May 2018 EMR and PM Newsletter

May is Mental Health Awareness Monthmental healthWhen you think about your health, your thoughts are probably about a healthy heart, liver, or other important organs or organ systems. But being healthy and feeling well also includes a well-balanced mind. Holistic medicine considers the whole person – body, mind, spirit, and emotions – in the pursuit for optimal health and wellness. If people have imbalances (physical, emotional, or spiritual) in their lives, it can negatively affect their overall health.

That’s why with this month’s newsletter we are joining ‘Mental Health America’ in inviting you to take the #4Mind4Body Challenge – click here to read the full article by Mental Health America.

Memorial Day

Memorial Day

Red, White and Blue will span the landscapes of American cities Memorial Day weekend as flags are placed on the graves of fallen soldiers. But it wasn’t always called Memorial Day — it used to be known as Decoration Day. Red poppies are known as a symbol of remembrance, and it remains a tradition to wear them to honor those who died in war.

This year Memorial Day falls on Monday, May 28th – TheraManager DocuTrac will be closed in observation of this day as we honor the deceased veterans of all the wars fought by American forces. We will reopen on Tuesday the 29th at 9:00 AM ET. We hope you have an enjoyable and safe Memorial Day.

It’s All About the Cloud

QuicDocOffice CloudCONVENIENT: You have easy, secure access to your patient data anywhere, anytime as long as you have an internet connection.

WORRY-FREE: It includes automatic backups, automatic updates and disaster recovery.

COST EFFECTIVE: No need to purchase or maintain your own server.

Call 877-206-1181 now and get the first month for FREE!

HIPAA Continues Even When a Business Closes

Business closedMany of our retiring clinicians continue using our HIPAA compliant cloud hosting for years after retirement. HIPAA was brought into effect in 1996 to safeguard protected health information and it still applies to a business even when it closes. How patient files are handled after an office closes, whether they are on paper or in electronic form, is often the question. If not handled in compliance with HIPAA, this can lead to investigation or possibly litigation as happened in the case of Filefax, Inc., located in Northbrook, IL – click here to read more.

How should you handle or dispose of PHI? Please click here to access the HHS site for more information.

Sharing Mental Health Information with Caregivers

Men sharing computerSharing health information is strictly regulated by HIPAA, especially when it comes to very sensitive information such as in Mental and Behavioral Health. On the other hand, in cases where patients suffer from a mental health condition or substance use disorder, information may have to be shared with caregivers to ensure the best treatment of the patient.

When and under what circumstances is it appropriate and permitted by HIPAA to share PHI?

Please click here to access the complete article on the HHS web site.

This ‘decision tree’ by the HHS (click here) may be a helpful tool if posted in your office.


April 2018 EMR and PM Newsletter

April is Alcohol Awareness Month

Each April since 1987, the National Council on Alcoholism and Drug Dependence, Inc. (NCADD) has sponsored Alcohol Awareness Month. This year the theme “Changing Attitudes: It’s not a ‘rite of passage,’ is designed to draw attention to the many opportunities individuals, families, and communities have to educate young people on the dangers of alcohol use.” For more information and their resource and referral guide visit the NCADD website.

NCADD and Facing Addiction have merged organizations creating a “national leader in the effort to turn the tide on the addiction epidemic.” The new organization will be called Facing Addiction with NCADD. Click here to learn more about the merger.
earth day
Each year, Earth Day is held on April 22nd. It marks the anniversary of the birth of the modern environmental movement which began in 1970. To learn more about Earth Day, its history, and goals visit

Office Therapy® Training Video

Office TherapyNew to Office Therapy®? We’ve uploaded a quick start video to help you get set up and started with your billing. Check it out, as well as the other training videos on the DocuTrac YouTube channel at

TheraManager DocuTrac HIMSS Update

HimssThe Healthcare Information and Management Systems Society, or HIMSS, is a world-wide organization whose aim is to improve health care through information and technology.

This year the HIMSS 2018 conference and exhibition was held in Las Vegas. In attendance for several days were Russell Rothchild, CEO and Arnie Schuster, Ph.D., Chair of TheraManager DocuTrac. Their primary goals were to learn about new technologies relevant to the TheraManager DocuTrac product lines and to meet with product partners.

Dr. Schuster stated “‘I am very excited to continue exploring data analysis technologies for our customers to be able to have a better view of their outcomes of care and performance.
New data collection methodologies also allow for benchmarking data for the purpose of comparison with other like practices to identify care gaps and improve quality.”’

According to Russell Rothchild, “‘HIMSS is a unique annual opportunity to meet with our vendors and partners to explore their cutting edge offerings and how they can benefit our clients.”

Reduce Document Clutter in QuicDoc Enterprise EMR

Easily manage all your electronic and paper records in QuicDoc Enterprise. Attach electronic files like Word Documents and PDF files to the patient’s record. Scan your paper charts, records from other providers, etc. and attach them to your patient’s record in QuicDoc.

Create document templates such as Releases, Consents, and Co-pay Agreements with documentsmerge fields and signature blocks for patients to sign electronically. These documents can then be attached to the patients’ record.

Manage, sort, search, and easily access needed files. You can reduce or eliminate the need to maintain a paper record. If you need assistance with document management, call Enterprise Support at 888-206-1270.

Click here for our full newsletter


March 2018 EMR and PM Newsletter

March is Social Worker Month

Social workersSocial Work Month in March looks at the vital role of social workers in improving our society. This year’s theme is “Social Workers: Leaders, Advocates, Champions.” Every day, the nation’s 650,000 social workers make our society a better place to live. Social workers improve the welfare of communities, individuals, families, and groups promoting development, empowerment, and beneficial change.

TheraManager DocuTrac pays special tribute to our customers who are social workers, and we honor all social workers for their relentless efforts and dedication to the well being of others. For more information and resources, visit the Social Work Month 2018 on the National Association of Social Workers website.

QuicDoc® and Office Therapy® Training Videos

trainingHave a question about a specific feature or how to use the system?
If so, check out our videos on YouTube at

Recent topics include “Telehealth for Behavioral Health” and from “Paper to Embedded Fillable PDFs” from our January webinar. And as always, the latest QuicDoc and Office Therapy videos are posted on our YouTube Channel. Be sure to subscribe to our channel.

Data Security in 2018

According to data from Health and Human Services’ Office for Civil Rights, data breaches caused by hacking and so-called “IT incidents” are on the rise. Weaponized ransomeware and phishing emails were among the means that dominated breaches in 2017.

securityThese threats are expected to continue, and this year, cybercriminals will likely get even more creative in their efforts. Mobile devices are equally vulnerable to theft and misplacement because of their smaller size and portability. Encrypting PHI on all devices, including portable devices, adds a layer of protection against data breaches. Also, it is important to update all systems to the latest versions which include security updates.
Be aware of phising emails. Only click on links in emails when you are sure of the source, and be careful of where you go on the internet. It only takes one click to become a victim of weaponized malware.

To learn what additional steps you may take to deter cybercriminals, visit the HealthItSecurity website. To learn more about these threats and cybersecurity, visit HealthcareItNews.

Click here for our full newsletter



February 2018 EMR and PM Newsletter

The Month of February

February is the shortest month of the year, and has events like the Super Bowl and the Grammy and Oscar awards that can spark our interest. Valentine’s Day, a highlight of the month, when we exchange candy, flowers, and gifts with loved ones, falls on a Wednesday this year. Learn more on the customers and history of Valentine’s Day at A&E’s History site, Valentine’s Day page.

historyDuring the month of February we honor the important achievements of African Americans as we celebrate Black History Month. The National Museum of African American History and Culture, which opened in September of 2016, is devoted exclusively to the documentation of African American life, history, and culture. Visit their web site to learn more.

150 Provider Behavioral Health Group Selects TheraManager DocuTrac!

thumbs upThe merger of TheraManager and DocuTrac last summer brought together two worlds of fabulous human resources, software programs, and business partners. In working with our thousands of clients across the country, we are leveraging these expanded capabilities to maximize the benefit for each group.
We are also able to bring feature-rich customized solutions to
new clients.

We are thrilled to announce that TheraManager DocuTrac was recently selected as the new practice management and EMR software solution for a large behavioral health group in the Northeast that runs a school services program, residential and day support programs, an outpatient practice, and an intensive outpatient practice (IOP).

Check Your Passwords

SecurityAll healthcare providers are required to keep Protected Health Information secure. Passwords, like locks, are the first line of defense against data theft. Your data is only as safe as your weakest link. With that being said, we thought that you would like to check the security of your passwords.

Here’s a site where you can enter your passwords, and find out just exactly how secure they are and how long it would take for someone to hack them.

Click here for our full newsletter


January 2018 EMR and PM Newsletter


Thank youHappy New Year!January is National Thank You Month, and there is no better time to make a resolution to be grateful every day for all things – big and small. We have so much to be thankful for going into 2018, and we want to extend a big thank you to you, our customers. We are very proud to work with each and every one of you. We value you, are grateful for your loyalty, and we are committed to providing you with the best possible products and services.

We wish you all good health and prosperity in the New Year.

About Our Newsletter

coffeeTheraManager DocuTrac is pleased to be able to provide you with our e-newsletter each month. We hope to bring you relevant information about the behavioral healthcare industry, as well as product information that is helpful and practical.

We welcome your feedback. Please email us ( with any comments or suggestions to help us provide you with news and meaningful tips.

Updated Resources from SAMHSA-HRSA

informationThe Substance Abuse Mental Health Services Administration (SAMHSA) and the Health Resources and Services Administration (HRSA) Center for Integrated Health Solutions have announced new and revised webpages on trauma, suicide prevention, and intimate partner violence.

The updated content includes information on screening and assessment, as well as education and training tools, and many more useful resources.
Click here for our full newsletter


December 2017 EMR and PM Newsletter

We’d like to thank all our loyal customers for your continued support. We wish you all a very Happy Holiday Season and good health and prosperity in the New Year!

December 2017 Newsletter

closedHoliday Closings: DocuTrac offices will close on Friday the 22nd of December at 12:00 noon ET, and will be closed on Christmas day, Monday the 25th. We will reopen on Tuesday December 26th, at 9:00 AM.For the New Year, we will be closed on Monday, January1st, New Year’s Day, and will reopen on Tuesday January 2nd at 9:00 AM, ET.

Puerto Rico Hurricane Maria Disaster

assistanceHurricane Maria devastated Puerto Rico and was one of the worst disasters to hit the island in a hundred years. Recovery has been slow. You can track it and learn how you can help on the FEMA Statistics Progress in Puerto Rico web page.

TheraManager DocuTrac donated software licenses to one of our partner practices that added clinical providers to assist and treat recently displaced families from Puerto Rico.

QuicDoc® and Office Therapy®

offerLIMITED TIME OFFER! For customers using RETIRED versions of QuicDoc and/or Office Therapy software, purchase an Annual Maintenance plan and receive the upgrade to our latest version for $199.00 (a regular $499.00 value)!

LIMITED TIME OFFER! For customers using SUPPORTED versions of QuicDoc and/or Office Therapy software, purchase an Annual Maintenance plan and receive the upgrade to our latest version FREE!

To take advantage of these great offers call 877-206-1181 before the year ends.

Click here for our full newsletter


November 2017 EMR and PM Newsletter

Thanksgiving Closing

Thanksgiving gives us all the opportunity to reflect on the things that make us truly grateful. It also gives us some well deserved down time to spend with family and friends. TheraManager DocuTrac offices will be closed on Thursday and Friday, November 23rd and 24th, and will reopen on Monday, November 27th.
Thank you
We are thankful for you, our loyal customers, and we hope you have a safe and wonderful Thanksgiving holiday!Read about the benefits of gratitude in

Evolution of Telehealth Webinar on You Tube

videoLast month Dr. Tom Farris of gave an excellent presentation on teleconferencing. If you missed this timely and informative webinar and are interested in learning about video conferencing, it has been recorded and posted on YouTube.

In the webinar, Dr. Farris discusses the history, current status, and future trends of telehealth with a focus on its application for therapists. He also reviews evidence comparing psychotherapy delivered in person versus video, and he discusses legal, ethical, and practical issues.

Telehealth Exclusive Offer

Secure VideoFrom now through November 30th, when you call SecureVideo and mention ‘TheraManager DocuTrac’ you will receive a 50% discount off your first month of service.

SecureVideo provides 24/7 U.S. based phone support for all users and their participants. Their average response time for support calls is 24 seconds.

For more information call SecureVideo at 888 807-9703.

Click here for our full newsletter


October 2017 EMR and PM Newsletter

TheraManager and DocuTrac Merge to form One Company

TheraManager and DocuTrac have joined together combining our resources to provide existing and future clients with the most relevant, time saving, and feature rich product offerings. There will be a few changes, such as our name which is now TheraManager DocuTrac. The support and sales lines for both TheraManager and DocuTrac remain unchanged, and you will continue to receive the same excellent service, since we are committed to delivering the best possible customer support and assistance.

You can read about our merger in the press release at:

October is Domestic Violence Awareness Month

This month marks the 30th Anniversary of Domestic Violence Awareness Month, launched in October, 1987. According to NCADV (National Collation Against Domestic Violence), one woman in America is fatally shot by a spouse, ex-spouse or dating partner every 14 hours. The NCADV supports and assists the victims and survivors of domestic violence.

During the month of October, we honor and support those who work to end domestic violence in our communities. For resources and to learn more visit

Revenue Cycle Management – RCM

TheraManager RCM Services offers an innovative and powerful approach to revenue management. A team of industry billing experts coupled with superior, proven technology can shorten your billing cycle and improve collections so you can earn more, be reimbursed faster, and focus on your patients.

Services include a convenient patient portal; eligibility checking to help prevent rejections; comprehensive denial management; remittance posting; clear reporting to monitor your business performance; and more.

For more information visit or contact us at 800-913-4294.

Click here for our full newsletter


September 2017 EMR and PM Newsletter

September is National Suicide Prevention Awareness Month

despairThis month we focus on suicide prevention. According to AFSP (the American Foundation for Suicide Prevention), on average, there are 121 suicides a day, and for every suicide there are 25 attempts. Suicide is the tenth leading cause of death in the US, costing $51 Billion annually. To learn about the latest research and methods for preventing suicide, visit the AFSP website. For resources on preventing suicide visit the Suicide Prevention Resource Center website. 

Professional Edition Referral Savings

communicationWe strive to have the best available products and services possible. If you’re happy, we’re happy!

Your referrals are our highest compliment and we appreciate your trust in referring your colleagues and friends to our company.

If you know a friend or colleague that needs documentation software and/or a practice management billing program and successfully refer them to DocuTrac, you will receive a $75.00 discount for each referral.

New Features in V12 on YouTube

videoWe’ve uploaded new videos about QuicDoc® Version 12 on YouTube. Learn about the new dashboard and other convenient features added to help you work more efficiently. Other QuicDoc Version 12 videos include an overview of new features in Group Notes; using the Dashboard for announcements and adding policies and procedures; as well as a video on how to use the Chat feature.

We have also added several new videos for Office Therapy® Version 12. Start with “OfficeTherapy 12 First Look” to see the new features included with version 12. This video takes a look at producing secondary claims electronically, the new Excel inspired ERA dashboard, manual posting with our new Paper EOB dashboard, and integration with TriZetto.

Click here for our full newsletter


August 2017 EMR and PM Newsletter

Simplify Your Life

This excerpt is from our August 2012 Newsletter written by James Miller DocuTrac’s Director of Compliance and Quality Control. It’s both timely and worth repeating.

The first week in August is national ‘Simplify Your Life Week.’ Sounds good, doesn’t it? It is a good time to step back and take stock of your life. Sometimes just clearing away household or office clutter can make a difference. On a more personal note, simplifying your life allows you to take the pressure off of yourself. You can do this by saying “No” more often to those time and resource draining tasks that have no lasting benefit. You can also relieve some pressure by delegating more; don’t take on the responsibility for “everything.” But most importantly, simplify by finding time to relax. 

Turning off the news, taking long walks, communing with nature, and slowing down the hectic pace of life is a good thing to do throughout the year. You may even find yourself smiling more.

New QuicDoc® Client-Server Professional Edition Update

updatesClient-server, professional edition software customers, who are current on maintenance, are entitled to the latest version of QuicDoc®, V12. It is posted on our website. This is not an automatic update, and will require a password.

Please call our Sales department at 800-850-8510 if you are not on maintenance and wish to purchase the upgrade.

Updates can be found on our Support page. Before running any update, be sure to first backup your databases. If you have any questions, please call our Support Department at 888-308-9683.


thumbsupWe frequently update our QuicDoc, Office Therapy and DocuTrac facebook pages. Check out what’s new.

Our Facebook pages provide you with up-to-date information and interesting facts about our behavioral health industry including pertinent legislation that may affect you; security and compliance topics; and information about our company, software, and featured webinars. Check out our DocuTracInc, QuicDoc, and Office Therapy pages.

Click here for our full newsletter