White Glove Implementation

Implementing a Behavioral Health EHR is inherently frustrating because of all the challenges involved in customizing the software and training staff. At ClinicTracker, we do everything possible to minimize the hassle, drudgery, and guesswork that normally burden new EHR software users. Simply provide us with some basic information (staff names, service codes, location details, etc.) and we handle data input and system configuration. We'll take an active role configuring billing settings, submitting test claims, custom form building, custom report building, data migration, and more. We provide you with a dedicated implementation specialist to guide you through the whole process, from loading staff names and user credentials to specifying labels you want on various forms and fields.

We're proud to announce that we can offer users of ClinicTracker EHR an opportunity to pursue online education about a range of important professional topics. Thanks to a new collaboration with the Zur Institute, our user community can access CE courses that are timely and relevant (DSM-5, ICD-10, HIPAA, Meaningful Use, and more) at a discounted price.

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 no wasted effort.

Maximize Efficiency

Without smart financial software by your side, processing claims can be a nightmare. With all of the rules, regulations, and payor requirements, it's a very complicated endeavor from beginning to end. You'll find that BillingTracker makes that process infinitely more straightforward because it automates what were tedious tasks and handles every possible scenario with relative ease. And because it is fully integrated with the client's clinical record, you'll avoid redundancies and connect with the treatment team. With BillingTracker, you can:

• Create a claim from a Clinical Appointment record instantly
• Examine and modify every detail of the claim record
• Adjust balance responsibilities over multiple payors at once
• Set claims to bill using payor-specific methods
• Configure fee schedules by payor, program, location, time of day, day of week, and more
• Record patient copays or payments that cover one or more open claims
• Enter bulk insurance payments covering multiple clients
• Apply adjustments and automatically update remaining balance assignments
• Maintain credit balances for any of your patients or payors
• Process 835 Electronic Remittance Advice (ERA) files from your payors and auto-post to patient accounts
• Generate collection letters at user-specified intervals using multiple letter templates

Flexible Features and Functionality

Built-in support for:

• Electronic Claims (837 Professional and 837 Institutional)
• HCFA-1500
• UB-04 
• Insurer Statements
• Patient Statements
• Collection Letters
• Enforcing restrictions on data entering the billing system (e.g., require a signed progress note before generating a claim)
• Automatically applying modifiers based on your specified rules
• Systematically applying reduced fee schedules according to patient income and family size guidelines
• Configuring payor-specific fee schedules in accordance with contractual obligation
• Submitting claims directly to a payor or through a clearinghouse

White Glove Billing Services

Optional White Glove Billing Sevices are provided through one of our billing partners. Clients can select from a variety of services, including claim submission, denial research, client statements, payroll calculation, and more. 

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.

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.

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.

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.

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.

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