EDAP Direction exploration

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EDAP

Serenity Behavioral Health Services

Use the work email address the practice set up for you.

Email address Password

DEMO — SIGN IN AS ANY ROLE

This system holds client information. Signing in is recorded.
Trouble getting in? Call the office at (614) 555-0142.

EDAP

Nothing matches that. Try a last name or a number like S-1042.

Serenity Behavioral Health

FORMS & INTAKE

Spreadsheet saved to your downloads. Opens in Excel or Google Sheets. One row per submission behind these totals.

PDF saved to your downloads. Same layout as the printed copy. This export is recorded in the activity log below.

Viewing as

New, unassigned

Oldest: 5 days — past the 2–4 day promise

Assigned to you

Oldest: 2 days — still inside the promise

Awaiting client response

Jordan Whitfield has heard nothing back in 3 days — worth a call

Groups filling up

Teen Anxiety Skills is full · 4 waiting

Parenting Through Divorce is 8 of 10 · 2 waiting

This week 14 submissions received · Last week 11 · Average time to first response 1.8 days

Clients matched to you

1 confirmed, 2 still being arranged

Intake handles the calls — nothing needed from you unless they ask.

Your availability

Groups you run

Grief & Loss Support · Wednesdays 6:00 PM

7 of 10 enrolled · 3 spots open · 1 sign-up pending review

This week 2 clients matched to you · Last week 1 · You see submissions from Westerville — Main Office, Blendon Woods

FORM

TYPE

STATUS

SUBMISSIONS

NEEDS ATTENTION

Every form staff have built. Forms marked Live are embedded on the website and accepting submissions.

FORM NAME

TYPE

STATUS

SUBMISSIONS

NEEDS ATTENTION

LAST SUBMISSION

Embed code for {{ fm.name }}

<iframe src="https://forms.serenitybhs.org/e/{{ fm.slug }}" width="100%" height="900" style="border:0" title="{{ fm.name }}"></iframe>

Paste this where the form should appear. It loads in a secure frame.

Needs attention counts submissions waiting on someone — new, assigned but not started, or marked Needs info.

What kind of form is this?

The type sets up the questions and the review steps for you. You can change the questions afterwards.

More form types appear here as EDAP grows. Nothing here collects signatures or payment — those stay in the systems the practice already uses.

Name this form

Clients see this name at the top of the form.

Embed this form on your website

Copy this snippet and paste it into the page where the form should appear. The form loads in a secure frame, so nothing typed into it is visible to the rest of your website.

<iframe src="https://forms.serenitybhs.org/e/{{ embedSlug }}" width="100%" height="900" style="border:0" title="{{ builderName }}"></iframe>

QUESTIONS · IN ORDER

Edit question {{ sel.n }}

Question text Helper text shown to the client Answer type

Choices

Required — client can't continue without answering

When this is answered

If the answer is {{ sel.ruleWhen }}

then {{ sel.ruleThen }}

FORM

STATUS

ASSIGNED TO

LOCATION

CLIENT

FORM

RECEIVED

LOCATION

STATUS

ASSIGNED TO

THERAPIST MATCH

No submissions match these filters.

You are seeing all four locations because your role is Intake Manager. Clinicians see only their own location.

Danielle Okafor

INTAKE

New Client Information Form · S-1042 · received Aug 31, 2026 at 8:14 PM

Approved by you just now · scheduling notified

Insurance we do not accept — Medicare

The form already told her we are not in-network and that someone would talk options through with her. Worth covering on the call.

SUBMITTED ANSWERS

Status & assignment

STATUS ASSIGNED TO

The Intake Manager responsible for getting this handled. One person at a time; changing it emails them.

Contact attempts

Every time someone reached out. Log each attempt — a voicemail and a call that got through are different things.

by {{ c.who }}

Nobody has logged contact with this client yet.

HOW DID YOU REACH OUT?

WHEN

Defaults to now. Change it to log a call from an earlier day.

NOTE — OPTIONAL

Assigned therapist

CLINICAL MATCH

Who the client will see. Separate from the workflow assignment above.

Originally requested: {{ therapistRequested }}

MATCH STATUS

Choose a therapist

General availability, kept up to date by staff — not a live calendar. Exact appointment times are confirmed in the scheduling system.

WHY THE CHANGE? SHOWN IN THE ACTIVITY LOG

Pick a therapist and give a reason

Comments ({{ commentCount }})

Staff only. Clients never see comments.

Everyone who has opened, printed or exported this record. Recorded automatically — viewing counts, not just changing.

{{ v.who }} · {{ v.role }}

Retained for seven years. Entries cannot be edited or deleted.

Retention

Kept until {{ retainUntil }}, then archived automatically.

Delete this submission permanently?

The answers and comments are removed and cannot be recovered. The activity and access logs are kept, as the law requires. Type DELETE to confirm.

Only an Admin can delete a submission before its retention date.

Bethany Cole

GROUP SIGN-UP

Group Therapy Sign-Up · G-2087 · received Sep 1, 2026 at 7:42 AM

THE GROUP SHE ASKED FOR

Grief & Loss Support

Wednesdays 6:00–7:15 PM · 8 weeks starting Sep 23 · Westerville — Main Office · led by Amy Brent · adults 18+

CAPACITY

7 of 10 enrolled

3 spots open · 0 on the waitlist · 2 sign-ups pending review, including this one

Confirmed Pending review Open

Confirming her spot counts against capacity right away, so nobody double-books the last seat.

WHAT SHE TOLD US

Not a current client. Group sign-ups from people we have never seen go to intake first for a short screening call before the spot is confirmed. Sheryl handles these.

Status & assignment

STATUS ASSIGNED TO

Amy Brent leads this group and is copied on every change, whoever is assigned.

Comments ({{ gCommentCount }})

Staff only.

Everyone who has opened, printed or exported this record. Recorded automatically — viewing counts, not just changing.

{{ v.who }} · {{ v.role }}

Retained for seven years. Entries cannot be edited or deleted.

Five reports answering the questions that come up most. Pick one, read the numbers, print or export if you need to.

Average time to first contact

1.8 days

Across 47 submissions in the last six weeks. Down from 2.4 days six weeks ago.

Past the 2–4 day commitment

Contacted later than four days after they wrote in.

No contact logged at all

These are the real risk — we cannot tell whether anyone reached out.

By week

Average days from submission received to first logged contact.

Measured from logged contact attempts, not automatically. A submission only counts once someone records that they called, emailed or texted.

Where things are stalling

Submissions open right now, and how long they have been sitting. Average age is drawn from the last six weeks.

STAGE

WAITING

AVERAGE AGE

Nine submissions are open, plus 11 approved in the last six weeks. Needs info and Contacted both wait on someone else, so a longer average there is normal — Assigned backing up means work is sitting with a person.

Who clients are asking for

Requests over the last six weeks, against whether that therapist can take anyone.

THERAPIST

REQUESTS

ACCEPTING

REASSIGNED AWAY

A therapist with many requests and a closed door is where clients get stuck. This is about matching load, not judging anyone's work.

Inquiries by office

Where people asked to be seen, last six weeks.

Group demand

How full each group is and how many are waiting. Groups that overflow every round probably need a second session.

GROUP

ENROLLED

FILL RATE

WAITLIST

PATTERN

Submissions per week

FORM

LOCATION

Admins only

The access report shows who has opened every client record, so it is limited to Admin accounts. Your role is {{ currentRole }}. If you need something from it, ask MK Wright.

What EDAP records, how long it keeps things, and what leaves the system. These pages exist so the practice can answer questions from an auditor without guessing.

PERSON

RECORD

FROM

PERSON

RECORD

ACTION

WHEN

Nothing matches those filters.

Views, searches, prints and exports are all recorded. Entries cannot be edited or removed by anyone, including an Admin.

How long submissions are kept

After this long with no activity, a submission is archived automatically. Archived submissions come out of the queue and out of search, but the activity and access logs stay.

SUBMISSIONS THAT NEVER BECAME CLIENTS

Logs are kept for seven years regardless

Activity and access history are held for seven years and are never deleted by the retention rule. Deleting a submission removes the answers, not the record that it existed.

Coming up for archive

Nothing is removed without appearing here first.

{{ a.id }} · last activity {{ a.last }}

What staff notifications contain

Notification emails never include client information. They say that something arrived and link to EDAP. This is fixed and cannot be turned off.

WHAT THE EMAIL LOOKS LIKE

From: EDAP <no-reply@serenitybhs.org>

To: sheryl.demo@serenitybhs.org

You have a new submission in EDAP

A new submission arrived at 8:14 PM and is waiting in the queue. Sign in to EDAP to read it.

Open EDAP

This message deliberately contains no client details.

Always included

That a submission arrived · which form · the time · a link to sign in

Never included

Name · phone · email · age · insurance · what they wrote · therapist requested

Signing out and shared computers

EDAP signs people out after a period of doing nothing, so a front desk machine left unattended does not stay open on a client's record.

A warning appears one minute before, so nobody loses what they were typing.

General availability, kept up to date by staff. This is not a live calendar — exact appointment times are still confirmed in the practice's scheduling system.

Viewing as

You

ACCEPTING NEW CLIENTS

GENERAL AVAILABILITY

WORKS FROM

Who can change this

Admin
Anyone's availability

Intake Manager
Anyone's availability

Clinician
Their own only

Read-only
View only

Four roles cover everyone. Pick a role, then choose which offices the person can see submissions from. There is nothing else to configure.

STAFF MEMBER

ROLE

LAST SIGNED IN

CAN SEE SUBMISSIONS FROM

Admins always see every location. Read-only staff can open submissions but every control above is disabled for them.

Host page: {{ hostPage }} — the form below is the only thing EDAP renders.

Container width

IFRAME BOUNDARY · forms.serenitybhs.org

{{ stepName }} Step {{ stepNum }} of 5

Let's find you the right therapist

Reaching out is often the hardest part, and you have already started. This form takes about four minutes. It only asks what we need to match you with a therapist who fits — nothing clinical yet.

What happens after you send it

Someone from our intake team reads it and calls you within 2 to 4 business days. There is more paperwork later, but it comes separately once you are matched.

If you need help right now

We are not a crisis center and this form is not monitored around the clock. If you are in crisis or thinking about hurting yourself, please call or text 988 (Suicide & Crisis Lifeline), text HOME to 741741, or call 911. Netcare Access in Franklin County is available 24 hours at (614) 276-2273.

What we ask for, and who sees it

What we collect: your name and how to reach you, your age, which office suits you, your insurance if you have it, and anything you choose to tell us about why you are reaching out.

Why: so a person on our intake team can call you and match you with the right therapist. Nothing else.

Who sees it: only Serenity's intake team and the therapist you are matched with. It is not shared with anyone else, not sold, and not used for advertising.

Where it goes: straight into our own secure system. This form runs on Serenity's own service, so the rest of the website cannot see what you type here.

We see clients age 6 and up. If the person seeking care is under 16, please call us at (614) 555-0142 before filling this out so we can talk through it with you.

Your answers are private and only seen by Serenity staff.

First, how can we reach you?

Your first name

Your last name

Phone number

We may leave a discreet voicemail that does not mention why we are calling.

Email address

Age of the person seeking care

Please call us instead

For clients under 16 we like to talk with a parent or guardian first, so we can ask a few things this form cannot. Call (614) 555-0142, weekdays 8am–6pm. Nothing you have typed here is lost — we will pick it up on the phone.

Our youngest clients are 6. If you are looking for care for a younger child, call (614) 555-0142 and we will help you find the right place.

Where would you like to be seen?

All four offices offer telehealth, so you can start online and come in later if you want to.

Is there a therapist you were hoping to see?

No preference is completely fine — most people pick this, and our intake team matches you.

Do you have insurance you would like to use?

We ask now so we can check it before we call. If we are not in-network with your plan, we will tell you here rather than letting you find out later.

Insurance provider

We are in-network with this plan. Our team will confirm your benefits before your first appointment and walk you through what to expect.

We are not in-network with {{ f.ins }}

That does not have to be the end of it. There are still ways to be seen here, and if we are genuinely not the right fit we can point you toward practices nearby that work with {{ f.ins }}. Please keep going, and someone will talk it through with you when we call.

No problem. Keep going and we will check it for you before we call. If you have your insurance card handy, the plan name is usually printed top left.

What kind of care are you looking for?

What brings you in?

Only Serenity's intake team reads this. A sentence is plenty — you do not need the right words, and you can leave it blank if you would rather talk it through on the phone.

When are you usually free? Pick any that work.

Does this look right?

Change anything you need to before you send it.

By sending this you are asking us to contact you. You are not committing to anything, and you can tell us to stop at any time.

✓

We have your information, {{ confName }}

It went straight to our intake team at {{ confLoc }}. Nothing else is needed from you right now.

What happens next

If things get worse while you are waiting to hear from us, do not wait. Call or text 988, or call Netcare Access at (614) 276-2273, any hour.

Your reference number is S-1043. Questions before we call? Reach us at (614) 555-0142.

{{ gStepName }} Step {{ gstep }} of 3

Join a therapy group

Groups meet weekly for a set number of weeks. Everyone in the room is working on something similar. Pick the one that sounds like you — you can ask us questions before committing.

Signing up here does not schedule you yet. Someone reviews every sign-up and confirms your spot.

This group is full — you can join the waitlist

There are {{ pickedWait }} people waiting ahead of you. Spots open more often than you would think, and we call people in order. If nothing opens, the next round of this group starts in January and you will hear from us first.

Groups are not crisis care. If you need help right now, call or text 988, or call Netcare Access at (614) 276-2273.

How can we reach you?

{{ g.group }}
{{ pickedWhen }}

Your first name

Your last name

Phone number

We may leave a discreet voicemail that does not mention why we are calling.

Email address

Have you been seen at Serenity before?

Because you are new to us, we will have a short phone conversation with you before your first session — about ten minutes, just to make sure the group is a good fit for what you are going through.

Anything you would like the facilitator to know? Optional.

Does this look right?

✓

{{ g.group }}
{{ pickedWhen }}
{{ pickedWhere }}

Your reference number is G-2088. If you need to change your mind, call (614) 555-0142 — no explanation needed.

Let's find you the right therapist

First, how can we reach you?

Where would you like to be seen?

Do you have insurance you would like to use?

What brings you in?

Does this look right?

We have your information, {{ confName }}

Join a therapy group

How can we reach you?

Does this look right?

{{ gDoneTitle }}