eRecord

The eRecord is a web-based behavioral EMR and practice management system for psychiatrists, psychologists, social workers and mental health counselors. The eRecord is online which means it is available 24/7 from anywhere. Clients can access it via a client portal where they can pay online, fill out forms, etc. In fact, the eRecord enables a practice to go completely paperless as paper documents can be scanned to the eRecord and maintained securely.

Features of the eRecord include:

Integration of Clinical Documentation, Patient Accounting and Claims
Every time a clinician writes a Progress note or completes an Intake, a charge is posted to the patient’s account and, if the patient has insurance, a claim is generated in X12 format for immediate submission to the insurance company. Thus, duplicate data entry, filling out billing tickets and the like are eliminated, saving time and money. Built in rules validate data to ensure clean claims.

Clinical Documentation
The eRecord has an extensive library of clinical templates for Intakes, Progress Notes, Treatment Plans, Case management assessments, Outcomes assessments, etc. Also, the forms maker enables users to either edit our templates or create their own.

Intake Assessments
Intake assessments for children and adolescents, adults, geriatrics, substance abuser and other special populations are available in our library. Diagnoses entered at intake are pulled forward to subsequent clinical documents (progress notes) and can be modified as neeeded. A completed Intake automatically creates a patient charge and insurance claim if there is a coverage.

Progress Notes
Progress notes cover individuals and groups for the various mental health disciplines: social work, psychology, nursing, and psychiatry. Diagnoses are always pulled forward from note to note; in addition there is the option to allow notes to pre-populate forward so that an entire note from a previous session is displayed for easy editing. Group notes can be written rapidly. For example, a general comment can be applied to all the participants in the group and individual content applied for specific clients. This saves clinicians a great deal of time while insuring comprehensive documentation. As with Intakes, billing is integrated into progress notes so that each time a progress note is written a charge is posted in the patient’s account and a claim is automatically generated.

Treatment Planning
The e-Record enables clinicians to write treatment plans rapidly using templates that embody clinical pathways and best practices. Organizations and clinicians can use the e-Record’s standard pathways or they can create custom pathways tailored to the unique needs of their client populations. The treatment planning templates enables the creation of pathways that connect problems with symptoms, goals, objectives, and interventions. All templates allow clinicians to further customize elements in the pathway so that treatment plans never have a “canned” quality. CarePaths Treatment Planner has been approved by both CARF and JCAHO.

Outcomes Assessments
Built into the e-Record is a library of widely used client self-report, clinician-rated, and parent-significant other rated instruments. Real time reports are provided to clinicians and clients. Aggregate reporting at the clinician, program, clinic, and PRN level enable organizations to use outcomes measurement for quality improvement and benchmarking. The Patient portal and the Parent/Collateral portal expedites data collection. The automatic email reminder system allows for outcomes protocols to be automated.

Unlimited Electronic Claims Submission
Claims are submitted electronically to payers insuring rapid claims payment. Users of the eRecord do not need to fill out billing tickets as claims are automatically generated from completed Intakes and Progress Notes. Electronic remittance advice posts automatically to the patient account. Users who choose not to use the eRecord can use the separate claims submission module and can generate paper HCFA 1500’s if necessary.

Patient Accounting
System automatically posts charges and service information needed for claims from clinical documentation; coverage wizard allows easy entry of payer information; insurance remittances and credit card payments are auto-posted; invoices, statements and receipts are generated in cutomizable styles.

Authorization Tracking
Authorization tracking gives the user a place to record authorizations. The system compares services provided with those authorized and alerts the user if there are additional units of service that haven’t been used. e-Claims allows a user to enter a scheduled service and determine if it is covered by an existing authorization.

Scheduling
Customizable scheduler enables on the fly editing, drag and drop, recurrence, check-out receipts, and multiple day and week views for individual clinicians and all staff.

Reporting
Reports analyze client demographics, claims history, accounts receivable, revenue statements, receipts history, utilization, outcomes and more. There are hundreds of online reports available as well as an export utility which enables easy export of clinical data to standard formats such as Exel, Access, etc .

Patient Portal
The Patient portal enables clients to login online and fill out all required forms: consent for treatment, disclosure of information, HIPAA privacy notices, insurance and demographic information forms, clinical questionnaires, etc. Information entered by the patient online populates the eRecord, saving staff time and enabling paperless practice. Also, the upload function assures paperless practice by enabling paper documents to be scanned into the system.

E-Prescribing
The eRecord has a built in E-Prescriber that enables physicians and nurse practitioners to quickly write and electronically submit prescriptions. Features such as drug lookups, drug interaction alerts, etc are available as well.

Secure Messaging
Clinicians can communicate with each other securely, i.e. protected patient health information, can be sent between clinicians asynchronously.

Forms Maker
Users can create their own forms from scratch or edit CarePaths’ templates from it’s template library. The eRecord works very much like a shell that allows end users the freedom to capture the information that fits their needs. Custom dictionaries, screens, and drop-down menus are easily created and modeling automatically maps to the database.

Alerts
For each staff, a To-Do list provide reminders of needed progress notes, treatment plan reviews, and other required documentation. Case managers and supervisors have access to staff To-Do lists.

System Access
The e-Record gives administrators granular control over access privileges enabling full compliance with the HIPAA “need to know” rule. Each staff member or group of staff–clerical, clinician, administrator, supervisor, or case manager–can be assigned the permission level privileges that are appropriate to their responsibilities insuring full control over who has access to the information.

Scalability
The e-Record is scalable and can be–and is–used by solo practitioners as well as by large multi-site psychiatric facilities. Features such as a call center (triage) module, user-definable access security, privileging, intra-organizational communications, multidisciplinary assessments, 24/7 access to records, etc. enable large-scale implementations. The core of the system–the intuitive clinical modules–serve the needs of any clinician, be he or she a solo practitioner, member of a small group practice, or staff member of a large treatment facility