How Oregon’s ROADS system improves behavioral health data statewide

Behavioral health data reflects people at vulnerable moments, not just records in a system. Oregon needed that information handled securely, with consistency and care.

Oregon’s legacy reporting system made that difficult. Disconnected tools complicated reporting for both Medicaid and non-Medicaid services, limited visibility into statewide trends and provider capacity, and slowed the state’s ability to respond to emerging needs. For providers, that fragmentation meant more time spent on reporting data to the state and less time with clients. For people seeking care, it could mean repeating personal information or encountering delays in access to services.

These pressures extend well beyond Oregon. As Ryan Doherty, GPS AI & Data Leader, Ernst & Young LLP (EY US), noted, “Many governments face budget pressures, antiquated systems and critical labor shortages as they struggle with data hygiene, disparate systems and fractured data ecosystems.”

By 2021, Oregon recognized that modernizing its data infrastructure was critical to delivering Medicaid-funded behavioral health services across the state. The Oregon Health Authority (OHA) worked with EY US to design a system that could better support providers and give policymakers clearer insight into statewide behavioral health needs and substance use disorder treatment. That effort led to the Resilience Outcomes Analysis and Data Submission (ROADS) system, which became Oregon’s behavioral health data system of record in March 2025.

From the start, OHA and EY US shaped ROADS with input from providers and state agency staff who understood the limits of the legacy system. That feedback helped reduce duplicative reporting, improve data accuracy and streamline submissions, giving the state a more reliable picture of the care people receive and the outcomes they experience.

ROADS was built to do three things: support data-informed decisions, meet Medicaid reporting requirements and simplify reporting for hundreds of behavioral health providers. To get there, EY US and OHA established governance early, assessed the limits of the legacy system and translated the needs of state staff and providers into detailed requirements that would guide the system’s design.

Through continued collaboration and refinement, EY US and OHA designed a technical architecture for scale and change. ROADS runs on Microsoft Power Platform and Azure to manage complex behavioral health data, and Microsoft Dataverse serves as a unified data layer that improves consistency and reliability across Oregon’s provider network.

This architectural direction reflects broader modernization leading practices. As GPS Microsoft Leader at EY US, Amy Fenstermacher, described: “This was the beginning of a state-of-the-art data management platform built on Microsoft Azure and Power Platform, enhancing performance, scalability and security. The system for OHA uses Microsoft Dataverse for data storage and Power BI for custom dashboards and operational reporting.”

Power BI enables OHA to monitor provider activity, submission quality, timeliness and EDI performance through centralized dashboards that transform siloed data into actionable insights, while giving providers clearer visibility into their submission activity and reporting status. To support coordination with providers’ electronic health record (EHR) systems, ROADS incorporates Azure Logic Apps and Function Apps, which automate data exchanges and reduce manual processing. Together, these components create a resilient platform that supports tracking and management of Oregon’s current priorities while leaving room for future enhancement.

This flexibility is enabled by the underlying Microsoft platform. As legislative requirements, funding models and statewide reporting expectations change, OHA utilizes an efficient governance and change management process to add data elements, deliver improvements to the user interface, or modify workflows without extensive redevelopment.

ROADS includes two primary interfaces: a model-driven application for OHA staff and an external portal for community-based providers. Each was designed for its users, with simplified forms, clearer navigation and more consistent data fields. Provider feedback and OHA engagement with EHR vendors throughout development and ongoing enhancements has created a platform that supports care delivery instead of adding complexity to it.

EY US led the migration from the legacy system to ROADS, moving more than 230 million records. That transition included generating 32.8 million new records within 24 hours and transferring 77.7 million rows in four hours during the cutover, resulting in a complete, accurate system of record that launched in March 2025. Today, ROADS supports data collection from nearly 300 provider organizations and nearly 1,000 external users statewide.

To support adoption, EY US and OHA provided virtual training, user guides and instructional videos for both internal staff and external partners. Users now report that previously cumbersome or time-consuming tasks can now be completed more efficiently in ROADS, allowing more time for service delivery and client engagement.

That integration of policy, operations, and platform design is what set the work apart. EY US supported OHA in balancing reporting compliance, provider usability, and long-term flexibility within a single system — while also migrating large volumes of legacy data, preparing users across the network, and ultimately launching ROADS as a comprehensive system of record.

Since ROADS launched, OHA and EY US have continued to refine the platform through ongoing support and regular releases. The second major release, in October 2025, extended reporting and insight capabilities through centralized dashboards, and introduced additional improvements to the provider user experience. A tiered support model guides issue resolution and keeps the platform stable, secure and responsive to the needs of its users.

ROADS now serves as a central platform for much of Oregon’s required behavioral health reporting. By consolidating information into a single modern system, it provides leaders with greater visibility into service patterns, treatment outcomes, and evolving community needs. As provider adoption increases, these insights support planning and decision-making across the behavioral health system, helping the state use data in ways that better reflect the experiences of people seeking care and the communities around them.

“Historically, Oregonians have faced daunting obstacles to accessing behavioral health services and substance use disorder treatment,” said Gina Mason, Compass Data Systems Manager and ROADS Project Director at OHA. “Over the past several years, Oregon made significant investments to increase facility capacity, preserve and attract new providers to the behavioral health workforce, and develop new programs to improve access to services like crisis stabilization, housing, and harm reduction supplies. It is exciting to support delivery of an innovative IT system that is key to measuring the success of those efforts and providing transparency on progress towards OHA’s goal of eliminating health inequities in Oregon by 2030.”

As Oregon’s behavioral health strategy evolves, ROADS provides a strong foundation for advanced analytics and AI. Because these capabilities rely on accurate, well-structured data, ROADS is helping position the state’s data to support their effective and responsible use. This holistic approach to data and AI is a hallmark of the EY.ai Value Blueprints, which address systems of record, intelligence, the workforce and more. Whether informing policy, identifying disparities, or improving coordination across agencies, the ROADS platform supports a more adaptable approach to managing behavioral health information.

Together, OHA and EY US delivered more than a technology upgrade. They strengthened the data infrastructure supporting behavioral health services for both providers and the people who rely on them. ROADS reflects a commitment to using information accurately and responsibly, helping Oregon build a system that can respond more effectively to evolving community needs.