Frequently Asked Questions
General - Implementation - System Requirements - Pricing
General
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- Why should I use ClinicTracker to manage my clinic?
- ClinicTracker was developed from the ground up as a clinic management and clinician assistance tool for mental health and chemical dependence agencies. On the day you implement this program, your operation will become paperless, accountable, interconnected, and remarkably productive. To learn about the expected benefits from using ClinicTracker, click here.
- How easy is this to learn and use on a daily basis?
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Because ClinicTracker was designed by clinicians focused on instituting a system that made their jobs easier, the program is extremely easy to learn and implement. It is so intuitive and efficient, even the most resistant staff members will embrace ClinicTracker because they will quickly realize how much time and effort it saves them.
- My clinic is different than most, how will ClinicTracker support my needs?
- We have built into ClinicTracker a tremendous amount of flexibility because we realize that every clinic has its own unique requirements. We can quickly personalize the system for your specific operation without having to fundamentally alter the program. Actually, ClinicTracker allows you to make most of the modifications you will need on your own. If you have a request that requires even more tailored programming, our development staff responds quickly and efficiently. You can be assured that ClinicTracker will accommodate all of your agency’s specific requirements.
Implementation
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- What do I get when I purchase ClinicTracker?
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Our support services start with a detailed discovery session during which we’ll identify all aspects of implementing ClinicTracker for your agency, including hardware, network environment, existing software, conversion of data, conference room pilot, and staff training. Together we’ll review this detailed plan and schedule the on-site activities with your staff to ensure a smooth implementation and productive use of your staff time.
- How long does installation and implementation take to complete?
- We typically install systems in less than a week. Yes, a week (unlike other programs that can take months or years to configure and implement). That said, there are many additional services you may require that might change that timeframe. For example, the timing may stretch to allow us to migrate data from an older system, execute custom integration, or accommodate any other agency specific requirements. If we host the system or you grant us remove access to your system, most installation and initial configuration can be completed within 1-2 days. From that point you personalize the system (setting up your program names, user accounts, etc.) and be well on your way to using the program. When you’re ready, we will schedule a training session to familiarize everyone with ClinicTracker.
- What exactly is included in my support services?
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Automatic program updates when new features are released plus unlimited technical support during normal business hours. You are also entitled to a custom reporting service that allows you to request reports that the system might not now generate.
- How often are updates released?
- We take a different approach to update releases than most other companies. We do not believe in waiting 6-12 months between program upgrades. Our updates are so easy to distribute, we can release a new version when a single new feature is added. This method has two benefits: 1) You don't need to wait months or years to benefit from new features; and 2) New updates, because they address perhaps one or two features, leave most of the overall program untouched, thereby limiting the chances that new bugs will crop up in the system.
- I'm planning to expand my clinic over the next year or two. Will ClinicTracker be able to accommodate my growing needs?
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ClinicTracker works with a small group practice or a sprawling agency. It is scalable to any-sized operation.
System Requirements
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- How can we setup ClinicTracker on our network?
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ClinicTracker can run in a client/server environment, a terminal services (Citrix) environment, or be set up as a hosted application (SaaS). See below for the various requirements based on your type of installation. Please review the detailed system requirements or contact us if you would like to discuss how to best implement ClinicTracker in your agency.
- System Requirements - Client/Server Environment
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The most common setup, all of your computers (clients) communicate with a database that is stored on the server. For the client machines, we recommend at least Windows 2000 with a 1 GHz processor and 512 MB RAM. We also require Microsoft Word (version 97 or higher) for paperwork output. For the server, we recommend at least a Pentium III-compatible processor with a 1 GHz processor and 1 GB RAM.
- System Requirements - Terminal Server (Citrix)
- In a terminal server environment, both the application and data reside on a single server. Users log into the server to use ClinicTracker. Some agencies have adopted this method because it makes installation and ongoing support/maintenance easy. In this case, the client machines need only be able to open a remote desktop connection to the server, which nearly all Windows computers can manage. Macintosh computers also have a remote desktop client that accomplishes the same connection. For the server, we recommend at least Windows Server 2000 in Terminal Server mode with a 2 GHz processor and 3 GB RAM.
- System Requirements - Hosted (SaaS)
- The hosted option is very similar to the Terminal Server option described above, except we host the terminal server for you. As a result, all you need are Windows-based client machines running Internet Explorer version 6.0 or later.
Pricing
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- How much will this cost?
- Because there are several factors that will influence cost, such as number of users, modules required, and additional services, we ask that you contact us for a quote. ClinicTracker is affordable for any size clinic with plans for SAAS, Purchase, or Lease.
- How is the software licensed?
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It is licensed per-user. Each staff member who has an account and can log into the program will require a license. Site-licenses are also available for larger agencies.
