The Time In Between: Are you Maximizing the Gap Between Client Sessions?

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Depending on the needs and the modality of treatment for each client, we can spend significant time with our clients as providers. These session frequencies can range from weekly, biweekly, to even monthly. During these sessions, providers will spend an average of approximately 50 minutes engaging with the client. But are these 50 minutes a month enough to accomplish the goals set out in a client’s treatment plan?

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10 Mistakes I/DD Providers Should Avoid When Implementing a new EHR.

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Medicaid managed care for the I/DD population is sweeping across the country, along with other funding changes from grants and fee-for-service, to Medicaid waivers and value-based payments. These new oversight and funding models are putting pressure on I/DD providers, forcing executives to think outside the box in terms of financing, managing performance, and technology. Oftentimes, many providers may be focused more on the features of the software than how they are going to implement it into their workflow. The result is while the software works, it might not be used or used to its fullest because the implementation was lacking.

A lot of what goes into effectively using new technology happens before you make your purchase. So be sure you don’t make these mistakes when selecting and implementing your EHR for your I/DD organization.

    No Buy-In

    You need the buy-in of clinicians and staff in your organization to be successful at choosing and implementing new EHR software. One of the most common mistakes that organizations make is letting one person choose the software without buy-in from everyone else. The result is often resistance to the final choice and providers or staff who fight making the change. We recommend you gather feedback and requirements from you staff through surveys and focus groups before looking for partners and communicate progress to your staff at key milestones in the project. This will help keep staff involved and informed but allow the decision makers to determine best product fit and scope of implementation at a much quicker pace.

    Undefined Expectations

    Before you select a partner, you have to set clear expectations around what you want in an EHR, what your agency needs, and what resources are available. Because an EHR will sync your entire organization around the client story, this will need to be tailored to each department. This requires input from everyone so that it will work for the whole business and not just the clinicians or agency director.

    Not Assessing Workflows

    It’s important to realize implementing a new EHR may mean you need to change intake, assessment, billing or documentation workflows – just to name a few. It’s important to evaluate your current workflows across the entire client lifecycle before you make a change. The fact is that the workflow will change and those changes will vary depending on how you do things now. To make the most of the EHR, you have to be open to change. By mapping out your current workflow, you can work with your new technology partner to identify areas that will need adjustment. Then, you can prepare for and manage those changes successfully.

    Lack of Objectives

    Objectives are not the same as expectations. Objectives are specific goals. Setting goals allows you to make sure that the solution you choose and processes you put in place are designed to help you reach certain objectives. You need to ask some basic questions. Do you want to make more money? Provide better client care? Improve documentation costs? Expand your services? For each service, these essential goals are unique. It’s important to make your goals S.M.A.R.T. (specific, measurable, attainable, relevant and time-tracked).

    Inadequate Infrastructure

    Be sure you have the right infrastructure in place for your EHR. A lack of necessary bandwidth can slow down every process in your agency when you launch. Make sure you have the connectivity and speed to complete all your tasks and choose the right hardware for your needs.

    Missing Milestones

    Once you are ready to start your implementation, don’t forget to set some clear milestones for success with your technology partner. Set realistic dates for achieving specific items like training, billing, etc. Then, don’t get derailed by implementation challenges. Stick to your schedule!

    Inadequate Training

    If people are not trained adequately it will slow down your transition to an EHR. So don’t skimp on the training! Get as much training as you need for everyone on your staff, and select staff to train as super users to support the rest of the staff after your training is over.

    Unprepared Clients

    No matter how well trained and prepared your staff are, the change to EHR will slow things down initially. Tell your clients what is going on and ask for their patience and understanding.

    Bad Customer Experience

    Many providers don’t think about how the EHR will impact their interaction with clients. The fact is that using technology to document while you are with a client does affect that experience. Awareness is the first step to addressing this. Think about what type of device will work best and how you can use it to engage the client instead of letting it come between the provider and the client. Always be thinking of the client – and make sure your workflow and system configuration ensures the interaction provides a positive experience.

    Thinking You’re Done

    When it comes to managing your agency and improving your business, you are never done. Whether it’s EHR or billing, there is always something new. And you should expect your partner to have a robust plan for ongoing product development. These new tools and features will help you continue to improve the quality of your client care and the management of your business.

Golden Gate Bridge Survivor Kevin Hines: “Suicide the Ripple Effect”

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Remarkable Health recently partnered with Kevin Hines to help produce “Suicide the Ripple Effect”, a feature length documentary film, currently in production. The film focuses on the devastating effects of suicide and the tremendous positive ripple effects of advocacy, inspiration and action that are helping millions of people find the hope needed to stay alive.

The film takes you on a journey with Kevin, who at age 19, attempted to take his life by jumping from the Golden Gate Bridge. Kevin is now one of the Golden Gate Bridge survivors. Today, Kevin still battles many extreme symptoms of bipolar disorder, but that hasn’t stopped him from becoming a world-renowned mental health advocate, motivational speaker and author who has helped thousands of people choose life. We are excited to help Kevin spread a message of hope, recovery, and wellness as he visits some of the people who have been impacted by his suicide attempt.

Please join us in this mission to help insure this film and its inspirational message of hope reaches its full potential and is seen around the globe by those who need hope the most. You can help by sharing this post with your social networks.

Check out the trailer here

ehr and practice management software

What to Look for in EHR and Practice Management Software

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Purchasing behavioral health practice management software is the first step toward tying together various pieces of your practice or agency and connecting the data. The key to finding the right software solution for your organization is to look for a fully integrated platform that ties together practice management and EHR functionality. You want one centralized location to use all the data at your fingertips to make sound business decisions.

Look specifically for an EHR and practice management platform that includes scheduling, clinical, medication management, billing, revenue cycle management, and reporting. Here’s how an integrated behavioral health EHR and practice management software platform ties everything together.

Client engagement

An integrated EHR and practice management platform should make it easy to engage with your clients. From intake of new clients to sending automatic appointment reminders to current clients, client engagement is a key element.

You should also be able to offer clients access to their records with total confidentiality.

Use your practice management software to check and monitor appointment history. Your new practice management software allows you to check on your authorizations available to make sure you do not book another appointment if the payer does not allow it.

Clinical

A fully integrated EHR and practice management software solution makes it easy to record, track, and manage client progress from a centralized dashboard.

Recording client notes should be easy with access to templates and recording features that automate the routine progress note tasks.

Look for a complete platform that seamlessly integrates your clinical functions with intake, scheduling appointments, and other practice management tasks.

Practice

Behavioral health practice management software helps you streamline how your agency operates. For example, look for a system that covers such areas as authorization management, calendar and scheduling, medication accountability, bed management, and document tracking.

Your new practice management software should let you check appointment history and run reports like the number of no-shows to help you manage your practice.

Revenue cycle management

Revenue cycle management and billing functionality is sometimes a separate system. When you integrate all your disparate systems into one provider success platform, you achieve efficiencies that can pay for themselves over time.

For example, you can automate billing functions so your staff spends less time on the billing aspect of your business. Look for an integrated system that lets you bill daily on completion of progress notes, automatically posts claims, and tracks claim status.

Also look for revenue cycle management functionality that cuts errors and increases claim accuracy to help you reduce days in accounts receivable.

Data analytics

The key to managing your behavioral health agency more efficiently is leveraging the data you have at your fingertips.

A fully integrated EHR and practice management software solution should let you:

  • Accurately measure client and practices outcomes.
  • Identify what’s working and understand the financial impact of each program.
  • Instantly create reports for audits and regulatory requirements.
  • Generate revenue cycle management reports to help you track accounts receivable, payments, missing signatures, and more.

Interoperability

An EHR and practice management software that’s fully integrated into one provider success platform that accommodates third party connections such as HIE’s, clearing houses, and other local entities.

Interoperability grants you visibility into clients’ care and treatment outcomes. You can also reduce the time it takes your administrative staff to verify insurance eligibility by automating that function.

Finally, you’ll save on scanning documentation or calling for lab results when you’re able to connect to outside systems.

Conclusion

One of the strengths of an integrated EHR and practice management software system is how it streamlines your client and company data. When you use an integrated system, you link information that is typically housed in separate places. This helps you eliminate the extra workload it takes to bridge the gap between systems.

Think of your fully integrated behavioral health EHR and practice management software solution as a provider success platform. You’ll run operations more efficiently and be more successful, to the benefit of your business and, most importantly, your clients.

The Remarkable Health difference

Remarkable Health (formerly known as ClaimTrak) is the leading Provider Success Software Company focused on the behavioral health and human services industries. For more than 25 years we have passionately focused on providing behavioral health, substance abuse and human service organizations the tools they need to provide remarkable client experiences. We offer a purpose-built, integrated platform consisting of Electronic Health Record (EHR)—Clinical, Billing, Scheduling, Reporting, and Medication Management —for inpatient, outpatient, and residential facilities.

mental health EHR vendor

Evaluating and Selecting a Mental Health EHR Vendor

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Deciding you need a specialized mental health EHR solution is the first step. Now you need to qualify a vendor to make sure you are getting the best software for your organization.

Here are the critical criteria to look for when evaluating and selecting a mental health EHR vendor.

Good track record

You want a mental health EHR vendor who has an excellent track record providing mental health EHR solutions. Avoid wasting time and money on a new provider with limited success to date. In addition, ask about failed implementations; a high number of failed implementations is a bad sign.

Experts in mental health solutions

Since the requirements of behavioral and mental health providers are unique and varied compared to other medical specialties, look for a vendor who has demonstrated experience in behavioral health EHR solutions. Experienced EHR vendors will have gone through the same issues with other agencies, making it easier to provide insight into helping your organization.

Attentive training and customer service

Every software system will have a learning curve. Look for a vendor with extensive training programs and sufficient documentation for each team member to use the EHR software to its full advantage. Check with other practices and referrals about the vendor’s customer service and how satisfied they are with the level of service provided.

Timely updates

EHR software should not remain static. It will change and evolve periodically with updates to add useful features and improve the user interface. You want an EHR software company who takes into account new regulations and the latest industry best practices when releasing timely updates to your EHR solution.

Certified provider

If your organization plans to attest for Meaningful Use incentives you will want an EHR vendor with a properly vetted software that has been ONC certified. Lack of certification in your mental health EHR means it will not track MU incentives properly to be available to your practice.

Conclusion

Organizations that focus on behavioral health, mental health, and addiction treatment cannot expect to run as efficiently as possible without EHR software. Make sure the vendor’s EHR software provides mental health-specific functionality. Protect your valuable capital by evaluating and selecting the right mental health EHR vendor. Choosing a mental health EHR solution is the best foundation for treating more clients more quickly.

The Remarkable Health difference

Remarkable Health (formerly known as ClaimTrak) is the leading Provider Success Software Company focused on the behavioral health and human services industries. For more than 25 years we have passionately focused on providing behavioral health, substance abuse, and human service organizations the tools they need to provide remarkable client experiences. We offer a purpose-built, integrated platform consisting of Electronic Health Record (EHR)—Clinical, Billing, Scheduling, Reporting, and Medication Management —for inpatient, outpatient, and residential facilities.

CT|One is a complete hosted Electronic Health Record (EHR) – Clinical, Billing, Scheduling, Medication Management / e-Prescribing, Reporting, and more – for inpatient, outpatient, and residential settings.

Request a demo today to discover how your agency can help clients achieve remarkable outcomes.

EHR implementation

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.

EHR provider

EHR Providers-What Can They Do for You?

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Electronic health records (EHR) providers offer many benefits to behavioral health practices that impact both clinicians/staff and clients. Beyond the practical efficiencies to be gained in both patient care and practice management, behavioral health EHR providers and their solutions can help improve revenue cycle metrics, increasing cashflow.

Here are the five most notable benefits EHR providers can offer behavioral health practices and their clients.

  1. Interoperability

Behavioral health EHR providers give you simplified information sharing. Clinicians can share vital information about client care and treatment plans both clinician-to-clinician and clinician-to-staff. EHR interoperability provides visibility into client care, resulting in dramatic improvements in service delivery and efficiency.

  1. ePrescribing

Prescription drug monitoring is a vital part of behavioral health services. ePrescribing allows clinicians to seamlessly send electronic prescriptions for mental health and addiction medications to retail or mail-order pharmacies within a single workflow. Clinicians can track medications in real time, eliminating the risk of over-prescribing or known allergies and other prescription errors.

  1. Security

Unlike paper documents, advanced data security protects EHRs to guard against theft, loss, or destruction from disasters. When clients have faith in the security of your healthcare information technology, they share more about their mental health concerns. Clinicians then gain a complete picture of clients’ overall health and wellness. Open, honest communication allows both clinicians and clients to make more informed decisions, which result in improved care.

  1. Accessibility

Clinicians can access EHR systems from virtually any location, so they can choose when and where to manage client treatment plans. Easy accessibility is key to enabling clinicians to share treatment methods with others responsible for client care, allowing for seamless and integrated treatment plans. Accessibility also allows administrative and billing staff to process and manage claims and invoices quickly and efficiently.

  1. Improved billing

Behavioral health organizations can reduce costly delays and errors related to traditional paper-based invoicing or a stand-alone billing system that does not “talk” to your practice management system. When you use a fully integrated EHR solution that captures all data, including clinical notes and billing codes, you seamlessly allow information to flow without any redundancy or duplication of effort. An EHR automatically scans claims for errors, reducing your denial rates, and submits billings as often as daily to help increase your cashflow.

  1. Better communication

All authorized staff members can access patient records, resulting in quicker and more accurate communication among clinicians. An EHR can lead to better client case management, a decrease in unnecessary duplications, and prompt answers to clients’ questions. Also, an EHR system allows administrative staff to automate client reminders for scheduled appointments and follow-ups, reducing your no-show rate. Better communication between clinicians, staff, and clients improves care.

Conclusion

EHR vendors offer a solution that is well-suited to the multi-disciplinary field of behavioral health. As behavioral health EHR providers gain acceptance, client care and clinical outcomes will continue to improve throughout clinics and practices. Client outcomes are the best measure of your behavioral health organization’s success.

The Remarkable Health difference

Remarkable Health (formerly known as ClaimTrak) is the leading Provider Success Software Company focused on the behavioral health and human services industries. For more than 25 years we have passionately focused on providing behavioral health, substance abuse, and human service organizations the tools they need to provide remarkable client experiences. We offer a purpose-built, integrated platform consisting of Electronic Health Record (EHR)—Clinical, Billing, Scheduling, Reporting, and Medication Management —for inpatient, outpatient, and residential facilities.

EMR implementation, EHR implementation

Key Considerations for a Successful EMR Implementation

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Migrating from a paper system or switching to a new behavioral health EHR is an invaluable step to improving your agencies operations. It will put your agency on the path to significantly improved patient service and greater efficiency across the organization. The better you plan, the higher the chance of a successful EMR implementation.

Here are the key considerations for a successful EMR implementation.

✓     Start with an in-depth analysis of your workflows. Document each step and make sure each is ready for automation.

✓     Understand the methodology of EMR implementation and change management practices.

✓     Make sure to get buy-in from your executive team, clinicians, and staff.

✓     Compare EMR platform costs and research competitors. Narrow your choices to a final selection.

✓     Create a transition team and identify a staff member who will champion and lead it.

✓     Be clear about your back-office requirements compared to your front-office ones.

✓     Provide proactive and open communication to all staff and clinicians early and often.

✓     Engage staff and clinicians in planning so they can share their needs and wants.

✓     Share the scope of the project and ensure everyone has an understanding before going live.

These key considerations offer a high-level overview of a successful EMR implementation. If you take the time to perform your due diligence and focus on creating an extensive EMR implementation plan, your implementation will be more successful before, during, and after.

Where to find more information

Remarkable Health’s comprehensive guide, Behavioral Health EHR Implementation Roadmap, lays out how to construct a roadmap to a successful implementation. Download your free copy of the guide today.

The Remarkable Health difference

Remarkable Health’s CT|One is a fully integrated behavioral health EHR solution to help you take client care to a higher level. We have assisted agencies just like yours achieve greater efficiencies and broader insights into improved client care and management.

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.

We work hard to ensure your success. Consider us your partner and trusted advisor. We provide remarkable experiences throughout each stage of your relationship with us.

Request a demo today to discover how your agency can help clients achieve remarkable outcomes.