ClinicTracker User Notes
January 2014 - JAG Products, LLC

Did You Know...


ClinicTracker is ready for the 10/1/14 deadline for transitioning to DSM-5 and ICD-10-CM?

The software allows you to enter patient diagnoses in one centralized Diagnosis Assignment form that you can access throughout the patient record. Furthermore, because DSM-5 codes map to both the ICD-9-CM and ICD-10-CM HIPPA adopted standard code sets, you can start using them immediately. BillingTracker will use ICD-9-CM codes on claim files until the deadline, when it will automatically switch over to ICD-10-CM. Click here to learn more.




You can display several Progress Notes at once?
To open a collection of Progress Notes in an easy-to-read format, go to the Patient Contacts form. At the bottom of the screen, highlight the notes you want to view. By clicking the printer icon to the right, you can select to preview, print, or export those Progress Notes.

What's New?

CMS-1500 Form Updates

Even before the testing period begins, we have the revised CMS-1500 available for use. The dual use period, during which Medicare will receive and process paper claims on both the old and revised CMS-1500 form, is 1/6/2014 - 3/31/2014. Beginning 4/1/2014 Medicare will require the revised version. We added a setting for the Form Version to the CMS-1500 section of the Insurer Setup form which lets you toggle between the current 08/05 and new 2/12 versions.


More information and updates regarding the implementation of the revised CMS-1500 claim form are available by going to: or clicking here.


» Click to View a List of Recent System Upgrades

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Frequently Asked Questions

Here are some commonly-asked questions sent to our support team recently:

Share Via EmailHow do I enter an insurance company overpayment into BillingTracker?

Share Via EmailHow can I get the Reminder Call service to display a list of appointments and the associated call eligibility status?

Share Via EmailHow do I access a local drive from the JAG server?

Share Via EmailWhat version of Microsoft Word do we need in order to work properly with ClinicTracker?


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

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User Suggestion of the Month

Thanks to Sandy Jones of TriCity Family Services, ClinicTracker now lets you enter the names of individuals who have some relevant connection to a patient or groups of patients. These External Contacts might be relatives, case workers, outside therapists, and the like. After you log these individuals into the system, you can associate them with the appropriate patients and even track appointments they attend.


Creating a new external contact is simple. Go to: Patient -> External Contacts. Now associate that contact to one or more patients using the plus button in the Associated Patients section at the bottom of the form.


On the Demographics form, you will find the list of External Contacts associated with the selected patient displayed on the Outside Providers/Contacts tab. Press the Add button above the list to add a new Contact, or double-click an existing Contact to view details. When you add a contact using this method, the system will automatically prompt you to create the association to the currently selected patient.


On the Patient Contacts form, you'll find a new button to the right of Appointment Date (and an option in the Actions menu) for "Associate External Contacts." It lets you indicate which of the associated External Contacts were present at an appointment.


For the excellent idea, Sandy won our User Suggestion of the Month prize. Congratulations Sandy! 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


ClinicTracker's Form Builder is a powerful utility that lets you digitize paper forms on your own. However, we understand that the prospect of converting all that paperwork can seem overwhelming.


We have a promotion that will address those concerns: If you license this module by February 28th, 2014, we'll get you started by completing the first 2 hours of custom form development. This special offer will let you take immediate advantage of a terrific ClinicTracker feature without having to build the first form yourself.


Click here to learn more about Form Builder.



» Click to Request Additional Information

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Show Me How

Check out the Automated Appointment Reminder Call and Insurance Eligibility Verification training videos to see how these features can save your entire office time and increase productivity.


ClinicTracker is DSM-5/ICD-10 ready. This step by step guide will show you how to use the DSM-5 Diagnosis Assignment form to enter a patient's new diagnosis assignment.


» Click to View the Online Video Library

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John "The Support Guy" Says...

ClinicTracker handles readmissions through the creation of Treatment Phases. Rather than starting from scratch for discharged patients who return for services, you tell the system, in essence: "Create a new phase for this patient using all the information from the prior course of treatment (i.e., Phase 1), because I don't want to enter all that information again." To create a new phase of treatment:


  1. Bring up the Demographics record for the patient (keep in mind that you will need to check the Show Discharged check box on the Find form to see a list of discharged patients)
  2. On the top menu bar, select the Readmit Patient option and confirm that you want to create a new Phase of Treatment
  3. To finish creating the additional Phase, modify any existing information and complete all required fields
  4. Save the record


When a patient has multiple Treatment Phases, the Treatment Phase menu will show at the top of all data entry forms for that particular patient. The menu will allow you to toggle between Phases by selecting the Phase you wish to view. Phase items that are grayed out represent a Phase type of Intake (as opposed to Patient), which cannot store paperwork.


Some additional notes:



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Hot Topics

A series of articles in the New York Times about the over-diagnosis of ADHD has caused quite a stir. Some statistics the authors cite:

  1. Recent data from the Centers for Disease Control and Prevention show that 15% of high school students have been assigned the diagnosis (the cutoff for most dimensional disorders is typically 5% of the population)
  2. An estimated 6.4 million children between the ages of 4 and 17 have received an ADHD diagnosis at some point in their lives (a 16% increase since 2007 and a 41% rise over the past 10 years)
  3. The number of children on medication for the disorder has jumped from 600,000 in 1990 to a current total of approximately 3.5 million


The newspaper accounts also document the role of advertising by pharmaceutical companies, changes in the DSM-5 that lower the threshold for diagnosis, and the extent to which professionals have blurred the lines between disseminating research findings and promoting psychoactive medications. While the authors state emphatically that appropriately diagnosed ADHD is a legitimate disorder with undeniable impact on normal functioning, they highlight the extent to which many diagnoses are assigned without proper rigor.


In the opinion of some prominent researchers, what contributes heavily to the over-diagnosis of ADHD (and, for that matter, any psychiatric disorder), is lack of focus on what constitutes a mental disorder. While the DSM has long focused on lists of symptoms to define a disorder, all evidence points to the impairment those symptoms cause as the critical variable. Not all individuals who are inattentive are significantly impaired by those symptoms. Conversely, some individuals who are not dramatically inattentive are nonetheless unable to function normally because of poor focus and organization. Furthermore, diagnostic guidelines give little direction as to what level of impairment is sufficient to qualify someone as disordered. Is it impairment as compared to the average person in the population (the legal standard) or perhaps as compared to Individuals of similar IQ or educational aspirations? Unfortunately, little guidance exists for clinicians to follow when it comes to deciding how impaired a client needs to be to justify a diagnosis.


ClinicTracker users may not realize it, but the system was designed from its inception to track factors of the sort these newspaper accounts emphasize. Administrators can keep a close eye on the percentage of patients assigned various diagnoses, how many patients who come for an intake are not assigned a diagnosis (presumably because they function normally), the number of prescriptions written for each medication in the formulary, the rates at which patients adhere to medical and non-medical interventions, etc. Administrators have easy access to all kinds of information about how providers approach identifying clients as having a mental disorder.


Perhaps the most powerful tool for assessing impairment and the impact of treatment is the Impairment Ratings. These ratings come from the slider bars asking clinicians to gauge the extent to which symptoms cause impairment in different settings (home, school, on the job, etc). They provide a gold mine of information about whether individuals who receive diagnoses are impaired and whether treatment is effective. Keep in mind that you can graph results of these assessments for an individual patient as well as for patient groups. Click here to contact our Research Director to discuss the clinical use of these ratings and/or opportunities for research on them.

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