Real-Time Chat: ClinicChat
Collaboration is essential to providing quality patient care. ClinicChat lets your staff communicate through a secure, internal protocol that's like regular instant messaging but more protected. Everyone within your organization can chat with one another or set an away message when busy. You'll be confident knowing that these chats are handled securely, the way all communications are handled within ClinicTracker. There's no need to worry about friends and relatives trying to connect with you at work, as ClinicChat is for clinic coworkers and no one else.
We are committed to safeguarding the privacy of our website visitors; this policy sets out how we will treat your personal information.
- What Information Do We Collect?
We may collect, store and use the following kinds of personal information:
- information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views, and website navigation);
- information relating to any transactions carried out between you and us on or in relation to this website, including information relating to any purchases you make of our goods or services;
- information that you provide to us for the purpose of registering with us;
- information that you provide to us for the purpose of subscribing to our website services, email notifications and/or newsletters;
- any other information that you choose to send to us;
A cookie consists of information sent by a web server to a web browser, and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.
We may use both "session" cookies and "persistent" cookies on the website. We will use the session cookies to: keep track of you whilst you navigate the website. We may use the persistent cookies to enable our website to recognize you when you visit;
Session cookies will be deleted from your computer when you close your browser. Persistent cookies will remain stored on your computer until deleted, or until they reach a specified expiry date.
Most browsers allow you to reject all cookies, whilst some browsers allow you to reject just third party cookies. For example, in Internet Explorer you can refuse all cookies by clicking "Tools", "Internet Options", "Privacy", and selecting "Block all cookies" using the sliding selector. Blocking all cookies will, however, have a negative impact upon the usability of many websites.
- Using Your Personal Information:
We may use your personal information to:
- administer the website;
- improve your browsing experience by personalizing the website;
- enable your use of the services available on the website;
- send you general (non-marketing) commercial communications;
- send you email notifications which you have specifically requested;
- send to you our newsletter and other marketing communications relating to our business which we think may be of interest to you by post or, where you have specifically agreed to his, by email or similar technology (you can inform us at any time if you no longer require marketing communications);
- deal with inquiries and complaints made by or about you relating to the website; and
In addition, we may disclose your personal information:
- to the extent that we are required to do so by law;
- in connection with any legal proceedings or prospective legal proceedings;
- in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk);
- to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.
- Security of Your Personal Information:
We will take reasonable technical and organizational precautions to prevent the loss, misuse or alteration of your personal information.
We will store all the personal information you provide on our secure (password- and firewall- protected) servers. All electronic transactions you make to or receive from us of a sensitive nature will be encrypted using SSL technology.
Of course, data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
You are responsible for keeping your password and user details confidential. We will not ask you for your password (except when you log in to the website).
- Policy Amendments:
- Your Rights:
You may instruct us to provide you with any personal information we hold about you. Provision of such information will be subject to the supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address).
We may withhold such personal information to the extent permitted by law.
You may instruct us not to process your personal information for marketing purposes by email at any time. In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt-out of the use of your personal information for marketing purposes.
- Third Party Websites:
The website contains links to other websites. We are not responsible for the privacy policies or practices of third party websites.
- Updating Information:
Please let us know if the personal information which we hold about you needs to be corrected or updated.
- Data Controller:
The data controller responsible in respect of the information collected on this website is JAG Products, LLC.
We will not without your express consent provide your personal information to any third parties for the purpose of direct marketing.
BillingTracker manages your entire financial operation within the ClinicTracker Connect umbrella of features. An optional module for ClinicTracker Connect, it provides a total billing package that is perfectly woven into the rest of the program. You will eliminate redundant data entry, save money on infrastructure, join your clinicians and billing staff together in the same computer environment, and make your entire operation a model of efficiency. BillingTracker delivers the comprehensive back office functionality your operation needs to maximize billing revenue.
- Create a claim from a Clinical Appointment record instantly
- Enforce restrictions on data entering the billing system (e.g., require a signed Progress Note before allowing a claim to be generated)
- Examine every detail of the claim record and adjust as needed
- Adjust balance responsibility over multiple payors at once
- Set claims to bill using payor-specific method
- Configure fee schedules by payor, program, location, time of day, day of week, and more
HIPAA-Compliant Claim Submissions
From a single screen, view and submit all open claims, all of which can be transmitted to:
- Commercial insurers
- A clearinghouse of your choice or direct to the payors
Create claims as:
- Electronic claims in 837 format (Professional and Institutional)
- Paper claims in HCFA-1500 and UB-04 format
- Patient statements
- Insurer statements
Manage client or insurer payments with:
- Simple payment-entry screens that allow you to record patient copays or payments that cover one or more open claims
- Record bulk insurance payments covering multiple clients
- Support for adjustments and remaining balance assignment
- Credit balance maintenance for any of your patients or payors
- 835 Electronic Remittance Advice (ERA) files from your payors can be processed in BillingTracker and auto-posted to patient accounts - the feature saves administrative time, eliminates posting errors, and provides more accurate reporting of revenue
- Integrated collection methods that enable you to generate collection letters at user-specified intervals using multiple letter templates
Pre-Stored Reports Accelerate AP Process
Customizable reporting provides all the information you need related to:
- Claim activity
- Claim balances
- Payment collection
- And more...
The Custom Report Builder lets you create any report for your need.
Sample pre-stored reports include:
- Claims and Balances
- Claim Status
- Claim Detail by Insurer
- Payment Report
- Payment Application by Client or Clinician
- Payments by Transaction
- Payments by Claim
- Credit Balance Report
- Aging by Patient, Clinician, or Insurer
Accounting Integration with Abila Fund Accounting Software
- Integrate with Abila Fund Accounting software or your existing accounting package
- A simple export/import process converts claims and payments into accounting journal entries
Integration with ClinicTracker Connect
- Capture appointments from ClinicTracker Connect for fast, easy billing
- Shared links to ClinicTracker Connect for:
- Patient demographics
- Payor information
- Financial responsibility
- And more...
Seamless integrated payment
We have partnered with TransFirst to offer a service for processing credit card charges directly through BillingTracker from patient or insurance payment screens and when generating a claim. With new Credit Card Processing service, you no longer have to waste 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.
BillingTracker delivers a full revenue management system for supporting your behavioral health practice. Together with ClinicTracker Connect, you'll have a complete EMR and Practice Management solution.
Used in conjunction with ClinicTracker, the SignatureGem and SigLite electronic signature tablets by Topaz Systems provide high-quality signature capture capability for your eForm deployment. Topaz Systems’ hardware and software capture handwritten electronic signatures through an intuitive user interface. In addition, Topaz’s patented techniques ensure both the security and integrity of the signatures captured.
By utilizing Topaz System’s signature capture software tools, ClinicTracker is able to capture and bind electronic signatures to eForms and Treatment Plans. This system understands when an electronically signed document has been altered, and invalidates any electronic signature that has been tampered with until the document is restored to its original state.
ClinicTracker has fully integrated two series of 1" x 5" electronic signature tablet models provided by Topaz Systems. One has a rugged polycarbonate and tempered glass signing surface (Gem-series), while the other is a simpler and lower-cost pressure touchpad-based version (Lite-series).
|Signature Gem Series|
Topaz Signature Tablets
As an authorized reseller of Topaz technology, we can sell you signature tablets that will work with your system. You just have to determine the number and type of tablets you need. The tables below present your various options. Of course, do not hesitate to contact us with any questions via the support portal by using the blue support tab to create a support ticket.
Keep in mind that you only need a signature tablet for those workstations designated as a place that accepts digital signatures. You can view a digital signature from any computer that runs ClinicTracker, whether or not it’s connected to a tablet.
Important: For computers connected to a Terminal Server (via Remote Desktop, RemoteApp, or other thin-client access methods), you will need a unit with a model number that ends in “BSB.” Only units that end in those three letters will work (it has to do with how it is configured for USB connections).
Also, keep in mind the following:
- You can mix and match any of these models.
- We offer quantity discounts beginning at 25 units, as long as you order them at the same time.
- Shipping costs will vary based on weight and destination.
Explanation of Display Options
The three main display options to choose from are as follows:
- LCD-Backlit: These products feature a Backlit LCD display which can show graphics on the tablet screen, display digital ink as you sign, and respond to taps on areas of the tablet (for example OK/Clear buttons).
- LCD: Same as above, but without backlighting. Best used in well-lit office environments that don't require this feature.
- Non-LCD: These products do not feature any digital display. They are unable to show graphics, status messages, OK/Cancel buttons, or digital ink when signing. All of these display features are handled on the computer screen.
SignatureGem LCD 1x5 Series
SignatureGem LCD 1x5 includes all the high-quality capture features of a Topaz electronic signature pad with the added feature of an LCD interactive display, allowing users to see "electronic ink" under the pen tip as they sign as well as navigate and display text and graphics. The wide signing area and rugged tempered glass signing surface make this a versatile pad for the most demanding applications.
|Model #||LCD||Backlight||Cover||MSRP||Your Cost|
SigLite LCD 1x5 Series
SigLite LCD is Topaz's low-cost pressure-sensitive electronic signature capture pad. SigLite features all the high-quality biometric and forensic capture techniques of a SignatureGem LCD tablet but with a low-cost touchpad and stylus in place of the more rugged digitizing pen and inert tempered glass surface of the SignatureGem series.
|Model #||LCD||Backlight||Cover||MSRP||Your Cost|
SignatureGem Non-LCD 1x5 Series
SignatureGem 1x5 is a small electronic signature capture pad with a large signing area. Designed for accuracy, reliability, and portability, the SignatureGem 1x5 features a pen with interchangeable inking and plastic tips, small size and weight, and is powered only by your computer's data port. Unlike pressure-sensitive touchpad systems, the digitizing pen allows the sensor to be mounted inside a hard plastic casing for ruggedness and long life.
|Model #||LCD||Backlight||Cover||MSRP||Your Cost|
SigLite Non-LCD 1x5 Series
SigLite is Topaz's low-cost pressure-sensitive electronic signature pad. SigLite features all the high-quality biometric and forensic capture techniques of a SignatureGem tablet but with a low-cost touchpad and stylus in place of the active electromagnetic pen and sensor. The touchpad sensor is protected by a replaceable overlay for longer life.
|Model #||LCD||Backlight||Cover||MSRP||Your Cost|
SigLite SL Non-LCD 1x5 Series
Same as the SigLite Non-LCD series, but with a thin .20” profile for extreme portability. The touchpad sensor is equipped with a hinged plastic cover for protection when not in use.
|Model #||LCD||Backlight||Cover||MSRP||Your Cost|
Click here for more information on Topaz Systems.
Throughout the country providers are encountering an increasingly aggressive regulatory environment. Errors that were once regarded as honest oversights are now considered evidence of fraud. Auditors are actually penalizing agencies to the tune of many thousands, even millions of dollars, usually for relatively minor paperwork transgressions. You can read more about Medicaid "take-backs" in an article on the New York Nonprofit Press website, which has been reproduced here.
Implementing ClinicTracker will protect your agency against costly penalties. While compliance ultimately requires the staff to be diligent about paperwork, ClinicTracker ensures that everyone remains fully aware of his or her responsibilities while simultaneously easing the burden of documentation requirements. Indeed, ClinicTracker stands as an ever-vigilant guard against regulatory noncompliance. It tracks the entire paperwork stream and monitors the aging of confidentiality consents. BillingTracker allows you to submit HIPAA-Compliant claims according to industry-standard practices.
Learn more about Workflow Builder - an early warning system that helps your staff keep workflow items up-to-date.
Below are examples of the citations auditors often issue against agencies as well as ways ClinicTracker can help avoid those penalties through a series of prompts, alerts, and reports.
|Office of the Medicaid Inspector General Reasons Cited in Final Audit Shortfalls||How ClinicTracker Helps you Avoid OMIG Audit Issues|
|Patient's Progress Note fails to document that service plan goals were addressed||Templated Progress Notes have a dedicated section for relating session details to established goals and objectives from the Treatment Plan (promoting the Golden Thread)|
|Treatment Plan missing physician signature||Signatures are required to complete/lock Treatment Plans|
|The amount, frequency, or duration of the service rendered did not comply with the service plan||Treatment Plans and Progress Notes are recorded through one integrated system, ensuring that they are always in sync with one another|
|Start and/or end time of the session was not recorded||Software requires clinician to enter all information about the session that regulators require|
|Missing Treatment Plan||Workflow alerts notify the clinician, supervisor, and QA/UR staff of missing or overdue Treatment Plans, Progress Notes, and other documentation|
|Practitioner did not sign the entry in the medical record||ClinicTracker captures signatures electronically with time and date stamps for auditing purposes|
|Treatment Plan Review lacked the required signature of a member of the multidisciplinary team||ClinicTracker captures all signatures required for Treatment Plans|
|Medical record did not contain a level of care determination signed and dated within two visits of the service||Built in template for LOCADTR (Level of Care for Alcohol and Drug Treatment Referral) not only ensures that level of care is addressed, but also handles Level of Care determination algorithm based on responses to simple yes/no questions|
Click to download product briefs that describe many of ClinicTracker's features:
- Accounting Integration - Abila (Community Brands)
- Automated Appointment Reminder Service
- Billing Service
- ClinicTracker Mobile
- Collections Service
- Credentialing Service
- Custom Form Builder
- Custom Report Builder
- Direct Secure Electronic Messaging
- eForms with Signature Capture
- Electronic Medical Record (EMR)
- Electronic Remittance Advice (835)
- Executive Dashboard
- Implementation Resources
- Insurance Eligibility Verification
- Integrated Credit Card Processing
- Labs and Orders
- Meaningful Use - Stage 2
- Patient Portal
- Patient Portal Forms
- Patient Statement Service
- Payroll Management
- ROI Calculator
- Telehealth Service
- Workflow Builder
We are always looking to develop business relationships with companies who offer complementary products. If you are interested in pursuing a partnership relationship, please click here for more information.
Here is a sample of companies we have a relationship with:
Headquartered in Austin, Texas, Abila is the leading provider of software and services to associations, nonprofit organizations, and government entities. With Abila solutions, association, nonprofit, and government professionals can use data and personal insight to improve strategic and financial decision making, enhance member and donor engagement and value, operate more efficiently and effectively, and increase revenue to better achieve their missions. Abila combines decades of industry insight with technology know-how to serve nearly 8,000 customers across North America. Abila is part of the Community Brands family.
Alert Solutions provides dynamic cloud-based multi-channel messaging technology and communication solutions for customers in education (K-12 and Higher-Ed), healthcare and property management, leveraging its robust platform of email, voice broadcasting, fax and SMS text messaging.
Applied Business Services, Inc.
Applied Business Services, founded in 1981, is an Information Technology firm with over 28 years of financial software experience. ABS provides software and services to nonprofit organizations, mental health agencies, schools, government, and other businesses. ABS is a partner of the SAGE MIP Fund Accounting Software.
Brisbane Consulting Group, LLC
Brisbane Consulting Group, LLC has been offering accounting and fund raising software solutions to nonprofit organizations for over 20 years. Brisbane provides Sage MIP Fund Accounting and Sage FR50 solutions to nonprofit organizations and government agencies throughout the Northeast.
By leveraging Centrilogic's sophisticated data center and hosting service, we are able to offer the Software as a Service (SaaS) option to our ClinicTracker customers.
Founded in 1987, Datatrend Technologies is a national IT solutions provider dedicated to helping companies optimize their IT environments and enhance their business. Datatrend specializes in best-in-class data center consulting, server and storage solutions, and network infrastructure services. JAG and Datatrend are partnering to provide integrated software/hardware solutions combining ClinicTracker with the IBM System x (COTS x86 server) platform as an appliance-like bundle to simplify the acquisition and deployment of the solution. The fully integrated solution helps customers quickly and cost-effectively obtain a complete and comprehensive EMR and practice management solution.
Founded in 2000 and headquartered in Rockville, Maryland, DrFirst pioneers software solutions and services that provide real-time access to patient data, improve communication and collaboration at the point of care and across the patient’s circle of caregivers, and enhance the doctor’s clinical view of the patient to help drive better health outcomes.
everythingEHR is a group of healthcare providers, seasoned software implementers, and information specialists dedicated to advising Behavioral Healthcare professionals and academics during their electronic health records, clinical and training hours tracking, and revenue cycle management search. They also work behind the scenes with vendors implementing business strategies and sustainable market relevance. The types of healthcare organizations everythingEHR works with are: Individual Providers and Group Practices, Non-Profits, Academic Institutions with Psychology and Psychiatry Programs, Electronic Health Records (EHR) Vendors, and Billing/Revenue Cycle Management Organizations. The mission of everythingEHR is to serve those that have dedicated their professions to working with the behavioral health population.
Finley & Cook, PLLC
Founded in 1947, Finley & Cook, PLLC is an Oklahoma Certified Public Accounting Firm. Their success is hinged on honesty, integrity, and sound professional judgment while meeting the business needs of their clients. Through the years they have adapted their services to respond to the pressures of an ever changing economic environment. The Finley & Cook staff is comprised of Certified Public Accountants, degreed accountants, paraprofessionals, and administrative employees allowing the flexibility of providing effective and efficient services.
JMT Consulting Group
JMT Consulting Group is an independent consulting firm providing professional guidance to nonprofits, increasing their ability to effectively accomplish their mission. Today, JMT supports over 2000+ clients throughout the US, Canada, and Puerto Rico.
Kno2® is leading healthcare's Path to Interoperability across every patient care setting. Kno2's Interoperability as a Service turns on connectivity to millions of healthcare providers and the capability to send, receive, find, and use patient information with everyone. Kno2's IaaS enables access to providers via cloud faxing, direct secure messaging, patient information query (Carequality, CommonWell), patient care networks (Referrals, ACOs, HIEs) guided by connectivity assessments and analytics. To discover your path to interoperability, please visit www.kno2.com.
JAG is part of the Microsoft Partner Program, having passed many competency exams and obtained achievement certificates. JAG is an authorized reseller of Microsoft technology and can help you with software licensing concerns.
Navicure's web-based healthcare billing and payment solutions help healthcare organizations of all sizes increase revenue, accelerate cash flow, and reduce costs associated with managing insurance claims and patient payments. Serving more than 60,000 healthcare providers nationwide, Navicure's technology solutions automate account receivables processes, including claims management; patient eligibility verification; remittance and denial management including automated secondary claims filing, appeals, and posting; reporting and analysis; and patient payment collections at and near the time of service. Navicure's solutions are supported by its unique 3-Ring Client Service which guarantees that a client service representative will answer every client call in three rings or less, even during times of transition such as ICD-10. Navicure is the exclusive billing and payment solution of the MGMA AdminiServe Partner Network and an MGMA Executive Partner.
Soft Trac is a woman–owned business, and an accomplished team of nonprofit software sales consultants. They focus on helping nonprofit organizations and municipal agencies automate their daily operations, with nonprofit software consulting services and training for fund accounting and fundraising software integration.
The Technology Group
The Technology Group, LLC (TTG) is a technology consulting firm that focuses on nonprofit organizations that require guidance and support based on experience. As a Certified Sage Business Partner, we have experience integrating Clinic Tracker with Sage (MIP) Fund Accounting, making the marriage seamless. As a network systems support provider, TTG ensures systems are fast, stable, and secure (for HIPAA compliance). A simple phone call will quickly give you the comfort of a responsive, sophisticated, and dedicated firm that will appreciate your business and provide the service you deserve.
Topaz is a leading provider of signature capture technology. By integrating Topaz signature tablets with our eForms module, we have brought you a powerful tool in the move toward going paperless.
With more than 15 years experience in the electronic payments industry, Transfirst provides innovative and proprietary products and services. They have an excellent track record and are committed to assisting clients and partners with strategic business growth and success.
Transworld Systems Inc. (TSI)
TSI is the leading provider of outsourced accounts receivable management and student loan servicing solutions. Powered by their proprietary data analytics platform, TSI has injected more than $6 billion back into their client’s businesses over the past decade. TSI’s global operations are built to rapidly scale, accelerate cash flow, and minimize regulatory risk with a best-in-class compliance management system. Their clients include both B2B & B2C Fortune 100 corporations, national healthcare systems, financial institutions, state and federal government organizations, educational institutions, and small and medium-sized businesses.
TriZetto Provider Solutions
TriZetto Provider Solutions helps JAG's providers maximize revenue, increase cash flow, and catch claim issues before they impact a practice. Over 85,000 physicians trust TriZetto Provider Solutions to take the worry out of billing, so they can focus on what matters most: patient care.
Since 2007, VisTablet Systems ( VSL Systems ) has dedicated itself to providing a new standard in graphic pen tablet technology systems and customized solutions. They introduced the original VT 12 Graphic Pen Tablet as a top-quality product that served the professional while being affordable and functional enough for the home and education markets. This approach has expanded the use of graphic tablets by making them affordable to everyone.
President / Software Developer
Joshua is a Cornell University School of Engineering graduate with over twenty years of experience designing, building, and supporting custom software applications. Applying his vast expertise in database systems and programming/scripting languages, he is the original architect of the ClinicTracker system. To this day, he continues to contribute to the program's development, while serving as CEO for the company he co-founded. Joshua has spoken in the US and abroad about entrepreneurship and software design for medical records.
Dr. Gordon is a professor of psychiatry at a major academic medical center where he served as director of child and adolescent mental health services. ClinicTracker evolved from his efforts to develop a comprehensive, totally integrated, low maintenance system that would monitor all clinic functions, reduce paperwork time, and enhance accountability around staff and trainee activities. His extensive background in clinical research and training influenced the design of the program, especially in the degree to which all data can be exported for statistical analyses. He continues to oversee development of the system, with a particular eye toward ensuring that ClinicTracker maintains its unparalleled level of user-friendliness. Toward that end, he formed the User Advisory Group to facilitate continuous input from our users.
Senior National Sales Consultant
Mark is a sales and marketing professional with a broad background in the technology industry. His career in Fortune 500 companies includes Xerox, Avnet, and Agilysys. He is expert at marketing ERP, Workflow, and Document Management solutions. Over the years, he has garnered countless awards for both software and hardware sales. Mark not only actively works with prospects, but also oversees our dedicated and talented marketing/sales team.
Alycia is a graduate of Southern New Hampshire University with degrees in Business Management and Information Technology. She has an extensive background in technical support and customer service. Alycia brings to JAG Products robust expertise helping clients implement, manage, and troubleshoot software applications. Her patience, knowledge, and delightful manner make her a perfect addition to our customer support and implementation team.