevention plans can be shared directly to the client portal. Clients can access them anytime from their phone — when they need them most.
Risk Flag Assessments
Five structured assessments tied to the risk flag system — C-SSRS (suicide), Brøset Violence Checklist (aggression), and structured clinical assessments for homicide risk, self-harm risk, and elopement risk. When a risk flag is set, the assessment documents the clinical basis.
Assessments & Screening
6 features22 Validated Screening Instruments
PHQ-9 (depression), GAD-7 (anxiety), C-SSRS (suicide risk), PCL-5 (PTSD), BDI-II (Beck Depression), Beck Scale for Suicide Ideation, AUDIT, AUDIT-C, CAGE (alcohol), DAST-10, CRAFFT (adolescent substance use), COWS, CIWA-Ar (withdrawal), DASS-21 (depression/anxiety/stress), MDQ (bipolar), EPDS (postpartum), and ASRS (ADHD). All with auto-scoring and severity labels.
Auto-Scoring with Severity Interpretation
Every instrument scores automatically and tells you what the score means — minimal, mild, moderate, or severe. No manual calculation, no looking up what the number means.
Score Trend Tracking
See how a client's scores change over time. Track progress visually across repeated administrations of the same instrument.
Score Trend Chart
A visual chart showing how a client's assessment scores have changed across multiple administrations — right in the client's chart. See at a glance whether symptoms are improving, stable, or getting worse. Supports measurement-based care and helps clinicians make data-driven treatment decisions.
Send Assessments to the Client Portal
Assign screening tools to clients to complete on their own device before their appointment. Responses are scored automatically and available in the client's chart.
Recurring Screening Schedules
Set instruments to automatically send to the client portal on a schedule — for example, PHQ-9 every 30 days. Measurement-based care on autopilot.
Billing & Revenue Cycle
14 featuresSession-Driven Billing
Billing encounters are generated automatically — either when a session is marked as attended or when the session note is locked. The clinical workflow drives the billing, ensuring accuracy and reducing manual data entry.
Electronic Claims — CMS-1500 (837P)
Submit professional claims electronically through integrated clearinghouses. Hit submit and the claim goes out.
Electronic Claims — UB-04 (837I)
Submit institutional claims for intensive outpatient, partial hospitalization, and other facility-level services. Most behavioral health EHRs don't support UB-04 claims — myKokoro does.
Integrated Clearinghouses
Stedi is fully integrated. Plus portal links to Waystar, Optum/Change Healthcare, Claim.MD, TriZetto, and Apex EDI.
Eligibility Verification
Check client insurance eligibility in real time before the session. Know what is covered before you provide the service.
Insurance Authorization Tracking
Track active authorizations with units remaining and days until expiration. Units auto-decrement as sessions are documented. Get alerts when authorizations are running low.
Agency and Court Billing
Bill outside agencies, courts, probation departments, and referral sources directly. Create contracts, generate invoices, and track payments. Assign outside reference ID numbers for agency-referred clients.
Superbills
Generate patient-facing billing summaries for out-of-network reimbursement. Clients can submit superbills to their insurance for reimbursement.
Good Faith Estimates
Generate No Surprises Act-compliant cost estimates for uninsured or self-pay clients.
Fee Schedules
Configure rates by CPT code and payer. The system applies the correct rate automatically when generating billing encounters.
Client Invoices
Generate, send, and track client invoices directly from the software. Filter by status, date range, and client.
Stripe Payment Processing
Accept client payments through integrated Stripe processing. Clients can pay online through the portal or via a payment link in their invoice email. Manage client credit balances directly through Stripe.
Copay Auto-Invoicing
Copay invoices are automatically generated and emailed to clients 24 hours before their appointment. No manual invoice creation needed for routine copays.
Sliding Scale Fee Configuration
Set up sliding scale fee schedules and assign individual rates per client. The correct rate is applied automatically when billing encounters are generated.
Payroll & Contractor Management
5 featuresHours Logging
Clinicians and staff log their hours by type — direct client hours, individual supervision, group supervision, administrative time. Hours are tracked per staff member with date, type, and notes.
Contractor Payments
Track contractor payment rates, generate payment records, and manage 1099 contractor relationships.
Vendor & Non-Staff Contractor Management
Track payments to non-clinical contractors — landscapers, IT support, beta testers, bookkeepers — alongside staff contractors. Add vendors directly from the payroll area. All payments are tracked for 1099 purposes.
1099 Report Generation
Generate contractor payment reports for tax purposes. The system tracks all payments and produces the documentation you need at year end — including 1099-NEC PDF generation for qualifying contractors.
Payroll Reports
Run payroll reports showing hours by staff member, payment calculations, and productivity summaries. Filter by date range, staff member, or hour type.
Reports
8 featuresOutstanding Notes
See which attended sessions are missing locked notes, grouped by clinician. Know who is behind on their documentation.
Missed Appointments
Track no-shows and late cancels across a date range. Identify patterns and follow up.
Session Counts
Individual and group sessions attended per clinician in a date range. See who is carrying what caseload.
No-Show and Cancellation Rate
Track no-show and cancellation percentages by clinician and across the practice. Identify trends and address scheduling issues.
Treatment Plan Compliance
Identify active clients who are missing a treatment plan or whose plan is overdue for review.
Discharge Overdue
Find active clients whose last session was more than 60 days ago. Identify clients who may need discharge or re-engagement.
Chart Deficiency / Compliance Report
Run a self-audit before a surveyor walks in. See which active clients are missing required chart elements — missing treatment plans, overdue assessments, unsigned notes, incomplete screenings, and other documentation gaps. Filter by clinician so each therapist can see their own deficiencies.
Client Retention and Discharge Summary
Track client retention rates, discharge outcomes, and length of stay. Understand how clients move through your practice.
SUD-Specific Features
3 featuresMAT Medication Tracking
Track medication-assisted treatment — medication name, dose, start and end dates, and prescriber. Maintain a complete MAT medication history in the client's chart.
Urine Drug Screen Tracking
Log drug screen results and upload supporting documentation. Track results over time as part of the treatment record.
SUD Screening Instruments
Six validated substance use screening tools built in: AUDIT, AUDIT-C, CAGE, DAST-10, CRAFFT (adolescent), and COWS/CIWA-Ar (withdrawal assessment). All with auto-scoring.
Client Portal
10 featuresMobile-First Progressive Web App (PWA)
Clients access the portal from any device — phone, tablet, or computer. No app store download required. Add it to the home screen and it works like a native app with push notifications.
Push Notifications
Clients get notified of new messages, documents to sign, appointment reminders, and assigned worksheets — right on their phone.
Guardian and Parent Portal
Parents and legal guardians get their own login with scoped access to their minor's care.
Secure Messaging
Bidirectional secure messaging between clients and their care team. Attach files. All messages encrypted.
Document Signing in the Portal
Clients receive documents to review and sign electronically — intake packets, consent forms, treatment plans, releases of information. Signed copies are automatically filed in the client's record.
View and Download Signed Documents
Clients can access and download copies of documents they have signed at any time.
Complete Screening Tools
Clients can complete assigned screening instruments on their own device before appointments. Scores are automatically calculated and available in the chart.
Fill Out Worksheets
Clients complete assigned homework worksheets digitally in the portal with auto-save. Clinicians review the responses in the client's chart.
Safety Plan & Relapse Prevention Plan Access
When a clinician shares a safety plan or relapse prevention plan to the portal, the client can access it anytime — on their phone, when they need it most.
Online Bill Pay
Clients can view and pay invoices directly through the portal using a credit or debit card. Payments are processed through Stripe and recorded automatically.
Scheduling & Calendar
8 featuresDay, Week, and Month Views
A full appointment calendar with status-based color coding — attended, no show, canceled, late cancel, excused, and scheduled.
Recurring Appointments
Set up repeating appointment patterns for clients with regular schedules.
Client Self-Scheduling
Clients can request appointments through the portal based on clinician availability.
Clinician Approval Workflow
Client appointment requests require clinician approval before they are confirmed. The practice controls who books with whom.
Waitlist Management
Manage a waitlist with priority, insurance information, and notes. When a slot opens, you know who is next. Share a public waitlist link on your website for prospective clients to self-register.
Automated Appointment Reminders
Push notifications and email reminders sent to both clients and clinicians so no one misses an appointment. Configurable reminder intervals per practice.
Two-Way Google Calendar Sync
Appointments sync bidirectionally with Google Calendar. Create or update an appointment in either system and it reflects in the other. Only the appointment type and time are synced — no client names or PHI leave the system.
Telehealth Integration
Paste your Zoom, Doxy.me, or any telehealth link into your account settings, or connect Google Meet to auto-generate meeting links. The telehealth link is automatically included in appointment confirmations and reminders.
Homework & Worksheets
5 features265 Clinician-Authored Worksheets
A built-in library of therapeutic worksheets covering CBT, DBT, SFBT, and more. Not generic handouts — structured clinical exercises written by a licensed clinician. More added regularly.
434 Session Plan Templates
Structured session guides for individual and group therapy. Full session outlines with goals, structure, activities, clinical tips, and references. Includes complete multi-week group therapy curricula — DBT Skills, CBT for Anxiety, Managing Depression, Anger Management, and more in development.
Assign Worksheets Through the Portal
Assign worksheets to clients as homework between sessions. Clients receive a notification and can access the worksheet in their portal.
Clients Complete Worksheets Digitally
Clients fill out assigned worksheets on their phone or computer with auto-save. No paper, no scanning, no lost homework.
Clinician Reviews Client Responses
View the client's completed worksheet with their responses filled in — like looking at a completed paper form. Review homework before the session without the client having to bring anything in.
Partner & Agency Portal
4 featuresScoped Portal Access for Outside Agencies
Give courts, probation officers, referral sources, and outside agencies their own portal login with access limited to the specific clients they are authorized to see. Each partner sees only what you assign — not your full caseload.
Per-Client Permission Controls
For each client assigned to a partner account, configure exactly what they can access: medical authority, billing authority, appointment reminders, and attendance reports. Full control over who sees what.
Multi-User Agency Accounts
Agencies with multiple staff members can have separate logins under one account. Each user gets their own credentials and their own invite — no shared passwords.
Invite-Based Onboarding
Send portal invites via email with a secure one-click setup link. Partners create their own password — no credentials to manage or share.
For Pennsylvania Providers
2 featuresDDAP Inspection Readiness View
A read-only inspection view built for DDAP survey preparation. See each client's complete clinical record — face sheet, treatment plans, notes, assessments, and documents — the way an inspector would. Includes service frequency compliance tracking to verify that each client's session frequency matches their treatment plan requirements. Use it to prepare for inspections or run internal compliance audits.
CCBH Batch Claims (837P Export)
Generate and export 837P batch claim files formatted for Community Care Behavioral Health. Select billing encounters, export the EDI file, and upload directly to CCBH's portal. Supports both test submissions and production claims.
Infrastructure & Security
5 featuresHIPAA-Compliant Cloud Infrastructure
Enterprise-grade cloud infrastructure with HIPAA compliance at every layer. Multi-tenant architecture with row-level data isolation — each practice's data is completely separated.
Encryption
AES-256 encryption for sensitive data at rest. TLS encryption for all data in transit. Your data is protected whether it is being stored or being transmitted.
Multi-Factor Authentication
Multi-factor authentication for staff accounts with TOTP authenticator apps or email-based verification. Trusted device management so MFA doesn't slow down daily work.
Activity Logging
Every clinical action logged with user, timestamp, and device information. Supports HIPAA audit requirements and accreditation surveys.
Rate Limiting and Abuse Prevention
Built-in protection against brute force login attempts and API abuse.
No AI Training on Your Data
Your clinical records, client data, and practice information are never used to train, fine-tune, or improve any artificial intelligence or machine learning models — by us or by any third party. Where the Service uses AI features (such as dictation), data is processed in real-time and is not retained by AI providers. Period.
Coming Soon
3 featuresAI note drafting
Session dictation converted to structured clinical notes using AI. Gated behind staff opt-in for practices that want it. Available as a premium add-on.
e-Prescribe
Electronic prescribing is coming soon.
AI Clinical Quality Review
AI reads the actual clinical content of your notes — not just codes and checkboxes, but the words you wrote. It catches quality issues that no checklist can find: copy-paste notes, missing treatment goal references, generic documentation, and mismatches between what was billed and what was documented. The AI review runs after each note is signed and provides feedback privately to the clinician and their supervisor. It does not change, block, or alter the clinical record. Available as a per-clinician monthly upgrade.
myKokoro EHR is built for outpatient mental health and substance use disorder practices — individual and group. Have a need we haven't covered? Let us know.
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