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ClinicTracker EMR

How Much Is Your Mental Health Agency Leaking Money?

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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.

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

 

Watch the recorded Telehealth Essentials webinar hosted by Dr. Michael Gordon and Joshua Gordon.

 


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
  • EPrescribing
  • Form Builder
  • Group Appointments
  • Hosting Service
  • Implementation
  • Kno2
  • Management Tools
  • New User
  • Out Of Box Series
  • Paperwork
  • Patient Portal
  • Patient Records
  • Progress Notes
  • Q&A
  • RCopia4
  • Report Builder
  • Scheduling
  • Staff Records
  • Telehealth
  • Tips
  • Treatment Plans
  • TriZetto
  • Upgrades
  • Title
  • Date
  • Telemedicine Billing - What We've Learned So Far: 4/1/2020

    Telemedicine Billing - What We've Learned So Far: 4/1/2020

    WATCH NOW!

    Billing for telehealth appointments has become a central focus for our clientele as they grapple with delivering mental health services during the pandemic. What’s emerging is a patchwork of billing requirements that vary by payor, location, age, and diagnosis. In this webinar, we will share our experience working
    • Telehealth
  • Telehealth Essentials: 3/18/2020

    Telehealth Essentials: 3/18/2020

    WATCH NOW!

    For reasons that are sadly obvious, our customers are asking us about the ClinicTracker Telehealth module. Delivering services via the web has suddenly become a viable strategy for coping with the impact of COVID-19. In the pop-up webinar, we’ll demonstrate the key steps in implementing and using this
    • Telehealth
  • Administering Forms via Patient Portal: Part 4 - Life and Times of a Custom Form: 3/12/2020

    Administering Forms via Patient Portal: Part 4 - Life and Times of a Custom Form: 3/12/2020

    WATCH NOW!

    To be efficient and accurate, most clinics are moving toward collecting data from patients via the Patient Portal. That might include forms gathering intake information, rating scales, or other questionnaires. In this webinar, we will walk you through how to administer forms through the Patient Portal and then
    • Form Builder
    • Patient Portal
  • Compliance Rules: Part 3 - Life and Times of a Custom Form - 2/6/2020

    Compliance Rules: Part 3 - Life and Times of a Custom Form - 2/6/2020

    WATCH NOW!

    A powerful feature of our system allows you to embed forms you create into a matrix of compliance notifications and alerts. In this webinar, we will show you how to create automated paperwork due dates and then review them within ClinicTracker.
    • Compliance
    • Form Builder
  • Secondary Claims Billing: 1/30/2020

    Secondary Claims Billing: 1/30/2020

    WATCH NOW!

    Non primary billing can be complicated and time consuming. BillingTracker helps simplify the process by automating much of the COB information. During this webinar, we'll walk you through the entire process, including: Adding payors to the Demographics form; Billing the primary payor; Receiving/posting primary remittance; Assigning balance to
    • Billing
    • Claims
  • Building the Form: Part 2 - Life and Times of a Custom Form - 1/23/2020

    Building the Form: Part 2 - Life and Times of a Custom Form - 1/23/2020

    WATCH NOW!

    The first step in creating a custom form is to decide exactly what information you want to collect and how you want that data entered into the system. You want complete control to accommodate the information you need to gather, as well as flexibility to allow people to
    • Form Builder
  • New Features and Functionality: 1/16/2020

    New Features and Functionality: 1/16/2020

    • Upgrades
  • Overview: Part 1 - Life and Times of a Custom Form - 1/9/20

    Overview: Part 1 - Life and Times of a Custom Form - 1/9/20

    WATCH NOW!

    What makes ClinicTracker unique is the extent to which you can customize it down to the smallest detail. But we have learned that users are unaware of all the options available to them in shaping the program to their exact needs. In this series, we will illustrate those
    • Form Builder
  • Patient Portal Processes: 12/19/19

    Patient Portal Processes: 12/19/19

    WATCH NOW!

    During this webinar we'll show you some of the basic Patient Portal processes, including:Creating a Patient Portal account (by office staff and by a new patient); Creating Authorized Representative Accounts and General User Management; Accessing the Portal (via a clinic code or a direct URL); Sending messages (individual
    • Patient Portal
  • The Latest in e-Prescribing with RCopia4: 12/4/19

    The Latest in e-Prescribing with RCopia4: 12/4/19

    WATCH NOW!

    In this webinar, Dr. First describes Rcopia4's new features and point you to resources for the transition. You can also watch a live demo and listen to the Q&A.
    • EPrescribing
    • RCopia4
  • Customizing the Paperwork Menu: 10/31/2019

    Customizing the Paperwork Menu: 10/31/2019

    WATCH NOW!

    When you first start using ClinicTracker, it will organize your paperwork menu using the default display and include all the templates your system administrators have enabled. In this webinar, we'll show you how to adjust the default view for your organization. We'll also explain how to adjust your
    • Form Builder
    • Paperwork
  • Form Builder Advanced 2.0: 10/30/2019

    Form Builder Advanced 2.0: 10/30/2019

    WATCH NOW!

    The new Form Builder makes building your smart forms even easier. Join us to learn about designing a form, referencing information from other areas of the system, using navigation links, and more advanced features of the new interface.
    • Form Builder
  • Form Builder Basics 2.0: 10/24/2019

    Form Builder Basics 2.0: 10/24/2019

    • Form Builder
  • 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
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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.”

Lab Orders and Results

ClinicTracker has collaborated with Change Healthcare to add an intuitive lab order capability within our EHR system. This new feature enables agencies to create and send orders, then automatically receive results from the lab, monitoring the status along the way. Regardless of which laboratory or ancillary service provider your agency needs to order from, you will have the ability to track those orders by status and receive all the commensurate results in a way that seamlessly integrates with ClinicTracker.

Change Healthcare’s Clinical Network already integrates with over 600 labs across the country. If your lab is in-network, integrating orders and results into ClinicTracker is a very simple process. For out-of-network labs, Change Healthcare will work to build connectivity and incorporate them into their growing network.

Features of Change Healthcare Lab Orders and Results

Change Healthcare Clinical Network Orders and Results quickly connects laboratories and ancillary services to the provider offices they serve, producing clean orders, quick results, and satisfied clinicians. Results and reports are delivered back to provider offices, streamlining workflow and reducing manual effort. Clinical Network solutions have been designed to work within existing infrastructure to reduce potential financial and operational risks. Change Healthcare electronically delivers more than 50 million results and clinical reports, and over 13 million orders per year on their Clinical Network. Features include:

  • Automated results routing into ClinicTracker
  • Easy to use ordering solution
  • Lab results are made available to the patient via the patient portal
  • Integrated rules ensure the order is sent correctly the first time
  • Online directory of services available from participating service providers
  • AutoPrint automated printing available

Benefits of Lab Orders and Results

Improve Efficiency

Laboratory or other ancillary service providers have their clinical and business rules integrated into your ordering process, making orders immediately ready for processing and billing upon receipt.

Reduce Call Backs

Getting the order right the first time eliminates phone calls to your office to gather needed clinical or financial information often missing in a paper-based process.

Streamlined Workflow

The Clinical Network provides the ability to place orders electronically and delivers results within the system and workflow you are already accustomed to. That increases your office staff’s efficiency and leverages the patient-centric record you have already invested in.

Drive Outcomes

Regardless of which laboratory or ancillary service provider you need to order from, you’ll have the ability to track those orders by status and receive all the commensurate results in a way that seamlessly integrates with ClinicTracker. Change Healthcare Clinical Network can deliver all the results cohesively in your existing ClinicTracker EHR workflow to allow you to manage patient outcomes based on data from all your diagnostic providers.

About Change Healthcare

Change Healthcare is one of the largest, independent healthcare technology companies in the United States. Working alongside our customers and partners, we enable better patient care, choice, and outcomes at scale. As a new company, Change Healthcare has increased capabilities for innovation, investment, and customer service. We provide software and analytics, network solutions and technology-enabled services. Through our broad portfolio of solutions, Change Healthcare is able to serve the needs of multiple stakeholders in the healthcare system, including commercial and governmental payers, employers, hospitals, physicians and other providers, laboratories and consumers.

Collections Service

Collecting healthcare bad debt has always been a challenge. That’s why ClinicTracker EHR and Transworld Systems (TSI) have teamed up to streamline the process and improve your bottom line. Users can access TSI’s proprietary collections platform directly from our EHR. The integration lets practices identify, select, and electronically transfer delinquent patient accounts to TSI for collections.

Benefits of ClinicTracker/TSI Integration

  • Forward bad debt claims with a few clicks
  • Expedite the payment process
  • Lower internal costs
  • Increase cash flow for revenue cycle management
  • Maintain positive patient relationships

Contact us now to start using a more productive collections process.

TSI is a leader in healthcare collections. Its solutions are secured and strengthened by continued investments in three major fields: compliance, data analytics, and technology. These investments serve to increase their operational efficiency and our clients’ ROI, but also protect our clients’ brands and reputations.

Over nearly 50 years, TSI has developed an expertise in collecting for the healthcare industry. “We pride ourselves on our engagement of patients, which includes using a sympathetic and diplomatic approach in our communications to help maintain the relationships you worked so hard to create,” says Scott from TSI.

Why use TSI for mental health and substance abuse debt collection?

Diplomatic. TSI understands that you need your money collected, but they are also committed to treating your patients with respect and dignity. You can rest assured that TSI will work appropriately with your clients.

Compliant. TSI’s Compliance Management System is woven into every fiber of its operations. The strategy minimizes risk, prevents violations, and ensures compliance with federal and state consumer protection laws.

Information Security. TSI is committed to maintaining the highest standards of cyber security. Both providers and clients can be confident that the company uses the latest technology available to safeguard private data.

Effective. TSI uses cutting-edge predictive analytics models that allows them to dynamically forecast how likely a person is to make a payment on debt. Targeting accounts based on likelihood to pay yields the best results.

Collections Considerations

Here are some pointers to help you evaluate your current collections process:

  • Are you asking your collections agency the right questions?
  • What steps are they following to make sure you stay compliant and your data stays secure?
  • How are they utilizing technology to maximize your recoveries?

Collections Facts

Read these staggering facts related to healthcare collections:

  • Healthcare providers recover less than 9% of every dollar of bad debt borne out of high deductible health plans.
  • Regulatory tides are constantly shifting. HHS’s Office for Civil Rights is becoming more aggressive in enforcing HIPAA regulations.
  • The digital world in which we live and work is a dangerous one. In 2016 alone, the average data breach cost $4 million.

About TSI

TSI is a market-leading provider of accounts receivable management and student loan servicing solutions. TSI's global operations are powered by proprietary algorithms and a best-in-class compliance management system. Their clients include Fortune 100 corporations, national and regional healthcare providers, financial institutions, state and federal government organizations, educational institutions, and small and medium-sized businesses.

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