HIPAA-Compliant Provider-to-Provider Telehealth Platform for MindCare Solutions

Summary

ScienceSoft built an Azure-based telehealth platform for a leading behavioral health provider. The platform is projected to cut manual coordination work by 40%.

About MindCare Solutions

MindCare Solutions delivers 24/7/365 telepsychiatry and behavioral health services to acute care hospitals, behavioral health facilities, emergency departments, outpatient clinics, long-term care communities, and correctional institutions, providing best-in-class care across all 50 states. MindCare Solutions’ team of more than 250 board-certified psychiatrists and psychiatric mental health nurse practitioners combines evidence-based clinical pathways, advanced technology, and exceptional providers to deliver high-quality behavioral health services.

MindCare Solutions maintains rigorous internal quality and compliance standards across its telepsychiatry program, with continuous monitoring against industry-leading performance benchmarks. This commitment to delivering safe, high-quality patient care is embedded in every aspect of the organization's operations and clinical workflows.

MindCare Solutions’ proprietary platform was originally developed to support scheduling, secure communication, and telehealth consult workflows. However, due to rapid business growth and the acquisition of multiple behavioral health organizations, the platform struggled to scale and keep pace with evolving demands. Compounding the issue, the original solution was custom-built with no access to the original developers, making ongoing support and evolution difficult.

To address these challenges, MindCare Solutions needed to move its workflows to a new scalable platform that would provide all the necessary capabilities and comply with industry regulations such as HIPAA and HITECH. The company aimed to increase operational efficiency, minimize manual coordination, improve data accessibility, optimize service delivery, and lower software-associated costs. Given MindCare Solutions' rapid growth and the time-sensitive nature of its healthcare services, a fast transition with minimal disruption was critical.

Scalable Telehealth Management Platform for Behavioral Health Care Coordination

To support MindCare Solutions’ Provider-to-Provider virtual care services, ScienceSoft developed a HIPAA-compliant telehealth management platform based on Microsoft Cloud for Healthcare. The solution leverages Microsoft Azure, Microsoft Dynamics 365, and Microsoft Power Platform to streamline virtual consultations, care coordination, and partner relationship management.

The platform supports virtual consultation requests from hospitals, outpatient clinics, and other providers. It is tailored to behavioral health workflows and integrates with partners' HER systems — including Epic, Cerner, and Meditech — via HL7 v2.x.

Core Functional Modules

Telehealth workflow automation

Built on Microsoft Cloud for Healthcare and extended with Power Apps and Power Automate, this module manages care coordination and virtual consultations. Requests are received through a partner portal, HER integration, or manual entry. Care coordinators verify and assign each request to an available specialist, who conducts the virtual consultation within the timeframes defined in partner agreements. Consultations are securely streamed to the healthcare partner’s on-site devices.

Partner relationship management

Powered by Microsoft Dynamics 365 Sales, this module supports partner acquisition and onboarding, account and contact management, opportunity tracking, and sales documentation.

Data platform

The platform consolidates partner records, consultation data, patient information, and clinical notes into a centralized repository built on Microsoft Azure and Microsoft Dataverse. It ingests data from multiple sources — including partner EHRs and portals — while automated transformation pipelines standardize and prepare that data for real-time reporting, advanced analytics, and regulatory compliance audits.

Business analytics

Microsoft Power BI delivers real-time visibility into consultation volumes, SLA compliance, staff performance, and other key operational metrics.

Workflow Overview

• A patient visits or is already receiving treatment at a medical center that partners with MindCare Solutions.
• The treating physician determines the patient requires a specialist consultation and submits a request through the partner portal, indicating urgency and clinical rationale. If the medical center's EHR (e.g., Epic, Cerner, Meditech) is integrated with the platform, the request can be submitted directly via the EHR using HL7 v2.x. When digital submission is unavailable, administrative staff may call or fax the request, and a MindCare care coordinator enters it manually.
• A care coordinator at MindCare Solutions receives the request, confirms readiness details with the requesting physician — such as patient and device availability — and assigns the case to an available specialist.
• The specialist conducts the virtual consultation within the SLA timeframe for that medical center, with the call directed to the partner's on-site device. Consultation types may include patient assessment, treatment planning, progress monitoring, and more.
• The specialist issues a clinical conclusion, documenting follow-up recommendations in both the medical center's EHR and the telehealth management platform.

Technical and Compliance Highlights

To meet MindCare Solutions' need for rapid deployment with minimal disruption, ScienceSoft applied an incremental migration approach that reduced the risk of platform downtime. The modular architecture allows fast onboarding of newly acquired entities and flexible scaling as the business continues to grow.

Hosted on Microsoft Azure, the solution is built to support compliance with HIPAA, HITECH, SOC 1/2/3, and ISO 27001. Azure Active Directory and role-based access controls enforce secure identity management and data segmentation. Platform components communicate through secure APIs, HL7/FHIR integrations, and Microsoft's native cloud services. All data is encrypted at rest and in transit.

Delivery and Outcomes

Within four months, MindCare Solutions had migrated its essential workflows to a scalable, highly customizable cloud platform that centralized previously siloed data and automated care coordination. The full solution was delivered within eight months, with partner EHR and portal integrations to follow.

MindCare Solutions expects the platform to deliver:

• Higher operational efficiency through consolidation onto a single, scalable platform built on Microsoft Cloud for Healthcare.
• Up to 40% reduction in manual coordination time for scheduling and care management, driven by workflow automation via Power Apps and Power Automate.
• Improved data accessibility and integrity through a centralized repository built on Microsoft Dataverse and Azure, enabling faster clinical decision-making and reducing compliance risk.
• Optimized service delivery and lower operational costs through real-time KPI tracking and visualization via Microsoft Power BI.

Planned enhancements include deeper workflow automation, AI-assisted document drafting, and AI-driven case workload balancing.

Technologies and Tools

Microsoft Cloud for Healthcare, Microsoft Azure, Microsoft Dynamics 365 Sales, Microsoft Power Platform (Power Apps, Power Automate), Microsoft Dataverse, Microsoft Power BI.