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ClinicTracker EMR

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:

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:

  1. 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.
  2. Blackbaud's Raiser's Edge NXT is the first cloud-based fundraising and relationship management solution. It's smart, all-inclusive, fully-integrated, and built with nonprofits in mind. This fundraising software, with its advanced technology, will help you grow your constituent base, cultivate new revenue streams, and expand your organization’s impact like never before.

Create Direct Integration Links

  1. Connect BillingTracker insurers to funding sources
  2. Link ClinicTracker sub-specialty programs to programs or reporting units
  3. Associate insurers with receivable/revenue accounts

Simple Import/Export Process

  1. Filter export files by program and date range
  2. Review export files in Notepad or our viewer utility
  3. Process your import files by logging directly into Abila MIP from BillingTracker or import them through Blackbaud

What is Fund Accounting?

Commercial organizations have accounting systems that measure product, division, and company performance by gain and loss of profits. Accounting systems for nonprofit organizations (and sometimes governmental agencies) only begin by measuring incoming and outgoing monies—they must do much more. Nonprofits have social and legal responsibilities that extend beyond the balance sheet. They must also carefully track and report on separate sums as they move though their programs in the forms of funds. Major donations and grants are commonly given with a set of specific and unique requirements, restrictions, and responsibilities. The associated funds are either restricted or unrestricted. Failure to demonstrate that restricted funds have been used correctly can have some serious organizational consequences, including termination of executives, loss of funding, and worst case, loss of tax-exempt status. 

abila
*Abila is part of the Community Brands family.

Abila MIP Fund Accounting

Cut hours or days off of your reporting cycle by creating the reports you need within the system. No more manipulating data with external spreadsheets or fighting with complex, external report-writing tools.

  • Customize the chart of accounts to access data quickly and easily for more efficient tracking and reporting
  • Automate transaction entry with a variety of tools including memorized and recurring transactions, preset distributions, and entry defaults, to boost productivity and reduce errors
  • Use the dynamic drill-down analyzer to review individual transactions that make up balances on reports
  • Make it easy for auditors to verify the accuracy of financial statements by maintaining a clear audit trail

United States Abila MIP Fund Accounting Reseller Partners

ClinicTracker EHR is partnered with Blackbaud

Blackbaud Raiser's Edge NXT

  • All the capabilities of the world’s leading, most widely adopted nonprofit fundraising software
  • An intuitive, role-based interface that understands how nonprofit teams work
  • Built-in analytics that proactively serve up recommendations for how, where and when to prioritize your efforts
  • Advanced fundraising and relationship management capabilities that help you grow your constituent base, cultivate new revenue streams and expand your organization’s overall impact
  • Real-time and user-friendly accessibility from any device
  • Complete integration with other Blackbaud solutions, including Financial Edge NXT, the most advanced cloud accounting solution designed for and available to the nonprofit community
  • The insight of the largest nonprofit community and more than 30 years of research and development by the world’s leading technology provider for nonprofits
  • A forward-looking plan to connect you to the entire philanthropic community

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 benefits. Prior to the ERA, staff would have to spend hours reviewing each claim, posting payments, and reconciling any errors. Now that entire process can be automated with the 835 ERA module from BillingTracker. This feature saves office staff from having to collect mail, file paper documents, manually post payments, and adjudicate claims with payors. Another advantage is that insurers pay electronic submissions faster, which improves your cash flow.

Maximize Your Time

Because working with paper remittance reports has always been a painstaking chore, agencies have been jumping at the opportunity to automate. According to studies on the benefits of using ERA, you will recoup your investment in just a few months, at most. In addition to the inevitable boost in operational efficiency, you will also eliminate errors, reduce staff time devoted to adjudicating claims, and improve cash flow.

Further Reading:

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 several different points within ClnicTracker:

  • Patient Dashboard 
  • Demographic Record
  • Scheduler 
  • BillingTracker
  • Patient Portal

Payment Process

Wherever you access the payment system, you use the same method: On the Collect Copay screen, enter the amount due, payment method, reference number, and any comments you might want to store. When you swipe the credit card through the card reader, the card holder's name, card number, and expiration date will automatically populate the appropriate fields. If you are accepting a payment by phone, you would simply key in this information. The system automatically applies the specified payment amount to the patient's account.

If the transaction is approved, the patient receives a receipt by email. You can also print out a paper version immediately or suggest it be printed at home through the Patient Portal. Your clinic can also keep records of patient payments by running reports based on credit card transactions. 

Benefits

  • Simple implementation and electronic enrollment process with no contract terms
  • Makes it more convenient for the patient to pay bills
  • Reduces the time staff spend collecting copays and processing post-adjudication balances
  • Minimizes desk clutter (the card reader is compact)
  • Eliminates redundancy and reduces errors by keeping the process entirely within ClinicTracker
  • Assures transactions are processed using the latest digital security in a safe and secure environment
  • Help is just a call away with TransFirst’s in-house, on-shore, 24/7 customer support

Integrated Credit Card Processing Saves Money

  • Record keeping and reporting are easier because transactions are posted to your bank account before any fees are charged. Service fees are deducted in one lump sum at the end of the month
  • Faster payment posting (two days versus the three-day industry standard)
  • No charges for declined transactions because TransFirst waives declined authorization and batch header fees

As an added benefit, TransFirst offers potential customers a complimentary Efficiency Analysis that compares your current costs for processing credit cards with what they would charge. This analysis comes with a Meet or Beat promise - they will not charge you more than you are paying now. TransFirst's commitment to meet or beat pricing means that your payment processing will be more efficient and cost effective.

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