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

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

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 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 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, 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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June 2016 EMR and PM Newsletter

Tips for Creating Strong Passwords

SafetyAccording to Microsoft, “Passwords provide the first line of defense against unauthorized access to your computer. The stronger your password, the more protected your computer will be from hackers and malicious software. You should make sure you have strong passwords for all accounts on your computer”

Never, ever share your passwords with anyone and don’t use the same password over and over! Passwords should be at least eight characters long; never contain complete words or names; and use various types of characters

Here are some tips from Microsoft for creating strong passwords.

Enterprise Forum

pillsDocuTrac has a brand new QuicDoc®  Enterprise Forum

Our new forum is designed to provide pertinent topics, tips, and posts to help our Enterprise customers get the most out of their QuicDoc EMR. Our goal is to have an active forum where our customers can exchange helpful ideas and information on using QuicDoc to its full advantage.

QuicDoc Enterprise users can register for the forum at
For more information contact our Enterprise Support Department at 888-206-1270.

When Medications Are No Longer Available

pillsAll prescribed drugs must have a code in order to be processed. Medications that become unavailable to pharmacies will not have a code.  If you try to e-prescribe a medication that is no longer available, you will receive an error message.

To resolve the problem for an existing medication that your patient is currently taking, first stop the medication so it will sync back in QuicDoc as having been stopped. Then search for a generic or different brand name for the medication. Select one of the medications in the links provided in your search results.

drfirstTo clear this problem on a new prescription, First Cancel or Delete the prescription. Then prescribe a new medication by searching for a generic or one with a different brand name to prescribe. Select one of the medications in the links provided in your search results.

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May 2016 EMR and PM Newsletter

National Foster Care Month – Honoring Dan Hall

Foster careMay is National Foster Care Month and the perfect opportunity to honor Dan Hall. Dan is a leading programmer for DocuTrac and the foster/adoptive father to five children afflicted with alcohol, drug exposure, and mild to severe mental health issues.Dan is dedicated to helping other parents with foster/adopted children or those who wish to provide foster care. He has worked closely with our county Department of Social Services (DSS) to improve the quality of the services they provide. Dan also teaches and lectures on foster parenting, and has co-trained with the DSS.  We are proud of Dan and support his commitment and passion in teaching others about the responsibilities and issues involved in foster care.

Memorial Day Closing

Memorial dayMemorial Day, first celebrated in1868, is the last Monday of May. This year it falls on Monday, May 30th.  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 31st at 9:00 AM ET. We hope you have an enjoyable and safe Memorial Day.

About HIPAA Email Encryption Requirements

mailDocuTrac takes HIPAA regulations very seriously. Often those regulations are confusing especially where email is concerned. Hopefully none of you are sending any information regarding your clients in emails that are not encrypted.

The repercussions for not encrypting your emails to assure security of your clients’ protected health information can be devastating. Click here to read an article written by the Chief Privacy Officer of Protected Trust, an encryption service company, explaining HIPAA email encryption requirements and why you need to encrypt your emails.

Enterprise Billing with Real Time Claims Management

billingOur integrated Enterprise Billing offers time saving features. It’s flexible, easy to use, cost effective, and fully compliant with industry standards.  Real-time claims management features improve your cash flow and streamline your billing and claims follow-up processes.

QuicDoc®PM has an integrated billing and claims management system that highly automates accounts receivables management while producing extensive reports to help better manage your organization. Features includes patient  registration, claims dashboard, a forms generator, and so much more.

QuicDoc PMClick here for a list of features, or call our Sales Department at 800-850-8510 for more information.

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DocuTrac Employee Receives PQRS Certification

Press Release May 1, 2016 Hagerstown MD:

DocuTrac Inc is pleased to announce that Heather Washburn, Director of Implementation and Training, has successfully completed the PQRS/CQM/MIPS Project Manager course and exam receiving her certification through 4Medapproved Certification. The Physician Quality Reporting System (PQRS), Clinical Quality Measures (CQM), and the Merit Based Incentive Payment System (MIPS) are Center for Medicare and Medicaid Services (CMS) programs. They were implemented to promote value over volume and pay eligible healthcare providers based on the quality of their care instead of standard fees.

According to Ms. Washburn complying with the CMS requirements for these programs is complex and reporting the correct patient data to CMS can be confusing. The certification course she completed will enable her to better assist DocuTrac’s customers and help them navigate this maze of acronyms. Ms. Washburn who has extensive experience in medical billing has been with the DocuTrac team for the past five years. Currently she assists enterprise level customers with implementation, as well as training for both enterprise and professional edition billing software.

President Arnie Schuster, Ph.D. stated that, “DocuTrac is a qualified 2014 Data Submission Vendor, and we are committed to assisting our customers who are eligible providers with the reporting process.” Dr. Schuster went on to say, “DocuTrac has a highly competent staff that receives on-going training to keep up with the many changes and requirements in behavioral healthcare that impact our customers. We are customer oriented and pride ourselves on the quality of our service and support.”

DocuTrac Inc, established in 1993, is a leader in clinical information and claims management solutions for behavioral healthcare providers with customers in every state including Alaska and Hawaii. DocuTrac’s customers include county and state mental health facilities, addiction clinics, family centers, employee assistance programs, large groups, and other behavioral healthcare facilities and providers. For more information please visit or call 800-850-8510.


April 2016 EMR and PM Newsletter

Awareness Month

AwarenessRibbon.pngIn April, the focus is on a few areas related to our industry. For the past
thirty years, the National Council on Alcoholism and Drug Dependence, Inc. (NCADD) has sponsored Alcohol Awareness Month in April. Their goal 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.The month of April is also National Autism Awareness Month, National Occupational Therapy Month, and National Child Abuse Prevention Month.

jazzOn a lighter note, during the month of April we celebrate Jazz Appreciation Month, so listen to some jazz, or better yet, attend a live concert

What is the TriZetto 99% Club?


Why adopt TriZetto Provider Solutions® as your Clearinghouse?


Each month DocuTrac receives a detailed report from TriZetto on the top reasons for claim rejections. It includes a list of customers with the highest rate of rejections, and those 99customers with the lowest rate of rejections who are in the 99%Club, meaning that among other things, 99% of their claims submitted for the month are error free.

Additionally, we receive a list of total claims with rejection rates at the clearinghouse level and payer level for both electronic and paper claims. We take the reports very seriously in efforts to keep rejections at a minimum. We review top reasons for rejections and plan for developments in our software to minimize and/or eliminate rejections. In cases where we can’t (e.g. incorrect ID numbers), we make efforts to reach out to customers with Knowledgebase Articles to help assure valid information is entered. We routinely contact agencies with high rejection rates to assist them until rates are lowered.

DocuTracDocuTrac is proud that we consistently have a significant number of customer sites in the 99% Club. They benefit from reduced time and costs associated with refiling claims, and a quicker reimbursement cycle, improving both their cash flow and office efficiency. Call DocuTrac Sales at 800-850-8510 for more information on adopting TriZetto as your clearinghouse.

When a Provider leaves your Practice or Agency

men1You most likely have procedures in place to deal with issues such as continuation of patient care when therapists and other providers leave your practice or agency; but what about access to records and other services that you may have provided, such as e-Prescribing or Cloud access?

SecurityWhen an individual terminates employment or contractual obligations, and you no longer want them to have access to patient and provider records, it’s important that you make the provider/user inactive in the software.  If you are a Cloud customer, contact our Sales Department immediately to have their Cloud credentials deleted. This will lock them out of the system. 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.

Call DocuTrac Sales at 800-850-8510 to have Cloud and e-Prescribing accounts disabled

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March 2016 EMR and PM Newsletter

Honoring Social Workers

Great jobMarch is National Social Work Month. This month we honor the many contributions that social workers make to our society. DocuTrac pays special tribute to our customers who are social workers and to all social workers for their relentless efforts and for their dedication to the well being of all people. Visit the National Association of Social Workers website to learn more.

Automated Appointment Reminders

Girl on phoneOur automated appointment reminders, Callpointe Courtesy Calls, can improve your bottom line and reduce no-shows. Convenient, flexible, and exceptionally accurate messages are delivered by text, voice, or email.

Real time reports; multiple, unique messages; and free message changes, as well as support are just a few of the advantages, and with Courtesy Calls you pay only for completed calls.

Courtesy Calls is available in QuicDoc Pro and Enterprise and in Office Therapy. Click here to learn more, or call our Sales Department at 800-850-8510. Privacy Policy

DocuTracEver wonder about the information collected when you visit our web site? Our server automatically attempts to collect general, non-personally identifiable information, such as pages that you visit and the site you came from. We also collect information when a form on our site is filled out.

DocuTrac is serious about protecting the privacy of our customers. Our server does not store visitor information. To find out how this information is used, read our, Privacy Policy.

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