From Pilot to Practice: 10 Keys to AI Adoption in Behavioral Health

Clinicians in human services are under increasing pressure as demand for care continues to rise while the workforce shrinks. This is especially felt by those supporting children and families as the demand imbalance leads to longer hours, heavier caseloads and mounting administrative tasks. The emotional toll is often invisible but deeply felt: delayed documentation, cognitive overload and frustration between staff and supervisors all contribute to burnout and turnover. As Jon Schafer, Director of Client Success for AI at Netsmart, put it during the recent OPEN MINDS “AI in Action” webinar, “The cavalry that is coming isn’t more people—it’s technology.” 

Hosted by Netsmart and Access Services, the OPEN MINDS session explored how augmented intelligence that enhances human ability rather than replaces it, is changing the landscape of clinical documentation. This form of AI takes the form of thoughtfully designed solutions that give time and energy back to clinicians while maintaining the high-quality, person-centered care the field is known for. 

 

A Heavy Emotional Load 

When documentation is delayed, clinicians don’t just risk falling behind; they can personally carry the emotional weight of the session with them long after it ends. As charts pile up, so does the stress of the job. Supervisors face their own set of challenges as well: inconsistent or incomplete notes can create friction within teams and threaten compliance, data quality and timely reimbursement. These aren’t small issues. They’re signals of an aging system stretched to its limits. 

AI solutions like Bells Documentation Assistant and Bells Virtual Scribe are stepping in to help. Rather than relying on memory hours or days after a session, clinicians using Bells can complete documentation in minutes. Integrated directly into the EHR, Bells uses smart templates and clinical recommendations to streamline the process while supporting trauma-informed and culturally responsive care.  

As one clinician put it, “We’re no longer carrying the secondary trauma. We close the note, close the book and move on.” 

 

AI as a Member of the Team, Not Replacement 

Augmented intelligence tools aren’t meant to disrupt the relationship between provider and client, they’re meant to preserve it. By automating repetitive tasks, clinicians can redirect their focus to what matters most—delivering quality care and strengthening the provider-client connection. 

This point came through clearly during the webinar. “Technology should be a member of your treatment team,” one panelist emphasized. “It’s not about replacing humans—it’s about removing the tasks that take us away from human connection.”  

For organizations still experiencing some apprehension about AI, this perspective matters significantly. AI adoption isn’t about replacing clinical judgment or jobs. It’s about protecting the nature of clinical work while protecting care providers from burnout often associated with it. Thankfully, there are assessment tools available to help organizations determine their AI adoption readiness. 

 

Adoption Begins with Empathy 

One of the key takeaways from the session was that successful AI adoption isn’t just about the technology—it’s about the people using it.  

Panelists recommended starting with early adopters, empowering power users to lead peer coaching and involving staff in defining what “good documentation” looks like. Customizing templates to reflect team voice and tone builds trust. Just as important, leaders must connect the value of AI to broader goals like staff wellness, retention and care quality. 

At Access Services, this approach helped uncover additional benefits. “We see some success for our staff for whom English isn’t their first language,” noted Product Manager Eden Fenchel. “Bells helped reduce the training time required for high-quality documentation and allowed for a more diverse, supported workforce.” 

 

Measuring Impact Beyond Time Saved 

Post AI-implementation, clinicians report reduced emotional fatigue and increased job satisfaction. Documentation is completed more quickly, and communication between staff and supervisors improves. Some teams even found that long-standing interpersonal conflicts eased once documentation pressure lifted. 

This is where the impact of AI becomes most visible: not just in the metrics, but in the human experience on both sides. When clinicians feel supported, their work improves—and so does the experience of care for clients and families. 

 

Scaling Thoughtfully 

Looking ahead, organizations are encouraged to think strategically about where and how to expand AI. Micro-configuration allows for personalized use across service lines like foster care and applied behavior analysis (ABA). Ongoing training, feedback loops and optimization ensure that tools continue to serve staff—not the other way around. Ultimately, AI should be viewed as a workforce support strategy, not just a digital feature. 

 

Choose Partners, Not Vendors 

As AI adoption accelerates, one message rang clear: who you work with matters. “You need to have the right technology partners—not a vendor,” Schafer said. “This is a human-centric business, and your technology partner should share that vision. Pushing the molds and breaking the norms alongside you.” 

AI in healthcare isn’t about making humans obsolete. It’s about creating space for clinicians to do their best work. Adoption success doesn’t come from tech alone. It comes from the relationships we build around it. With meaningful AI, organizations can reduce burnout, improve care and take one step closer to a more sustainable system for everyone involved.