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 treatment history
• Simplify charting of group appointments and notes for enhanced productivity
• Document Progress Notes, Treatment Plans, admissions, discharges, and more
• Manage medications and prescriptions with a Surescripts-certified ePrescribing system
• Maintain regulatory compliance with alerts delivered via an integrated messaging system
• Capture doctors' order for labs, vitals, allergies, and general medical information
• Allow instant access to any aspect of a patient's record, all fully secured

Practice Management

You will find ClinicTracker in a class by itself when it comes to ease of installation and daily operation. The program requires little maintenance because it was developed for environments with limited (or no) IT resources. Your agency will be up and running on ClinicTracker quickly. The program’s clever design and functionality will promote itself to staff. Administrators and training directors will also flock to ClinicTracker because it will give them unparalleled access to practice and caseload information. Powerful customization tools will enable you to tailor much of the program on your own without requiring outside support. If you do require assistance, you will find our support staff available, responsive, and skilled. 

Designed for the specific challenges of mental health/chemical dependence agencies, ClinicTracker will:

• Eliminate the need to store, manage, and secure paper records
• Effectively manage staff certifications and renewal dates
• Improve overall office staff efficiency
• Process automated insurance eligibility verifications to allow access to information without the need for phone calls and waiting on hold
• Provide an automated appointment reminder service to reduce your no-show rate
• Manage multiple schedules, locations, and patients at one time
• Include both pre-stored and customizable reports to ensure quick answers to any question about your agency or patient population
• Create any form template you need for patient or internal use
• Come with an incredibly responsive and knowledgeable support staff
• Offer a valuable Return On Investment, typically within the first 12 months

Ease of Use

At the heart of ClinicTracker’s success is an interface methodology that is so intuitive and user-friendly that it will require little training for even the most computer-challenged staff. Keep in mind that psychologists, psychiatrists, and clinic administrators who had no patience for extra keystrokes or unwieldy procedures developed this program to make clinic life easier, not more difficult. The program is fast, efficient, self-guiding, and inherently appealing to users because it saves them time and effort. Because this clinic management software has been "battle tested" over fifteen years of daily clinical operations, new users can rest assured that the program will function as promised, while offering:

• Multiple navigation methods accommodate varying staff preferences
• A Staff Dashboard that provides a snapshot of today's priorities
• A Patient Dashboard that centralizes all patient information in a single screen
• An Executive Dashboard that enables instant analysis of key agency metrics
• Comprehensive manuals, quick-start guides, training videos, and intelligent problem reporting system assist when questions arise

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: Daily backups ensure that you don't lose patient information due to technical glitches or user error

Controlled Access

The HIPAA Privacy Rule dictates that access to patients' protected health information should be reasonably limited to the minimum number of people necessary to accomplish your intended purpose (learn more). ClinicTracker offers many ways for you to limit your staff members' access to various parts of the EHR. You can also configure which users can see which patient records. Some examples of how you can use ClinicTracker's security features are:

• Restrict a staff member who works in Location A from accessing patient records in Location B
• Allow an administrative assistant to enter demographic information, but only view progress notes
• Give permission for a compliance officer to view documentation, but not make changes
• Confine access to the records of staff who participate in an Employee Assistance Program
• Preclude a particular clinician from viewing  information about patients on someone else's caseload

Safeguards

The HIPAA Security Rule requires each covered entity to maintain reasonable and appropriate administrative, technical, and physical safeguards for protecting electronic protected health information (learn more). ClinicTracker helps you meet these requirements by providing you with the ability to:

• Specify individual user system access and edit permissions
• Limit patient record access in a variety of ways
• Require a password at each log in
• Specify your password complexity, age, and history requirements
• Lock users out of the EHR after a number of incorrect password entries or after a number of days of inactivity
• Review audit logs to see a history of who has viewed, saved, exported, printed, or deleted a patient record

EHR Caretaking

Loss of patient information is simply unacceptable. We protect your agency's information by running daily maintenance routines and creating nightly backups. If you access ClinicTracker from our Hosting Service, we completely manage backup retention and offsite storage for you. If your software is installed locally, you are only responsible for ensuring that the nightly backups are securely stored to an off-site location.

You've been tasked with identifying a Behavioral Health EHR that suits your agency's needs. It’s an intimidating decision that involves choosing among a bewildering array of products. We're talking about large sums of money, countless claims, and the ever-present fear that a bad choice could have disastrous consequences.

Unfortunately, buyer's remorse has become an all too common experience for many administrators who have purchased EHRs. Once it comes time to start using those systems, they discover that the software just doesn’t work as advertised. And even if the EHR manages some tasks satisfactorily, it doesn't handle them efficiently and in a way that truly matches the agency’s workflow. For example, we’ve heard that managers are unable to:

• Configure the system to meet HIPAA rules that require organizations to limit access to patient information (sometimes called chart segmentation or differential file access)
• Avail themselves of sophisticated, pre-stored templates specifically designed for behavioral health/chemical dependency
• Work with a program that integrates billing functions, a patient portal, appointment reminder call services, and external hardware such as signature tablets
• Get the package to provide an accurate accounting of revenues across statements, reports, and on-screen displays
• Rely on a US-based support team that understands their work environment and clientele
• Implement a system that is so intuitive that staff have little problem adopting it

Why Choose ClinicTracker?

Think about it. Your best bet is to choose a behavioral health EHR program that has proven itself time and time again. No over-the-top promises, no phantom features, no hidden costs. Just a battle-tested solution that has performed flawlessly over the long haul in a broad range of environments. And it continuously evolves to meet new specifications and demands.

With more than seventeen years of experience in the behavioral healthcare marketplace supporting installations across the country, we have the expertise to help you successfully implement ClinicTracker for your agency. More than anything, you’ll succeed with ClinicTracker because a remarkable team of software engineers, support professionals, and clinicians supports it. When you need help, you get help. Period.

Adding new services and programs? Concerned about future program changes and regulatory compliance? We've got you covered with our built-in Compliance module. Customization is simple with our Custom Form Builder and Custom Report Builder. Anytime you need to adjust a form or a report, you can make that change without needing our help.

The Advantages of a Hybrid System

ClinicTracker is a Windows-based solution you can install within your own network or access via our hosting service. However you configure the software, you can access it remotely with a PC, netbook, notebook, tablet, iPad, or Mac. And ClinicTracker integrates key components that are entirely web-based, making our hybrid solution ideal. We use the best combination of components to get the job done.

Because ClinicTracker runs in a desktop environment, it boasts many advantages over web-only applications. Most of those benefits stem from the superior set of tools our programmers can use to make the software do what you need it to do – quickly, securely, and reliably. Here are examples of what our software offers that purely web-based versions cannot match:

• Efficient navigation between areas of the system and parts of the patient chart
• Superior interface with external devices like scanners and signature tablets
• Ability to have multiple forms open simultaneously
• Fast movement from tab to tab
• Preloading data to speed up access

Here's what you don’t have to worry about with desktop applications:

• Unavailable web connections that prevent system access
• Compatibility with multiple browser types
• Unreliable internet connections that can result in lost data
• Requirements for browser upgrades
• Hacking that imperils your clinical data
• Waiting for slow pages to load

You should also understand that some of ClinicTracker's components are indeed web-based and integrate with web-services:

• ePrescribing
• Patient Portal
• Staff Portal
• ClinicTracker Mobile
• Appointment Reminder Calls
• Credit Card Processing
• Lab Integration

More focused functionality, customization you control, more behavioral healthcare experience, unparalleled support. That's what makes ClinicTracker different.

Coming Soon...

Join Our Team

With ClinicTracker's amazing success, our company has been growing steadily. Located in Syracuse, NY, our culture promotes collaboration, creative thinking, a tight-knit team environment, and a relaxed atmosphere. We enjoy big company results within a small company setting because we minimize bureaucracy/silos and maximize teamwork.

We are looking for bright, energetic, and resourceful people to join our lively and dedicated team. Work for us and you’ll learn, grow, and enjoy along the way.

You can download a job application here. Send the completed version to us at: hiring@clinictracker.com.

Compensation / Benefits

• Competitive Salary
• 401k with Generous Company Match
• Health Insurance
• Dental Insurance
• Vision Insurance
• Long Term Disability
• Life Insurance
• Employee Assistance Program

Current Job Postings

Implementing any EHR package can be tedious because it requires users to provide information and think through how the system should work for the agency. The good news is that, with ClinicTracker, we provide you with a coordinator who will guide you through the entire process — from loading staff names and credentials to specifying the labels you want on various forms and fields. We have also developed a series of resources that take all the guesswork out of customizing the system.

Dedicated Implementation Specialist

When it's time to install ClinicTracker, we assign you an Implementation Specialist who will be responsible for coordinating the software implementation from start to finish. You can be sure that competent help is close by at every point. The specialist:

• Works with you to coordinate a detailed project plan
• Ensures that the implementation plan is on track and resolves any deviations from the schedule
• Conducts regularly scheduled project status meetings
• Checks in along the way to make sure the customization is working for the agency
• Coordinates with other JAG personnel when their input is required

Web-based Resources

The heart of our implementation system is a series of web-based courses that walk you through the process. Our customers are amazed by how much easier the courses make it to meet critical benchmarks:

• A Welcome segment designed to familiarize you with the eLearning platform and support resources
• A Guided Implementation module that walks you through various system components
• Live Webinar Training sessions that allow you to ask questions and review various features
• Resources Accessible through the User Support Portal

View/Download Our EHR Buyer's Guide

As a ClinicTracker user, you will have a wide range of supplemental resources at your disposal. You can access them at any time during implementation or afterwards through a web-based user portal (training videos, search library of FAQs, release notes, user newsletters, etc.).

System setup to Go-Live has happened in as little as 26 days! We will work with you to determine an implementation schedule based on your specific requirements.

You can't do your job without an end-to-end computerized infrastructure that's tailored to how your agency runs. You understand that scheduling, patient check-ins, clinical services, compliance, and billing are all interconnected. Any software solution has to manage those linkages and handle all the surprises that you encounter on a daily basis.

Click the sections below to learn more about features most relevant to you or browse our entire feature list.

Given the overpowering complexity of handling bills, insurance claims, and remittances, you demand a billing program that handles every nuance of the process. You also want to make sure that it can adapt to the inevitable changes in requirements you'll encounter down the road as you add additional payors to the mix.

Click the sections below to learn more about features most relevant to you or browse our entire feature list.

While you understand the benefits of electronic prescribing, you've heard horror stories about programs that complicate what should be a straightforward process. You’re looking for a solution that allows quick access to relevant clinical data, the ability to write your prescriptions (controlled and non-controlled substances), and otherwise stays out of your way.

Click the sections below to learn more about features most relevant to you or browse our entire feature list.

Nothing’s harder than overseeing clinicians in an information vacuum. To be effective, you've got to have easy access to caseloads, chart notes, paperwork status, and performance data. You also need to communicate with supervisors using a system that is quick and efficient.

Click the sections below to learn more about features most relevant to you or browse our entire feature list.