SanctumEMHR
Feature List
Everything included in your one-time purchase. No subscriptions. No paywalls.
SanctumEMHR is a self-hosted Electronic Mental Health Records platform built specifically for solo and small group mental health practices. Unlike subscription-based EHRs, you purchase it once and own it forever — your data stays on your hardware, your workflows stay focused on the client, not the billing department.
SanctumEMHR is built around a single idea: the clinician should only have to do something once.
Every action in the system triggers the next logical step automatically, so you spend your time with clients — not clicking through forms.
Below is everything included.
The Cascade...
1. Client checks in →
An encounter record and a draft clinical note are automatically created and linked to the appointment. You open the note — it's already there, pre-populated with the right template.
2. Session is completed →
A draft billing transaction is automatically created with the correct CPT codes and modifiers — including telehealth modifiers pulled from the client's active insurance.
3. Note is signed →
The encounter is finalized, the billing transaction moves to Ready for Review, and if it's a diagnosis note, the client's active problem list is automatically updated.
4. Appointment is cancelled or rescheduled →
The client and provider are notified automatically by email and SMS. Reminder flags reset. Everything stays in sync.
5. Appointment reminder time arrives →
Reminders go out automatically — email, SMS, or both — based on your configured lead time. No manual follow-up needed.
Nothing gets left behind
If you need to revert a check-in, SanctumEMHR automatically cleans up the draft records it created. And if a note has already been signed — a legal record — the system protects it and won't let it be undone.
Dashboard
- Personalized greeting with daily stats (appointments, unbilled charges, sessions YTD, active clients)
- Today's appointments with quick actions
- Pending clinical notes tracker
- drafts and missing encounters
- Supervision widget for supervisors overseeing clinicians
- Notes awaiting supervisor review and countersignature
- Record requests status display
- Quick action buttons
- new client, new appointment
Calendar & Scheduling
- Daily appointment view with room-based scheduling
- Mini calendar navigation
- Create, edit, and resolve appointments
- Block time management
- Waitlist management
- Appointment status tracking
- Service types and appointment categories
Group Sessions
- Group therapy session creation
- Group membership management
- Session scheduling and attendance tracking
Group Sessions is an optional module that can be turned on or off in the Admin Settings.
Client Management
- Client directory with search and filters
- New client creation
- Client detail tabs: Summary, Demographics, Profile, Clinical Notes, Documents, Insurance & Authorizations, Encounters, Billing, Treatment Plans, Group Sessions, Activity Log
- ICD-10 diagnosis manager
- Risk indicators and safety flags
- Outcome measures tracking (PHQ-9, GAD-7, and more)
- Assigned forms and questionnaires
- Assigned providers
- Client services and billing items
- Facesheet modal — quick reference card
- Insurance eligibility verification
Clinical Documentation
- Dynamic note templates by encounter type
- ICD-10 diagnosis picker
- Intervention and treatment goal pickers
- Medication list
- Note attachments
- Addendum support — post-visit notes
- Quick note form
- Section-level progress tracking
- Notes list and viewer
Telehealth Scheduling
- Mark appointments as telehealth or in-person
- Each clinician stores their personal room URL once in their profile
- Clients receive a Join Telehealth button in:
- The client portal
- Appointment reminder emails
- SMS reminders
- Clinician calendar shows a Start Session button for upcoming telehealth appointments
- Compatible with Doxy.me and any platform that provides a room URL
Telehealth is an optional module that can be turned on or off in the Admin Settings.
Client Portal
Client-Facing Features
- Client login, password reset, and account setup
- Portal dashboard
- View and request appointments
- Secure messaging with providers
- Access documents and medical records
- Update demographic and profile information
- View charges and payment history; make payments
- Credit Card Payments through Stripe or Square.
- Complete assigned forms and assessments
- Submit medical record requests
Messaging
- Secure inbox and message threads
- For both clinicians and clients
- Unread count indicators
- Appointment request notifications
Billing
- Charge management — create, view, and edit charges
- Payment collection — client and insurance
- Claims creation and tracking
- Electronic Remittance Advice (ERA) processing
- Billing modifiers
- Insurance aging report
- Credit card payment processing through Square or Stripe
Billing is an optional module that can be turned on or off in the admin settings.
Admin Module
- Organization: Practice settings, logo, facilities, user management, roles & credentials
- Scheduling: Working hours, holidays, service types
- Communications: Appointment reminders, SMS, email, communications log
- Documentation: Form/template builder, reference lists, document categories, help articles
- Billing Admin: CPT codes, ICD-10 import, billing modifiers, insurance providers, clearinghouse
- Security: Password policy, account lockout, session management, MFA enforcement, role permissions
- System: Appearance/theming, feature flags, scheduler, backup & restore, HIPAA-compliant data disposal
- Audit: Audit log viewer, system version and info
Reports
Operational: Appointments, Productivity, Client List, Demographics, Billing Summaries
Clinical: Clinical Notes, Diagnoses, Treatment Plans, Risk & Safety
Compliance: Audit Log, Emergency Access Log, RBAC Activity
Records: Full chart export, bulk export, Records Release (HIPAA ROI), export history, record requests manager
User Settings
- Profile — name, credentials, contact info
- Security and MFA setup
- Calendar availability and block time
- iCalendar subscription feed
- Notification preferences