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ClinicTracker EMR


ClinicTracker combines an incredibly robust menu of current features with a design that guarantees it can grow along with your agency. It's easy to use software will make your staff comfortable, more organized, and efficient. If they think of a modification that improves their experience with the system even more, the chances are high you can add it yourself or ask us to do it for you quickly.

Here's an overview of 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 MIP Fund Accounting (Community Brands) 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 claims processing and patient billing? Confused by intricate mental health, Workers Comp, or substance abuse billing requirements? Thinking about outsourcing the entire mess? ClinicTracker’s Billing Service for mental health and substance abuse agencies could be the answer to your billing woes. We can save you time, money, and all the hassle involved in submitting claims and chasing reimbursement. Choose our service so you can make this chronic administrative headache fade away. We have the expertise and software… READ MORE

Billing Service Enrollment

Billing Service Enrollment Struggling to manage claims processing and patient billing? Confused by intricate mental health, Workers Comp, or substance abuse billing requirements? Thinking about outsourcing the entire mess? ClinicTracker’s Billing Service for mental health and substance abuse agencies could be the answer to your billing woes. We'll save you time, money, and all the hassle involved in submitting claims and chasing reimbursement. Our service makes this chronic administrative headache fade away. We have the expertise and software to make it happen –… 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 leader TriZetto Provider Solutions (formerly Gateway EDI). Thanks to a direct flow of data from ClinicTracker, TriZetto can manage the claims process and provide you with full reporting capabilities regarding claim status and your accounts receivable. Their revenue… 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.  Fit your EHR to how your clinic works with customizable workflows Enable easy recording of intake and demographic information Log all appointments and collateral activities to create a complete… 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

Cloud Communications

Cloud Communications Making sure your communications are secure has become a central focus for behavioral health agencies. Gone are the days when it’s okay to leave sheets in a fax machine or send private medical information through regular email. ClinicTracker’s integrated Cloud Communications package (which includes Cloud Fax and Direct Secure Messaging services) lets you exchange all incoming and outgoing messages securely and directly from within your EHR. Cloud Faxing Old-fashioned fax machines are steadily fading from clinical settings because they cannot… READ MORE

Collections Service

Collections Service Collecting healthcare bad debt has always been a challenge. That’s why ClinicTracker EHR and Transworld Systems (TSI) have teamed up to streamline the process and improve your bottom line. Users can access TSI’s proprietary collections platform directly from our EHR. The integration lets practices identify, select, and electronically transfer delinquent patient accounts to TSI for collections. Benefits of ClinicTracker/TSI Integration Forward bad debt claims with a few clicks Expedite the payment process Lower internal costs Increase cash flow for revenue… READ MORE

Credentialing Service

Credentialing Service ClinicTracker EHR has added credentialing to the portfolio of services we offer through our partner, TriZetto Provider Solutions (TPS). Credentialing is a powerful combo of "people and process." Whether your practice needs to be credentialed for the first time or you need re-credentialing assistance, you can trust their experienced team to gather, validate and confirm each piece of critical data in the credentialing process. Obtaining and maintaining provider credentialing is critical to successful revenue management. This burdensome administrative task requires… 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

Custom Form Builder

Custom Form Builder Creating forms and progress notes exactly the way you need them is a necessity for many mental health and substance abuse agencies. Relying on programmers to digitize your paper forms and progress notes is time consuming. 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 that lets you customize forms and progress notes on your own. We can also help you with them. Simple Transition… 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

Digital Signature Capture

Digital Signature Capture 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

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

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


ClinicTracker offers a vast menu of features that you can customize to fit your needs both now and in the future. We designed the software to make your work life easier, not harder (like so many EHRs). You’ll find that ClinicTracker keeps everyone more organized, efficient, and productive. Competitor Comparison Chart By checking websites, reading reviews, and talking to customers at length, we’ve been researching how ClinicTracker compares to our competitors. Although we worked to be as accurate and fair… 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

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. Insurance eligibility verification is easy with ClinicTracker because it automates the entire process. The process is fully integrated with the ClinicTracker Intake form, that way 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: A totally automated system process will verify eligibility for all appointments scheduled within a designated time span.… READ MORE

Lab Orders and Results

Lab Orders and Results ClinicTracker has collaborated with Change Healthcare to add an intuitive lab order capability within our EHR system. This new feature enables agencies to create and send orders, then automatically receive results from the lab, monitoring the status along the way. Regardless of which laboratory or ancillary service provider your agency needs to order from, you will have the ability to track those orders by status and receive all the commensurate results in a way that seamlessly integrates with ClinicTracker. Change… 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

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 records, scheduled appointments, and financial information. That’s how the patient-practice relationship has evolved in recent years (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. When clients log into their portal, they have 24/7 access to information they can use… READ MORE

Patient Statement Service

Patient Statement Service ClinicTracker has partnered with TriZetto Provider Solutions to offer a secure solution for generating and mailing patient statements. Fully integrated into ClinicTracker, it reduces costs, gets bills out quicker, and improves cashflow – all with less effort and paperwork. Features and Benefits After batching patient invoices in BillingTracker, you can send them to TriZetto with a click of a button. TriZetto will print the statements and mail them to your patients. Save at least 30 cents per statement because you… 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

Performance Measurement Reports

Performance Measurement Reports Welcome to Performance Measurement Reports – an exciting new practice management tool from ClinicTracker. We designed it as an effortless way for administrators to keep close tabs on their operations. You tell ClinicTracker what metrics you want to follow, and the system automatically emails you a complete report on whatever schedule you select. It’s a built-in warning system that keeps an eye on your business at all times—and you don’t have to lift a finger. Receive automated emails that report… 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

Telehealth Connector

Telehealth Connector Our method for delivering Telehealth services via ClinicTracker is based on a “bring your own platform” approach. That means you can join up your personal (or agency) Zoom-type account with ClinicTracker’s new Telehealth Connector module. Access the teleconferencing program of your choice (or at least those that are HIPAA compliant and meet some other technical criteria), while enjoying the benefits of the ClinicTracker connection. How does it work? Schedule a Telehealth appointment like any other event Let clients join sessions… 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

Workflow Builder

Workflow Builder Along with Form Builder and Report Builder, the Workflow Builder is designed to help you customize ClinicTracker. Imagine being able to tell the software exactly what should happen when someone calls for an intake, or has been a patient in the clinic for 90 days, or has been admitted to one of your subspecialty programs, or is about to be discharged. With Workflow Builder, you can implement and track routines for everything that transpires during the course of a patient’s… READ MORE

See a list of even more features!