For more information on ClientTracker, check out our Manual and our Knowledge Base.
Q: Is ClientTracker 4.0 compatible with Mac OSX Mountain Lion, Lion and Windows 8?
A: ClientTracker is compatible on Mac OSX 10.8 (Mountain Lion), 10.7 (Lion), 10.6.x (Snow Leopard), and 10.5.8 (Leopard). It is also compatible with all versions of Windows 7, Vista, and XP. It is also supported on full versions of Windows 8.
At this time we do not recommend using ClientTracker 4.0 on Windows 8 "RT." This is a partial OS released by Microsoft in late 2012 that was included on some tablet PC devices, such as early versions of the "Surface." The newer "Surface Pro" models have the full Windows 8 OS and work well with ClientTracker. A touch screen works very well with ClientTracker's buttons and functions.
In general, we strongly recommend circumspection before running any business-critical software -- including ClientTracker 4.0 -- on any new operating system (OS). Our policy, like many other software companies, is to wait for a few months after the release of a new OS to insure no “glitches” show up in it, before we officially support our software on it.
Q: Is it possible to move my data from other software into ClientTracker?
A: We can import all client contact information, patient notes, SSN, birth date etc. into ClientTracker for a $75 fee. Also, if you want your inventory imported, there is an additional $75. It generally takes up to 2 business days. We do not import billing or financial information at this time.
We can import directly from Acubase. For other programs, please send us a .cvs, .xls, .tab file which contains all patient data. You can send this in advance of purchasing ClientTracker so we can verify we can import it. You have to export your data from your current software. Please see your program's documentation or check with their tech support for instructions to export your data.
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Q: Does ClientTracker work with the iPad?
A: : Yes, with a condition. ClientTracker must be set up on another computer, Mac or Windows. Both the computer and the iPad must have an Internet connection and have installed the same remote access software, like LogMeIn. Then the iPad can use ClientTracker. Only the computer or the iPad can use ClientTracker at one time; not both simultaneously.
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Q: Are there any yearly or other subscription fees for the software?
A: The current version of ClientTracker is available without any additional fees. A Support Plan is optional and strongly recommended.
We expect to release ClientTracker Cloud 5.0 in late 2012, which will be a subscription-based program. Regardless of the price structure, we intend to continue providing quality practice management software at the fairest cost possible.
Q: Does the program come with diagnosis codes and procedure codes? What about ICD-10 codes?
A: At this time it comes with codes specific to Acupuncturists. However, you can add or import your own and edit or delete the ones that come with the program.
The new ICD-10 codes are not provided at this time. Our program will be fully compatible with ICD-10 codes when they are required. As of the Summer of 2012, the compliance date has been officially pushed back to October 1, 2014.
The Center for Medicare Services is responsible for deciding when the ICD-10 Codes will be required.
For more info, check their web site at www.cms.gov, or
click here to see the latest press release.
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Q: Does the program support use of the 1500 insurance claim form? What about HIPAA 5010?
A: Yes, in both printed and e-billing formats.
ClientTracker is fully compatible with HIPAA 5010 requirements, as it produces a print image file for e-billing that can be converted by most clearing houses, including Office Ally.
Q: Does ClientTracker meet accepted standards for Electronic Medical Records (EMR)?
A: Yes, in terms of both record storage and e-billing.
Regarding electronic records or EMR, the HITECH Act, as part of the broader American Recovery and Reinvestment Act of 2009 (ARRA), provides incentives for physicians to take a closer look at moving away from paper file storage.
ARRA is a federal stimulus bill and is, in fact, mandatory for those who bill Medicare. Physicians, hospitals and doctors’ offices must be in compliance with the dictates of the plan by 2015.
- Any physician or medical facility not in compliance will be assessed penalties in the form of reduced Medicare reimbursements.
- Currently, acupuncturists and other CAM providers are not reimbursed by Medicare (yet), and may not be subject to the above "penalties."
Check the HITECH Act on Wikipedia for more info on how this affects your practice.
- If and when compliance is a real issue for our customers, ClientTracker will be ready.
Q: I work in a different field than acupuncture. Will the program work for me?
A: YES! A growing number of practitioners working in other fields and modalities successfully use ClientTracker. Managing a practice is similar for all practitioners. The main difference is in the SOAP Notes or charting.
In version 4.0, the expanded SOAP Notes and SOAP Templates provide more options and easier data entry. The result makes ClientTracker very functional for many different types of practices. If you have a suggestion, please let us know. If you are wondering how it will suit your particular needs, please download our free demo and try it out.
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Q: Can I sync data on multiple computers with ClientTracker?
A: We are developing a version of our product that will give multiple "seats" or users access to the same data simultaneously.
In the meantime, you can still use ClientTracker sequentially from multiple computers, just not simultaneously. You can use a Remote Access software like LogMeIn, Apple Remote Desktop, or Dropbox. These programs allow you to enter data from a remote computer. ClientTracker on the main 'host' computer cannot be used until the remote computer closes ClientTracker. Remote access allows your data to reside in one place eliminating the need to sync data on different computers.
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Q: Can ClientTracker be integrated with Quickbooks?
A: For small offices, many find that ClientTracker gives all the financial information they need, by using the many reports and simple Register. This is both for running their practice and for their accountant to do their taxes.
Many others use both ClientTracker and QuickBooks: ClientTracker for all the financial details, and QuickBooks for the monthly statements like Balance Sheet and Profit and Loss.
You can use ClientTracker to keep the details of clients/patients, their invoices and payments, and sales of herbs and supplements. Using ClientTracker to manage these details provides the additional benefit of having client financial data connected to all the scheduling, SOAP notes, insurance information, 1500 forms, electronic billing, and marketing information.
Many of our customers run ClientTracker reports periodically and enter the totals from these reports into QuickBooks. Then they create the balance sheet and profit and loss reports from QuickBooks.
Q: Can I install ClientTracker on more than one computer?
A: With the purchase of a ClientTracker license, you are entitled to install the program on 2 computers under the same practice name. These can be Windows, Mac or one of each. These installs of the program will have separate sets of data; if you need to have multiple computers in sync, see the question above.
ClientTracker can also be installed on a portable drive or device so your current data can be accessed from all of your computers (at different times). This is convenient for "taking your work home" or on the road with you.
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Q: How many practitioners can use one copy of ClientTracker?
A: There is no limit to the number of individuals that can be entered as practitioners, as long as they operate under the same practice name.
We do not charge extra for using multiple practitioners.
Q: Can I sync or coordinate my ClientTracker appointment schedule with other applications?
A: You can export all your ClientTracker appointments to most external calendars. However there is no "sync" or import of calendar info back into ClientTracker. ClientTracker exports appointments to a .vcs file or .ics files, which can then be imported into most other calendars like Google, iCal, or Outlook.
ClientTracker is designed to be flexible and work with your existing schedule system. For example, you can use a separate online scheduling system for all your appointments, and just create a new SOAP Note in ClientTracker when the patient arrives for her appointment.
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