Commonly Asked Questions
How do you manage the Medicare Therapy Caps and are you prepared for the Manual Medical Review Process?
Our system has been automatically managing therapy caps since Medicare began implementing them years ago. We reduce compliance risk by automatically tracking the caps and eliminating manual tracking. The system alerts the front desk and therapist if the patient is approaching the cap or authorized visits, and guides staff on the appropriate steps to take once a patient has reached or exceeded a cap (apply modifier, submit paperwork, etc.). Since billing is in the same system, caps are automatically adjusted once the claim has been billed after each visit, and then adjusted accordingly once a claim is paid (based on allowed amount). The new Manual Medical Review Process has introduced some new requirements, and we have already started the development process to update the system so our customers will be prepared by the October 1st effective date. For more information, click here.
Do you support other specialties such as OT, Speech or Pediatrics?
We specialize in all disciplines for Outpatient Rehabilitation, and have been working with OT, Speech, Pediatric, Hand, Women’s Health, and many other practices for over 15 years. We have many pre-defined documentation templates to choose from, or you can build your own just the way you like it.
Do you really offer one solution, or do you partner with other vendors?
We are one of only a few in the PT industry who offer a single, complete solution – including clinical documentation (PT EMR) with integrated patient registration and scheduling and PT billing – all in one product. You can use our Billing software to manage your own billing, or use our Billing Service and get our Clinicient EMR software for free. Using one vendor eliminates the need to do dual data entry, import/export, and pay and manage multiple vendor fees.
How much does it cost?
Clinicient is a web-based application that you pay a monthly fee to access. We have a variety of product options to choose from to fit your needs. If you are only interested in our software for EMR or Billing, we charge a monthly fee per user. If you are interested in using our Billing Service, we charge a % of your collections each month, and our EMR and scheduling software is free with our service. Our software fees vary based on the number of users in your practice and the products you use, but typically start at $450 per month for up to 3 therapists. Our Billing Service fees depend upon your monthly collections, your payer mix, and the state you reside in, but typically range from 6% – 8.0%. All of our product offerings include FREE faxing, FREE and unlimited document storage, FREE appointment reminders, FREE upgrades, technical support and basic training.
Do you require that we sign a contract?
Yes, and we do this for your protection and peace of mind – this is your entire database of patient records after all. While it is rare that our customers decide to leave Clinicient, having a contract in place clearly and legally states our obligations for getting you all of your patient records and financial data. Unfortunately, we’ve heard too many horror stories from new customers who have had to pursue legal battles to retrieve their patient data after leaving other vendors, so we nip this in the bud before you start working with us.
What about compliance and data security?
One of the advantages of a web-based solution is that you don’t have to worry about backing up data or keeping your PHI on your local computers. With Clinicient, you can access patient records and billing data securely and privately from anywhere you have an Internet connection. No PHI is ever downloaded to your computer. All of your data is managed in our data centers, with state-of-the-art security and backups every 5 minutes. The Clinicient system is known as one of the best in the industry because of our system-drive compliance features including automatic tracking and alerts for therapy caps, POC, progress notes, authorized visits, PQRS, CCI edits and handling Medicare’s billing rules. Learn more about how Clinicient helps with compliance.
How long does it take to get started?
If you are a small therapy practice and only using our EMR product, you can be up and running with Clinicient in as little as 5 days. Therapists can be trained in as little as 2 hours. If you are a larger practice with multiple clinics or tax payer IDs, or migrating from another product, it can take longer depending on your circumstances and how much you’d like to customize the application to match your existing workflows. We work very closely with you to create an implementation schedule that will fit your needs and set you up to be successful.
Is there an extra charge for support and training?
All of our support and basic training is free with our service. Once you sign up with Clinicient, you will have access to our Customer Care Portal, where we offer self-paced product training, extensive documentation and full access to our support team. If you need additional one-on-one training, or an on-site visit, we are happy to accommodate you. Our goal is to make your outpatient therapy practice successful.
Can I try your software before I buy?
We offer free product evaluations so you can experience the Clinicient PT software solution hands-on. Contact us to find out how to get signed up.
Should I outsource my billing or manage it myself?
There are many things to take into consideration when deciding whether or not to outsource your billing which we are happy to consult with you about. Clinicient can accommodate you either way: you can do your own PT billing with our Billing & Collections software and use our Billing Service as a backup; or start with our Billing Service until you set up your in-house billing team and we’ll get them trained on the Clinicient system. With over 10 years of providing billing solutions, nearly $1 billion in collections, and the best billing service metrics in the PT industry, we’ve learned a thing or two, and we’re happy to share with you.