Swann Clinic for Behavioral Health, a mid-size, multidisciplinary provider in Colorado, needed a more efficient way to maintain consistent documentation across its six locations. For mid-size ABA providers, scaling up often means balancing operational complexity with limited resources, especially when it comes to documentation, compliance, and staff oversight. As their team expanded, ensuring session note accuracy and completeness without adding administrative strain became increasingly difficult.
To improve their documentation workflow woes, they turned to CentralReach’s AI-powered narrative drafting and note auditing tools. These solutions have not only cut down on errors and corrections but also fostered consistency and accountability across their growing team, giving leadership confidence while lightening the load for frontline providers.
From Supervisor Spot-Checks to 100% Visibility
Before using an AI-powered note-auditing tool, Swann Clinic’s internal review process had limited reach. Supervisors would manually review select notes, but with dozens submitted each day, they didn’t have the bandwidth to audit every one. “Prior to CR NoteGuardAI, the supervisor would audit session notes as time allowed”, Courtney Luke explained. “It was just more of a cold probe rather than every single note being audited.”
Automated auditing gave Swann Clinic full visibility into its documentation. Courtney added, “Now, having every note audited has been extremely helpful.” With this streamlined process, the team feels confident that technicians are submitting well-written, payor-approved documentation without burdening supervisors with manual checks. This has taken the burden off supervisors while ensuring no session slips through the cracks, a major shift from reactive spot checks to proactive coverage on 100% of session notes.
RBTs Drafting the Right Way, the First Time
Swann Clinic also implemented CentralReach’s AI-powered session note drafting tool, NoteDraftAI, to help staff create more accurate notes with greater efficiency. Previously, technicians spent about ten minutes writing each note. With 3-5 sessions per day, they were spending 30-50 minutes daily on notes. With automated note drafting, the time per note was cut to just 3-5 minutes, giving technicians more time to focus on their learners.
Before
30–50
min/day on notes
After
9–15
min/day
➡ That’s over 20+ minutes a day, back to client care.
Equally important, AI-powered draftinghas improved the quality of session notes. Courtney noted, “We’ve actually got some good feedback. The notes being submitted look great.” The feedback from technicians has also been overwhelmingly positive. One RBT, Kaleb Hinkle, shared:
“I have been consistently impressed by the precision and efficiency of NoteDraftAI. As an individual who frequently provides both extended direct services and shorter break coverages, I have observed that NoteDraftAI significantly reduces the time spent on electronic devices, thereby enhancing the quality of care for our clients.”
Kaleb Hinkle
RBT
Swann Clinic for Behavioral Health
By giving RBTs a mobile, easy-to-use, time-saving tool, Swann Clinic is building a more confident, consistent documentation process from the ground up. Staff can now focus on refining the accuracy of their notes rather than starting from scratch, giving them more time to reflect and improve.
Leadership-Backed Workflows That Work
The combination of AI-assisted session note drafting and automated note auditing created a seamless documentation workflow for Swann Clinic. Cleaner initial session note drafts mean fewer notes are flagged in internal audits. And both tools eliminate time-consuming manual tasks, saving valuable time for everyone from technicians to supervisors and billing staff. That time is now being spent on what matters most: client care, team collaboration, and refining clinical operations.
To see the full impact, the team leans on the CR Insights dashboard. Courtney explained, “It's been helpful to see the Insights report. Having exact data of where we started with no NoteguardAI, and then now, where we are. And we see a significant reduction in flags or errors in session notes.”
For a mid-size provider managing multiple locations and dozens of clinicians, maintaining consistency and visibility across the practice can be a challenge. By integrating note drafting and auditing tools, Swann Clinic streamlined their documentation workflow, enabling alignment, efficiency, and confidence in their documentation.
Building Staff Accountability and Continuous Learning
When session notes are flagged through CR NoteGuardAI, Courtney sees each correction as a valuable learning moment for her team. By connecting NoteGuardAI’s real-time feedback with clear follow‑up steps, she turned compliance checks into opportunities for professional growth.
One thing that was important to Swann Clinic was making technicians accountable for the accuracy and completeness of their session notes. Courtney explained, “I wanted to ensure that the person who submitted the incorrect note is the person who corrects that note. It was a learning opportunity for them to ensure they’re submitting it correctly the first time. Being solely responsible for creating an amended note has made them more aware.”
Through this process, Swann Clinic has cultivated a culture of accountability where staff take ownership of their documentation and continuously strengthen their skills, supported every step of the way with intelligent auditing.
A Unified Workflow with Real Results
For a mid-size practice like Swann Clinic, managing a growing team can create complex documentation challenges. By pairing NoteDraftAI and NoteGuardAI, Swann Clinic built a smart and efficient system that lightens the load for clinicians while boosting compliance, without adding complexity.
This AI-powered documentation workflow gives clinicians more time with their learners, provides supervisors and organizational leaders with better oversight, and improves organizational efficiency. For growing practices juggling documentation, training, and payer requirements, these tools offer scalable support that doesn’t sacrifice quality or oversight. “I’ve gotten nothing but positive feedback…and that’s great, “Courtney said. “That’s what my job is for—to make it a little bit easier for other people.”
Spend less time on notes and more time with clients
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