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ClinicTracker EMR

Tuesday, 20 February 2018

How to Select a Mental Health EHR for Large Agencies

choosing a mental health ehr for large agencies

Since 2008, the number of office-based physicians using EHRs has more than doubled, from 42% to 87%. Even as healthcare workers grow increasingly accustomed to technology guiding their workflows, practices that provide mental health or substance abuse services still face unique challenges in finding EHRs that offer features designed for their complex billing arrangements and reporting requirements.

The biggest headaches for behavioral healthcare practices typically come from uncertainty about the status of patient paperwork. Because it’s crucial to stay on top of this compliance tracking, practices need a flexible EHR that adheres to the unique requirements of their specific funding sources and the regulatory body to which they report.

The bigger the practice, the more details to track. You’ll need to complete certain paperwork by specific times. Maybe you must provide an admission summary within five days, then 30 days later your setup requires a comprehensive treatment plan, then a treatment plan every 90 days. You may also need to provide a diagnostic evaluation, which a psychologist must sign.

Plenty of clinicians lose sleep over the paperwork labyrinth. Disorganization can cause more than stress and sleepless nights; failing to meet a regulatory reporting deadline can result in steep fines, or worse, loss of a license.

Most EHR systems are difficult to customize, so you’re forced to fit your unique workflow into the cookie cutters the system offers. For behavioral healthcare practices that need to track compliance, ClinicTracker’s Workflow Builder is a game changer. You can also create customized forms with our Form Builder. Like all of ClinicTracker’s tools, they work together to streamline and customize your workflow – even if you run a large practice.

Imagine: No more confusing spreadsheets listing due dates and reports. ClinicTracker automates the entire process, alerting you to due dates and providing the form you need to complete. Record your appointment, and it goes to the correct billing group. Unlike most EHRs, ClinicTracker offers a full suite of practice management tools, from human resources to patient records. Our program lets you customize the system down to the smallest detail – even state-specific personnel requirements.

Here are more features to look for in an EHR that proactively addresses regulatory compliance audits.

Scalable/customizable paperwork templates that:

  • Allow you to send forms to the client for completion via the Patient Portal
  • Become part of the clients’ medical record/completed paperwork
  • Allow automated compliance due dates
  • Offer templates for reporting
  • Display information from other areas of the system, such as patient name, date of birth, medical records, and allergies

 Include an output format with:

  • The ability to create custom paperwork input that prints in readable, clear formats
  • Customization available immediately

Compliance tracking based on your business, including the ability to:

  • Create compliance rules for your custom paperwork items – not just the built-in paperwork items
  • Filter compliance rules based on client age, program, patient group, gender, and other criteria
  • Report on upcoming compliance due dates
  • Offer templates for reporting
  • Report on staff that consistently submit paperwork items late

Workflow Builder helps your staff keep up to date with regulatory requirements, tracking paperwork across providers and locations. ClinicTracker generates alerts, messages, and reports regarding overdue treatment plans, unsigned progress notes, and any other compliance indicators.

And don’t worry: You’re never alone. We’ll guide you through the setup process, and we offer lots of options for help as you grow and change, including phone support and screen sharing to diagnose and resolve problems. We also offer live interactive training sessions and online tools, including videos, manuals, and step-by-step guides.

ClinicTracker understands what behavioral health agencies need, and we provide individualized training and customer service, no matter the size of your practice.

ClinicTracker is a robust, future-proof mental health and substance abuse EHR. Michael Gordon, a respected clinical psychologist, and Joshua Gordon, an award-winning software engineer, founded the company in 2000. ClinicTracker EHRs powerful software empowers your agency to succeed. ClinicTracker will automate many of your clinic routines, boost staff productivity, increase billing efficiency, and provide the tools you need to manage your clinic effectively. While mental health and substance abuse agencies are our main focus, our software is compatible with foster care agencies, social services, equine assisted therapy, university clinics, academic counseling, family counseling services, and eating disorder clinics.

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