Community Training Series

ClinicTracker Community Training Series

 

Our ClinicTracker support team has always explored every possible way to help our users learn about the system and manage any issues that might arise. Our latest initiative is the Community Training Series – a format we've designed to make it easy for you to have regular and convenient access to our staff.

  • Got a long list of questions you've been meaning to ask about ClinicTracker or BillingTracker?
  • Have the feeling that you're not taking full advantage of all the many features our software offers?
  • Wish you had some scheduled time to ask us about how to customize the program so that it more perfectly aligns with your workflow?

Each webinar will include both a presentation on a specific topic as well as an opportunity for you to ask about whatever you wish. No matter what else is going on in your world, you’ll know that we’re regularly available to talk about what’s on your mind about our system.

From time to time we also schedule “Pop-up Webinars.” We present them whenever a group of our users expresses interest in hearing about a particular topic.

Upcoming Webinars

Here's a list of upcoming topics. If you have suggestions of topics you want us to cover, click here to let us know:

Date / TimeTitleDescriptionRegistration
Thursday 1/24/19
1:30 pm - 2:00 pm ET

Patient Record Overview

Join us for 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
Register Now
Wednesday 2/6/19
1:30 pm - 1:45 pm ET

Pop-up Webinar: General Q&A Session

Join us for this informal, user-requested live webinar.

Register Now
Thursday 2/7/19
1:30 pm - 2:00 pm ET

Understanding the Implementation Process

  Register Now
TBD
1:30 pm - 2:00 pm ET

New Telehealth Module Changes

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 through the Patient Portal. In this webinar, we will cover:

  • Scheduling telehealth appointments
  • Conducting sessions through the portal
  • Moderated and communal sessions
  • Public conferences
  • Recording sessions
Coming Soon
Thursday 2/21/19
1:30 pm - 2:00 pm ET

Out of the Box Workflow Series: Entering a New Referral

  Register Now
Thursday 3/7/19
1:30 pm - 2:00 pm ET

Out of the Box Workflow Series: Admitting the Client

  Register Now
Thursday 3/21/19
1:30 pm - 2:00 pm ET

Out of the Box Workflow Series: Checking the Client In

  Register Now
Thursday 4/4/19
1:30 pm - 2:00 pm ET

Out of the Box Workflow Series: Recording the Patient Appointment

  Register Now
Thursday 4/18/19
1:30 pm - 2:00 pm ET

Out of the Box Workflow Series: Billing for Appointments

  Register Now
Thursday 5/2/19
1:30 pm - 2:00 pm ET

Out of the Box Workflow Series: Applying Payments

  Register Now
Thursday 5/16/19
1:30 pm - 2:00 pm ET

Out of the Box Workflow Series: Claim Follow-up

  Register Now
Thursday 5/30/19
1:30 pm - 2:00 pm ET

Out of the Box Workflow Series: Financial Reporting

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Thursday 6/13/19
1:30 pm - 2:00 pm ET

Creating Custom Progress Note Forms

  Register Now
Thursday 6/27/19
1:30 pm - 2:00 pm ET

Customizing the Paperwork Menu

  Register Now
Thursday 7/11/19
1:30 pm - 2:00 pm ET

ERA Module Upgrades

  Register Now
Thursday 7/25/19
1:30 pm - 2:00 pm ET

Patient Portal Processes

  Register Now
Thursday 8/8/19
1:30 pm - 2:00 pm ET

New Features and Functionality

  Register Now

Web-Based Staff Portal

With our web-based Staff Portal, your staff can access key information stored in ClinicTracker from anywhere, on any device. The most valuable feature is an online scheduler that presents both a list and graphical view of your appointments or those of colleagues who have granted you permissions. You can also view the calendar by patient or room as well as schedule both one-time and recurring events – all in the same format you’ve become accustomed to in ClinicTracker.

The Staff Portal is especially handy because it allows you to synchronize your ClinicTracker schedule with whatever calendars you use on other devices and services. Downloading an individual event or specific events displayed on-screen is easy. You can even set up a real-time calendar feed from within programs such as Microsoft Outlook or Gmail.

In addition to scheduling, the Staff Portal lets staff create and complete custom forms online using the same method you’ve come to know on the Patient Portal. For example, a staff member could enter information on a form designed to gather demographic information directly into a web-connected device. All information then flows directly into the ClinicTracker EHR. Those data are accessible remotely or from your desktop application.

We will continue to add features to the Staff Portal over time. Next up is a replication of ClinicTracker’s unified messaging system. You’ll be able to send and receive secure messages within our software no matter where you're working, in addition to receiving messages from your colleagues, compliance alert, signature requests, and ePrescribing notifications. It’s just another example of how ClinicTracker is the better way.

Look for Superior Behavioral Health EHR Support to Ensure a Smooth Go-Live

Successful EHR ImplementationAny Behavioral Healthcare and Substance Abuse facility that has adopted a new EHR has undoubtedly endured a fair share of turmoil and frustration. In our experience, most of the difficulties users encounter with their software surface during the implementation phase.

It’s easy for an agency to second-guess its software selection when things get rocky on the road to go-live. Administrators can ask themselves, "After all that due diligence, how did we end up with a program that won’t work for us? Why did we bother checking out all those references, spend so much time researching options, and sit through endless software demos?"

To be sure, some programs simply don’t have what it takes to run a behavioral healthcare agency. They’re missing features that are critical for regulatory compliance and revenue generation. But, while it may be easy to blame the software program for implementation woes, it’s not always a fair assessment. Why? Because implementing an EHR is inherently complicated, regardless of the software’s sophistication. Every clinic has its own nuances, billing requirements, state rules, and staff needs. No program can anticipate every last detail.

ClinicTracker Connects With MaineCare

ClinicTracker connects with MaineCare

Ready to Pass Time and Cost Savings on to You

ClinicTracker Behavioral Health EHR is now fully certified for direct submission to MaineCare for ICD-9 and ICD-10 claims! What does that mean for you? If you’re a behavioral health agency that uses MaineCare, you’re now set to reap both time and cost savings from our software’s seamless integration into that funding system.

If you’re not familiar with MaineCare, it’s a federal and state-funded program similar to Medicaid that pays expenses for income-eligible patients. While it can help many of the state’s residents, the submission process can be burdensome to clinicians who already are dealing with cost cuts and falling reimbursement rates. That’s why we’ve worked closely with MaineCare so that our customers can once again benefit from ClinicTracker’s laser focus on making administrative life easier.

Behavioral Health Clinical Outcome Measures

ClinicTracker can help you test and track patient outcome measures e.g. Hamilton Rating Scale for AnxietyTracking patient outcomes using standardized measures has become an essential requirement of modern clinical practice.

Payroll Management

With our new Payroll Management feature, we continue our longstanding tradition of identifying every possible opportunity to establish our software as where you go to get anything and everything done. The more clinic functions are integrated into one solution, the less time you waste re-inputting data, dealing with multiple software packages, and worrying about errors.

With this powerful module, you can immediately determine your payroll expenses for any period of time you select. Because ClinicTracker already knows what's been billed, you just need to initially configure how each of the providers gets reimbursed for each of the services. You can establish those rules based on the Percentage of Billed Amount, Percentage of Collected Amount, Fixed Amount Per Service, or the Fixed Amount Per Unit. It’s all straightforward and intuitive.

To view your payroll, enter a payroll period or one that’s already stored in the system. You can mark the payroll items as Open or Paid and write any notes you want about the pay period – all in a manner of seconds.

You configure the system and ClinicTracker keeps track of your reimbursements for you. You can even print a Payroll Report that displays reimbursements segregated by clinician. Just one more reason that ClinicTracker is the better way!

Watch our video to see this feature in action.

Mental and Behavioral Health Practice Management

slide2Many electronic health record (EHR) systems on the market offer only limited features. Some just manage schedules and clinical notes. Others need to link to other software systems for billing, managing clinical workflows, administering outcome measures, writing treatment plans, and document management.

Is it okay that most systems "outsource" many of their primary functions?

Absolutely Not! We created ClinicTracker so that hospital clinics, mental health agencies, behavioral health organizations, and chemical/addiction centers could manage their entire practice using one system. We have more features than ANY behavioral health EHR on the market, nearly all of which are integrated directly within our software. Take a look at our features page to learn more.

What does full integration mean for your practice?

Cost and time savings. With everything you need housed under one digital roof, you don’t have to pay for multiple software applications to run your agency. You have a plethora of features gathered within one system: managing document workflow, tracking compliance for staff members and patients, scheduling appointments, collecting revenue, recording clinical outcome measures for evidenced based treatment, making sure your staff are paid promptly, and much, much more.

Can you afford such a powerful system?

Yes, without a doubt. Behavioral health is our passion. We are affordable, robust, and have a 100% satisfaction rating for our customer support. Remember that cheap EHR solutions end up costing you more in the long run with staff upset, a crippled workflow, and your claims stuck in an irretrievable black hole. With ClinicTracker, you won’t have to worry about these pitfalls and can recoup your investment quickly.


As our clients will tell you, ClinicTracker is the better way:

“What do we like? That your technical support is world-class and that you are so willing and quick about making upgrades to the system.”
Family Counseling Services – Cortland, NY

“Although we’re just implementing ClinicTracker, our clinicians have already praised your team for being so supportive. Thank you so much for your attention to customer service.”
OSLC Community Programs – Eugene, OR

“Our staff dreaded changing over to an electronic record. They soon discovered that ClinicTracker made their work easier, not harder.”
The Family & Children’s Society – Binghamton, NY



Check out a demo video to see why ClinicTracker is the better way.

Can your EHR do this?

 

Behavioral Health EHR

Why should I use ClinicTracker?Given the expense and liabilities involved in adopting a Behavioral Health EHR, the decision has to be systematic and criterion-based. While you probably have a long list of questions you've prepared to ask vendors, we've listed a few we find most important. You'll find that most of them come down to issues of reliability, a reputation for competent support, and customizability.

How long has the EHR vendor been in business?

It takes years to amass all the templates, routines, linkages, billing processes, and workflows that a competent program must have to be helpful to you. You want a program that's been battle tested in multiple settings by thousands of users over a decade or more. ClinicTracker has been serving behavioral and mental health clinics, universities, hospitals, providers, and substance abuse clinics for over fifteen years. That's fifteen years of continuous software development based on ongoing feedback from an enormous user base.

To what extent was the program designed by people who understand the world of behavioral healthcare?

Dr. Michael Gordon, Founder of ClinicTracker EHRDr. Michael Gordon, a well-known clinical psychologist and successful clinic administrator, wanted a software program that could give him the kind of data he needed to track patient flow, staff productivity, and documentation compliance requirements. Not finding any that worked for his services or were affordable, he cast about for someone who could translate his specifications into a user-friendly and easily-supported solution.

He ultimately collaborated with an extraordinarily competent and formally-trained software engineer he could trust to bring his vision to fruition. That programmer, his son and our CEO, created a 100% behavioral health-specific EHR.

How dependable is the program?

Think bullet-proof. After all, ClinicTracker has been steadily at work for over 15 years in different settings with users who sometimes have very limited comfort with computers. If a major bug were to surface, it would have happened long ago. Even if a minor problem arises, we can address it immediately. That's why we always have near-perfect customer support ratings.

Does the program have all the features we might need and, if not, can they add them easily enough?

No other EHR program comes close to ClinicTracker in the sheer number and breadth of features it offers. And we're adding new ones evey day in response to user requests. Actually, the main thrust of our most recent development efforts has been to make it easy for our customers to add forms, report, and outcome measures on their own, without even needing to request program modifcations from our development team.

Do they work with outside, unbiased consultants who serve the behavioral health market and strive to ensure quality control?

Because the behavioral healthcare market is so diverse, we want to make sure that ClinicTracker handles anything and everything that might come its way. We welcome organizations like everythingEHR and The Technology Group who are unbiased consultants serving behavioral health providers and organizations across the United States. They know what YOU need in terms of clinical workflow, functionality, and what is on the horizon when it comes to behavioral healthcare technology. Their input is invaluable and we greatly respect their guidance. Receiving an endorsement from these firms means we have our fingers on the pulse of mental health technology and the industry as a whole.


As our clients will tell you, ClinicTracker is the better way:

“What do we like? That your technical support is world-class and that you are so willing and quick about making upgrades to the system.”
Family Counseling Services – Cortland, NY

“Although we’re just implementing ClinicTracker, our clinicians have already praised your team for being so supportive. Thank you so much for your attention to customer service.”
OSLC Community Programs – Eugene, OR

“Our staff dreaded changing over to an electronic record. They soon discovered that ClinicTracker made their work easier, not harder.”
The Family & Children’s Society – Binghamton, NY



Check out a demo video to see why ClinicTracker is the better way.

Can your EHR do this?

 

Mental Health EHR

What is a Mental Health EHR?

What Exactly is a Mental Health EHR?

The simple answer is that EHR stands for Electronic Health Record, a term that has largely supplanted the more traditional label, EMR  (Electronic Medical Record).

While the marketplace offers hundreds of EHR/EMR programs, only a relative few focus specifically on all aspects of Behavioral Health (Mental Health, Chemical Dependency, and Addiction). Truth be told, many general EHRs have tried and failed to service the mental health market.

Why?

Because the world of Behavioral and Mental Health involves complexities that are unique.

We know what an EHR should offer: a tool that helps your mental health practice keep track of your documentation, revenue, schedules, compliance, and treatment quality.  A great mental health EHR provides all of these features – and more.  ClinicTracker is a great mental health EHR.

A clinical psychologist/administrator and a software engineer developed ClinicTracker over fifteen years ago (watch our story here).  In the software world, experience and a legacy of unending refinement means a feature rich program you can trust. Take a look at the many features that are included in the cost of our affordable electronic health record software.

How Important is Customer Support for a Mental Health EHR?

It’s paramount. We have a 100% satisfied customer support rating and we work hard to keep it that way. We know our clients by name. Our turnaround time for updates and new releases is the fastest in the business. We see our job as making your job easier. Software should be a help, not a hindrance.

How do Mental Health EHRs Fail a Practice?

Programming errors that prevent you from completing tasks.  Ridiculous workflows that make recording treatment plans and notes almost impossible.  A billing system that doesn’t balance your revenue.  Sluggish, overly complicated, and a workflow that isn’t customizable. Need we go on?

Should an EHR/EMR Offer More Than Just Documentation of Treatment Services?

Yes, you want a program that manages every aspect of your agency's workflow. That's why ClinicTracker is also a PM (Practice Management) system, and it can even handle your payroll management!


As our clients will tell you, ClinicTracker is the better way:

“What do we like? That your technical support is world-class and that you are so willing and quick about making upgrades to the system.”
Family Counseling Services – Cortland, NY

“Although we’re just implementing ClinicTracker, our clinicians have already praised your team for being so supportive. Thank you so much for your attention to customer service.”
OSLC Community Programs – Eugene, OR

“Our staff dreaded changing over to an electronic record. They soon discovered that ClinicTracker made their work easier, not harder.”
The Family & Children’s Society – Binghamton, NY



Check out a demo video to see why ClinicTracker is the better way.

Can your EHR do this?

 

Can Your Behavioral Health EHR Do This?

ClinicTracker Behavioral Health EHR has powerful features and an array of benefits.

Get you paid, fast? ClinicTracker can connect to any clearinghouse, integrate with Trizetto (formerly GatewayEDI), transmit directly to insurance payers, and print CMS-1500 claim forms. 

Provide built-in compliance tracking? ClinicTracker generates alerts, messages, and reports regarding overdue treatment plans, unsigned progress notes, and any other compliance indicators. Our document management is fully integrated into the system.

Human Resources? Manage agency staff and documentation, staff security and compliance module, calculate payroll, customizable HR tools and alerts.

Customize workflows, fields, alerts, forms, and outcome measures? ClinicTracker is modifiable down to the smallest detail. You’ll find it easy to make our program fit all of your agency’s requirements.

Features, features, and more features? The benefit of being one of the first EHRs for behavioral health means over fifteen years of continuous product development. Take a peek at how many we have!

Provide a system created by clinicians and administrators who understand the world of behavioral health? ClinicTracker was developed by a team who fully appreciate what needs to happen for a behavioral health agency to be successful. That’s why hospitals, mental health organizations, social service agencies, and chemical dependency centers across the United States have found our program so well suited to their needs.

Help us help you!

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