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ClinicTracker EMR

Compliance Builder

Along with Form Builder and Report Builder, the Compliance Builder is designed to help you customize ClinicTracker. Imagine being able to tell the software exactly what should happen when someone calls for an intake, or has been a patient in the clinic for 90 days, or has been admitted to one of your subspecialty programs, or is about to be discharged. With Compliance Builder, you can implement and track routines for everything that transpires during the course of a patient’s treatment.

Nobody has to guess what paperwork is due, which forms they should complete, or who is responsible for documenting clinical events. You write all the rules into ClinicTracker using the Compliance Builder and the system orchestrates the rest. Supervisors or QA/UR staff can always monitor the extent to which staff are in compliance with the requirements you’ve established.

Compliance Builder: How does it work?

Let's say that you want the system to implement these four rules:

  1. Alert the clinician assigned to the case that an initial treatment plan is due 30 days after the switch from intake to patient (and send a reminder in case it’s not completed 5 days before the due date)
  2. Advise the intake clinician to complete an admission summary within 14 days of the switch from intake to patient (and that an additional reminder should go out 2 days prior)
  3. Notify any member of the front-desk staff that the billing sheet (a form you created using Form Builder) is due within 2 days
  4. Direct your billing staff to call the insurance company to obtain an authorization

Compliance Builder Example

Those four rules, along with the Trigger Event (in this case marking the intake as a patient), comprise a Ruleset that establishes a workflow for what happens when a patient is admitted. You would work toward establishing a series of Rulesets based on other Trigger Events that might arise. Maybe the next Ruleset to create would address what should unfold if a patient is injured at your office, or if a patient is discharged. Compliance Builder helps you encode workflows for every essential function of your agency.

Once you’ve instructed ClinicTracker what rules to follow when it detects a Trigger Event, the system stands ready to implement the workflow. It issues Compliance Items for the staff to complete. In our example, it will send the notifications at different “warning intervals" to the provider, the intake clinician, the front-desk staff, and the billing department. It becomes the responsibility of these recipients to complete those Compliance Items on time.

Kno2 Provides Path to Interoperability for ClinicTracker Behavioral Health Clients

Kn02 partnership image

Kno2®, the company that provides Interoperability as a Service™ (IaaS) to everyone in healthcare and ClinicTracker, a mental health and substance abuse electronic health record (EHR), today announced a partnership agreement. Kno2's IaaS provides an immediate path to interoperability, enabling the electronic exchange of patient information between ClinicTracker's behavioral health agencies and other healthcare providers throughout the continuum.

How Much Is Your Mental Health Agency Leaking Money?

agencyleakingmoney

If you live in a part of the world that experiences cold weather, it’s time to winterize your home. Close all the windows tightly, wrap pipes with insulation, add weather-stripping or caulk to doors. As our frugal elders would say, “There’s no sense spending good money to heat the outdoors.”

A similar concern applies to behavioral healthcare agencies; if you work hard to run an effective and efficient practice, you don’t want to lose profits by leaking money. The complex billing requirements of mental health and substance abuse agencies create many opportunities for even the best-intentioned practices to spring leaks that cost you productivity and profits.

Telehealth

ehr telehealth service

Telehealth has become a major force in behavioral healthcare. But few EHRs are equipped to handle the special challenges of scheduling appointments across time zones, integrating videoconferencing functionality, and meeting verification requirements.

Our EHR has a built-in telehealth service for mental health and substance abuse agencies. It gives you a ready-made method for interacting with your patients remotely using an internet-connected desktop, laptop, or other mobile device equipped with a webcam. We make it simple to set up telepsychiatry/telemedicine appointments, conduct sessions, access recordings, and keep records — all using the standard
ClinicTracker interface you’ve come to know so well.

Contact us about using your Telehealth Service!

Plenty of Scheduling Options

  • Schedule across time zones based on both clinician and patient locations
  • Configure services, locations, and event types to generate telehealth visits automatically
  • Schedule telehealth visits using the same scheduling system staff already uses for other types of appointments
  • Allow patients to view and access scheduled sessions from within the Patient Portal

 Keep Patient Records Current

  • Automatically stores all video/audio recordings within the cloud, not on your computer
  • Access all recordings within the patient’s ClinicTracker record

 See More Patients

  • Expand your market by offering telehealth services
  • The telehealth platform accommodates single and group sessions

Stay Compliant

  • Telehealth appointments are HIPAA compliant

Flexible Usage

  • Conduct unlimited telehealth sessions with each channel you configure

Performance Measurement Reports

PMR Email

Welcome to Performance Measurement Reports – an exciting new practice management tool from ClinicTracker. We designed it as an effortless way for administrators to keep close tabs on their operations. You tell ClinicTracker what metrics you want to follow, and the system automatically emails you a complete report on whatever schedule you select. It’s a built-in warning system that keeps an eye on your business at all times—and you don’t have to lift a finger.

  • Receive automated emails that report on whether the metrics you selected have fallen outside your acceptable range
  • Choose which days of the week you'd like the software to email reports
  • View, sort, and graph data within ClinicTracker
  • Print or export charts in standard formats

Benefits of Performance Measurement Reports

Drive Business Performance

  • Keep an eye on the flow of intakes, admissions, and discharges
  • Track the number of active intakes and patient sessions per day
  • Monitor kept vs. missed appointments

Keep Operations Healthy

  • Oversee your agency’s status even when you’re busy managing other responsibilities
  • Be proactive, not reactive, in making critical business decisions

Improve Financial Control

  • Monitor the number of unbilled appointments
  • Keep patient and insurer credit balances in check
  • Make sure your staff is paying attention to applied payments and adjustments from patients/insurers

Stay Compliant

  • Keep up with compliance workflow items, such as unsigned or missing progress notes
  • Always be prepared for regulatory inspections

Recorded Webinars

ClinicTracker Community Training Series

 

We developed the Community Training Series as another way of helping our users learn about ClinicTracker and gain regular access to our team of support experts. Over the years we’ve covered many topics, from those that address the basics to others that consider more advanced topics.

Here we present all the webinars we’ve recorded. They are organized by topic. To watch one, hover your cursor over the webinar you want to view and click "Watch Now."

If you have suggestions for topics we should cover in future webinars, click here to tell us about them.

  • All
  • Admin
  • Basics Series
  • Billing
  • Claims
  • Cloud Communications
  • Collaboration
  • Compliance
  • Compliance Builder
  • DSM 5
  • Form Builder
  • Group Appointments
  • Hosting Service
  • Implementation
  • Kno2
  • Management Tools
  • New User
  • Out Of Box Series
  • Patient Portal
  • Patient Records
  • Progress Notes
  • Q&A
  • Report Builder
  • Scheduling
  • Staff Records
  • Telehealth
  • Tips
  • Treatment Plans
  • TriZetto
  • Upgrades
  • Title
  • Date
  • Creating Custom Progress Note Forms: 10/17/2019

    Creating Custom Progress Note Forms: 10/17/2019

    WATCH NOW!

    Although ClinicTracker comes with a number of built-in Progress Note templates, you may want to create your own. In this webinar, we'll show you how to create templates and explain how they integrate into the system just like any other Progress Note.
    • Progress Notes
  • Out of the Box Workflow Series - Claim Follow up: 10/3/2019

    Out of the Box Workflow Series - Claim Follow up: 10/3/2019

    WATCH NOW!

    Following up on aging claims can be a tedious process. In this webinar, we'll show you an efficient way to identify unpaid claims, record billing notes, and send collection letters.
    • Out Of Box Series
  • Out of the Box Workflow Series - Financial Reporting: 9/18/2019

    Out of the Box Workflow Series - Financial Reporting: 9/18/2019

    WATCH NOW!

    During this webinar, we'll walk through some of the pre-stored financial reports, including those related to claims, payments, and aging. We'll also provide pointers on building your own reports.
    • Out Of Box Series
  • Out of the Box Workflow Series - Applying Payments: 5/6/2019

    Out of the Box Workflow Series - Applying Payments: 5/6/2019

    WATCH NOW!

    Based on years of feedback, we have refined the payment collection process to fit typical workflows. During this webinar, we'll show you how to apply ERAs, paper EOBs, and patient payments as efficiently as possible. Even if you've recorded payments in the system before, you may find that
    • Out Of Box Series
  • 835 ERA (Electronic Remittance Advice): 12/17/2016

    835 ERA (Electronic Remittance Advice): 12/17/2016

    WATCH NOW!

    Join us to review the ERA Module including details on: Importing files, Applying payments, Adjustments, balance, assignments, claim corrections, Deleting an individual payment, and Reverting a file.
    • Claims
  • Manual Payment Handling: 9/28/2016

    Manual Payment Handling: 9/28/2016

    WATCH NOW!

    During this webinar we review payment handling concepts. Topics include: auto applying patient co-payments;manually applying a patient payment; manually applying an insurer payment; credit balances; deleting payments; and more...
    • Claims
  • Out of the Box Workflow Series - Billing for Appointments: 4/18/2019

    Out of the Box Workflow Series - Billing for Appointments: 4/18/2019

    WATCH NOW!

    In this webinar, we'll show you how to create and process claims from appointments recorded in the patient record. Topics will include:Transitioning the appointment; Reviewing appointment details within the patient's billing account; Creating a claim individually or in a batch; Submitting claims to a clearinghouse or directly to
    • Out Of Box Series
  • Out of the Box Workflow Series - Recording the Patient Appointment: 4/4/2019

    Out of the Box Workflow Series - Recording the Patient Appointment: 4/4/2019

    WATCH NOW!

    In this webinar, we show you the typical workflow a clinician might follow to document a patient visit, including: Recording appointment details; Adjusting billable time; Selecting appropriate services; Recording a progress note; Sending progress notes for supervisory review; Completing other required paperwork
    • Out Of Box Series
  • Out of the Box Workflow Series - Checking in the Client: 3/21/2019

    Out of the Box Workflow Series - Checking in the Client: 3/21/2019

    WATCH NOW!

    ClinicTracker supports an easy and efficient check-in process. During this webinar, we'll show you how you can use the system to::Review patient alerts; Collect the co-payment; Mark clients as having attended appointment; Associate an authorization code with appointment
    • Out Of Box Series
  • Out of the Box Workflow Series - Admitting the Client: 3/6/2019

    Out of the Box Workflow Series - Admitting the Client: 3/6/2019

    WATCH NOW!

    During this webinar we'll cover some of the standard processes you'll need to complete when you admit a new patient, including: Assigning and notifying staff members; Assigning a patient to one or more programs; Assigning scheduling groups; Adding authorizations
    • Out Of Box Series
  • New Telehealth Module Changes - 2/28/2019

    New Telehealth Module Changes - 2/28/2019

    WATCH NOW!

    The growing popularity of telemedicine for behavioral health and substance abuse treatment means that agencies need an effective way to manage the process. ClinicTracker is fully outfitted to make that happen easily for providers and clients alike. As a matter of fact, you can schedule and conduct sessions
    • Telehealth
  • Out of the Box - Workflow Series  Entering a New Referral: 2/20/2019

    Out of the Box - Workflow Series Entering a New Referral: 2/20/2019

    WATCH NOW!

    ClinicTracker comes preconfigured to accommodate common workflows. Although you can customize them as you wish, we'll cover the out-of-the-box version as a starting point. We'll discuss one way of handling a new referral by entering the intake, sending an intake packet via the Patient Portal, and reviewing it
    • Out Of Box Series
  • Understanding the Implementation Process: Out of the Box Workflow Series - 2/7/19

    Understanding the Implementation Process: Out of the Box Workflow Series - 2/7/19

    WATCH NOW!

    During your kickoff call we discussed the general elements underlying ClinicTracker implementation. In this webinar, we'll review those steps and then answer any questions that might have arisen since the initial overview.
    • Implementation
    • Out Of Box Series
  • Patient Records Overview: 1/24/2019

    Patient Records Overview: 1/24/2019

    WATCH NOW!

    Watch this webinar as we conduct a high level overview of Patient Records including: Demographics, Paperwork, Related Documents, Document Library, Patient Dashboard, Schedule, Patient Contacts, External Contacts, Group Appointments
    • Patient Records
  • Pop up Webinar: Custom Form Output - 1/17/2019

    Pop up Webinar: Custom Form Output - 1/17/2019

    WATCH NOW!

    Watch this informal, user-requested live webinar.
    • Report Builder
  • How To Create Advanced Formulas in Report Builder and Form Builder - 1/10/2019

    How To Create Advanced Formulas in Report Builder and Form Builder - 1/10/2019

    WATCH NOW!

    While ClinicTracker's customization tools offer wizard-type features to create formula calculations, their real power lies in the advanced view of the formula builder. However, we realize building complex formulas is not within everyone's skill set.Although we can't teach everyone to be a programmer, we will show you some
    • Form Builder
    • Report Builder
  • Maximize Benefit of Your Patient Portal Series: Attending Telehealth Appointments via the Portal - 10/4/2018

    Maximize Benefit of Your Patient Portal Series: Attending Telehealth Appointments via the Portal - 10/4/2018

    • Patient Portal
    • Telehealth
  • Pop up Webinar: Treatment Plan Customization - 12-20-2018

    Pop up Webinar: Treatment Plan Customization - 12-20-2018

    WATCH NOW!

    Watch this informal, user-requested live webinar. You will learn how to: Customize Modalities, Objectives, Goals, and Problem Domain drop downs; Change the default system labels to match your terminology; Alter key Treatment Plan settings; Add/hide Treatment Plan tab
    • Treatment Plans
  • ClinicTracker New User Series: Related Documents - 12/13/2018

    ClinicTracker New User Series: Related Documents - 12/13/2018

    WATCH NOW!

    ClinicTracker's primary role is to keep all of a patient's records in one digital location. You enter most of the information directly into the system. But you also might have external documents (such as lab results, referral correspondence, and court papers) that you want to attach to the
    • New User
  • ClinicTracker New User Series: Quick View Pane - 11/29/2018

    ClinicTracker New User Series: Quick View Pane - 11/29/2018

    WATCH NOW!

    The Quick View Pane (QVP) provides an at-a-glance view of critical information pertaining to a patient record. It can include Patient Notes, Custom Form Alerts, Billing Notes, Clinic-Wide Notes, and even be extended using Form Builder.
    • New User
  • ClinicTracker New User Series: Frequently Used Icons - 11/15/2018

    ClinicTracker New User Series: Frequently Used Icons - 11/15/2018

    WATCH NOW!

    ClinicTracker presents icons across the top of each screen. If you are ever confused about what an icon represents, simply place your mouse over the icon for a brief description. During this webinar we'll discuss the icons you will encounter and when to use them.
    • New User
  • Pop up Webinar: Group Appointments - 11/8/2018

    Pop up Webinar: Group Appointments - 11/8/2018

    WATCH NOW!

    Watch to learn more about setting up group appointments, including assigning clients and then recording the event.
    • Group Appointments
  • ClinicTracker New User Series: Frequently Used Conventions - 11/1/2018

    ClinicTracker New User Series: Frequently Used Conventions - 11/1/2018

    WATCH NOW!

    ClinicTracker uses standard conventions to make entering data and navigating through the system as easy as possible. Watch to learn more about how to maximize your experience with the software.
    • New User
  • Compliance Basic Overview, Pop-up Webinar - 10/22/2018

    Compliance Basic Overview, Pop-up Webinar - 10/22/2018

    • Compliance
  • BillingTracker Admin User Basic Overview, Pop-up Webinar - 10/19/2018

    BillingTracker Admin User Basic Overview, Pop-up Webinar - 10/19/2018

    • Billing
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5 Ways To Streamline Your Behavioral Health Billing

ClinicalTracker 350x350

If time is money, you must make every process related to managing revenue as efficient as possible, from the moment you set appointments until payments arrive. Effective revenue management means you get paid as much and as quickly as possible. Because mental health and substance abuse agencies face unusually complex billing and reporting requirements, streamlining operations is especially important.

ClinicTracker Launches Bundle for Small Mental Health and Substance Abuse Agencies

ClinicTracker Small Practice Bundle

ClinicTracker introduces a Small Practice Bundle that fully addresses the needs small practices have for an EHR and Practice Management system. By including expert Billing Services, it even solves the thorny problem of managing the revenue stream. Providers can focus on patient care instead of handling insurance claim rejections and other billing headaches.

ClinicTracker EHR Partners with Change Healthcare to Seamlessly Integrate Lab and Ancillary Services

Change Healthcare Partnership

ClinicTracker, a mental health and substance abuse EHR, has collaborated with Change Healthcare, one of the largest, independent healthcare technology companies in the United States. The ClinicTracker lab integration allows agencies open access to more than 600 labs across the country. It will facilitate smoother interactions between providers and labs when processing lab orders, viewing automated results, and creating reports within ClinicTracker.

Effects of Coordinated Care on Mental Health EHRs

coordinatedcare

The promises of coordinated care are simple: better quality of care, improved patient outcomes and cost savings. In the words of the U.S. Department of Health & Human Services (HHS), coordinated care “involves deliberately organizing patient care activities and sharing information among all of the participants concerned with a patient’s care to achieve safer and more effective care.”

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