Because billing for mental health services is notoriously complex, more than half of all support calls to EHR vendors come from the billing department. And much of the dissatisfaction with EHR programs derives not from problems maintaining the clinical record, but from the inability of the software to handle financial processes adequately. It's hard to feel good about your EHR software when you can't submit bills and record payments. Some agencies have even told us that they've come close to shutting their doors because of problems they've had getting the mental health billing package to maintain revenue.
ClinicTracker goes way beyond just making it easy for you to digitize your paper forms. Our flexible, built-in document management and customizable workflow system lets you tie documents together into a well-ordered workflow. Just tell the system which forms should be completed for which patients, signed off by which providers, and by which dates. By embedding forms into a document management tracking system, you can monitor compliance and send alerts if paperwork is not completed on time.
White Glove Implementation
Implementing a Behavioral Health EHR is inherently frustrating because of all the challenges involved in customizing the software and training staff. At ClinicTracker, we do everything possible to minimize the hassle, drudgery, and guesswork that normally burden new EHR software users. Simply provide us with some basic information (staff names, service codes, location details, etc.) and we handle data input and system configuration. We'll take an active role configuring billing settings, submitting test claims, custom form building, custom report building, data migration, and more. We provide you with a dedicated implementation specialist to guide you through the whole process, from loading staff names and user credentials to specifying labels you want on various forms and fields.
We're proud to announce that we can offer users of ClinicTracker EHR an opportunity to pursue online education about a range of important professional topics. Thanks to a new collaboration with the Zur Institute, our user community can access CE courses that are timely and relevant (DSM-5, ICD-10, HIPAA, Meaningful Use, and more) at a discounted price.
In December of 2014 we had the pleasure of joining Mental Health News Radio for a discussion about our Behavioral/Mental Health and Chemical Dependency EHR, ClinicTracker Connect. This interview gave us the opportunity to discuss not only the product but our company philosophy.
April 22, 2014 – Syracuse, NY – ClinicTracker, a leading provider of electronic health records software (EHR) to the mental health and substance abuse community, today announced that it has received the Surescripts White Coat of Quality Award for 2013.
On December 4th we held a 30-minute live webinar to explain how our new automation tools can increase revenue and improve operational efficiency. Attendees learned about 835 Electronic Remittance Advice, Integrated Credit Card Processing, Insurance Eligibility Verification, Call Reminder Service, and the Patient Portal.
Click here to view the recording.
Click here to view the slides.
ClinicTracker Connect is excited to announce the BillingTracker 835 Electronic Remittance Advice (ERA) Module. The ERA (commonly referred to as the HIPAA 835 file) is the electronic equivalent of a paper Explanation of Benefits (EOB). It indicates how much the insurer paid on the claim and identifies reasons for any denial of benefits. Prior to the ERA, staff would have to spend hours going through each claim, posting payments, and reconciling any errors. Now that entire process can be automated. Billing software with ERA capability saves office staff from having to collect mail, file paper documents, manually post payments, and adjudicate claims with payers. Another advantage is that insurers pay electronic submissions more quickly.
Some insurance plans allow a certain number of visits prior to requiring a pre-authorization. To help you track this allowance, we've added a way to record an Authorization Code on an appointment without transitioning that code through to BillingTracker where they would appear on claim files. Click the new N/A checkbox above the Authorization Code field on the Insurance Authorization form to record such an authorization.
A new form that lets you review requests and responses for all patients is available at: Utilities -> Insurance Eligibility Verification Review. An existing form, accessible from the Insurance tab of the Demographics form, allows you to generate requests and view the history for a single patient.
You now have the ability to set a read/unread status for Signature Requests and Scheduler Notifications (if enabled). This feature will help you manage items that still require follow-up. You can set the read status on both the main Messaging System as well as the My Messages widget.
Now you can save messages as drafts for those times you want to store your text because you're not ready to send it. When composing a message, click the Save As Draft button, or go to: File -> Save As Draft. The message will be saved to a new Drafts folder in your Message Board.
We developed a new feature that makes it easier to work with Service Add-On codes. In essence, you can pre-store combinations of Service and Add-On codes so you don't have to enter them individually each time. For example, you might create a combination called "Psychotherapy 30 Interactive" that automatically enters the Psychotherapy Service code with two Add-On codes to reflect a session duration of 30 minutes along with Interactive Complexity. You can configure these pre-stored code combinations at: Maintenance -> Service With Add-On Codes. The next time you record an appointment, you will see a Find icon to the right of the Service drop-down that allows you to select the pre-stored combination.
Since patients may have different fee schedules for various services based on their county, we added County of Financial Responsibility to the Fee Schedule utility in BillingTracker.
We have added the ability to add Tags to your Common Phrases. Tags are simple descriptive words that make it easier to categorize and search for phrases. For example, if you have certain phrases that apply primarily to Progress Notes and others that apply primarily to Treatment Plans, you could setup 'Progress Notes' and 'Treatment Plan' as tags by entering them in the Tags textbox before pressing the Add To List button. The Search String box will now search both the Phrases and the Tags. We have also extended this search box from a textbox to a drop-down box which will enable you to scroll through the list of tags you have configured.
We added a new Global Common Phrases feature that you can configure through the Maintenance menu (search for 'Common Phrases'). This list can be populated by administrative staff and will then be available for any user to search when accessing the Common Phrases form. Two new checkboxes will allow you to search your personal list, the global list, or both.
By going to: About -> Admin Config -> eForms -> Form Group Setup, you can create groups of eForms for patients to complete. After you configure the eForm group, the system will administer those forms to patients sequentially. As a reminder, you instruct ClinicTracker to present forms by going to: Paperwork -> Utilities -> eForms.
You can now export any paperwork directly to PDF format. See the Save As PDF option in any of the Print menus. Note: This feature requires Microsoft Word version 2007 or higher.
Placing your mouse over a colored cell on the Scheduler displays the details of the availability/unavailability information (including location, event types, and unavailability reason).
The User Support Portal link in the top right corner of the Staff Dashboard leads to our new online support resources, which includes FAQs, training videos, newsletters, and the support ticketing system.
We developed an easier method for requesting new user accounts. Users hosted with ClinicTracker can now request them right from the server desktop.
Log into the ClinicTracker server and double-click the New Hosting Account Request icon. You can also visit: http://hosting.clinictracker.com/ and click the Account Creation Request link in the top bar.
ClinicTracker was awarded the contract for clinical management software at Lantern Therapeutic Services in Waldorf, Maryland.
The Patient Portal enhances the patient experience with your office because it affords your clients simple, appropriate control over their medical and billing records. Because clients can access certain details of their file online, they can notify you of any changes to their personal or billing information. They can view their schedule and confirm or cancel upcoming appointments. They can also see the balances on their account, including what they might owe. As a result, your records will be current and your missed appointment rate will improve. Better yet, you can increase your payment collections by making it easy for your patients to pay bills and print receipts online. The system will even send your office staff an email when a client has posted an online payment.
If you’re already using signature capture within ClinicTracker, you know that it enables you to collect patient and guardian/witness signatures on Treatment Plans, Appointment Records, Discharge Summaries, and other clinical documentation.
As a result of a recent update, signatures can now be captured with any input device (e.g., a touchscreen computer or a mouse) without requiring Topaz signature tablets. Topaz tablets are still a recommended option since they are rugged, secure, and easy for patients to use. However, we know they can be expensive and sometimes difficult for remote workers to travel with, so we developed this new capability based on user request.
Since it can be hard difficult to sign accurately with a mouse, we have partnered with VisTablet to offer a pen/pad device as an alternative. These devices are much lighter and less expensive than Topaz tablets, and function over a terminal server connection with no additional adapters or settings required.
For more information about how this flexible utility can benefit your practice, read our Product Brief.
TransFirst’s new credit card service helps bring automation and efficiency to your payment collection process. Entering credit card information manually is now a thing of the past. When you swipe the credit card through the card reader, the card holder’s name, card number, and expiration date will automatically populate the appropriate fields. The system applies the payment amount you specified to the open items in a client’s account so you won’t have to distribute them manually. Your staff will appreciate the speed and accuracy with which they can enter patient’s credit card information. And better yet, this innovative service comes with a meet or beat promise; you will not be charged more than you are currently paying for transaction fees and in most cases less.
Authenticating insurance coverage and checking eligibility are routine but tedious elements of your billing workflow. We now have an online verification service that automates the entire process for you. Because the system is fully integrated with the ClinicTracker Demographic form, your staff can quickly confirm the validity of a patient’s insurance while completing the intake process or prior to a scheduled appointment. You will receive an answer in just seconds. Registering for this service is simple with a nominal per transaction fee.
For more information about how this flexible utility can benefit your practice, read our Product Brief.
Our new Automated Appointment Reminder Call Service will help eliminate the burden of making appointment reminder calls and will increase your billed revenue by reducing your no show rate. Because the system is fully integrated with ClinicTracker Connect, the system's scheduler automatically generates a call list and calls are made with no additional effort on the part of your staff. Patients can confirm, cancel, or reschedule an appointment from their phone or through the web-based Patient Portal. This service makes it simple to track and fill canceled or missed appointments in real-time.
JAG is happy to announce its new partnership with VisTablet to provide a light-weight mouse pad with a familiar pen device to capture and bind electronic signatures to digital files.
Visit the VisTablet website to learn more.
JAG Products is pleased to announce that we have partnered with TransFirst to offer a service for processing credit card charges directly though ClinicTracker. TransFirst is one of the nation's leading providers of payment processing services with some of the chief experts in the payment processing industry on their staff.
We have partnered with GatewayEDI to offer an online verification service that authenticates insurance coverage and confirms the validity of a patient's insurance instantly.
For more information about how this flexible utility can benefit your practice, please read our Product Brief.
ClinicTracker owes its remarkable functionality to years of ongoing feedback from those of you who use our software daily.