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ClinicTracker EMR

ClinicTracker EHR Announces New Built-in Telehealth Service for Mental Health and Substance Abuse Agencies

telehealth service

ClinicTracker announces their new Telehealth Service that gives providers a convenient method for interacting with patients remotely using an internet-connected desktop, laptop, or other mobile device equipped with a webcam. ClinicTracker makes it simple to set up appointments, conduct sessions, access recordings, and keep records – all within ClinicTracker’s user-friendly environment.

MACRA Promotes Telehealth for Providing Healthcare Services

MACRAtelehealth

The latest development in the Medicare Access and CHIP Reauthorization Act of 2015 (MACRA) includes good news for healthcare practices that offer telehealth – the use of telecommunications technology to provide health services. When the Centers for Medicare and Medicaid Services (CMS) issued its 1,653-page final rule on Nov. 2, its list of ways healthcare practices can be reimbursed for leveraging information technology now includes new payment options for telehealth.

Workflow Builder

Along with Form Builder and Report Builder, the Workflow 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 Workflow 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 Workflow 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.

Workflow 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. Workflow 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 Workflow 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 Workflow 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.

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
  • Appointment Reminders
  • Basics Series
  • Billing
  • Billing
  • Claims
  • Claims
  • Cloud Communications
  • Collaboration
  • Compliance
  • Compliance Builder
  • DSM 5
  • EPrescribing
  • 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
  • IOP Claim Billing: 8/20/2020

    IOP Claim Billing: 8/20/2020

    • Billing
    • Claims
  • Smart Rating Scale: 8/13/2020

    Smart Rating Scale: 8/13/2020

    WATCH NOW!

    You can build SmartForms that display items depending on conditions you set (like whether the client is a child or adult). You can also make the form come alive by tying it to a workflow and reporting system. In this webinar we will show you how to use:Form
    • Form Builder
    • Report Builder
  • New RCopia4 Platform: 7/23/2020

    New RCopia4 Platform: 7/23/2020

    • EPrescribing
    • RCopia4
  • Patient Portal Authorized User - Sharing an interim progress note via the Patient Portal: 7/30/2020

    Patient Portal Authorized User - Sharing an interim progress note via the Patient Portal: 7/30/2020

    • Patient Portal
  • Patient Portal Authorized User Series: Creating an Interim Progress Report using the Form Builder

    Patient Portal Authorized User Series: Creating an Interim Progress Report using the Form Builder

    WATCH NOW!

    Outside providers and/or referrers often require you to provide information about a client's progress toward established treatment goals. During this webinar we'll discuss how to create a form within ClinicTracker that gathers the essential elements of such a progress report, including: Summary of appointments for the last 30
    • Patient Portal
  • Appointment Reminders Overview: 7/2/2020

    Appointment Reminders Overview: 7/2/2020

    WATCH NOW!

    The webinar reviews how to configure Reminder Calls so they go out to clients exactly as you wish. We'll cover how to customize when the calls go out, the types of reminders you can generate, and the method for turning off automatic reminders when that's required.
    • Appointment Reminders
  • Custom Form Graphing: 6/25/2020

    Custom Form Graphing: 6/25/2020

    WATCH NOW!

    You can now create graphs based on data from rating scales you collect via a custom form. You’ll learn how to: Create a rating scale using Form Builder; Design a graph to display data that you collect with that rating scale; Insert a link to that graph so
    • Form Builder
  • Customizing Your Staff Info Form: 6/18/2020

    Customizing Your Staff Info Form: 6/18/2020

    WATCH NOW!

    You can use the Staff Info form to track employee information, create user accounts, and define system/patient access permissions. During this webinar we'll show you how to further customize this form so you can track the information you need to process claims and maintain HR files.
    • Management Tools
  • New Features and Functionality: 6/11/2020

    New Features and Functionality: 6/11/2020

    WATCH NOW!

    Our recent software releases have included some new features and enhancements that we'd like to review with you. You'll learn about our new check-in kiosk, custom form graphing, new ways to configure various modifier and override rules. . .and more.
    • Upgrades
  • Claim Management (BillingTracker Basics Series): 5/21/2020

    Claim Management (BillingTracker Basics Series): 5/21/2020

    WATCH NOW!

    During this webinar we will show you how to use the Claim Management screen to: Review claims based on specified date ranges, payor, and transmission types; Prepare batches of claims for submission to insurers for adjudication; Follow up on outstanding claims by reviewing those in Pending status
    • Claims
  • Submission Batches (BillingTracker Basics Series): 5/7/2020

    Submission Batches (BillingTracker Basics Series): 5/7/2020

    WATCH NOW!

    We will show you how to review and work with previously-created claim batches, including: Re-queuing an entire claim batch; Tracking the submission status; Adding Billing Notes
    • Billing
  • Claim Payments (BillingTracker Basics Series): 4/23/2020

    Claim Payments (BillingTracker Basics Series): 4/23/2020

    WATCH NOW!

    We will review methods for posting payments to claims in BillingTracker, including: Collecting Copays; Entering Patient Payments Manually; Managing Insurance Payments (paper EOBs); Handling ERA Insurance Remittance (835)
    • Billing
  • Billing Dashboard - (BillingTracker Basics Series): 4/9/2020

    Billing Dashboard - (BillingTracker Basics Series): 4/9/2020

    WATCH NOW!

    We developed a new "Billing Dashboard" within BillingTracker that substantially improves your ability to track and follow up on your receivables. It essentially turns Billing Notes into a system for assigning responsibilities and monitoring efforts to collect on claims. You’ll see a whole range of options for displaying
    • Billing
  • 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
    • Billing
    • 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
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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.

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