ClinicTracker is so powerful that we often worry about overwhelming prospective customers with the sheer number of features it offers. So, while we’re proud of our 15-year tradition of adding almost every bit of functionality our users have ever requested, we want to avoid obscuring how incredibly easy it is to harness our program's potential.

Nonetheless, here is an overview of those many features. To see them grouped by a particular staff role, select those grouped under Administrator, Provider, Supervisor, Prescriber, Biller, or Support Staff. You can also view features by category using the navigation links above.

Accounting Integration

Accounting Integration ClinicTracker records all client encounters. BillingTracker generates claims and records payments. But what if you want a full financial analysis of your operation?  BillingTracker integrates with two powerful and award winning accounting systems: Abila (formerly Sage) MIP Fund Accounting is the award-winning tool for managing payables, receivables, grants, complex allocations, projecting budgets, tracking funds, and forecasting cash flow. A tight integration with Abila MIP Fund Accounting makes converting your billing data into valuable accounting information a simple and transparent process.… READ MORE

Automated Appointment Reminders

Automated Appointment Reminders ClinicTracker Connect offers a service that automatically reminds your patients about scheduled appointments by phone and/or text message. Fully integrated with the Scheduler, the system generates reminder messages without requiring any effort on the part of your staff. Patients can confirm, cancel, or reschedule their appointments by the single press of a phone button or through the ClinicTracker Patient Portal. This service makes viewing and responding to each reminder simple and efficient. Increase Revenue and Efficiency With Automated Appointment Reminders,… READ MORE

Billing Service

Billing Service Struggling to manage patient billing? Having trouble getting reimbursed? Looking at outsourcing the whole process? If so, ClinicTracker’s Billing Service could be your best option. We can save you time, money, and all the hassle you’re dealing with now submitting claims and chasing reimbursement. Choose our service and this chronic administrative headache will quickly fade away. Achieve Greater Billing Success Here is what Ian L. of VCS Mental Health Clinic had to say about us:  I just wanted to reach… READ MORE


BillingTracker BillingTracker manages your entire financial operation within the ClinicTracker Connect umbrella of features. An optional module for ClinicTracker Connect, it provides a total billing package that is perfectly woven into the rest of the program. You will eliminate redundant data entry, save money on infrastructure, join your clinicians and billing staff together in the same computer environment, and make your entire operation a model of efficiency. BillingTracker delivers the comprehensive back office functionality your operation needs to maximize billing revenue.… READ MORE

Claims Processing

Claims Processing Staff who use BillingTracker can't get over how much easier the program has made their jobs. They appreciate even more that it has helped them significantly increase revenue. What makes BillingTracker so valuable to back office professionals is its full integration with the clinical side of the software. Unifying clinical and financial operations means no duplicate data entry, no excuses for clinicians to be unaware of a client's billing status, no processing claims for encounters without a progress note, and… READ MORE

Clearinghouse Partnership

Clearinghouse Partnership With BillingTracker, you can submit claims directly to a payor so you can cut out the middleman and save money. However, many of our clients prefer using a clearinghouse for claims processing. To address that need, we developed a relationship with industry leaders TriZetto Provider Solutions (formerly Gateway EDI) and Navicure. Thanks to a direct flow of data from ClinicTracker, TriZetto and Navicure manage the claims process and provide you with full reporting capabilities regarding claim status and your accounts receivable. These… READ MORE

Clinical Records Management

Clinical Records Management Clinical Benefits ClinicTracker offers intake-to-discharge control over operations, streamlines clinic functions, guarantees regulatory compliance, and enhances accountability. ClinicTracker automates patient information input, tracks case progress, guides paperwork completion, and generates a broad range of clinic statistics. With ClinicTracker, you won’t need to worry about extensive training, gradual implementation, or staff resistance.  Enable easy recording of intake and demographic information Log all appointments and collateral activities to create a complete treatment history Simplify charting of group appointments and notes for enhanced… READ MORE

Clinical Reporting

Clinical Reporting ClinicTracker is world-class when it comes to collecting data during the course of a clinic's day. Our software is equally impressive in how it organizes, analyzes, and reports on that information. Its powerful and flexible reporting module can give you immediate answers to nearly any question you might have in mind. Hundreds of Pre-stored Reports Over the years we've designed a remarkable number of detailed reports for clinic directors and managers who want to track operations, respond to regulatory requirements,… READ MORE

ClinicTracker Mobile

ClinicTracker Mobile Because many of our customers work with consumers outside of the office, they need a mobile connection to client records. We partnered with Canvas to provide ClinicTracker Mobile. Extended Mobile Reach With this technology you can enter and view ClinicTracker Connect data at any location using your mobile devices. ClinicTracker Mobile provides customized templates that capture, track, document, and integrate information using a Smart Phone, PDA, netbook, tablet, or notebook. You can even complete paperwork when you're offline! We can also develop… READ MORE

Credit Card Processing

Credit Card Processing We have partnered with TransFirst to offer a service for processing credit card charges directly though ClinicTracker Connect. No more wasting time entering the information manually or through a standalone terminal. With a single card swipe, ClinicTracker acquires the credit card data, transmits the transaction to the payment gateway, and applies the payment to the patient's account. Patients can also pay their bills online through the Patient Portal. Convenient Access System-Wide You can collect copays and process credit cards at… READ MORE

Customizable Workflows

Customizable Workflows ClinicTracker goes way beyond just making it easy for you to digitize your paper forms. Its flexible design also means that you can tie documents together into a well-ordered workflow. Just tell the system which forms should be completed for which patients and by which dates. By embedding forms into a document tracking system, you can monitor compliance and send alerts if paperwork is not completed on time. Our solution eliminates all of the guesswork and saves a tremendous amount… READ MORE

Differential Chart Access

Differential Chart Access The HIPAA Privacy Rule governs the extent to which providers must safeguard a patient's privacy. A major tenet of those regulations is that only individuals who absolutely need access to a particular client's record should have it. In HIPAA parlance, this principle is known as the Minimum Necessary requirement (learn more about the HIPAA Privacy Rule). Other EHR software programs can only limit access based on a staff member's overall role in the agency. For example, an administrator might be… READ MORE

Education Resources

Education Resources A sure-fire way to empower patients is to provide them information relevant to their treatment. It's such an important tool that the government mandated that, to be certified under the Meaningful Use program, an EHR has to provide a platform for offering those resources electronically. And that's exactly what we've developed: a simple way to send clients links to useful resources such as research articles, video clips, or newspaper stories. You can select what links to send in two ways:… READ MORE


eForms ClinicTracker's eForms module lets you create templated documents that you can use to collect client input and digital signatures. It is most useful if you have standard forms you want clients to read and sign. By using signature tablets offered by Topaz Systems, patients can now sign paperwork digitally with a method that is efficient, secure, and reliable. You can now become a truly paperless clinic. eForm Creation With the eForms module, you can: Recreate your paper forms quickly and… READ MORE

Electronic Prescribing of Controlled Substances (EPCS)

Electronic Prescribing of Controlled Substances (EPCS) You can extend ClinicTracker's ePrescribing module with a feature called EPCS (Electronic Prescribing of Controlled Substances) Gold. With EPCS Gold (powered by DrFirst), you can seamlessly send controlled substance prescriptions to retail or mail order pharmacies within the same workflow you use to prescribe legend drugs. It makes prescribing more efficient, advances patient medication adherence, and increases convenience for your patients. After an initial credentialing and identity-proofing process (mandated by the DEA), prescribers can begin ePrescribing Schedule II-V drugs. To… READ MORE

Electronic Remittance Advice (ERA) 835

Electronic Remittance Advice (ERA) 835 Healthcare providers nationwide are waking up to the substantial benefits of electronic claim submission and reconciliation. According to the American Medical Association (AMA), tools like the electronic remittance advice (ERA) are saving medical practices approximately $10,000/year for each physician in the group. The ERA (commonly referred to as the ANSI 835 file) is the electronic equivalent of a paper Explanation of Benefits (EOB). It indicates how much the insurer paid on the claim and identifies reasons for any denial of… READ MORE


ePrescribing ClinicTracker Connect partners with DrFirst to deliver a fully integrated ePrescribing system for behavioral healthcare providers. This SureScripts certified solution offers a sophisticated digital platform for writing and tracking prescriptions for legend and schedule II-V drugs. With 49 states and the District of Columbia accepting ePrescriptions for controlled substances, our prescribers can take advantage of this faster and more secure approach to managing prescriptions electronically.  Increase Patient Safety Reduced potential for adverse drug events caused by drug-drug/drug-allergy interactions Eliminate errors… READ MORE

Executive Dashboard

Executive Dashboard You rarely have time to sift through pages of reports to understand how your organization is performing. With ClinicTracker's Executive Dashboard, you have at-a-glance views of your entire operation. Tell the system which performance metrics you want to follow and the system will provide continuously updated graphs for each one. Want instant views of your accounts receivable over the course of the past eight weeks not including weekends? No problem. Need to export those graphs so you can present them… READ MORE

Financial Reporting

Financial Reporting We've designed dozens of detailed reports to help agency managers and directors track their financial operation. These built-in reports give you a whole new level of information and control of how your agency manages claims and payments.  Reduce your Accounts Receivable Faster  Customizable reporting provides all the information you need to stay on top of patient payments. These reports also help you project cash flow more accurately. At any time you can view: Claim Status Claim Activity Claims and Balances… READ MORE

Form Builder

Form Builder Creating and managing forms for your practice can be a daunting task. Relying on programmers to digitize your paper forms is time consuming and pre-stored templates don’t always gather the information you need. Those problems are now a thing of the past thanks to ClinicTracker's Custom Form Builder. Simple Transition to Paperless Managing paper forms is a headache for everyone in your clinic. They are cumbersome to update, file, track, secure, mail, and audit. But the thought of converting dozens… READ MORE

Google Maps Integration

Google Maps Integration The ClinicTracker Scheduler is integrated with Google Maps for those agencies who have staff out in the field. Sophisticated real-time routing will calculate the best directions from home, multiple office locations, or the last appointment. Tracking of case miles and travel time leads to precise expense reports and oversight. We know from talking with clinic managers that this feature alone can save thousands of dollars in reimbursement costs. READ MORE

Insurance Eligibility Verification

Insurance Eligibility Verification Authenticating insurance coverage and checking eligibility are routine but tedious elements of your billing workflow. We've partnered with TriZetto Provider Solutions to deliver an online verification service that automates the entire process. Because the system is fully integrated with the ClinicTracker Intake form, your staff can instantly confirm the validity of a patient's insurance. With this user-friendly service, you have various options for checking eligibility requests: Tell the system to verify eligibility for all appointments scheduled within a designated time… READ MORE

Meaningful Use

Meaningful Use Meaningful Use is part of the $831 billion federally funded program (known as the ARRA) designed to incentivize practitioners and hospitals to implement an electronic health record (EHR) that meets a long list of strict criteria. The goal is to ensure that medical records are maintained in a way that ensures quality, safety, efficiency, security, patient access, transportability of data, and much more. ClinicTracker is one of the few EHRs in the behavioral health care arena that has achieved compliance… READ MORE

Online Appointment Management

Online Appointment Management ClinicTracker is designed to streamline and integrate every aspect of appointment management. Between a high-powered Scheduler and the Appointment Reminder Service, you'll always know you have complete control over the process. Now add to those tools the ability for your clients to manage their appointments online (through the Patient Portal), and you've gained yet another way to make sure appointments happen as scheduled. Clients don't need to call your office to ask about upcoming appointments, as they can just check online whenever it's… READ MORE

Online Bill Pay

Online Bill Pay ClinicTracker's built-in credit card processing significantly streamlines payment collections. Online Bill Pay takes it one step farther by allowing patients to pay their invoices online (through the Patient Portal) without any staff intervention. Clients love the process because it's private, convenient, and easy to follow:  Log into the Patient Portal and click the My Account link Review account status (including aging and insurer balances) Press the Pay My Bill Online button Choose which invoices to pay, either in full or… READ MORE

Outcome Measures

Outcome Measures Using rating scales to evaluate symptoms, impairment, and treatment response has become the standard of care. But usually it is too complicated to administer and score test instruments. With the ClinicTracker Testing Wizard, you can simplify the entire process.  Easy Configuration Create and edit tests with an uncomplicated interface Develop on-screen instructions Select question formats (true/false, multiple choice, ranges) Create subscales for scoring purposes Generate an unlimited number of questions, set up a scoring system, and arrange the order of… READ MORE

Patient Portal

Patient Portal Many of your clients have come to expect online access to their medical record, appointment schedule, and billing information. It's a reality of how the patient-practice relationship has evolved recently, with ample encouragement from the government via HIPAA and the Meaningful Use Program. ClinicTracker's Patient Portal is designed to make it easy for your clients to interact with you and your agency securely over the web. Gone are the days when the only way someone could inquire about upcoming appointments,… READ MORE

Patient Portal Forms

Patient Portal Forms If you need a form that’s not already in ClinicTracker’s library, you can use the Custom Form Builder to customize an existing form or build a new one from scratch. Our users have built hundreds of them for staff to complete as part of the electronic health record. For example, they’ve designed forms for subspecialty clinic intakes, external referrals, and compliance with state-specific insurance mandates. The forms you create can range from simple to highly sophisticated, involving multiple tabs, repeating lists,… READ MORE

Patient Portal Messaging

Patient Portal Messaging We integrated the Unified Messaging System and the Patient Portal to create a method for clients and staff to communicate securely and efficiently. Modern Client-Office Communication Digital communications have slowly found their way into patient-therapist interactions, at least when it comes to managing appointment logistics and billing questions. ClinicTracker's Patient Portal, in conjunction with the internal messaging system, establish a pathway for clients and staff to interact securely over the web. The time savings for all involved are substantial.  Total… READ MORE

Patient Portal Scheduling

Patient Portal Scheduling ClinicTracker's Patient Portal now offers online appointment scheduling. This feature allows patients to search your clinic's schedule for available appointments via the web. This productivity tool is fully integrated into ClinicTracker. It will save you time and money by minimizing calls and missed appointments. When patients log into their account, they can see all upcoming appointments under the My Schedule tab. Clients can then confirm current appointments, cancel upcoming appointments, search for new appointment availability, and choose their Reminder Call preferences.  This… READ MORE

Payroll Management

Payroll Management With our new Payroll Management feature, we continue our longstanding tradition of identifying every possible opportunity to establish our software as where you go to get anything and everything done. The more clinic functions are integrated into one solution, the less time you waste re-inputting data, dealing with multiple software packages, and worrying about errors. With this powerful module, you can immediately determine your payroll expenses for any period of time you select. Because ClinicTracker already knows what's been billed,… READ MORE

Portable Medical Record

Portable Medical Record The Meaningful Use program puts a strong emphasis on the ability to exchange information from one EHR system to another. The idea is that it should be easy for clinicians and clients alike to send and receive clinical information. To foster that goal, the government developed a universal method, called the Consolidated CDA format (read more here), to send, receive, and incorporate clinical information. ClinicTracker is fully compliant with these Meaningful Use data portability requirements. Sending C-CDA Staff can compose… READ MORE

Real-Time Chat: ClinicChat

Real-Time Chat: ClinicChat Collaboration is essential to providing quality patient care. ClinicChat lets your staff communicate through a secure, internal protocol that's like regular instant messaging but more protected. Everyone within your organization can chat with one another or set an away message when busy. You'll be confident knowing that these chats are handled securely, the way all communications are handled within ClinicTracker. There's no need to worry about friends and relatives trying to connect with you at work, as ClinicChat is for… READ MORE

Regulatory Compliance

Regulatory Compliance Throughout the country providers are encountering an increasingly aggressive regulatory environment. Errors that were once regarded as honest oversights are now considered evidence of fraud. Auditors are actually penalizing agencies to the tune of many thousands, even millions of dollars, usually for relatively minor paperwork transgressions. You can read more about Medicaid "take-backs" in an article on the New York Nonprofit Press website, which has been reproduced here. Implementing ClinicTracker will protect your agency against costly penalties. While compliance ultimately requires… READ MORE

Report Builder

Report Builder The ClinicTracker Report Builder gives you complete control over the content and design of a report - without a programmer's assistance. Enhance Your Agency's Reporting Ability Although ClinicTracker boasts hundreds of pre-defined reports, at times you'll want to design one to your exact specifications. With other systems, your only option is to make do with the available options, or hire programmers to design a report as part of a costly development project. Now anyone can create and customize a report… READ MORE


Scheduling ClinicTracker's high-powered Scheduler has all the functionality of a Microsoft Outlook-type scheduling solution, but with far more features tailored to the nuances of a clinical setting. Having the Scheduler tied into an all-encompassing practice management and billing system means that all the information flows from one part of the system to another. Point to a scheduled event and begin documenting the appointment and writing your progress note. No need to re-enter any information about the patient, date, time, clinician, or… READ MORE


Security We understand that securing your Electronic Health Records is about more than simply safeguarding data. It's about protecting the people you serve. We help you preserve the privacy and security of each client's chart and other Protected Health Information (PHI) by: Controlling Access: Only authorized people in designated roles have access to relevant patient records (what, in HIPAA parlance, is termed the "Minimum Necessary Requirement") Instituting Multiple Safeguards: Password protection, idle timeouts, automatic logouts, and secure server access  EHR Caretaking:… READ MORE

Signature Routing

Signature Routing ClinicTracker Connect eases the process of reviewing and countersigning documentation. If you need a supervisor's signature on a form you've completed, simply click a button that sends a link and optional message. The supervisor will see the notification in the messaging system, click the link to review the paperwork, sign off, and press another button to send you an acknowledgment notification. No more passing around a paper file, leaving notes in a supervisor’s mailbox, or wondering what happened to a… READ MORE

Unified Messaging System

Unified Messaging System ClinicTracker hosts its own internal messaging system that allows users to send information, links, and signature requests securely to individuals, pre-defined user groups, or the entire agency. Secure Internal Communication Gone are the roadblocks that so often interfere with staff communicating, exchanging patient data, and working together. Regardless of their work location, staff can share information and communicate freely. These interactions are highly secure because they are completely contained within your network. The message board also integrates reminders, ePrescribing notifications,… READ MORE

Web-Based Staff Portal

Web-Based Staff Portal With our web-based Staff Portal, your staff can access key information stored in ClinicTracker from anywhere, on any device. The most valuable feature is an online scheduler that presents both a list and graphical view of your appointments or those of colleagues who have granted you permissions. You can also view the calendar by patient or room as well as schedule both one-time and recurring events – all in the same format you’ve become accustomed to in ClinicTracker. The Staff… READ MORE

See a list of even more features!

Software Advice Reviews of ClinicTracker Connect
Copyright © 2016 JAG Products, LLC

Real-time ratings of the last 100 tickets from our support portal: