ADHD assessment

Client Background

So You Need Therapy is a psychotherapy clinic based in Toronto, Canada, committed to providing personalized mental health care for individuals and families. Their team of therapists and coaches specializes in handling ADHD, complex trauma, depression, and other personality disorders. The clinic emphasizes a collaborative care model, supported by post-graduate certified expertise and a strong focus on evidence-based treatment approaches. Their mission is to support neurodivergent individuals through targeted therapeutic interventions, assessment-driven care, and holistic support systems.

The Challenge

It is crucial to conduct the entire ADHD assessment process within a single, unified portal. Otherwise, the workflow becomes fragmented and requires multiple manual steps. This complexity can hinder timely evaluation, which is essential for individuals experiencing diverse and often disruptive symptoms associated with ADHD and related conditions. Besides these, some other major problems which SYNT faces are documented below:

• Manual Onboarding and Form Assignment: The existing method of assigning ADHD screening forms to clients was time-consuming and error prone.
• Lack of Automation in Scoring & Diagnosis: Evaluations had to be manually interpreted, delaying diagnosis and follow-up actions.
• Fragmented Communication with Families and Schools: When assessing minors, the clinic needed a seamless way to include input from parents and teachers but lacked a centralized platform for it.
• Disjointed Storage of Patient Data: Assessment results were saved across emails and spreadsheets, making retrieval, analysis, and reporting options difficult.

Implementation Approach

For smooth transition and effective adoption of the new CRM system, a meticulously planned and collaborative implementation approach was followed:

• Discovery & Workflow Mapping: TTC collaborated with clinical staff to understand diagnostic procedures and map them into a digital-first workflow.
• Custom Development: The CRM was built using Node.js for the backend, AngularJS with HTML/CSS for front-end interfaces, and MongoDB with SQL for secure and scalable data storage.
• Privacy-First Design: Encryption protocols, role-based access, and audit trails were implemented to comply with healthcare data regulations.
• Role-Based Access Controls: Teachers, parents, clinicians, and administrative staff were onboarded with tailored permission sets, ensuring privacy and usability.
• Phased Rollout: After a successful internal pilot, the CRM was deployed across all assessment touchpoints and therapy departments in the clinic.

The Solution

So You Need Therapy partnered with The Tech Clouds (TTC) to design a secure, w1eb-based CRM platform specifically tailored for ADHD assessments and mental health workflows. The solution automated the entire patient journey from initial form submission to clinical diagnosis and ongoing care coordination.

• Digital Onboarding Portal: Patients begin by filling out a self-assessment form directly through the clinic’s CRM, triggering an automated onboarding workflow.
• Smart Form Assignment: Depending on age and case specifics, the system distributes assessment forms to parents, guardians, and teachers via secure mail links; they can even download it after a thorough check.
• Automated Scoring Engine: Once forms are submitted, the backend CRM calculates ADHD symptom scores using structured logic, helping clinicians quickly interpret results.
• Integrated Practitioner Review Panel: Nurse practitioners can access, review, and annotate results in a centralized dashboard with access to past health history.
• PDF Result Downloads & Secure Achieving: Patients receive their results in downloadable format, while all data is safely stored for long-term clinical access.
• Progress to Treatment: If ADHD is diagnosed, the system transitions the client into the next phase- medication management and therapy planning. With case updates, you can proceed further to the care team for tailor-made treatment.

Results

The CRM transformation at So You Need Therapy has revolutionized the clinic’s approach to ADHD diagnostics and care delivery. Key outcomes include:

• Enhanced Patient Experience: Clients now undergo ADHD assessment within a structured, guided, and user-friendly interface, thereby reducing the wait times and confusion.
• Faster Diagnosis Turnaround: Automated scoring and centralized data views have drastically reduced the time from form submission to clinical interpretation.
• Improved Multi-Stakeholder Collaboration: Families and educators are now seamlessly involved in the assessment process, especially for children and teens.
• Data Integrity and Security: All patient records are stored securely, reducing administrative errors and enabling better long-term patient monitoring.
• Scalability with Confidence: The platform now handles a higher volume of assessments with minimal manual intervention allowing the clinic to expand without compromising quality.

This case study highlights how a purpose-built CRM system can dramatically streamline ADHD diagnosis and care in a psychotherapy setting enhancing efficiency, improving outcomes, and supporting a neurodiverse patient population with empathy and precision.