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Steps to a Successful EHR Implementation

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Whether you are replacing paper records or replacing an existing EHR system, the process of transitioning to a behavioral health EHR platform requires significant preparation.

The following steps will help you plan your specific goals and understand the overall impact, easing the transition process and increasing your chance of success.

  1. What are your goals?

Establishing key goals for EHR implementation should be one of the first things you should document. Goals should be measurable, realistic, and include timelines for completion.

Example goals to include:

  • Identify inefficiencies in your current workflow processes
  • Improving revenue cycle, clinical and productivity metrics
  • Providing better access to data across providers and programs.

Key goals should be dynamic. Be prepared to modify your goals as you learn more about your workflows in the next step and how an EHR solution will mesh with or change them.

  1. Is your agency ready for a transition?

The first step is to document your administrative, clinical, and financial workflows. You need to understand how you currently do things to determine where there are areas for improvement and how they may change after EHR implementation.

Are there any technical literacy gaps that require training outside of using the EHR system?

Finally, consider additional financial costs like staffing changes, updates needed to hardware, and a loss of productivity while employees become proficient with the new EHR solution.

  1. Who will be part of your core implementation team?

Designated leadership can make or break your EHR implementation process. Your team should include clinicians, staff, and management of all levels and from all roles.

Your implementation team must have the authority to make decisions concerning the transition process. Also, assign a champion to lead the team. You want someone who can engage others and create excitement around your new EHR solution.

Finally, appoint someone willing to be the point person during and after implementation to answer questions and help others through the transition.

Your EHR provider should also provide a key contact to help you undertake the transition.

  1. Who will be your EHR vendor?

Now you need to search for prospective EHR providers. Your planning in the above steps provides guidance on what to look for in preferred vendors.

A behavioral health EHR vendor supplies a configured platform designed to take your agency’s workflows and optimize them in a way that functions within the EHR system. Part of selecting an EHR vendor is determining whether they will provide the security necessary for your protected health information, so it’s important to look for a certified vendor.

Finally, it’s important to find a vendor that values relationships. You want a vendor that will guide you through implementation and support you like a business partner after go-live. Without this type of business partnership, it’s likely you will have a failed implementation.

Conclusion

While these four steps summarize a successful EHR implementation, planning the details before selecting an EHR vendor puts you on the path to success. Agencies are more likely to experience a smoother implementation and better outcomes when they take the time to plan accordingly.

Where to find more information

Remarkable Health’s comprehensive best practice guide, Behavioral Health EHR Implementation Roadmap, shows you how to create a roadmap for a successful implementation. Download your free copy of the guide today.

The Remarkable Health difference

Remarkable Health offers an implementation methodology that puts your agency first. Our goal is to ensure you have remarkable experiences throughout each stage of your relationship with us.

When you engage with our implementation team expect formal project plans for each program we set up and establish. Once your organization is ready, our extensive training process helps your staff and clinicians become efficient users of CT|One from well before your go-live date.

And once you go live with the system, we are here to provide assistance through any hiccups or roadblocks encountered with the process, serving as a trusted advisor for your organization.

Request a demo of CT|One today to experience the difference a powerful fully integrated behavioral health EHR platform can make in your client care and agency goals.

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Medication Compliance in Mental Health

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The HIPAA Privacy Rule ensures clients’ privacy rights and protections regarding their health information. Nevertheless, the Privacy Rule recognizes when health information may need to be shared to make sure clients receive the best treatment and to ensure the health and safety of the client or others.

Sharing information related to mental health

HIPAA permits mental healthcare providers to share protected behavioral health information in the following instances.

  • Communicate with a client’s family members, friends, or other responsible parties directly involved in the client’s care. You should get the client’s written consent first, if possible.
  • Communicate with family when the client is a dependent adult or a minor.
  • Consider the client’s capacity to agree or object to sharing information. Per HIPAA, this could include when a client is “unconscious, experiencing temporary psychosis, or is intoxicated and cannot agree or object.”
  • Involve family members, friends, or other responsible parties when clients fail to adhere to medication.
  • Listen to family members about clients receiving mental health treatment.
  • Communicate with family members, law enforcement, or others if the client poses a “serious and imminent threat of harm to self or others.”
  • Communicate with law enforcement about the release of a client brought in for an emergency psychiatric hold.

Restrictions

HIPAA Privacy Rule allows disclosure of mental health information for treatment in the above situations and other purposes with appropriate protections.

  • Disclose only the minimal amount of information necessary for the intended purpose.
  • Psychotherapy notes get heightened protection by the Privacy Rule, which restricts them from release.
  • There may be federal regulations governing alcohol and drug abuse confidentiality, and state laws may offer more stringent protections.

Conclusion

If you’re faced with a medication compliance situation with a client, you may communicate with family members or other responsible parties about the compliance issues. This can help you guide your client towards medication compliance and a better outcome for treatment.

On the other hand, only divulge the minimum amount of information required. Be cognizant of both the Privacy Rule and the restrictions on protected mental health information.

The Remarkable Health difference

Remarkable Health’s flagship platform, CT|One, offers a fully integrated behavioral health EHR platform that offers medication compliance and safeguards to help you properly treat your clients with minimal risk.

CT|One has a drug/drug and allergy interaction alert that activates if a known interaction exists. It alerts the user as well as provides information on the specific interaction and the resource from which it came. The interaction alert recognizes minor, moderate, and severe levels, and you can configure it to suppress alerts.

Contact Remarkable Health today to request a demo of this powerful EHR platform. See for yourself how CT|One can help you accurately and safely treat your clients and increase medication compliance.

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Remarkable Health Recognized as “The Best of Future: Companies To Watch In The Years Ahead”

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Remarkable Health is proud to be recognized as one of “The Best of Future: Companies To Watch In The Years Ahead” by BestCompaniesAZ as part of their 15th anniversary serving Arizona’s business community. This category of “Best of Future” honors companies that demonstrate great potential for growth and representing a new era of businesses in Arizona.

“Great companies are the product of amazing people,” said Peter Flick, CEO of Remarkable Health. “We have created a culture that celebrates having fun while achieving operational excellence, which has brought and continues to draw in great talent. Being listed as one of the 100 Best companies in Arizona is a huge honor and proves that what we are doing works. We are building something special in Phoenix.”

Remarkable Health’s core values are centered on people and culture. We understand that our associates make this company Remarkable and we continue to invest in them to build a best-in-class organization. We’re excited about the team we’re building, the future of our company, and how we can serve the behavioral health industry.

Check out Remarkable Health in the latest article by BestCompaniesAZ: https://bestcompaniesaz.com/introducing-the-best-of-future-companies-to-watch-in-the-years-ahead/

About Remarkable Health:

Remarkable Health (formerly ClaimTrak) is a leading Provider Success Software company focused on the Behavioral Health and Human Services community. For the last 25 years, our software has enabled hundreds of health care providers to improve more lives by spending less time in front of a screen and more time helping their clients. Our flagship product, CT|One, is a complete hosted Electronic Health Record (EHR) – Clinical, Billing, Scheduling, Medication Management / e-Prescribing, Reporting, etc. – for inpatient, outpatient and residential settings.

About BestCompaniesAZ:

BestCompaniesAZ is a consulting firm dedicated to identifying, developing and promoting great workplaces.  BestCompaniesAZ has been at the forefront of building sought-after employer brands and prestigious workplace awards programs since 2002, including the “2003 Best Companies to Work for in the Valley” program (published by the Phoenix Business Journal), Arizona Most Admired Companies (published by AZ Business Magazine and BestCompaniesAZ), and Top Companies to Work for in Arizona (published by azcentral and Republic Media).  BestCompaniesAZ provides consulting services for organizations committed to workplace excellence, including employee surveys, best practices, national and local public relations, employer branding, culture development and promotional services. For more information, visit http://www.bestcompaniesaz.com or phone 480-545-5151.

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EMR Compliance

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Choosing the right solution for your behavioral health EMR compliance requirements is imperative.

Do you know what to look for?

Find a behavioral health EMR solution that has received certification by the Office of the National Coordinator (ONC). This ONC HIT certification means the EMR solution has shown the technological capability, functionality, and security requirements required by the Secretary of Health and Human Services.

How CT|One helps you achieve EMR compliance.

  • Restricting access to certain windows using passwords. Restrict access by setting a password on specific windows and only providing the password to users who need it.
  • The ability to restrict access to a specific client’s chart to specific staff. CT|One calls it Client Lookup Restrictions. For example, if an agency has an employee’s family member in for treatment, the system admin can “lock down” this chart. Only specific supervisory staff may see it. This could extend to any situation, such as a celebrity or dignitary in for treatment.
  • CT|One’s medication module uses Medication Permission Levels to determine who can add a medication to a client and who can add a medication on behalf of another staff.
  • Assessments/documentation are due at specific intervals, which makes complying with clinical documentation challenging. CT|One has an alert feature you can configure to alert when this documentation is missing, about to come due, or is past due. It also allows for a wide range of “if then” scenarios to be set up that result in an alert to a user.

A fully integrated EMR is an investment in your agency’s future and your clients’ care.

The right behavioral health EMR solution can help you achieve EMR compliance. It can remove the administrative barriers that keep your staff and clinicians from spending more time with clients.

A mixed bag of systems/solutions won’t offer the robust system you need for behavioral health EMR compliance.

CT|One is the answer.

Remarkable Health’s fully integrated behavioral health EMR platform, CT|One, has the functionality you need for the entire client lifecycle. And it can help you with compliance.

Imagine this EMR solution and the difference it could make. What could your agency accomplish?

Schedule a demo.

Contact Remarkable Health today to schedule a demo of CT|One. CT|One dramatically increases efficiencies, giving clinicians more time with clients so they can create remarkable outcomes.

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HIPAA EHR Compliance Checklist

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HIPAA privacy compliance is a serious matter for behavioral health agencies, and failure to comply can result in crippling financial penalties or even criminal charges.

This handy HIPAA EHR compliance checklist will help you make sure your system meets or exceeds the compliance safeguards.

HIPAA EHR Compliance Checklist

  • Know what constitutes protected health information (PHI), and pinpoint all instances of PHI in your organization.
  • Identify someone in your agency who will serve as a patient privacy champion. Make him or her your formal “privacy official.” This person will create and implement policies and processes designed to ensure full compliance with HIPAA privacy standards. Other staff should feel comfortable coming to your privacy official with concerns, questions, and requests.
  • Develop a Notice of Privacy Practices that “provides a clear, user-friendly explanation of individuals’ rights with respect to their personal health information” and your agency’s privacy practices. Distribute your notice to all clients and staff.
  • Record all uses and disclosures of PHI in your organization. The right EMR compliance solution automates this step.
  • Allow patients an appropriate level of control over their own PHI, like an access portal to their information. Make sure it is consistent with the HIPAA Privacy Rule.
  • When necessary, get explicit, written consent to disclose PHI.
  • Stick to the “minimum necessary” method for disclosing PHI. Only use, give or ask for the least amount of PHI to carry out the intended purpose.
  • Create a list of your business associates (e.g., any external company that may be exposed to your clients’ PHI). Make sure you have signed Business Associate Agreements with each.
  • Implement adequate physical, technical, and administrative safeguards per HIPAA’s Security Rule to prevent illegal PHI disclosure—whether disclosure is intentional or unintentional.
  • Make sure your staff has continuous training on HIPAA policies and procedures. Your privacy officer should keep a record of the policies and document associated training.

Conclusion

If you follow the above checklist, your behavioral health agency will be in a good position on HIPAA EHR compliance and privacy rules. Since HIPAA compliance is a serious matter, action steps like the ones mentioned here will get you closer to compliance.

The Remarkable Health difference

Remarkable Health’s CT|One is a fully integrated behavioral health EHR solution designed to improve client care and achieve efficiencies. You also get help automating administrative and technical privacy safeguards to achieve HIPAA compliance.

Contact us today to request a demo of CT|One today to discover the power of an EHR solution designed specifically for behavioral health providers.

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Top 5 Considerations for HIPAA and EHR Implementation

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EHR systems are software or an electronic program that keeps client charts safer and more secure than traditional paper charts.

Since mental health EHRs contain protected health information (PHI) in a secure hosting environment, whether cloud-based or on-site, they are accountable to HIPAA compliance.

Here are the top 5 considerations for HIPAA and EHR implementation.

#1—Enhance your agency’s administrative controls

Your first action step should be to update policies and procedures for employees to follow the HIPAA safeguards. A well planned policy and procedure manual distributed to staff will help you make sure everyone knows what privacy and security of PHI entails.

Next, provide stringent training to employees so they are aware of and on the lookout for security risks and malicious attacks. Make sure you document employee training for verification.

Finally, make sure you run background checks on all employees.

#2—Monitor physical and system access

Create physically inaccessible safeguards to prevent against unauthorized individuals. This could be as simple as locking office doors and ensuring your EHR system has an automatic logoff feature for idle workstations.

You also need contingency plans in place in case of emergencies. Cover who has access to PHI and how PHI is accessed.

Thirdly, each employee should have unique passwords and PINs a central position monitors. It is also good to change passwords periodically.

Lastly, make sure you can password protect certain windows or screens in your EHR to restrict access to only those who need it.

#3—Audit system users

A system audit is a log that captures all attempts to access EHRs and PHI and documents the access results.

Identify weaknesses in how users access your behavioral health EHR system that could leave a hole for unauthorized users. Make each employee aware of proper procedures to tighten up any holes.

Next, you should educate users on how to detect possible security breaches or attempts. This is an ongoing practice requiring awareness training and refresher courses to keep everyone diligent.

Finally, publish the consequences to employees for not complying with HIPAA guidelines and your policies and procedures.

#4—Data encryption

Data encryption is one of the most important aspects of HIPAA and EHR implementation. Make sure your EHR platform encrypts data during transmission and decrypts received data.

To make the most out of your encryption procedures, use data encryption best practices and expert methods.

#5—Destruction controls

When it is time to dispose of PHI, make sure you do it properly. Create policies and procedures for PHI destruction and disposal and make sure staff adhere. This is applicable for both electronic and paper PHI.

Remove any data from hardware you are repurposing, and keep track of where hardware moves and the loaded information on each machine.

Conclusion

These 5 considerations will help streamline your EHR implementation and keep you compliant with HIPAA safeguards and regulations. There is truth in the saying “An ounce of prevention is worth a pound of cure.” Use the above to proactively safeguard your PHI before, during, and after implementation.

The Remarkable Health difference

Remarkable Health’s CT|One is a fully integrated behavioral health EHR platform that lets you easily record, track, and manage client progress and administrative efforts like scheduling, billing, and reporting.

Our easy-to-use behavioral health EHR platform ties all aspects of your agency into one comprehensive system. Improve your workflows and create efficiencies that result in better client outcomes. CT|One removes the administrative barriers so you can spend more time with clients, helping them become better versions of themselves.

EHR and revenue cycle management

Trends in EHR and Revenue Cycle Management

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The behavioral health sector is rapidly evolving into client-centric experiences. The key for agencies is to understand how behavioral health revenue cycle management software can help them focus more on clients and client outcomes, which can indirectly improve their financial standing.

Billing and workflow efficiencies achieved with revenue cycle management software mean clinicians spend less time on administrative work like coding and more time with clients. In fact, the overall efficiencies achieved in a fully integrated behavioral health EHR system that incorporates a revenue management solution means everyone can spend more time on client-focused tasks, which can help to increase revenue.

A fully integrated system and interoperability is critical

A fully integrated EHR system that encompasses revenue cycle management allows more efficient communication and data sharing between all stakeholders and users. This results not only in coordinated client care, but a more streamlined revenue cycle management process.

Billing and revenue cycle management aren’t a stand-alone system

A comprehensive EHR platform integrates billing and revenue cycle management functionality to help improve your revenue stream. You have a variety of metrics and key performance measures to rely on, all stemming from the initial client referral to client treatment.

Clinicians can focus on the client experience

A fully integrated behavioral health EHR solution that incorporates billing and revenue cycle management offers more efficient workflows. This results in a better client experience. When clinicians can spend more time with clients and less time in administrative tasks, you have the opportunity to offer new revenue-generating services to clients that help them with their needs.

There’s one way to experience the power of a fully integrated behavioral health EHR platform.

The Remarkable Health difference

Remarkable Health’s CT|One is a fully integrated behavioral health EHR platform designed to improve client care, create efficiencies that increase cash flow and improve revenue cycle management.

Request a demo today to discover the power of an EHR solution designed specifically for behavioral health providers.

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EMR HIPAA Compliance Checklist

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Behavioral health agencies handle clients’ sensitive, protected health information (PHI). Therefore, EMR compliance is a primary concern for both your agency and your clients.

The HIPAA Security Rule contains the standards to safeguard and protect PHI while in transit. The Security Rule as three parts, and the following checklist addresses each one.

Each action item will help you achieve EMR HIPAA compliance, mitigating the risk of substantial fines and criminal or civil charges for failure to comply.

Technical safeguards

  • Access control. Access control includes centrally-controlled, unique usernames and passwords for each user. Also included are your procedures on how you’ll release PHI during an emergency.
  • Encryption and decryption. Your EMR system should encrypt data during transmission, decrypting the data when received.
  • Audit controls. Audit controls are logs of attempted access to PHI. They record what users do with the data once they access it.
  • Automatic logoff. Your system should automatically log off users after a period of idle time to prevent unauthorized access to unattended devices.

Physical safeguards

  • Physical access. Create procedures to control and record any person who has physical access to stored PHI, including safeguards to prevent unauthorized access. This includes every staff member from management to the janitorial staff.
  • Workstation use. Implement policies restricting use of workstation with access to PHI and how users can perform functions on those workstations.
  • Hardware inventory. Inventory all hardware and keep a record of where each item moves.

Administrative safeguards

  • Risk assessment. Conduct risk assessments to identify potential weaknesses where breaches of PHI could occur.
  • Risk management policy. Create and test a risk management policy at regular intervals that includes sanctions for employees who fail to comply with HIPAA regulations.
  • Employee training. Train employees to be secure, raise awareness, and identify malicious software or attacks. Document all training.
  • Contingency plan. Develop a contingency plan detailing how you will continue critical business processes and protect the integrity of your PHI during an emergency. Test your plan periodically.
  • Third-parties. Restrict third-party access. Make sure all business associates sign Business Associate Agreements.
  • Breach policies. Develop policies and procedures on when and how to report an incident, and take daily action to prevent a breach.

Conclusion

Keep this EMR HIPAA compliance checklist handy to help you cover the Security Rule’s important technical, administrative, and physical safeguards. By proactively learning and acting upon this EMR HIPAA compliance checklist, you’ll mitigate the risk of a breach—which no one wants.

The Remarkable Health difference

Remarkable Health’s CT|One is a fully integrated behavioral health EMR system designed to improve client care and achieve efficiencies. You get practical and accessible functionality to help you achieve compliance. From automatic logoff to passwords restricting screens from unauthorized users, CT|One can help you with the everyday concerns of EMR HIPAA compliance.

Contact us today to request a demo today to discover the power of an EMR solution designed specifically for behavioral health providers.

behavioral health revenue management software

What is Behavioral Health Revenue Management Software?

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Behavioral health revenue management software goes beyond mere billing software to encompass reporting and analytical features that help you manage the revenue cycle better. It integrates all workflows in the full client lifecycle, from intake to scheduling and clinician appointments, treatment options and e-prescribing to billing, collections, and analytics for reporting and tracking purposes.

Benefits of behavioral health revenue management software

There are many benefits like the reduced waste of time spent on repetitive administrative tasks and the increase in efficiencies in every area of a behavioral health agency. Many of the benefits result in improved cash flow, and having cash on hand gives executives the peace of mind knowing the agency can stay operational.

Here are a few of the more pertinent benefits that makes an investment in behavioral health revenue management software a good choice.

  • Reduce bad debt through optimized revenue cycle management When you automate your revenue cycle management, you can identify issues earlier and make changes to reduce your bad debt and increase your cash flow.
  • Reduce outstanding accounts receivable days to under 90 days, which helps to eliminate spikes in your cash flow.
  • Improve billing efficiencies, resulting in less administrative time spent, sometimes from hours a day to minutes a day.
  • Increase claims reimbursement on first-time billings for improved revenue and cash flow, again eliminating the spikes that cause so many problems for behavioral health agencies.

Why revenue management should be part of a fully integrated EHR solution

A fully integrated behavioral health EHR system is a single reservoir of centrally located data that everyone in your agency can access. It covers all data created and managed during a client’s lifecycle. The integrated solution eliminates hand-offs and missing information and allows for a full view of a client’s care and treatment.

If you have disparate systems currently that don’t talk, you’re leaving silos of information needed by others in your agency. Silos not only waste time as information needs to pass manually between staff and clinicians, but also cause you to leave money on the table in unrealized revenue.

A fully integrated EHR system offers automated claims submissions and posting, helping to level your cash flow spikes. It also reduces duplicative administrative tasks, increasing efficiency and making for more satisfied staff.

Finally, holistic reporting benefits all areas of your business, including financials, client outcomes, staff productivity, and other measures. When you have access to all data created and managed by your agency when performing client care, you can measure and improve your processes in all areas.

Conclusion

Not only is behavioral health revenue management software imperative for agencies today to help track, monitor, and process their revenue cycle management functions, but it offers many benefits that are both qualitative and quantitative.

The key to success with revenue management software is to invest in a fully integrated behavioral health EHR solution that incorporates every step of the client lifecycle into its workflows. It is the only way you’ll have a holistic view of the client lifecycle and client outcomes.

The Remarkable Health difference

Remarkable Health’s CT|One is a fully integrated behavioral health EHR platform designed to improve client care, create efficiencies that increase cashflow and improve revenue cycle management, and automate functions so your clinicians spend more time on client care and less time on the computer.

Request a demo today to discover the power of an EHR solution designed specifically for behavioral health providers.

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What to Look for in a Behavioral Health Billing Solution

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If you have a billing system that doesn’t integrate with your practice management system or an EHR system that’s not robust enough, you probably don’t have the full functionality you need for revenue cycle management. It may be time to consider a solution that follows the behavioral health client lifecycle from end to end.

Look for the following key behavioral health billing solutions to ensure you maximize cash flow and improve your revenue cycle management.

  • Billing analytics. A fully integrated EHR billing solution will have a variety of standard reports that cover the billing analytics you need to track and measure your key performance indicators. It should also have a customizable option to run ad hoc reports to monitor additional metrics.
  • Automated claims posting. A complete billing solution automates some of the time-consuming billing and revenue cycle management tasks like claims posting. Spend less time on administrative issues and more time on client-focused tasks.
  • Automated claims submission. When you select a fully integrated behavioral health EHR solution, you get automated claims submission that eliminates the back and forth between clinicians and billing clerks. And when you submit claims faster, you get paid faster.
  • Claims status. You should be able to track the status of your claims instantly. It’s vitally important for your agency to know accepted claims and rejected ones on a daily basis to help you manage your cash flow.
  • Error reporting. Look for a billing solution that provides error reporting so you can find claims issues before submission. Finding these claims will drastically reduce your denial rate of claims.
  • Electronic payments. Your EHR system should include a comprehensive revenue cycle management solution that lets you import, process, and reconcile payments from a single system.

A fully integrated behavioral health EHR solution offers the above behavioral health billing features and more to improve your cash flow and optimize your revenue cycle management process. When you can measure and monitor your billing process on a daily basis, you can make the changes necessary to keep your agency operating.

The Remarkable Health difference

Remarkable Health offers a fully integrated behavioral health EHR platform designed to create efficiencies that increase cashflow and improve revenue cycle management and automate functions so your clinicians spend more time on client care and everyone spends less time on the computer.

Call to schedule a demo of CT|One today to discover the power of an EHR solution designed specifically for behavioral health providers.