February 2016 EMR and PM Newsletter

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February is one exciting month, from crowning the Super Bowl Champions, the most watched television event in the United States, to bestowing awards on the Grammy and Oscar Winners. Mardi-Gras falls on February 9th this year, and of course we can’t forget Sunday, February 14th, Valentine’s Day.

Each year festivities are held on Groundhog Day, the second of February, when a groundhog meteorologist forecasts the outlook for winter. This year the Chinese New Year falls on the 8th and President’s Day on the 15th.
Black History month
During the whole month of February we honor the important achievements of African Americans, and since this is a leap year, we get an extra day on Monday the 29th to celebrate Black History Month.

Newsletter Anniversary

DocuTrac IncThis monthly edition marks the Fifth Anniversary of our QuicDoc® and Office Therapy® e-Newsletter.

From the beginning our goal has remained the same, to provide you with timely and relevant information.

We continually look for ways to help you speed through the necessary documentation and billing aspects of your day. To that end, your feedback is always welcome and appreciated. Please email us with your comments and suggestions.

Find Out How You Rate – Use QuicDoc® to Survey Your Patients

thumbsdownthumbsdownIt’s a buyers’ market! Everyone checks the reviews before committing to a purchase or service. Social media sites post consumer reviews, and patients write about their positive, as well as negative experiences on all sorts of blogs, forums, and websites.

There’s no way to control what your clients may post about their experiences regarding your services. By surveying your patients towards the end of therapy, you can gain insight on their views to find out what is working well and where improvements are needed. This allows you to not only minimize negative postings on the web, but to gain market leverage.

QuicDoc® Professional and Enterprise software have a built-in Patient Satisfaction Survey for just this purpose. To access the survey, select Patients Satisfaction Survey from the QuicDoc Assessments menu.

Click here for our full newsletter

 

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January 2016 EMR and PM Newsletter

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This year DocuTrac will mark twenty-three years in business. The company began in 1993 when our President, Dr. Arnie Schuster as a practicing psychologist, needed a way to manage the ever increasing paperwork requirements of managed care and health maintenance organizations. He created a software program to use in his own practice and DocuTrac grew from there. We have many loyal customers who have been with us since the beginning. We are grateful for and appreciative of all our customers both new and long standing.

newslettersafeWe are proud and happy to provide you with our newsletter each month. We hope it is helpful and informative. If you wish to continue receiving our monthly Newsletter, please add the sales@quicdoc.com email address to your Safe Senders List. Thank you!

Wiley Practice Planners®

computerWith over one thousand pre-written, clinically tested treatment goals, objectives, and interventions, the Wiley Treatment Planners are available in both QuicDoc® Professional and Enterprise Edition software. Treatment Planners target a wide range of specialty areas of practice including adults, adolescents, children, addictions, family, couples, veterans, older adults, co-occurring disorders, and more.

Practice planners are easily adapted to fit client needs and treatment situations, providing a valuable resource for creating and expanding clinically sound treatment plans. With a yearly subscription, QuicDoc Enterprise and Professional users will have access to Wiley’s Treatment Planning content.

practiceplannersFor more information view the Wiley Practice Planner video, or call the DocuTrac Sales Department at 800-850-8510.

QuicDoc PM Enterprise Software

QuicDoc PM Enterprise software for billing is fully integrated with our QuicDoc EMR Enterprise software for documentation, providing an intelligent front to back office solution. With QuicDoc EMR/PM system, you can seamlessly manage your accounts receivable and your documentation needs all within one fully integrated system.

billingOur real-time claims management features will improve your cash flow and streamline billing and claims follow-up processes. Click here to learn more.

QuicDocPMFor information or to schedule a demonstration, call DocuTrac Sales Department at 800-850-8510.

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December 2015 EMR and PM Newsletter

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Congratulations DocuTrac!  During the ICD-10 transition, the Office Therapy® claim acceptance rate for e-filing through TriZetto Provider Solutions® has been outstanding.

For the month of October, the Office Therapy ICD-10 claim rejection rate was lower than the average of all other TriZetto partner vendors put together. We are proud of this success rate.
teamwork
Thanks to the efforts of the DocuTrac team in preparing for the ICD-10 changes. Our Development, Support, and Sales Departments are all to be commended for this successful outcome and a job well done.

Holiday Closing

DocuTrac offices will be closed on Thursday, December 24th, Christmas Eve            and will remain closed through the 25th.  We will reopen on Monday, December 28th,   at 9:00 am ET.

For the New Year, we will close on Thursday, January 31st, New Year’s Eve at 12:00 noon and will remain closed through January 1st. We will reopen on Monday January 4th at 9:00 am, ET.
snowflake
We hope you have a safe and wonderful holiday! Click here to view our Holiday Greeting and Thank You.

Training vs. Technical Support

supportSome of our customers have asked about the differences between technical support and training. In general, technical support services attempt to help solve specific problems with the software rather than provide training. Our support staff can answer questions related to the basic use of the software. This includes how to access features and answer almost any question that starts with, “Where is…”

If you need help learning how to use the software, that is training – not technical support. If a support question has to be answered time and time again, the question is no longer a support issue, but rather one of training.

trainingBecause of time constraints, our support staff cannot stay on the phone to walk customers through complete transaction such as entering patient data, charging for sessions, or filing claims.  However, these types of procedures can be explained in detail during our comprehensive training sessions.

Training is not included in annual maintenance. However, we offer free ‘how to’ videos on our Support page, and pre-recorded training webinars. For upcoming webinars visit our events page.

If you are running the most recent version(s) of our software and are current on maintenance, you can purchase training .Web based training is available for an hourly fee. For more information please call DocuTrac Sales Department at 800-850-8510.

Click here for our full newsletter

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November 2015 EMR and PM Newsletter

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QuicDoc® and Office Therapy® November 2015 Newsletter

closedHoliday.jpg DocuTrac offices will be closed for the Thanksgiving holiday on Thursday and Friday, November 26th and 27th, and will reopen on Monday, November 30th.

We hope you have a safe and wonderful Thanksgiving holiday!

The Helping Families in Mental Health Crisis Act

peopleWhat do you know about H.R. 2646 the Helping Families in Mental Health Crisis Act of 2015? According to an article in Mental Health America, the Murphy-Johnson legislation “is an important start to making comprehensive mental health reform a reality in America.” and “is a critical step forward toward treating mental illnesses like we treat every other chronic disease.”

This sounds good; however, there is a lot of controversy and some opposition surrounding the bill. In a web cast and article in Medscape, Dr. Jeffrey Lieberman of Columbia University notes that the bill, “would enhance the assurance that services provided in the public sector, services that receive support from the federal government largely through the Substance Abuse and Mental Health Services Administration (SAMHSA), would need to be scientifically driven and evidence-based.”

Read what the National Coalition for Mental Health Recovery has to say about H.R. 2646. Also, Scott Bryant-Comstock President and CEO of Children’s Mental Health Network wrote a comprehensive article that analyzes this pending legislation. Please research and learn for yourself how this important bill, if passed, would affect our behavioral health industry.

QuicDoc® Office in the Cloud Promotional Offer

QuicDoc OfficeNow is the perfect time to move to the Cloud and enjoy substantial savings!

From now until December 31st, new cloud customers can save up to 30% on QuicDoc® Office in the Cloud when purchasing a one year subscription.

For more information visit QuicDoc Office Cloud Edition on our web site or call our Sales Department at 800-850-8510.

Save on Electronic Filing with TriZetto Provider Solutions®

TriZetto Provider Solutions® has a special offer for our Office Therapy® customers who are new to their clearinghouse services.

file electonicallySign up by December 31st and receive your first two months of e-filing FREE plus no sign up fees!

Now is the perfect time to start filing electronically. For more information visit Electronic Filing with TriZetto on our web site or call our Sales Department at 800-850-8510.

Click here for our full newsletter
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October 2015 EMR and PM Newsletter

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Office Therapy® and ICD-10

Office TherapyAfter a three year delay, ICD-10 is finally here! We’ve had a lot of advance notice, and hopefully the transition is going smoothly.

Here are two links to help you with filing ICD-10 claims in Office Therapy®.
Webinar:  Claims Manager is the Key to Getting Paid
Video:  Using ICD10 Codes in Office Therapy

QuicDoc Office in the Cloud Promotional Offer

cloud offerFrom now until December 31st new cloud customers can save up to 30% on QuicDoc® Office in the Cloud when purchasing a one year subscription.

Now you can access your Clinical Records and Practice Management data from anywhere, anytime as long as you have an internet connection and best of all you can do it at substantial savings.

QuicDoc OfficeFor more information call our
Sales Department at 800-850-8510.

Save on Electronic Filing with TriZetto Provider Solutions®

TriZettoTriZetto Provider Solutions® has a special offer for our Office Therapy® customers who are new to their clearinghouse services.

From now until December 31st TriZetto will waive their set-up fee and provide the first two months of e-filing for free!

If you wish to file your claims electronically, now is the perfect time to start. For more information on TriZetto Provider Solutions call our Sales Department at 800-850-8510.

Click here for our full newsletter.
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September 2015 EMR and PM Newsletter

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New Beginnings

Back in 2011 DocuTrac’s president Arnie Schuster, Ph.D. wrote the following for our September Newsletter. We like what he wrote and it still hold true, so we decided to repeat it for 2015.

“September September is a month of new beginnings ushering in a renewal of commitment to learning, self improvement, and achievement in our personal and business lives. At DocuTrac we strive to remain a viable part of your business life, and are diligently working to remain relevant and above all helpful.”

With that goal in mind, not only have we expanded our program offerings, but have also increased our educational efforts with training and free webinars to help you keep up with the changes that affect your practice.

Labor Day

our of officeDocuTrac will be closed on Monday, September 7th in celebration of Labor Day. We will re-open on Tuesday, September 8th.

Labor Day, originally celebrated the contributions of labor groups to the US economy. These days it is mainly a day off from work for rest and for fun. We hope everyone has a safe, happy, and relaxing holiday!

Count Down for ICD-10

don't waitDon’t be left hanging!

The October 1st deadline for ICD-10 is less than one month away.

Are you ready for the transition to ICD-10?  Our most recent versions of QuicDoc® and Office Therapy® software are ready. If you are using an older version of Office Therapy and/or QuicDoc (Pro or Standard) and want to upgrade, now is a good time.

For a limited time we have extended our special Upgrade Promotion. See the section below

Professional Software Promotion Extended

saleFor a limited time we are extending our Upgrade Promotion. If you renew your Annual Maintenance and sign up for Maintenance Auto-Renew, we will upgrade your software to our most recent versions for only $79.99!

Annual Maintenance allows you to speak with our Technical Support Department for questions and assistance, plus have access to all updates and upgrades released for the software within your maintenance period at no additional charge.

For more information or to upgrade your software, please call our Sales Department
at 800-850-8510.

Using Claims Manager is key to getting paid after October 1st

Office TherapyIn order to file insurance claims with ICD-10 codes after the October 1st deadline, all claims will need to be generated using Claims Manager in Office Therapy®.

Claims generated using the File Insurance feature will be rejected since they do not include ICD-10 codes.

The Claims Manager in Office Therapy was created to accommodate the 5010 electronic claim filing format which became mandatory on January 1, 2012. At that time the File Insurance feature was kept in the program and became optional for instances where certain clearinghouses and insurance companies were not yet ready to receive 5010 claim files.

FileInsurance.pngSome customers continued to use the File Insurance feature. If you are using File Insurance to generate claims, please switch to the Claims Manager now to accommodate the ICD-10 codes and to minimize
claim rejections.

For information on a free Claims Manager webinar on September 11th, see our
Events page.

Click here for our full newsletter.

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What is Brooke’s House?

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By Dr. Arnie Schuster
The fact that addiction is epidemic in our country is clear. Probably every family has been affected in some way. For many it is the result of the death of a parent, child, sibling, other family member, friend, or family friend by overdose or substance related illness or accident. What is not as clear to many is that the resources for treatment in most communities are seriously lacking or absent. This is tragic considering that overdosing is the main cause of accidental death, even higher than traffic fatalities, gun-related homicides and suicides – The Washington Post, Feb 7, 2014.

This does not even account for deaths indirectly related to overdose and the tremendous cost of substance abuse in many other areas.  The news is filled with stories of traffic accidents and gun-related deaths along with pleas and editorials on the need for increased car safety and gun control. The chants for more accessibility to treatment for substance abuse, on the other hand,
are not as loud.

brooke1Earlier this year, Brooke Erin Simmers, the 19 year old daughter of Kevin and Dana Simmers of Clear Spring, MD passed away from a heroin overdose. The Simmers’ are building Brooke’s House in her memory to “inspire and empower women suffering from alcohol and substance use disorder by providing a safe, stable, and emotionally supportive environment during the early stage of recovery.” Brooke was a beautiful, bright teenager with enormous potential. She, like many of our children, family and friends was side-tracked in life as a result of, first alcohol which then lead to the more addictive, dangerous drugs. Hopes and aspirations of a future career and family of her own were cast out by the power of and struggle with addiction.

Anybody who works with addiction or has a family member, friend or personal experience with addiction, knows that awareness of the need for help is fleeting. Addiction is unlike other diseases where the suffering and pain leads us to seek help, and where help is often readily available, especially for those in the most acute need. Imagine now, the addict who has such a fleeting moment of awareness or the pain is just too great and asks for help. In many communities, if there are treatment centers, there is a waiting list. Wait a couple of hours and your loved one or friend “doesn’t need help any longer.” Also imagine, again, unlike other illnesses, the addict slips or relapses. In some centers, their coveted spot in the treatment program is gone – they are discharged for relapsing. Would the diabetic who slipped and ate a chocolate cake be discharged from treatment?

KEY3The path to recovery is bumpy and difficult, and requires a great deal of support and perseverance. However, it is achievable, but only with the help and support of family, friends, and the community. For that reason, more centers like Brooke’s House are desperately needed. Please join DocuTrac in supporting Brooke’s House though your donation.

You can find more information about Brooke’s House and contributing at http://brookeshouse.org/ and http://brookeshouse.org/donate/

For every program sold, through the end of the year, DocuTrac will contribute a portion of the sale to Brooke’s House.

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August 2015 EMR and PM Newsletter

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Count Down for ICD-10

Time is running outOnly 2 months away! October 1st is the deadline for ICD-10.

Are you ready for the transition to ICD-10?  Our most recent versions of QuicDoc® and Office Therapy® software are!

For a limited time we are running a special upgrade promotion.  If you are using an older version of Office Therapy and/or QuicDoc and want to upgrade, now is a good time. See the Upgrade Promotion section below.

Have you updated the ICD codes in Office Therapy yet?  If you are using Office Therapy V11.5, we’ve made it easy to do. For step by step instructions, click here.

Professional Software Promotion

Office Therapy SavingsNow is a great time to save on upgrading to our most recent versions of QuicDoc® and Office Therapy®!

From now until September 1st, 2015, if you renew your Annual Maintenance and sign up for Maintenance Auto-Renew, we will upgrade your software to our most recent versions for only $79.99!

Annual Maintenance allows you to speak with our Technical Support Department for questions and assistance, plus have access to all updates and upgrades released for the software within your maintenance period at no additional charge.

For more information or to upgrade your software, please call our Sales Department
800-850-8510.

Top 25 Diagnoses Report in Office Therapy

Office TherapyTop 25You can now run a report in Office Therapy that will show your top twenty-five primary diagnoses.

The report displays ICD-9 to ICD-10 mapping. ICD-10 codes use three to seven alpha and numeric digits and full code titles.

Running the report will allow you to see what codes you will be submitting for reimbursement and make any necessary adjustments. The report also displays legacy codes.

ICD10Data.com is a free reference web site that contains all of the official ICD-10-CM (diagnosis), as well as an ICD-9/10 code conversion.

Click here to view the full newsletter.

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Are You Prepared for ICD-10?

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Beginning on October 1, 2015, you will need to transition from ICD-9 to the ICD-10 for coding on your claims. While many of the diagnoses you submit for mental health have a 1:1 relationship between ICD-9 and ICD-10, there are a number of ICD-9 codes for which you will have to determine the correct ICD-10 match. Your software will not be able to determine that for you. If you have not upgraded to the latest version of your software to handle the transition to ICD-10 and submission of ICD-10 codes, you are at risk for reimbursement delays and significant revenue losses. The Centers for Medicare & Medicaid Services (CMS) estimates that denial rates will rise by 100-200 percent and that days in A/R will grow by 20-40 percent.

Ensuring that you have the latest version of Office Therapy® and are submitting claims with our clearinghouse partner, TriZetto Provider Solutions®, will help you minimize any financial disruption. DocuTrac has worked hard to prepare for ICD-10 and has worked with TriZetto to test claim submissions which are ICD-10 compliant.

For more information on the transition to ICD-10 you can attend DocuTrac’s upcoming free webinar on the transition from ICD-9 to ICD-10, as well as, TriZetto’s free webinars. Contact DocuTrac at 800-850-8510 for more information on our free webinars to help you prepare or to speak with a sales representative for information on upgrading to the latest version.

Don’t get caught unprepared for the change.

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July 2015 EMR and PM Newsletter

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flagHoliday Closing – DocuTrac offices will be closed on Friday, July 3rd in honor of Independence Day. We will re-open on Monday, July 6th.

We hope everyone has a safe and happy holiday!

Do you want to continue receiving our monthly Newsletter? Then, please add the sales@quicdoc.com email address to your Safe Senders List.

HIPAA, FaceTime, and You

Someone asked the question, “Is FaceTime HIPAA compliant?” According to Apple, by itself, yes FaceTime is HIPAA compliant, “each FaceTime session is encrypted end to end with unique session keys. Apple creates a unique ID for each FaceTime user, ensuring FaceTime calls are routed and connected properly.”

Compliance, however, depends on how the user manages the tool, the physical environment, devices, wireless connections, and networks being used. If these are not HIPAA compliant, then you are not compliant when using FaceTime or any other service or software. It’s up to each individual to assure that not only the service they use, but also the Hipaa networkphysical environment, network, and devices they use conform to HIPAA security standards.

For more information about HIPAA and how it applies to you, view our free webinar.

QuicDoc® Enterprise HL7 LAB RESULTS Integration

Lab testReturned Lab Results are available in QuicDoc Enterprise Edition through QuicExchange.

Once QuicExchange is linked with QuicDoc Enterprise, you will be able to review lab results for a single patient or scan through all Lab Results received within a specified time period.

Results that are normally confined to your lab terminal can now be instantly associated with patient records in QuicDoc Electronic Health Records Software. Additionally, results can be marked as having been reviewed which helps to simplify patient data management workflows.

For more information visit the QuicExchange page on our website, attend our free webinar on Lab Orders and Results, or call our Sales Department at 800-850-8510.

Click here to view the full newsletter.

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