How ClinicTracker Helps Clinic Billers

Given the overwhelming complexity of handling bills, insurance claims, and remittances, you demand a billing program that handles every nuance of the process. You also want to make sure that it can adapt to the inevitable changes in requirements you’ll encounter down the road as you add additional payors to the mix.

Request a Demo

Avoiding Documentation Gaps That Delay Claims

Keeping Track of Insurance Coverage & Eligibility

Reporting & Reconciling Revenue

Avoiding Documentation Gaps That Delay Claims

One of the biggest headaches for billers is chasing down claims denied due to missing documentation like unsigned notes, incorrect billing codes, or mismatched dates.

How ClinicTracker helps:

ClinicTracker integrates clinical documentation and billing in real-time. If a provider forgets to sign a progress note or a required field is missing, for example, the system automatically prevents the claim from being submitted. Billers can see what’s holding things up and route issues to the appropriate staff before they cause delays.

Keeping Track of Insurance Coverage & Eligibility

Unverified or outdated insurance information can lead to lost time and denied claims. Confirming coverage manually means long hold times and potential errors.

How ClinicTracker helps:

With Insurance Eligibility Verification, you can run automated or on-demand eligibility checks for upcoming appointments. It even supports batch verification so staff can review coverage details for the entire schedule before the day begins. That means fewer surprises, cleaner claims, and faster payments.

Reporting & Reconciling Revenue

Reconciling billing data across EHR, clearinghouse, and accounting software can be time-consuming and confusing, especially if systems aren’t integrated.

How ClinicTracker helps:

ClinicTracker’s BillingTracker offers built-in dashboards that track charges, payments, denials, and patient balances in real time. With ERA integration, billers can automatically post remittances, reducing manual entry and reconciliation errors. And because the system is fully integrated with clinical records, you always know that billing reflects what actually happened in the session.

Features Built for Clinic Billers

BillingTracker

Manage claims from start to finish with a billing system built specifically for behavioral health.

LEARN MORE

Clearinghouse Partnership

Submit claims and track rejections through trusted clearinghouse integrations that streamline payer communication.

LEARN MORE

Credit Card Processing

Collect payments securely and efficiently with integrated credit card processing directly from the patient’s account.

LEARN MORE

Accounting Integration

Sync your billing activity with accounting tools for accurate tracking, reporting, and reconciliation.

LEARN MORE

Insurance Eligibility Verification

Verify coverage in advance to prevent surprises, reduce denials, and keep the billing process moving.

LEARN MORE

Billing Service

Outsource billing to a team that knows ClinicTracker inside and out so you can focus on patient care, not paperwork.

LEARN MORE

Patient Statement Service

Simplify your statement process with print-and-mail or digital delivery options that reduce admin work and improve collections.

LEARN MORE

Collections Service

Recover outstanding balances more effectively with a professional collections service tailored for behavioral health.

LEARN MORE

Electronic Remittance Advice (ERA) 835

Process remittance files electronically for faster posting, fewer errors, and better cash flow visibility.

LEARN MORE

Frequently Asked Questions

How does ClinicTracker help reduce claim denials?

ClinicTracker’s integrated billing and documentation workflows help ensure claims are complete before submission. The system automatically flags missing signatures, incomplete notes, or missing diagnosis codes to reduce the risk of denials due to documentation errors.

Can I verify insurance eligibility before the appointment?

Yes. With ClinicTracker’s Insurance Eligibility Verification tool, you can automatically check eligibility for all upcoming appointments, or verify individual patients on-demand. Results are saved for future reference, preventing surprise denials and delayed payments.

Is there a way to track denied claims and resubmissions?

Absolutely! ClinicTracker includes real-time dashboards that let you monitor denials, resubmissions, and outstanding claims. You can filter by payer, reason, date range, and more, making it easy to follow up and prioritize collection efforts.

How does ClinicTracker handle coordination between billing and clinical documentation?

ClinicTracker connects billing directly to the clinical record. That means your claims are built on what’s actually documented to ensure compliance and reduce billing errors. The system also prevents claims submission until all required documentation is complete and signed.

“We routinely remark, ‘ClinicTracker has thought of everything!’ Your service is unparalleled and your knowledge of the product and how I need to use it to the benefit of my practice and my patients is incredibly useful and progressive.”

Co-Owner - Arizona

“I have never had such positive feedback from staff following the implementation of a new system as I did with ClinicTracker. All staff comments have been positive. ClinicTracker is easy to learn and easy to use.”

Director of Finance & Administration - Connecticut

“We made a good choice. ClinicTracker has proven to be a wonderful enhancement to our outpatient mental health clinical program. The entire team of psychiatrists, social workers, support staff, and program leadership has been very pleased with the program.”

Outpatient Manager - New York

“The team is amazing! We truly appreciate that we can reach out regarding any questions or concerns and that we are always helped so quickly.”

Program Assistant - California

“Thank you for your thoughtful review of our initial ticket and thoughtful problem-solving questions. I truly appreciate the work you put into it!”

Billing and Compliance Manager - Oregon

“Our staff dreaded changing over to an electronic record. They soon discovered that ClinicTracker made their work easier, not harder.”

Executive Director - New York

“I want to thank your team for your continued excellent service. You are a 'breath of fresh air.'”

CEO - Iowa

“Although we’re just implementing ClinicTracker, our clinicians have already praised your team for being so supportive. Thank you so much for your attention to customer service.”

Executive Director - Oregon

“Awesome. You guys have the best customer service anywhere.”

Clinical Director - New York

“I’m consistently impressed with how quick you are to respond. Equally important is that you provide clear, easy directions that help resolve my concerns.”

Clinical Social Worker - New York

“Whenever I submit a support ticket, I get a fast, competent response.”

Director of Patient Access - New York

“What do we like? That your technical support is world-class and that you are so willing and quick about making upgrades to the system.”

Executive Director - New York

"We appreciate our relationship with Clinic Tracker. I have worked with several EHR's in various capacities and ClinicTracker is very responsive to the customer's development requests, they have a responsive support team and look for end user feedback to continuously improve the system."

CEO - Massachusetts

Our counseling program is going to be able to service more clients and counselors will be able to spend more time doing what they love with the ease and efficiency of the clinic tracker program they created for our program!

Clinical Supervisor - New Jersey

I would highly recommend Clinic Tracker for any agency in need of an EHR. We have been using CT for over 5 years and are still highly satisfied.

Behavioral Health Manager - Pennsylvania