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.
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?
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!
"Those most in need are often least likely to be served." Sadly, that's the catchphrase for how mental health services have long been provided in the U.S. Study after study describe a system more oriented toward the worried well than the seriously impaired. The same holds for access to services for minorities. They are far less likely to enjoy quality services, even though the rates of mental disorders for minority communities are at least as high, if not higher, than the rest of the population.
According to the Substance Abuse and Mental Health Services Administration (SAMHSA): "Communities of color tend to experience greater burden of mental and substance use disorders, often due to poorer access to care; inappropriate care; and higher social, environmental, and economic risk factors."
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.
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.
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.
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.