ClinicTracker User Notes
December 2013 - JAG Products, LLC

Did You Know...

ClinicTracker can help you make sure all of your Scheduled Events are ready for Billing?

BillingTracker generates claims by transitioning Patient Contact records (Patients -> Patient Contacts) to Claim records. If you want to make a Claim for an Event on the Scheduler, you have to first link it to a Patient Contact record.


To confirm that each Event has a linked appointment, go to: Utilities -> Scheduler, press the Event List icon, and choose to view the list for All Resources or only the Resources you have currently selected on the right side of the Scheduler.



On the Event List (click for image), adjust the date range as necessary and press the Refresh button. You can then review the Linked App column to see which Events don't have a linked Patient Contact record (which will correspond to the Linked Appointment icon you see on the event within the schedule).


Depending on your BillingTracker settings, you may be required to have a signed Progress Note associated with the Patient Contact record before you can generate the Claim (BillingTracker -> File -> Setup -> Options -> Progress Note Requirement upon Transition). To ensure all of your Patient Contact records have the necessary Progress Notes Completed go to: Reports -> Personal -> My Missing Progress Notes. The report (click for image) tells you if: 1) a Note exists; 2) a Clinician Signature is present; and 3) a Supervisor Signature has been entered (if it's required).


What's New?

Recent CMS rules mandate that providers input the exact time an appointment ends. To help meet that requirement, we've developed a new feature that forces the user to manually enter End Times on the Patient Contact record (rather than ClinicTracker automatically defaulting it to the scheduled End Time). Administrative users can enable that setting by going to: Help -> About -> Admin Config -> Options -> Admin tab and checking the setting for Require Manual End Time for Linked Appointment.



» Click to View a List of Recent System Upgrades

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Frequently Asked Questions

Here are a few of the questions our support team responded to recently:


» Click to View Our Full List of FAQs Related to Technical Issues

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User Suggestion of the Month

Thanks to MHealthy from University of Michigan for sending us a terrific suggestion. They asked us to give users the option of setting default values that will automatically fill a custom field within Form Builder. We did just that. For example, you can now configure Form Builder to always fill a Text field with the phrase "Not Applicable" or to automatically select today's date in a Date field. To see more options, check out Chapter 47 of the User's Manual.


For their excellent idea, the MHealthy group won our User Suggestion of the Month prize. Congratulations MHealthy! You've got a gift on the way from your friends at JAG.


» Click to Submit a Feature Suggestion

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Current Promotions

If you've been looking for ways to turbo charge your ClinicTracker experience, we have some excellent opportunities for you this month: The new 835 Electronic Remittance Advice module will eliminate errors and automatically post your payments to patient accounts when you process claims electronically. According to everything that's been written about the benefits of ERA capability, you'll recoup this expense in very little time. You will also eliminate errors, reduce staff time devoted to adjudicating claims, and improve cash flow.


You can add the new 835 Electronic Remittance Advice Module for the introductory price of $2,500. If you combine this module with any of the new optional services below, we'll even waive the normal $250 setup fee:


We'll also take $1,000 off the list price for Custom Form Builder or Report Builder if you license them along with the 835 ERA module. These tools offer you extensive control over designing forms and reports.


With these powerful tools at your disposal, you can make the most of your investment in ClinicTracker. These promotions are valid through 12/31/13. Please contact us today to learn how you can take advantage of them.


» Click to Request Additional Information

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Show Me How


» Click to View the Online Video Library

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John "The Support Guy" Says...

With the 10/1/14 deadline looming for transition to DSM-5 and ICD-10-CM, we're fielding many inquiries about how ClinicTracker will handle the changeover. The answer is now a simple one. With the introduction of the DSM-5 Diagnosis Assignment screen, our software is fully compatible with the mandate. Furthermore, because DSM-5 codes map to both the ICD-9-CM and ICD-10-CM HIPAA adopted standard code sets, you can start using them as soon as the new method is enabled on your system. It allows you to enter patient diagnoses in one centralized Diagnosis Assignment form that you can access throughout the system.


Just contact us when your clinic is ready to change over to the DSM-5 and we will walk you through the process.


Click here for an explanation of the new DSM-5 screens.

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Hot Topics

While introduction of the DSM-5 has changed the landscape for a range of mental health disorders, the substance use category is among those most transformed. At this point, the impact of these changes is still a matter of speculation, although most experts predict that the new criteria will lower the threshold for what constitutes a substance use disorder.


The major change has been the removal of the DSM-IV's distinction between "abuse" and "dependence." Now each substance use disorder is divided into mild, moderate, and severe subtypes depending on the number of symptoms the individual exhibits. Substance-related disorders can fall in two categories:

  1. Substance Use Disorders: Characterized by unhealthy use of any one of 10 different listed substances (including, for the first time, tobacco).
  2. Substance-Induced Disorders: Conditions related to overuse of substances, including withdrawal, delirium, and symptoms associated with a host of medical and mental disorders (such as bipolar, depressive, obsessive-compulsive, and sleep disorders).


The section also includes Gambling Disorders as the sole condition in a new category of behavioral addictions. Pathological gambling had been in another section during the DSM-IV's reign, along with trichotillomania and Intermittent Explosive Disorder. The committee asserted that gambling's impact on brain function was similar to that associated with substance use.


While the DSM-5 increases the number of symptoms required to qualify for a diagnosis, it also adjusts the symptom list to include "craving" or a strong desire or urge to use a substance. While problems with law enforcement were eliminated from the list, other substance-related phenomena were added.


Why are some concerned that the new diagnostic scheme will increase identification of substance-related disorders? Consider this one example: In this new diagnostic environment, a heavy smoker with asthma who craved cigarettes and had trouble quitting would likely meet criteria for a mental disorder at a moderate level.


For more information:

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