Featuring: Morgan Medina, Director of Communications & Quality Management, TES
About TES
Total Education Solutions (TES) operates eight clinics across four regions, delivering OT, PT, Speech, and Behavioral Health services. While unified in mission, each location operates with its own nuances, different workflows, different patient populations, and different intake needs. What they shared, however, was a universal challenge: paperwork that slowed things down.
Situation: When COVID Turned “Someday”Into “Now”
Before the pandemic, TES had explored the idea of digitizing paperwork, but there was no urgency. Their intake processes, though heavy, were manageable. Then COVID hit. Suddenly, going paperless wasn’t optional.
TES adopted a well-known digital forms tool that promised convenience and e-signatures. It delivered the basics, but not the operational relief they needed. “We learned quickly it was labor-intensive, hard to update, and nearly impossible to manage in multiple languages or across multiple locations.” Even after upgrading to the vendor’s premium “white glove” experience, the problems persisted. They knew they needed a more modern tool, one that was more effective at meeting their needs and at the same time were looking for a partner committed to being responsive in addressing their evolving needs.
Restart: Discovering a Better Way with Lobbie
Drawing on lessons learned, Morgan formed an internal evaluation team that included operational leaders and staff who would use the system day-to-day. The group aligned on two non- negotiables:
- Easy for the office team
- Easy for patients and families
When they found Lobbie, the reaction was immediate. “Lobbie was the solutions we chose, at the same time wondering why we didn’t discover them sooner.” The difference was clear. Lobbie didn’t hand the TES team a toolkit. "They delivered a fully configured solution, requiring almost no lift from staff and the pricing was competitive."
Lobbie set-up included:
- Building all forms and form packets
- Configured location-specific workflows
- Multi-site management configuration
“What attracted us to Lobbie was how very, very easy it was to start. They set up everything exactly to our needs.”
Adoption: Surprisingly Seamless
Change is rarely easy, especially across eight autonomous locations. Some staff were hesitant to move away from familiar workflows, but that faded quickly. The transition was surprisingly seamless. “Because Lobbie had already built our packets, training was simply showing staff how to send documents.” Once teams saw how fast and intuitive Lobbie was, skepticism disappeared. “I’ve never heard a complaint from staff or from a parent and trust me, if something isn’t working, they tell me.”
Why TES Staff Embraced Lobbie
- Effortless packet creation - “It’s easy to set up different packets for regional centers, psych patients in Ohio, or clients who don’t need financial policies.”
- Flexible delivery - Staff can send packets by text or email, and patients can complete them on any device.
- Smooth in-clinic experience - If a family arrives without completing paperwork, staff use a QR code or provide an iPad.
- Consistent, proactive support - “Lobbie’s help desk is amazing. They always respond quickly and sometimes they even catch PE errors for us. I appreciate that.”
Impact: A More Efficient Team Serving Families Better
With Lobbie, TES strengthened operations across all regions:
- Staff save time processing papers
- Multi-location oversight became straightforward
- Paperwork accuracy improved
- Patients experienced easier, more modern intake
- The organization reduced friction from the very first touchpoint
Morgan summarized the value clearly: “Our team has a lot going on, and I want them to have the most efficient software possible. Lobbie gives them that.”
Why the TES–Lobbie Partnership Works
For an organization operating across multiple regions with diverse service lines, TES needed a platform and a partner that could simplify complexity while staying responsive to evolving needs. Lobbie delivered both. Beyond providing a modern, highly configurable intake system, Lobbie’s team consistently responds quickly, makes accurate updates, and proactively identifies improvements. This combination of adaptable technology and dependable human support enables TES to streamline operations, maintain accuracy, and offer patients a smooth, consistent intake experience across every location.
Lobbie supports organizations like TES with:
- Turnkey setup: Forms, packets, configurations—done for you
- Multi-location intelligence: Regional differences without operational chaos
- Frictionless patient experience: Text/email links, QR codes, mobile-first workflows
- Enterprise reliability without enterprise complexity
TES didn’t just digitize paperwork, they elevated how families experience care from the very beginning.
Lobbie helped make that possible.
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