Customized Workflow Software

How do you want your behavioral health clinic to function? It's an important question that implementing a computerized clinic management system forces healthcare providers to ask. Consider variables like:

• Which forms do patients complete on the first visit?
• Which forms should clinicians complete on that visit?
• How often do clinicians need to revise documents to comply with regulations?
• How will you handle release of information forms and then make sure you collect new versions once they expire?
• What's the easiest way to ensure that clinicians address goals and objectives, consistent with the treatment plan, within the progress notes?

With ClinicTracker, you have the means to customize clinical workflows in a way that suits your organization, giving you real clinical workflow automation built around how your team already operates, not the other way around. Workflows can be established based on various manual actions or automated workflows, from when a form or demographic record is created to when a staff member signs or updates a report. With the ability to create a limitless number of workflows (including multiple versions of the same workflow) and customize the forms referenced by them, you can rely on our clinical workflow software to best serve your needs and help modernize operations across the clinic.

The first step in your implementation is to make sure all your forms are available in your electronic health records system — including any forms that need to be created or customized. The next step is to make sure those forms work well together, with patient information flowing from one location in the client chart to another through seamless EHR integration. From there, we'll configure workflows that ensure staff are guided through the clinical and regulatory processes they need to follow. Because information flows between forms automatically, healthcare staff spend less time on manual data entry, and less time chasing down clinical information that should already be on file.

By embedding forms in our clinical workflow software, clinics like yours can save considerable time by eliminating unnecessary steps and cutting down on repetitive tasks. For instance, based on a few parameters in an assessment, you could trigger a workflow that automatically admits a patient (updating their patient status) and notifies your clinical manager. That type of automation helps keep patient flow moving and wait times down, without added steps. This can be especially beneficial for larger clinics that handle a high volume of patients, though small healthcare organizations looking to cut down on administrative tasks and administrative burden benefit too.

AI-powered tools, like an AI clinical assistant, can go further still. They are able to generate clinical documentation automatically, cutting down on the manual charting that eats into direct patient care.

All the while, you can reinforce compliance in your healthcare operations through prompts and reminders to complete required documentation on time — such as a scheduled treatment plan that's due every 90 days, backed by audit trails that keep every step visible for compliance review. Encrypted data transmission and HIPAA-aligned safeguards protect patient privacy throughout. With less guesswork in your behavioral healthcare workflows, it becomes significantly easier to train new healthcare workers.

An important part of healthcare workflow management, especially as healthcare technology evolves, is capturing the right information from the start of patient intake through every later patient encounter. Our Custom Form Builder gives healthcare organizations easy digital tools to collect the details they need to empower a more personalized approach to high quality patient care, a better patient experience, and greater patient satisfaction. Capturing details consistently at intake also supports smoother patient access to services, and a clearer patient journey from the very first form.

Healthcare organizations have the ability to:

• Create your own forms (both staff and patient-related versions)
• Modify existing forms, reorder sections to reflect your business processes, and hide sections that you're not using
• Include section headers, labels, drop-down lists, check boxes, list boxes, date-pickers, multi-line text boxes, and more
• Capture an unlimited number of signatures, including consent forms, with managed workflows for signature requests
• Collect external documents (e.g., Word documents, PDFs, etc.)
• Use formulas to populate fields and set font/background colors
• Reference fields from one form in another (e.g., reference Treatment Plan Goals in your Progress Notes)

Every healthcare organization has specific information that's critical to its operational workflows. The key is to be able to easily extract and visualize that data to support better clinical decision-making and patient outcomes, whether you're running a small practice or operating at enterprise scale.

With our Custom Report Builder, you can:

• Create customized output for any form to match your layout requirements
• Design reports based on any data in the system
• Format the elements of the report with a palette of fonts and colors
• Create complex formulas based on multiple data fields
• Export any of the reports in the system into Excel, PDF, CSV, HTML, or Text formats

Robust reporting like this helps you spot where manual processes create bottlenecks, and improve operational efficiency across the health system, giving supervisors the decision support they need to catch issues early.

Need something special to support state-specific requirements or other regulatory mandates? Navigating the complex ecosystem of state and federal rules is part of running any behavioral health organization in today's healthcare sector. To streamline workflows, we've added many state reporting utilities to our EHR system, supporting consistent healthcare delivery across programs. Our software currently offers data capture and automated reporting tools specifically adapted to unique specifications issued by Illinois, Georgia, Wyoming, Oregon, and others.

ClinicTracker 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 an optional message. The supervisor will see the notification in the messaging system, click the link to review the paperwork from a desktop or mobile device, sign off, and press another button to send you an acknowledgment notification. Integrated messaging like this keeps care coordination between supervisors and clinicians in one place instead of scattered across email and phone calls.

No more passing around a paper file, leaving notes in a supervisor's mailbox, or chasing follow up on a report you've written. All that clinical communication hassle goes away with ClinicTracker's signature routing system, so clinicians can focus on direct patient care instead of paperwork. So does worrying about whether all the healthcare system forms that require signatures will pass regulatory scrutiny.

Bringing forms, workflows, and reporting together in a single platform means less manual work, fewer dropped handoffs, reduced costs tied to paper-based processes, as well as protecting staff from the burnout that repetitive admin work causes.

How do you want your behavioral health clinic to function? It’s an important question that implementing a computerized clinic management system forces you to ask. Consider variables like: 

• Which forms do patients complete on the first visit? 
• Which forms should clinicians complete on that visit?
• How often do clinicians need to revise documents to comply with regulations?
• How will you handle release of information forms and then make sure you collect new versions once they expire?
• What’s the easiest way to ensure that clinicians address goals and objectives, consistent with the treatment plan, within the progress notes?

With ClinicTracker, you have the means to customize clinical workflows in a way that suits your organization. Workflows can be established based on various manual and automated actions, from when a form or demographic record is created to when a staff member signs or updates a report. With the ability to create a limitless number of workflows (including multiple versions of the same workflow) and customize the forms referenced by them, you can rely on our clinical workflow software to best serve your needs.