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ClinicTracker EMR

Social Service Agencies

 

Many of your staff work in the community – visiting homes, schools, jails, and other facilities. They can’t wait to return to the office to record their notes and complete paperwork. That record-keeping has to happen in real time. Your people might even need to gather signatures in the field.

ClinicTracker accommodates the needs of mobile workers. The program makes it easy to enter notes and complete forms on a smartphone or tablet. You can even gather client signatures remotely. And, with Google Maps, you can generate directions from your home, office, or previous appointment to your next appointment. For managing reimbursements, you can even track travel times and distances.

If your funding agency requires a specialized form, ClinicTracker has it covered. With the Custom Form Builder, you can generate any form you need – on your own or with our assistance.

Does your social service agency need better EHR software? Do you want to provide a higher quality of care? Are you looking for an EHR that specializes in social service agencies? If so, you’ve come to the right place. We welcome the opportunity to have a personal consultation to understand what you’re looking for and explain how we can meet your evolving needs. At ClinicTracker, we believe in making our EHR meet all your daily operational requirements.

Your success is our number one priority. Schedule a consultation with a ClinicTracker representative today.

University Clinics

 

Tracking paperwork, maintaining regulatory compliance, and fostering transparency present challenges for any agency. Add a training component and you reach a whole new level of complexity. Which staff members need supervisory signatures? Which can sign paperwork autonomously? How can a trainee and supervisor communicate around completing documentation? How do I know whether one of my students has seen the required number of clients to get credit for the rotation? How can I make sure that this trainee has finished his paperwork before leaving?

Because ClinicTracker grew out of an academic environment, it knows how to deal with all those nuances inherent in clinical training. And it’s so easy to use that students can begin using the system with only minimal training.

Are you a university clinic that is searching for better EHR software? Do you want to provide a higher quality of care? Are you looking for an EHR that specializes in university clinics? If so, you’ve come to the right place. We welcome the opportunity to have a personal consultation to understand what you’re looking for and explain how we can meet your evolving needs. At ClinicTracker, we believe in making our EHR meet all your daily operational requirements.

Your success is our number one priority. Schedule a consultation with a ClinicTracker representative today.

Partial Hospital Programs

 

Your clients move from service to service throughout the day. Their morning plan might involve group and individual counseling, while the afternoon could involve a social skills activity and recreation. You need a program that can track all of these activities, verify attendance, gather staff notes, and log the treatment history. But you also need the ability to bill not by the service, but according to a daily rate.

ClinicTracker accommodates all those needs. Staff will find it easy to track attendance, complete documentation, and review a client’s entire program. Your billing staff will also find that our software provides a full range of options for submitting charges by service or by day.

Do you run a partial hospital program that needs better EHR software? Do you want to provide a higher quality of care? Are you looking for an EHR that specializes in partial hospital programs? If so, you’ve come to the right place. We welcome the opportunity to have a personal consultation to understand what you’re looking for and explain how we can meet your evolving needs. At ClinicTracker, we believe in making our EHR meet all your daily operational requirements.

Your success is our number one priority. Schedule a consultation with a ClinicTracker representative today.

Substance Abuse Programs

 

Gone are the days when you could manage a substance abuse program without having to worry much about documentation requirements, billing codes, and compliance tracking. Substance abuse program staff now have to keep a close eye on state regulations for paperwork, accountability, and billing requirements. Indeed, many programs now find themselves needing a ready-made infrastructure that manages their entire operation.

ClinicTracker offers just that kind of solution. Designed by experts and enhanced by the input of thousands of users, the program includes the forms you'll need and makes it easy for you to generate others designed for specific requirements. ClinicTracker also understands that you have to track participation in groups, programs, and clinics. The software is even designed to offer differential access to records (depending on security clearance) as well as the ability to keep mental health and chemical dependence records separate.

Do you operate a substance abuse program that is searching for better EHR software? Do you want to provide a higher quality of care? Are you looking for an EHR that specializes in substance abuse programs? If so, you’ve come to the right place. We welcome the opportunity to have a personal consultation to understand what you’re looking for and explain how we can meet your evolving needs. At ClinicTracker, we believe in making our EHR meet all your daily operational requirements.

Your success is our number one priority. Schedule a consultation with a ClinicTracker representative today.

Mental Health Clinics

 

If you made a wish list of EHR/clinic management features for your mental health operation, you’d have a hard time naming a feature that’s not already part of ClinicTracker. We developed our software to streamline processes wherever possible – from the moment a client contacts you to the final discharge note. And all these features are linked in a way that reflects your workflow and the seemingly endless intricacies that are specific to providing behavioral health services.

But it’s not just that ClinicTracker is full of individual features. Ask for a demo and you’ll see that our software truly understands how clinicians and support staff work. The basic daily functions associated with generating documentation, tracking compliance, writing prescriptions, and processing billing are straightforward, intuitive, and streamlined. Why? Well, after 16 years of aggressively incorporating user feedback, we’re going to get it right. Couple our user input with outstanding customer support and you have the EMR solution you’ve been seeking.

Do you run a Mental Health Clinic or Behavioral Health Organization that is searching for better EHR software? Do you want to provide a higher quality of care? Are you looking for an EHR that specializes in mental health clinics and behavioral health organizations? If so, you’ve come to the right place. We welcome the opportunity for a personal consultation to understand what you’re looking for and explain how we can meet your evolving needs. At ClinicTracker, we believe in making our EHR meet all your daily operational requirements.

Your success is our number one priority. Schedule a consultation with a ClinicTracker representative today.

Frequently Asked Questions

General

Why should I use ClinicTracker Connect to manage my clinic?

Because no other program comes close to ClinicTracker in the extent to which it can run every facet of your agency. We designed our software with the single-minded notion that an EHR should make life easier for everyone involved (clients included). On the day you implement ClinicTracker, your operation will become paperless, accountable, interconnected, and more productive. To learn more about how you will benefit from adopting ClinicTracker, click here.

To what degree can you customize your software so it does everything we need it to do?

We realize that every agency has its own set of requirements and conventions. And we know you want an EHR to reflect your clinic’s style and personality. That's why we've engineered ClinicTracker with an extraordinary degree of flexibility that lets us personalize the system according to your specifications. But, in reality, you can modify much of the system on your own, mostly by adjusting values in a maintenance menu and selecting options. You can also customize your own forms, build your own reports, create custom workflows, and configure compliance rules and alerts.

Is it easy to learn and use ClinicTracker?

Because ClinicTracker Connect was designed by clinicians focused on instituting a system that made their jobs easier, the program is extremely easy to learn and implement. It is so intuitive and efficient, even the most resistant staff members will embrace ClinicTracker Connect because they will quickly realize how much time and effort it saves them.

Why should I select ClinicTracker over other software programs?

Simply put, nobody can give you the control, program flexibility, and lightning-fast support that we can. ClinicTracker is in a class by itself when it comes to being fine-tuned to the world of behavioral healthcare. Our customers have told us that ClinicTracker is the most comprehensive, intuitive, and user-friendly solution on the market, and that our customer support is beyond anything they have experienced from any software vendor.

Is ClinicTracker remotely accessible from an iPad, tablet, or smartphone?

Yes! The 2X Cloud Computing Software offers secure remote desktop and application access for any web-enabled device, including Android, iOS, and BlackBerry. You can therefore access ClinicTracker from any supported smart phone or tablet. Check out http://www.2x.com/rdp-client/ for additional information.

Pricing

What’s the purchase price?

Several factors will determine your cost, including the number of users, which modules you select, and the number of additional services you require. Regardless, you will find our pricing competitive and affordable. We can also offer you plans for SAAS, purchase, or lease. Contact us for a quote today.

How do you license the software?

We typically license the software on a per-user basis. You will therefore need a license for each staff member who intends to log into the program. Site-licenses are available for larger agencies and we offer per-transaction pricing as well. Our sales staff will work with you to determine the pricing model that best fits your agency.

Installation, Implementation, and Usage

What happens once I sign a contract?

Implementation starts with a detailed discovery session. We'll identify every factor that's critical to a successful installation: hardware, network environment, existing software, conversion of existing data, customization, demo system pilot, and staff training. Together we’ll review this detailed plan and develop an implementation schedule. Our implementation methodology ensures a smooth implementation and productive use of staff time.

What exactly is included in my support services?

You will receive access to an incredibly fast, remarkably competent, US-based support team that has a singular focus of ensuring your success and happiness with our software. You will receive frequent (often weekly) updates to the system that provide enhancements and correct any identified issues. You will benefit from features requested by other users in the ClinicTracker community. We will answer your questions, provide training on new features, and do everything in our power to ensure a good experience with ClinicTracker.

How long does installation and implementation take to complete?

We typically implement systems in a matter of weeks. Our fastest implementation was 26 calendar days from contract signing to go-live. This is a stark contrast to other programs that can take months or years to configure and implement. That said, there are many additional services you may require that could change that timeframe. For example, the timing may increase if you require data migration from an existing system, develop custom integrations, or accommodate any other agency-specific requirements. Your salesperson and Dedicated Implementation Specialist will be able to define an implementation schedule given your unique needs.

I'm planning to expand my clinic over the next year or two. Will ClinicTracker Connect be able to accommodate my growing needs?

ClinicTracker Connect is scalable to any-sized organization – from a small group practice to a sprawling agency.

How often do you release updates?

We take a different approach to update releases than most other companies because we do not wait 6-12 months for major service pack releases. Our updates are so easy to distribute, we can release a new version whenever we develop new features we want you to be able to take advantage of – often weekly. This method has two benefits: 1) you don't need to wait months or years to benefit from enhancements; and 2) changes are easier for users to digest, as there are only a handful of new features in each release, as opposed to pages of updated manuals to sift through.

System Requirements

How can we set up ClinicTracker Connect on our network?

ClinicTracker can run in a client/server environment, a terminal services (Citrix) environment, or be set up as a hosted application (SaaS). See below for the various requirements based on your type of installation. Please review the detailed system requirements or contact us if you would like to discuss how to best implement ClinicTracker in your agency.

What are the system requirements for Client/Server Environment?

The most common setup, all of your computers (clients) communicate with a database that is stored on the server. For the client machines, we recommend at least Windows 2000 with a 1 GHz processor and 512 MB RAM. We also require Microsoft Word (version 97 or higher) for paperwork output and the .NET Framework (version 3.5 or higher). For the server, we recommend at least a Pentium III-compatible processor with a 1 GHz processor and 1 GB RAM.

What are the system requirements for Terminal Server (Citrix)?

In a terminal server environment, both the application and data reside on a single server. Users log into the server to use ClinicTracker Connect. Some agencies have adopted this method because it makes installation and ongoing support/maintenance easy. In this case, the client machines need only be able to open a remote desktop connection to the server, which nearly all Windows computers can manage. Macintosh computers also have a remote desktop client that accomplishes the same connection. For the server, we recommend at least Windows Server 2000 in Terminal Server mode with a 2 GHz processor and 3 GB RAM.

What are the system requirements for a Hosted (SaaS) configuration?

The hosted option is very similar to the Terminal Server option described above, except we host the terminal server for you. As a result, all you need are Windows-based client machines running Internet Explorer version 6.0 or later. See Deployment Options for more information.

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:

  1. Identify resources through your personal web searches or a library of articles your clinic might have collected; or
  2. Navigate to a form in ClinicTracker that, based on search criteria related to diagnosis, medications, or lab results, will take you to relevant articles in Medline/PubMed

Rather than requiring you to print or email this information (which are still options), your resources will be instantly made available through the Patient Portal. Identify the links you want to send and your patients will see them the next time they log into the Portal. You can even check if they've clicked on any of the links you identified.

Patient education is another important clinic function that ClinicTracker automates for you. Immediate access to 35,000+ articles and a vehicle for selecting and transmitting them through the system makes the process easy for your staff.

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 and send a C-CDA file for any patient in the system. The only requirement is that the recipient has what's known as a Direct (secure) email address. You can either select from a pre-stored list of addresses for your referral partners or enter one manually. The method for composing messages is the same as what you use for writing any e-mail within ClinicTracker's Unified Messaging System.

Receiving C-CDA

When ClinicTracker receives a message with an attached C-CDA file, it automatically translates the raw information in that file and displays it in a way you can read it. The system even organizes a table of contents for the information. You can view the file on-screen and/or save it to the client's Related Documents repository. One-click takes you to a form where you can compare the incoming C-CDA with the information within that client's ClinicTracker record. All you'd have to do now is decide which pieces of the new information you want to include in the chart. 

Patient Portal C-CDA Access

The Meaningful Use program requires that clients have access to certain details of their record that they can, in turn, download or send to another provider. The ClinicTracker Patient Portal makes it easy for clients to exercise these options. It's not surprising why patients appreciate having this level of access and control. 

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 able to say, "All front office staff can have permission to modify demographic information, but they can't gain access to patient notes." But what if a certain administrative assistant needs access to some other parts of the record for clients in a particular subspecialty clinic? The average EHR won't let you manage those contingencies.

In typical fashion, ClinicTracker exceeds most programs in letting managers tailor features to exacting criteria. Its superiority derives from limiting access based on specific client characteristics, not general staff roles. With ClinicTracker, that same administrator can tell the program, "This staff member can have read-only access to clients in the Chemical Dependence unit who are in the Cognitive Behavior Therapy Group" and "Another staff member can have full access to the chart, but only for patients assigned to her caseload."

With ClinicTracker Connect you can make sure that only the right people with the right privileges at the right times can gain access to a client's personal data. You will always know you're able to comply with  the Minimum Necessary requirement.

Here are just a few examples of how you can use ClinicTracker to control access to protected health information:

  • Limit or grant access to client records based on patient group and/or place of service
  • Grant a particular clinician permissions to see only the patients that have been assigned to him or her
  • Specify each users' access level to various areas of the client record

ClinicTracker can enforce all of the HIPAA security requirements, even the more complex sub-rules that force differential access based on multiple patient criteria.

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 service code. An integrated solution lets you select a scheduled patient and gain access to contact information, open balances, payor mix, and the full range of clinical information.

With ClinicTracker's Scheduler you can:

  • Manage schedules for staff, patients, rooms, and groups
  • View multiple schedules side-by-side
  • Receive pop-up alerts on-screen when your patient is checked in
  • Grant specific users read-only or full access to your schedule
  • Use advanced recurrences (e.g., every third Thursday)
  • Use the Find Available Appointment feature to locate open time slots for other users
  • Use color-coding to distinguish different event types
  • Customize your settings and create multiple favorite views that you can retrieve on-demand
  • Manage a check-in sheet that shows which patients are in your office at any given time
  • Track travel time and distance

Conflict Checking

One of the many powerful features of the Scheduler is its ability to check for appointment conflicts:

  • Prevents/warns against double-booking staff
  • Prevents/warns against double-booking an office location 
  • Prevents/warns against double-booking a patient or even having multiple appointments with the same service code for the same day (which might make one of the appointments non-reimbursable)
  • Warns if you schedule an event outside the hours set for the staff member or the agency as a whole

The system displays a fully-detailed warning if it detects a conflict. You can then decide whether to go ahead with scheduling the event or explore other options. 

Integrations

The Scheduler works seamlessly with two software solutions:

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