EMR solution for any psychiatric facility

Psychiatry – Mental Health Practices

The PatientTrac system provides complete workflow management for the individual or group psychiatric/mental health practice. We offer effective practice management tools, as well as a complete electronic medical records system developed for psychiatry. Our workflow process can eliminate 100% of the paper in a medical practice, and replace it with functional and accountable retrieval of patient information, financial documentation and practice reports at the click of a mouse.

Our workflow model begins with the initial patient contact, when a patient calls the office to inquire about appointment availability. During this initial contact, the administrator obtains insurance information, along with demographic information, and enters it into the PatientTrac Practice Management application. Insurance eligibility can be verified immediately, and the administrator can provide copay information to the patient over the phone; alternately, eligibility can be verified at a later time, during preparation for the patient’s appointment.

When a patient arrives at the facility for their visit, they complete the registration by verifying all information and signing consent forms electronically. Patient-staff initial contact at the practice is free of stress for both the patient and administrative staff.
Our practice management application works in conjunction with the EMR encounters to identify the level of treatment for office visits, inpatient visits and substance abuse-related visits. The next step in the workflow is encounter creation by the treating provider. The EMR generates an encounter record and progress note, based on the appointment type for the specific level of visit. During the visit, the provider can up-code/down-code the visit level or change visit type based on the duration, complexity and nature of patient-provider interaction.

At the end of the visit, an electronic superbill is ready and available for the administrative staff to document co-payment and schedule the next visit. During checkout, payment information is entered into the superbill. The bill can be printed out as a receipt of payment and handed to the patient. This printed bill also includes a reminder of the new appointment time. At this point, the insurance claim is complete and ready to be submitted.

Completion of the superbill is the final stage of the patient visit, and at this time the visit is ready for an electronic claim submission to a payer for reimbursement. There is no double data entry by the administrative staff; all work completed by the doctor in EMR automatically translates into an EDI claim.

The PatientTrac Practice Management application includes office workflow components that manage record requests, invoicing, intra-office communication and telephone messaging, patient electronic insurance billing using 5010 HIPAA technology, automated patient billing posting and more.
Additionally, PatientTrac is customized to meet the requirements of any mental health sub-specialty, and includes child and adolescent, adult, and geriatric psychiatry-specific components. PatientTrac has customized formats for Suboxone induction, US Military Security Screening Evaluation exams, bariatric surgery, and other psychiatric evaluations for pre-surgery clearance. More about Customization.

Inpatient and Institutional Facilities

Increased use of electronic medical records has led to a growing recognition among health care administrators that there is no such thing as a “one size fits all” application. Many of the major companies provide excellent health care information, imaging, and PAC systems. However, there is a growing need for EMR applications targeting different specialties. One of the important missing links in this market is an EMR for the mental health or psychiatry department. PatientTrac EMR can fill this gap.
The core technology of PatientTrac EMR is directed toward inpatient and research-type facilities, with Controlled Medical Vocabulary which allows consistent and homogeneous use of clinical terms in documentation. This creates excellent clinical data for outcome values, treatment protocols and other “big data” methodologies.
Our clinical repository is founded on a Microsoft SQL Server database, which, along with our customized HL-7 engine, provides real-time interoperability with any other health information system. PatientTrac can facilitate real-time exchange of clinical and patient data between our system and any other database-based healthcare systems.
PatientTrac doesn’t just have a “mental health module.” Instead, it was designed by and for psychiatrists over ten years of active use. PatientTrac is a discipline-driven approach to clinical documentation. It offers automated discharge summaries to eliminate late completion, and provides audit functionality to support accurate insurance reimbursement billing. Data support can be provided in the event of an audit or review of the coding procedures

Substance Abuse or Other Specialized Treatment Facilities

The PatientTrac system includes the option of defining specific segments for scheduling, patient management and reimbursement models. These include IOP, substance abuse, social work, and mental health.
PatientTrac data includes contact information for medical providers, vendors and family contacts. Legal contact management is used for storing the contact information of defense attorneys, prosecutors, judges, courts and probation officers. Both legal contacts and vendors can be billed on a fee-for-service basis, with full accounting and financial reports.
The legal criminal history component of a patient’s chart includes state-specific criminal statutes; social history includes questionnaires aiding in identification of at-risk individuals and alcohol/substance addiction issues. We incorporate controlled substance inventory management, and offer the COWS Clinical Opiate Withdrawal rating scale to document induction sessions.

See the Clinical Opiate Withdrawal Scale       Download

PatientTrac’s report modules provide customization of any state or agency forms, for computerized completion of reports based on specific business rules provided by the requesting entity.
Our interoperability module creates and manages real-time communication between practices and agencies. Our Microsoft SQL Server database design ensures secure and reliable communication between offices or facilities.
PatientTrac has been deployed in substance abuse facilities, and can be customized to provide clinical documentation and workflow for any mental health environment.

Geriatric Facilities and Nursing Homes

PatientTrac provides excellent workflow and clinical documentation for geriatric facilities, e.g. assisted living facilities, PACE, skilled nursing homes and adult daycare centers.
PatientTrac includes specialized intake components for older patients. Our EMR helps physicians to record clinical information efficiently and document medication orders, including medications’ efficacy, adverse affects, and interaction with other medications that the patient may be taking. We offer resident-based documentation for inventory, as well as room and bed management in assisted living or skilled nursing facilities.
The patient demographic components in our EMR ensure documentation of a patient’s date of death and prevent inadvertent medication refills, lab orders or patient visits documented for deceased patients.

Specialized Rating Scales are another clinical tool tailored to the needs of practitioners specializing in Geriatric Psychiatry. PatientTrac EMR makes it easier to assess and track complex medical, psychological and social factors, including stressors and living conditions. Geriatric rating scales are built-in in PatientTrac EMR, and can be completed by any physician, RN or PA during the patient visit.
PatientTrac’s built-in rating scales include AIM (Abnormal Involuntary Movement), Geriatric Depression, Clinical Dementia, Geriatric Pain Evaluation, the KATZ ADL Scale, and multiple pain scales, including the Geriatric Pain Evaluation. Using the tablet PCs or slate tablets, a patient can complete the “draw the clock” test or other testing components during an office visit. All images are stored within the patient’s medical chart. PatientTrac presents the rating scale data in a historic report, allowing the clinician to compare previous test or scale information in real time.
PatientTrac has a complete Medication Administration Record System (MARS) for dispensing medication, and has the capability of managing inventory. More about Medications.