“The biggest benefit of Brellium is peace of mind in ensuring high-quality patient care.”

— Jon Kole, Medical Director, Headspace

Overview

Headspace is a leading provider of virtual mental health care, known for its accessible meditation tools and comprehensive clinical services including psychiatry, therapy, and health coaching. Serving thousands of visits daily across all 50 states, Headspace’s mission is to deliver compassionate, high-quality care to every member it serves.

But ensuring consistent documentation quality at this scale posed a significant challenge. Manual chart audits were time-consuming, covered only a small portion of documentation, and involved tedious tasks that diverted clinicians from patient care.

To address these challenges, Headspace partnered with Brellium, leveraging our AI-powered platform to bring structure, scale, and efficiency to their clinical documentation review process.

Challenge

Before adopting Brellium, Headspace’s Medical Director, Jon Kole, manually reviewed clinical charts twice a year to ensure compliance requirements were met. The process involved downloading notes, reading through each one, flagging potential issues, and repeating that across hundreds of providers.

“Every six months, I would set aside many hours to do this across our network of psychiatrists,” recalled Jon. “But being a human with a very repetitive — though important task — meant possibility for failure. It was also an imperfect system that hit only a fraction of the notes.” 

The limitations of this approach were clear: 

• Only a small sample of notes were reviewed for accuracy

• Significant administrative burden on psychiatrists and the leadership team

• Limited visibility into documentation trends or systemic gaps 

• Risk of missed inconsistencies that impacted clinical quality and compliance

Jon entered his role at Headspace with a principle he calls the “family test”: that every Headspace member should receive care good enough for someone you love. Yet the manual review process made it difficult to maintain that standard at scale. The task was simply, in Jon’s words, “gargantuan.”

Solution

Brellium transformed Headspace’s quality assurance process from labor-intensive manual checks into a scalable, intelligent system that automatically audits every documented visit.

Instead of spending entire weeks on retrospective reviews, Jon and his team now run targeted documentation checks through Brellium’s platform — applying the same diligence and clinical rigor, multiplied across thousands of visits. 

Using Brellium’s customizable rules engine, the team creates data‑driven audit questions grounded in clinical guidelines, such as:

• “If a provider prescribes a medicine known to elevate blood pressure, did they document or monitor for side effects?”

• “If a therapy add-on code is used, does the note include the required language confirming that therapy occurred?”

• “If a specific diagnosis is listed, are any contraindicated medication combinations also recorded?”

Brellium automatically flags notes requiring provider attention, giving clinicians real‑time feedback and helping to ensure that each patient receives complete, quality-driven care. Feedback and insights are operationalized across the Headspace provider network, helping the team quickly identify trends and close documentation gaps.

Additionally, when new medical guidelines are released, Jon and his team can quickly update Brellium’s rule set. For example, if there is a new recommendation on how to monitor side effects or adjust prescriptions, they can easily turn it into a rule within Brellium and embed fresh clinical insights directly into their documentation workflows.

Headspace has also tailored how feedback is shared within their team. Providers receive weekly performance summaries framed in strength-based language, promoting engagement, learning, and ongoing growth — not compliance fatigue.

“Brellium allows me to review every single documented visit. That means I can lift the basement of care. I can ensure that certain baseline elements of good psychiatric care are happening for every single visit for every single person — and that is deeply satisfying.” 

Results

Since implementing Brellium, Headspace has seen measurable improvements in provider accuracy, compliance, and care quality, along with a more confident, empowered clinical culture.

Audit Coverage and Accuracy

• Every single chart is now reviewed for documentation completeness and quality, replacing manual sample audits.

• Provider compliance with key documentation requirements — such as including precise therapy add-on code language — increased to 99.2%. Previously, this standard was met only most of the time. Now, it’s virtually universal across all providers. 

Accelerated Feedback Loops

• Providers receive real-time feedback highlighting opportunities for documentation improvement.

• When clinical standard updates roll out, Brellium enables Headspace to monitor and reinforce adoption almost immediately.

Elevated Patient Care

• Brellium helps identify and address potential care gaps before they escalate. Side‑effect monitoring, medication safety checks, and diagnostic logic are now embedded across the organization. 

• Potentially risky medication combinations are flagged early, reducing the risk of patient harm, while built-in reminders encourage follow‑up actions from providers that support ongoing care for patients.

Time Savings and Cognitive Relief

• Providers have reclaimed valuable time for direct patient care.

• Clinicians report reduced administrative stress, less mental fatigue, and greater confidence in the quality and completeness of their documentation.

“Time spent doing [clinical compliance] has gone down and confidence in it being an accurate reflection of charting patterns has increased enormously.”

Beyond Compliance: A New Standard for Care Quality

For Headspace, the partnership with Brellium has done far more than just automate chart reviews; it has reshaped what clinical excellence looks like across the organization. 

Quality assurance no longer means “hope we’re not missing something.” It now means confidently asking, “how can we maximize Brellium to make our care even better?”

As Jon shared, Brellium represents “the most ethically defensible form of AI in healthcare,” expanding their clinicians’ capacity to protect patients and empowers them to do what they do best: help people heal.

What began as a solution to reduce administrative burden has evolved into a transformative partnership — one that both elevates Headspace’s standards of documentation and care quality and supports its mission to improve lives through thoughtful, high-quality mental healthcare.

“I’ve been very appreciative of how we’ve invested in a partnership [with Brellium], not [just] a product.”

About Brellium

Brellium is an AI-powered clinical compliance platform. Organizations like Grow Therapy, Rula, Lightfully Behavioral Health, Talkiatry, and more trust Brellium to streamline compliance across millions of patient visits. With Brellium, you can rest assured knowing your organization remains compliant, documentation standards are consistently met, and your patients receive the quality care they deserve.