COPS Practice Management
COPS is practice management software for mental health court programs and the providers who serve them. Staff maintain DSM-coded client profiles, schedule court-ordered sessions, record attendance and session notes, generate monthly progress reports for the court as PDFs, and give participants a secure portal for documents and payments. Security includes encryption and audit logging.
Mental health courts need both treatment-side documentation and court-side accountability on the same participant. COPS carries the clinical context (DSM coding, session notes, progress fields) and the compliance context (attendance, court phase, monthly reports) in one record.
COPS features
monthly reports module with drafts, finalization, PDF generation, and history; court/attorney report type; session notes per scheduled session feed the narrative.
configurable DSM category and code library with client-level diagnostic assignment; session notes per class/appointment; configurable progress fields and progress comments; custom fields for program-specific data.
client portal with MFA login, online card payment with receipts, document download/upload, profile self-edit, and password self-reset; kiosk check-in at the office; automated alerts and reminders (approved 2026-10-17 — see FAQ).
AWS production infrastructure with KMS encryption at rest for database and documents; TLS in transit; full staff audit log; role-scoped portal authentication. HIPAA stance: see the approved wording in section 3 — use it verbatim here.
Compare your options
| Mental health court need | Spreadsheets | Generic EHR | COPS |
|---|---|---|---|
| DSM-coded participant profiles | Free-text cells | Strong clinical side, weak court side | DSM category/code library with client-level assignment plus court phase |
| Monthly progress reports for the judge | Assembled manually each cycle | Clinical notes, not court-format reports | Monthly reports: draft, finalize, PDF, history; court/attorney reports |
| Session documentation | Rows and comments | Progress notes without court fields | Session notes per scheduled session, progress fields, progress comments |
| Participant fees | Manual tracking | Insurance billing, not program fees | Fee tracking, Stax online payments, portal self-pay with receipts |
| Security and access control | None; email attachments | Varies by vendor | KMS-encrypted storage, TLS, audit logging, portal MFA |
| Court stakeholder visibility | Email chains | Patient portals, not court communication | Court, judge, attorney on each client; document generation history |
COPS production runs on dedicated AWS infrastructure with KMS encryption at rest for the database and document storage, TLS encryption in transit, and a full audit log of staff activity. COPS is a HIPAA-track platform: HIPAA-capable infrastructure is in place, and production HIPAA service requires executed Business Associate Agreements and HIPAA configuration before any protected health information is stored. Tell us about your compliance requirements during your demo.
Questions and answers
Yes. COPS includes a configurable DSM category and code library with client-level assignment on each participant profile, alongside court phase and case information.
COPS runs on HIPAA-track AWS infrastructure with KMS encryption at rest, TLS in transit, audit logging, and multi-factor authentication on the client portal. Production HIPAA service requires executed Business Associate Agreements and HIPAA configuration before storing protected health information — tell us your requirements and we will walk you through the current state.
Yes. The monthly reports module supports drafts, finalization, PDF generation, and a full history, and a dedicated court/attorney report type covers court-facing correspondence.
COPS records session notes per scheduled session and supports configurable progress fields and progress comments. Structured clinical treatment planning, e-prescribing, and insurance billing are not built today — COPS focuses on court-program management rather than replacing a full EHR.
No. COPS tracks program fees and collects payments online through the Stax gateway (card, ACH, PayPal invoice). Insurance claim submission is on the roadmap, not yet available.
Yes. COPS includes automated alerts and reminders, alongside transactional email for portal account actions (login codes, password resets), the client portal, and kiosk check-in.
COPS for other programs
COPS also serves drug courts, mental health courts, batterer intervention programs, private probation, parenting classes, and DUI schools — see all court-ordered program software.
