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ClinicTracker EMR

How to Select a Mental Health EHR for Large Agencies

choosing a mental health ehr for large agencies

Since 2008, the number of office-based physicians using EHRs has more than doubled, from 42% to 87%. Even as healthcare workers grow increasingly accustomed to technology guiding their workflows, practices that provide mental health or substance abuse services still face unique challenges in finding EHRs that offer features designed for their complex billing arrangements and reporting requirements.

ClinicTracker EHR Develops Intuitive Practice Management Tool: Performance Measurement Reports

Performance Measurement

ClinicTracker, the EHR of choice for mental health and substance abuse agencies, introduces an exciting new practice management tool called Performance Measurement Reports. Administrators no longer must remember to check on the health of their operations, as the software automatically emails reports that indicate whether pre-selected parameters fall within or outside established comfort zones. It’s a way for managers to enhance accountability, maximize business performance, improve financial control, and maintain compliance with regulatory requirements. Automated emails serve as a built-in warning system that alerts the administrator when metrics they are tracking go above or below acceptable limits. Of course, administrators can also access those same reports on demand and based on data in real time.

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


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?


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 Connector

pexels gabby k 5996855

Our method for delivering Telehealth services via ClinicTracker is based on a “bring your own platform” approach. That means you can join up your personal (or agency) Zoom-type account with ClinicTracker’s new Telehealth Connector module.

Access the teleconferencing program of your choice (or at least those that are HIPAA compliant and meet some other technical criteria), while enjoying the benefits of the ClinicTracker connection.

How does it work?

  • Schedule a Telehealth appointment like any other event
  • Let clients join sessions via ClinicTracker's Patient Portal or directly through a browser
  • Send out Telehealth links via the Appointment Reminders module

What are the requirements for using my Zoom-type account with ClinicTracker?

  • Static links (a link that always stays the same and are easily shareable) for both the therapist and the patient
  • A virtual waiting room, so that the next appointment doesn't interrupt an appointment already in session

How much does the Telehealth Connector cost? 

  • No set up fees
  • Only pay $9 per month for each ClinicTracker user who is registered in the system as a telehealth provider

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
  • Intro
  • 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
  • Customizing the Patient Statement Process: 5/6/2021

    Customizing the Patient Statement Process: 5/6/2021


    With BillingTracker, you can send your clients statements that display open balances. The system offers you options for configuring those invoices according to your own specifications. In this webinar, we'll show you how to: Design statements that you can print and mail; Transmit statements to a clearinghouse for
    • Billing
  • Claim Payment History: 3/4/2021

    Claim Payment History: 3/4/2021


    Chances are you frequently want to review the payment history for a claim or patient. You'll also look to make corrections as well as generate reports that show the history of payment activity. Join us to learn how to make the most of BillingTracker's functionality around reviewing payment
    • Claims
  • Telehealth Connector: 2/18/2021

    Telehealth Connector: 2/18/2021


    We’re excited to tell you about our new “bring your own platform" approach to offering telehealth services through ClinicTracker. You can now join up your agency (or personal) Zoom account with ClinicTracker's new Telehealth Connector module. In this webinar, we’ll cover how to: Configure your favorite telehealth account
    • Telehealth
  • Staff Info Review: 2/4/2021

    Staff Info Review: 2/4/2021


    Many of ClinicTracker's core features rely heavily on information stored in the Staff Info section of the program. To make the most of the system, you'll need to know how to enter data about new staff, and also adjust permissions for existing members of your team. In this
    • Admin
  • Admin Concepts Series - Options Form: 1/7/2021

    Admin Concepts Series - Options Form: 1/7/2021


    ClinicTracker's greatest asset is its customizability. The Options Form offers an incredible array of opportunities for making the software fit your need. In this webinar we'll review how to adjust settings for Demographics, Patient Contacts, Alerts, and Security.
    • Admin
  • Scheduling Groups: 12/7/2020

    Scheduling Groups: 12/7/2020


    ClinicTracker is designed for managing therapies that involve groups of clients. Those features allow group therapy leaders to: Schedule appointments or write notes for an entire group rather than for one member at a time; Limit group size by setting an upper limit of members; Create a waiting
    • Scheduling
  • Form Builder Best Practices: 10/22/2020

    Form Builder Best Practices: 10/22/2020


    You will often create custom forms in order to fulfill requirements for documentation and reporting. In this webinar, we'll discuss best practices for designing your form in Form Builder so it works best within the system and when designing reports. Among other topics, we'll cover:- When to use
    • Form Builder
  • ClinicTracker Introduction: 10/8/2020

    ClinicTracker Introduction: 10/8/2020

    • Intro
  • 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


    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


    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


    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


    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


    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


    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


    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


    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


    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


    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


    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
  • 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


    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


    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


    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
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