Get the specialized help your SmartCare implementation actually needs: configuration, data conversion, state reporting, billing, custom reports, training, and the capacity to keep all of it moving at once.
HealthTECH Resources connects county behavioral health departments, community providers, and CCBHCs with experienced Streamline SmartCare consultants. We have staffed healthcare IT projects, and only healthcare IT projects, since 1998.
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SmartCare has become one of the most consequential platforms in public behavioral health. Streamline built it as a single enterprise system spanning outpatient, residential, inpatient, crisis, and substance use services, and California’s CalMHSA initiative made it the EHR offered to county behavioral health departments across the state. When a county, regional entity, or multi-program agency moves to SmartCare, the project touches every clinician, every contracted provider, every claim, and every state report at once.
That is exactly why local capacity decides these projects. The vendor and program office set a shared pace, but your organization still owns its configuration decisions, its legacy data, its provider network, its billing continuity, and its state reporting queues. Our consultants work on your side of the table, supplementing your team with the specific skills each phase demands. Organizations come to us for:
SmartCare implementations rarely fail on software. They strain on scale, and in predictable places:
The project is bigger than the department. A county implementation is not one organization going live. It is a behavioral health department plus dozens of contracted provider agencies, all of whom must be registered, secured, trained, and supported in the county’s system. Provider network onboarding is a program of its own, and it rarely has dedicated staff.
Legacy data has opinions. Counties and agencies come to SmartCare from InSyst, Anasazi and Cerner Community Behavioral Health, Netsmart Avatar, and homegrown systems. Deciding what converts, what gets archived, and how state reporting history carries forward without breaking episode continuity is detailed, unglamorous work that determines whether the new system is trusted on day one.
State reporting is the job, not a feature. CSI and CalOMS in California, BH-TEDS in Michigan, CCBHC quality measures, and county-specific requirements all flow through SmartCare’s reporting constructs, including TEDS episode configuration that determines how enrollments group for submission. After go-live, rejected records accumulate daily. If no one owns the correction queue, compliance exposure grows quietly until an audit finds it.
Billing cannot pause for the project. Claims to the state and managed care plans continue through cutover. 837 submission, 835 remittance and payment posting, adjustment code behavior, denial workstreams, and California’s CalAIM shift toward fee-for-service payment all have to be configured, tested with real scenarios, and staffed on the other side of go-live.
Reporting capacity is the hidden constraint. SmartCare’s open architecture is a genuine strength: a SQL Server backend, a data dictionary, and custom SSRS reports that can be embedded in the application with role-based permissions. Using that strength requires SQL and SSRS skills most counties and agencies do not have sitting on the bench. Leadership dashboards, program utilization views, and data validation reports wait behind whoever can actually write them.
A county department, a contracted provider agency, a CCBHC, and a multi-program community organization will all configure SmartCare differently. Implementations go smoother when questions like these are answered before the build hardens:
An experienced consultant helps your team answer these early, documents the decisions, and prevents temporary workarounds from becoming permanent operations.
Large SmartCare implementations run on parallel tracks: configuration, conversion, reporting, billing, training, and provider onboarding all at once. We place implementation consultants and project managers who structure that work, keep decisions moving, and give your leadership an honest picture of readiness. Typical scope includes:
The goal is not more meetings. It is a project where every open item has an owner and a date.
Trust in a new EHR is won or lost on the data users find when they log in. Our conversion specialists plan and execute migration from legacy systems, including InSyst, Anasazi and Cerner Community Behavioral Health, Netsmart Avatar, and homegrown databases. Conversion work includes:
SmartCare is deeply configurable, which means every screen your users see reflects a decision someone made. Our analysts translate how your programs actually operate into program setup, documents, and workflows. Configuration support includes:
For public behavioral health, state reporting is a production system with daily throughput, not a quarterly chore. We staff consultants who configure it correctly and, just as important, stand up the operations around it:
Documentation and billing cannot be designed independently, and at county scale the dollars are too large for that lesson to be learned in production. Our billing consultants align services, claims, and remittances end to end:
SmartCare’s SQL Server backend and data dictionary give your organization direct access to its own data. That access is only as useful as the people who can query it. We place report writers and analysts who deliver:
If your implementation includes external provider agencies documenting and billing in your system, their readiness is your readiness. We support the network side of county implementations:
Technical completion does not make hundreds of users ready. Our trainers build role-specific education aligned to your configured environment, not generic software demonstrations:
The weeks after cutover are where configuration, training, conversion, and billing issues surface together. We provide remote or onsite consultants through go-live and roughly the first 90 days:
Engagements taper after launch, so experienced help stays available during stabilization without build-phase staffing levels.
For organizations that need continuity without a permanent hire, we place fractional or full-time SmartCare administrators for maintenance, configuration changes, report development, and user support. When you want the role permanent, we recruit for that too.
County behavioral health departments and mental health plans, including CalMHSA member counties at any stage of implementation. Regional entities and multi-county collaboratives. Community mental health centers and CCBHCs. Substance use disorder treatment providers, including DMC-ODS programs. Crisis service providers. Contracted provider agencies documenting in a county’s SmartCare environment. If your organization runs on SmartCare, or is about to, we can help.
Depending on the project, we recruit individual specialists or assemble a complementary team. Common roles include:
Every organization enters a SmartCare project with different internal capabilities. A county might need a full owner’s-side team through conversion and go-live. An agency might need one SSRS report writer for a quarter, or a billing analyst to clear a denial backlog. We offer:
We look for professionals whose experience matches the actual work, not candidates who have merely seen the software.
✔ Healthcare IT is all we do, and have done since 1998. We are a boutique firm, which means the person who takes your call understands your project, and the consultant we submit was vetted by someone who knows the difference between a rejected CSI record and a denied claim.
✔ Specialists matched to the assignment. “SmartCare experience” can mean many things. A configuration analyst, a conversion specialist, an SSRS report writer, and a state reporting analyst solve different problems. We define the work with you, then screen for the specifics: systems converted, reports built, claims configured, go-lives supported.
✔ Independent, and on your side of the table. Our consultants represent your operational priorities in configuration decisions, in vendor sessions, and in program-level coordination. We are not affiliated with Streamline or CalMHSA, which is precisely the point.
✔ Built for public-sector realities. Weekly hour approval, transparent hourly billing, phased scaling, and consultants comfortable working within county procurement, security, and oversight structures.
✔ Speed without the spray. Send us your requirements and we’ll have a shortlist of vetted, bench-ready candidates in your inbox within 48 to 72 hours. No commitment and no contract required to see profiles.
If you are an experienced SmartCare consultant, analyst, report writer, trainer, or administrator interested in contract or direct-hire opportunities, we want to know you before the next project lands. Send your profile through our contact page and tell us which parts of the platform you have configured, converted, or supported in production.
Whether you are preparing for implementation, mid-migration, stabilizing after go-live, or trying to finally get the reports your leadership keeps asking for, the conversation starts the same way. Tell us:
Call (602) 903-7961 or send us your requirements, and we’ll respond with vetted SmartCare consultant profiles within 48 to 72 hours.
Speak to an ExpertYes. We provide owner’s-side staffing for counties implementing SmartCare within the CalMHSA structure: project leadership, configuration analysts, conversion specialists, state reporting and billing analysts, trainers, and go-live support. We are independent of both Streamline and CalMHSA, so our consultants’ only job is representing your county’s operational priorities.
Yes. Legacy conversion is one of the most consequential workstreams in a SmartCare implementation. Our conversion specialists handle scope decisions, mapping into SmartCare’s client and enrollment structures, state reporting continuity, duplicate and overlapping episode resolution, and validation against the legacy source.
Yes. SmartCare runs on a SQL Server backend with a data dictionary, and custom SSRS reports can be embedded in the application with role-based permissions. We place SQL and SSRS report writers who build operational dashboards, state reporting validation, billing and denial reporting, and extracts for data warehouses, and who document their work so your team can maintain it.
Someone has to, daily, and this is one of the most common gaps we hear about. Our state reporting analysts configure CSI, CalOMS, and other state submissions correctly in the first place, then stand up correction workflows with clear ownership so rejected records get worked instead of accumulating into an audit problem.
Yes. We screen billing consultants for the specifics: claiming configuration for state Medicaid and managed care plans, 837 submission, 835 remittance and payment posting, adjustment code behavior, reconciliation, and denial workflows. For California counties, that includes fee-for-service readiness under CalAIM payment reform.
Yes. Provider agencies carry real obligations in county implementations: documentation standards, service entry, state reporting data collection, and billing accuracy, often with little dedicated support. We place consultants and trainers who get your staff proficient and your workflows compliant within the county’s configuration.
Hourly and phased, remote or onsite as the project requires. A common shape is heavier staffing through configuration, conversion, and go-live, tapering through roughly 90 days of stabilization. You approve hours weekly and the engagement scales with the project.
Yes. We support contract, contract-to-hire, and direct-hire engagements, including permanent SmartCare administrators, analysts, report writers, billing specialists, and project leaders.
We provide trainers and instructional designers who build and deliver training for healthcare organizations and their internal teams. We do not offer certification courses or individual job-seeker training. If you are a consultant looking for project work, see the note for SmartCare consultants above.