April 2017 EMR and PM Newsletter

April Awareness Month

awareness monthThe National Council on Alcoholism and Drug Dependence, Inc. (NCADD) sponsors Alcohol Awareness Month in April. Their goal in sponsoring the month of awareness is to reduce the stigma of alcoholism and encourage communities to focus on problems and issues surrounding alcoholism, such as drinking and driving especially among teens. During the month of April, we also focus our awareness on other areas in behavioral health. April is National Autism Awareness Month, National Occupational Therapy Month, and National Child Abuse Prevention Month.

DocuTrac Webinars and YouTube

Subscribe to DocuTrac YouTube & Webinars.

For informative videos about QuicDoc® and Office Therapy® Professional Editions, subscribe to DocuTrac’s YouTube channel and receive alerts whenever something new is posted. Subjects include e-Prescribing, Custom Note Templates, Insurance Claim Filing, Backup/Restore, and more.

DocuTracMany of our monthly webinars are recorded and posted on our website. To check our recorded webinars click here.                

When a Provider leaves your Practice or Agency

securityWhen someone in your practice or agency terminates employment or contractual obligations, and you no longer want them to have access to patient and provider records, it’s important to make the provider/user inactive in your software.

If you are a Cloud customer, contact our Sales Department as soon as possible to have Cloud credentials deleted for terminated individuals. Inactivating or disabling credentials for terminated providers and office personnel will lock them out of the system and help to prevent breaches. If the individual had e-Prescribing rights, call DocuTrac to disable their account so they can no longer prescribe medications through your practice or agency.

LockoutAdditionally, if the terminated individual has access to other logon credentials, such as other active providers or office assistants, then those passwords will need to be changed in order to assure the lock out of unauthorized individuals. See the section below on the repercussions of failing to terminate and monitor users’ rights of access as required by HIPAA rules.

Call DocuTrac Sales at 800-850-8510 to have Cloud and e-Prescribing accounts disabled.
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March 2017 EMR and PM Newsletter

worldDuring the month of March we celebrate the contributions of social workers to our society. Social workers improve the welfare of communities, individuals, families, and groups promoting development, empowerment, and beneficial change. This month we pay special tribute to our customers who are social workers and honor all social workers for their relentless efforts and dedication to the well being of others.Jane Addams was an early influence on professional social work here in America. She was a founder of the U.S. Settlement House movement, and was one of the first women to ever receive a Nobel Peace Prize. For more information on the history of social work, visit the Social Work History page on the National Association of Social Workers website.

Vista Support Ends in April

woman with laptop Extended support for Windows Vista operating system will end April 11, 2017. Next month Microsoft will no longer provide any security or reliability patches for Vista. What this means is that you will no longer receive updates that can protect your PC from viruses, spyware, and other malicious software that can steal your personal information or your clients’ protected health information.

If you are using a computer with Vista, you need to update your operating system in order to help remain HIPAA compliant. View the Windows lifecycle fact sheet.

Auto-Renewal for Professional Edition Software

supportMaintenance Auto-Renewal for technical support is a convenient service designed to automatically extend your software Annual Maintenance each year at the time of renewal. This eliminates the need for you to track renewal dates and saves you time. Auto renewal assures that your software is up-to-date and that you will never have to pay for upgrades.

Since maintenance is required for customers who use credit card processing, e-prescribing, call reminders, e-filing, and Wiley treatment planners, as well as for those with Cloud access, Auto-Renewal is especially convenient.
DocuTrac, Inc.
To sign up for Auto Renewal and for more information please contact our Sales Department at 800-850-8510.

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February 2017 EMR and PM Newsletter

 black historyDuring the month of February we honor the many important achievements of African Americans and their valuable contributions to society. The American Psychological Association features prominent African-American Psychologists in their series on Ethnicity and Health in America.

Among them is Francis Sumner, PhD., who is considered the “Father of Black Psychology.” Dr. Sumner received his Ph.D. after serving in WWI. He later founded the psychology department at Howard University and served as chairman from 1928 until his death. Also highlighted is Inez Beverly Prosser, Ph.D., who, in 1933, was the first African American woman to earn a doctoral degree in psychology.

For more information on these two influential Psychologists, read Francis Sumner, PhD, and Inez Beverly Prosser, PhD, written by Logan Wright, Ph.D.

New Releases for Client Server, Professional Software

updateClient-server, professional edition software customers, who are current on maintenance, are entitled to the latest versions of QuicDoc® and/or Office Therapy®. Since most changes are available in automatic updates, you may already be running the most current version.

The latest version of QuicDoc is 11.5.3 released on January 16th. The latest version of
Office Therapy is 11.07.3 released on December 22nd. You can find your version number by selecting the About menu item from the Help menu in your program.

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

Client Reviews

like1With so many people sharing their experiences on the web, both good and bad, there’s no way to control what your clients may post in a review about your services.

You can, however, gain insight on their views to find out what is working well and where improvements are needed by surveying your clients towards the end of therapy. This allows you to not only minimize negative postings on the web, but to gain market leverage.

QuicDoc® Professional and Enterprise software both have a built-in Patient Satisfaction Survey for just this purpose. The survey assesses the following:

    • Access to Care
    • Physical Surroundings
    • Technical Quality
    • Outcomes
    • Interpersonal Care/Communication
    • Overall Satisfaction.

To access the survey, select Patients Satisfaction Survey from the QuicDoc Assessments menu.

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January 2017 EMR and PM Newsletter

New Year 2017

DocuTrac, Inc.Happy New Year! We have so much to celebrate in 2017, and many reasons to be thankful. This year marks DocuTrac’s 24th Anniversary, and we are very proud and grateful to have worked with each and every one of you over the years.Respect, collaboration, and commitment are the values that have guided our company since its beginning twenty four years ago, and these values will continue to define and shape our future. We hope to make 2017 the best year yet, and it is our hope that DocuTrac makes it easier for you to do what you do best. We value your loyalty and are committed to providing you with the best possible products and services.

Kudos for Technical Support Service

GreatjobWe recently surveyed customers who used our technical support services. Overwhelmingly the response to the survey was very positive. Our Technical Support Staff received a rating of 100% for their courtesy, knowledge, and helpfulness. Better yet, there were zero responses indicating dissatisfaction.

We are proud of our support staff and commend them for their dedication and commitment to providing the best technical service possible.

TriZetto vs. Free Clearinghouses

TrizettoIn today’s always-changing health care industry, you may find that a “free” clearinghouse costs you much more in lost time, resources, and revenue. Here are few things our partner TriZetto® wants you to know.

WomanTriZetto provides first-class, US based support with a high first call resolution rate. They also have an average 98% first time, clean acceptance rate for claims. TriZetto’s electronic eligibility verification has over 1,000 eligibility connections increasing patient satisfaction, and providing an average annual savings of $3,700 per physician.

TriZetto’s claim file reconciliation report summarizes all claim activity to minimize lost claims. If there are claim denials, a denials management and automation system helps you understand the reasons, prioritizes opportunities for appeal, and automatically generates appeals.

Office TherapyTriZetto is fully integrated in Office Therapy® so you can easily submit claims and process remittances. For more information visit TriZetto on our website.

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December 2016 EMR and PM Newsletter

Holiday Thank You

This holiday season is the best time to express our gratitude and thanks to you, our loyal customers. We appreciate your confidence in our Company and your continued support. All of us at DocuTrac wish you a safe and Happy Holiday Season, and a healthy, prosperous New Year!snowflakeHoliday Closings: DocuTrac offices will be closed on Monday, December 26th and will reopen on Tuesday, December 27th at 9:00 am ET.

For the New Year, we will be closed on Monday, January 2nd and will reopen on Tuesday, January 3rd at 9:00 am ET.

Social Security Number Removal Initiative

SSNHere’s some advance information about changes regarding the use of Social Security Numbers.

The Medicare Access and CHIP Reauthorization Act of 2015 (MACRA) requires us to remove Social Security Numbers (SSNs) from all Medicare cards by April 2019. A new randomly generated Medicare Beneficiary Identifier (MBI) will replace the SSN-based Health Insurance Claim Number (HICN) on the new Medicare cards for transactions like billing, eligibility status, and claim status.

You can prepare for this change by visiting the overview and provider web pages, which include information on:

  • Transition period
  • Characteristics of the MBI
  • How to obtain the MBI

It’s time to look at your practice management systems and business processes and determine what changes you need to make to use the new MBI.

Customize Your Statements in Office Therapy®

printerDid you know that Office Therapy allows you to easily customize your statements by choosing different options and settings?

You can choose the exact look and information you wish your Clients to see. You can even add your own company logo.

Office TherapyHere’s an easy to follow article explaining how to create the exact statements you wish to send to your Clients.

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November 2016 EMR and PM Newsletter

Do you know about Giving Tuesday?

“You may have heard of Black Friday and Cyber Monday. There’s another day you might want to know about: Giving Tuesday. The idea is pretty straightforward. On the Tuesday after Thanksgiving, shoppers take a break from their gift-buying and donate what they can to charity.” Bill GatesFor resources and to learn more visit https://www.givingtuesday.org/

Thanksgiving Closing

Thanksgiving gives us all the opportunity for some well deserved down time to spend with family and friends. DocuTrac offices will be closed on Thursday and Friday, November 24th and 25th, and will reopen on Monday, November 28th.
Thank you

We are, as always, thankful for you our loyal customers, and we hope you have a safe and wonderful Thanksgiving holiday!

MIPS and Medicare Reimbursement

MipsAccording to the National Council for Behavioral Health, it’s expected that most behavioral health organizations billing for Medicare Part B will be subject to the Merit-based Incentive Payment System (MIPS) in 2017. The following describes clinicians who are MIPS eligible.

“Clinicians that will be counted for the 2017 reporting year include physicians (including psychiatrists), nurse practitioners, physician assistants, clinical nurse specialists and certified registered nurse anesthetists. Social workers and clinical psychologists may be added in 2019.” We will keep you posted.

“Maximum and Minimum MIPS Payment Adjustments are based on 2017 calendar year reporting, MIPS eligible clinicians will receive up to a 4 percent payment adjustment in 2019. Adjustments may be positive, negative or zero. The range of payment adjustments will reach +/- 9 percent by 2022. Clinicians may earn an extra bonus of up to 10 percent for exceptional quality from 2019 to 2024. All MIPS adjustments are budget neutral, which means that total upward and downward adjustments will be equal.”

CMS has been reviewing public comments and a finale rule is expected to be issued this month. For more information and further details, read the full text on MACRA’s Quality Payment Program: What Does it Mean for Your Agency’s Medicare Reimbursement?

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October 2016 EMR and PM Newsletter

Domestic Violence Awareness Month

awarenessAccording to the National Coalition Against Domestic Violence, “On average, nearly 20 people per minute are physically abused by an intimate partner in the United States. During one year, this equates to more than 10 million women and men. 1 in 3 women and 1 in 4 men have been victims of (some form of) physical violence by an intimate partner within their lifetime.”During the month of October, we celebrate those who have survived domestic violence, mourn those who’ve died because of the violence, and honor and support those who work to end domestic violence. For resources and to learn more visit http://ncadv.org/.

ICD-10 Code Changes

Icd10There have been numerous revisions, deletions, and additions to the ICD-10 since being released in October 2015. Of those changes, only a handful applies to behavioral health. Updates for QuicDoc and Office Therapy will include these code changes. If you need the changes before we release the updates, you can easily modify your ICD Listing. These coding updates can be found on the American Psychiatric Association site.

If you need assistance in updating your lists in QuicDoc Pro and/or Office Therapy, call
888-308-9683. For assistance with QuicDoc Enterprise call 888-206-1270.

ICD-10 Grace Period Ended

The one-year grace period for filing insurance claims using ICD-10 coding ended on October 1st. That means that the Centers for Medicare and Medicaid Services (CMS) require that all claims be coded accurately with the specific, correct ICD-10 codes.

If you are not already filing claims with the highest level of specificity, you may find that your claims are being rejected. Each claim needs to be coded to the level of certainty known for the session encounter.

For more information visit HealthcareITNews ICD10 Watch.

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September 2016 EMR and PM Newsletter

Importance of a BAA with DocuTrac

BAABy now, we all know the importance of Business Associates Agreements (BAAs). HIPAA and HITECH regulations require customers who take advantage of our live help, or who send their database to our Support Department, to have a signed BAA on file.  If you haven’t signed a BAA with DocuTrac, please go to www.docutracinc.com/docs/DocuTracBAAgreementFormE.pdffor a copy of our BAA, or you may send us the BAA that you use for your practice or agency. Email the signed and completed agreement to sales@quicdoc.com or fax to (888) 415-7939. Please include your email or fax number so we can return the BAA to you once it is signed by DocuTrac.

It is important to never allow others, such as private IT companies and vendors, to have access to your computer without a signed BAA.

Audit Log Security Feature in QuicDoc® Pro

question cubeEver wonder who changed a record in QuicDoc®? Like Office Therapy®, QuicDoc Pro comes with an Audit Log that allows you to track activity in the program. All viewing of information, additions, changes, and deletions can be tracked. When enabled, the audit log tracks the activity, date/time, user, computer user, and name. The log tracks activities for Patient Information and for Documentation.

To enable the Audit Log, use the System Administrator login to log onto QuicDoc. From the Setup menu select Preferences, and click the Administrative tab. Then click to check the option for Enable Audit Log, and save the setting. Audit Log reports are generated from the Reports menu.

QuicDocFor assistance and for more information, please call our Technical Support line for Professional software at 888-308-9683.

Wiley PracticePlanners® for QuicDoc Pro and Enterprise

wileyOur August webinar featured the Wiley PracticePlanners® and how to set them up and incorporate them in your treatment plans and progress notes in QuicDoc. Easily adapted to fit client needs and treatment situations, they have over a thousand pre-written, clinically tested treatment goals, objectives, and interventions.

With a yearly subscription of $169, QuicDoc Pro and Enterprise users can access Wiley’s Treatment Planning content.

practice plannersTo learn more, see the webinar on youtube https://youtu.be/zG9JUE1A5hs, or call DocuTrac Sales Department at 800-850-8510.

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August 2016 EMR and PM Newsletter

IMPORTANT – About Support Phone Numbers

The following toll free numbers are the only numbers to use when calling for DocuTrac Support Services:
for Professional Support
888-206-1270 for Enterprise Support

These numbers are posted on our web site, in our literature, and are frequently listed in our newsletters. If you have an old support number programmed on your phone or printed for quick reference, please enter the correct toll free number.

Update your Credit Card Information

customer service Avoid interruption in your services!

Are you scheduled for recurring charges with DocuTrac? For example, you may have a Cloud subscription or are on our automatic maintenance renewal plan.

If you have received a new, more secure credit card with chip technology, please call our Sales Department to update your card information. Even if you have the same card number, the expiration date and the security code will have changed.

You can reach our Sales Department at 800-850-8510.

Scanning and Attaching Documents in Pro on YouTube

videoIf you missed our webinar last month on Scanning and Attaching Documents in QuicDoc® and Office Therapy®, Professional Software, here’s your chance to view the webinar on our DocuTrac YouTube channel. This is a brief webinar, lasting about twenty minutes. The webinar is presented by Arnie Schuster, PhD, president of DocuTrac.

Click here for the Scanning and Attaching Documents Webinar.

New Look for Our Facebook Pages

facebookWe’ve updated our QuicDoc and Office Therapy facebook pages, and we’ve added a brand new DocuTrac, Inc page. Check out the new look and the latest topics!

Our Facebook pages provide you with the most 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. like

We know you like us, so make it official. Like us on our new
DocuTrac,Inc., QuicDoc, and Office Therapy pages.

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July 2016 EMR and PM Newsletter

IMPORTANT – About Support Phone Numbers

DocuTrac initiated new toll free support lines in July 2011 to improve our efficiency and provide our customers with savings on long distance fees. After five years we have closed the old account and support calls from the old 301 area code support line are no longer being forwarded.WarningGS.jpgThe carrier for the old account has a message on the line offering alternative contacts for support services. These companies are not affiliated in any way with DocuTrac. They will provide support for a fee and even remote into your system. This is very dangerous, not to mention that it is a HIPAA violation.The only numbers you should ever call for DocuTrac support services are:

888-308-9683 for Professional Support
888-206-1270 for Enterprise Support

These numbers are posted on our web site, in all our literature, and are frequently listed in our newsletters. If you have the old support number programmed on your phone, please enter the correct toll free number.

HIPAA Requirements for Transferring PHI

securityIn May we linked to an article written by the Chief Privacy Officer of Protected Trust on email encryption and HIPAA requirements. If you missed this article, now is a good time to read it.

One of the biggest mistakes clinicians make is sending out unencrypted emails containing information about their patients, i.e., protected health information (PHI). The consequences of transferring your clients’ protected health information in an unsecure manner can be very costly and even devastating.

This month James Miller, DocuTrac’s Director of Qualuity and Compliance, will host a webinar on how to transfer PHI securely. To register for the webinar click here.

ePA+ Electronic Prior Authorizations in Patient Advisor

drfirstNow you can quickly and easily process Prior Authorizations for medications within the QuicDoc® e-Prescribing module with DrFirst Patient Advisor e-PA+.

With Patient Advisor e-PA+ you can elminate faxing requests for prior authorizations and reduce calls to health plans and pharmacies. In just three easy steps you can initiate, complete, and monitor prior authorizations. View this video for more information on how to use ePA+.

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