For owner-led psychology, behavioral health & medical practices in Ventura County, Los Angeles County and the San Gabriel Valley
Your authorizations live in one person’s spreadsheet.
We map how work actually moves through your practice, then rebuild it inside the Microsoft 365 account you already pay for. You keep the system, the data and the admin rights. Every price is published on this page.
Thirty minutes. We map one workflow on the call and tell you what we’d do about it. No slides, no pitch, and you keep the map either way.
MaxPower Labs builds HIPAA-aware workflow systems for owner-led medical and behavioral health practices of roughly 5–50 staff across Ventura County, Los Angeles County and the San Gabriel Valley. We map the workflow a practice already runs, then rebuild it inside the practice’s own BAA-covered Microsoft 365 account, with record-level per-clinician permissions and an audit trail.
What we look for
Six places a practice breaks between referral and payment
We spent fourteen weeks mapping how one behavioral health practice moves a client from referral to authorization to delivered service to billed. Six things broke. They break almost everywhere we look.
1. The referral nobody owns
It arrives on Tuesday from a paediatrician or a school. By Wednesday nobody owns it and no clock has started. Six weeks later the referrer quietly stops sending.
2. The authorization in one head
Units requested, units granted, expiry dates. It lives in a spreadsheet one person maintains, and you find out how much of it lived in her head the first time she takes two weeks off.
3. Delivered against authorized
Deliver past the authorization and you absorb it. Deliver under it and it shrinks at renewal, so the family loses services. Most practices find out at month end.
4. The signature queue
A finished report waits eleven days on a review nobody can see, so eleven days becomes the default rather than a decision. The family calls you to ask where it is.
5. Supervision hours
Every associate hour categorized, signed by the right supervisor, and defensible to the Board years later. If the tracking is wrong, someone loses hours they actually worked.
6. Month end, and the audit question
The funder wants a format that matches nothing you keep, so someone rebuilds it by hand. Underneath sits the quieter one: how long would eighteen months of records for twenty clients take to assemble?
Underneath all six is the same record typed into four places: the intake form, the EHR, a tracking board, and a spreadsheet for the funder. One truth, four copies, disagreeing by Thursday.
What we do about it
We rebuild the layer around the chart
We start by documenting what you already do, stage by stage, including every handoff and every place a record gets typed in again. That map is the first thing you get, and it is yours whether or not we build anything.
Then we rebuild it inside your own Microsoft 365 account: the same habits your team already has, record-level permissions so a clinician sees their own caseload and not the practice’s, an audit trail, reminders that fire on their own, and reporting that falls out of the system instead of being rebuilt by hand every month. Intake moves to Microsoft Forms, which is already covered by the BAA you have.
We are not replacing your EHR. SimplePractice, TherapyNotes and the rest are good at notes, scheduling and claims, and we leave them where they are. What they were never built for is the operational layer around the chart, which is the part you are currently running in a board and two spreadsheets.
What it costs
Four steps, every price published
Free, 30 minutes. We map one workflow and tell you what we would do. No obligation.
$3,000, two weeks. A documented security risk analysis, an inventory of the cloud and AI tools already in use, a one-page acceptable-use policy, and a prioritized automation roadmap. Credits in full toward a build that starts within 90 days.
$5,000, one workflow. Fixed scope, built and live in your own tenant, plus $1,500 a month for Platform Care. Sprints stack, so the top two or three priorities off your roadmap land between $10,000 and $15,000.
$44,200 to $72,300, a platform build. $44,200 for a single-site practice with one dominant pipeline, $51,500 for three workflows at 5 to 50 staff, $72,300 for multi-site or multi-payer. Six milestone phases you sign off individually, plus $1,500 a month.
Why the prices are on this page. The usual alternative is months of unpaid discovery followed by one large number you have never seen before. You should be able to decide whether this is worth doing on your own timetable, before you ever speak to us.
What you own
All of it, in your own account
Deployment, source code, data, workflows and configuration all transfer on final payment, inside your own Microsoft 365 account with full admin control. Your administrators get written instructions, the passwords and the documentation, so you can run it without us. You are free to modify it or hire a different developer. We retain only our pre-existing general-purpose components, and that carve-out is written plainly into every contract rather than buried in an appendix.
We sign a BAA before any work begins. Where build work is performed by a subcontractor, they sign one too and work against dummy data. We tell you that before you ask.
Bring one workflow that is not working
Thirty minutes. Paul Tran runs every one of these personally, and you keep the workflow map either way.
MaxPower Labs, LLC is backed by Max Power Technology, the SMB IT shop Jairo Tzunun has run for more than 17 years.