Regulatory Compliance
Throughout the country providers are encountering an increasingly aggressive regulatory environment. Errors that were once regarded as honest oversights are now considered evidence of fraud. Auditors are actually penalizing agencies to the tune of many thousands, even millions of dollars, usually for relatively minor paperwork transgressions. You can read more about Medicaid "take-backs" in an article on the New York Nonprofit Press website (which has been reproduced here).
If you install ClinicTracker, you can protect your agency against costly penalties. While compliance ultimately requires the staff to be diligent about paperwork, ClinicTracker ensures that everyone remains fully aware of his or her responsibilities while simultaneously easing the burden of documentation requirements. Indeed, ClinicTracker stands as an ever-vigilant guard against regulatory noncompliance. It tracks the entire paperwork stream and monitors the aging of confidentiality consents. BillingTracker allows you to submit HIPAA-Compliant claims according to industry-standard practices.
Below are examples of the citations auditors often issue against agencies alongside ways ClinicTracker can help stave off those penalties.
| NYS Office of the Medicaid Inspector General Reasons Cited in Final Audit Shortfalls | How ClinicTracker Helps you Avoid OMIG Audit Issues |
| Patient's progress note fails to document that service plan goals were addressed | Templated progress notes have a dedicated section for relating session details to established goals and objectives from the Treatment Plan |
| Treatment plan missing physician signature | Signatures are required to complete/lock Treatment Plans |
| The amount, frequency, or duration of the service rendered did not comply with the service plan | Treatment plans and progress notes are recorded through one integrated system, ensuring that they are always in concert with one another |
| Start and/or end time of the session was not recorded | Software requires clinician to enter all information about the session that regulators require |
| Missing treatment plan | Compliance alerts notify the clinician, supervisor, and QA/UR staff of missing or overdue progress notes, treatment plans, and other documentation |
| Practitioner did not sign the entry in the medical record | ClinicTracker captures signatures electronically with time and date stamps for auditing purposes |
| Treatment plan review lacked the required signature of a member of the multidisciplinary team | ClinicTracker captures all signatures required for Treatment Plans |
| Medical record did not contain a level of care determination signed and dated within two visits to the service | Built in template for LOCADTR (Level of Care for Alcohol and Drug Treatment Referral) not only ensures that level of care is addressed, but actually handles level of care determination algorithm based on responses to simple yes/no questions |
