ClientTracker FAQ  
  Frequently Asked Questions & Answers
 


More Information to answer your questions:

  • Is ClientTracker compatible with the Mac OSX Mavericks 10.9, Mountain Lion 10.8, and Windows 8?
  • Is it possible to move my data from other software into ClientTracker?
  • Does ClientTracker work with the iPad?
  • Are there any yearly or other subscription fees for the software?
  • Does the program come with diagnosis codes and procedure codes? What about ICD-10 codes?
  • Does the program support use of the new 1500 insurance claim form? What about HIPAA 5010?
  • I work in a different modality than acupuncture. Will the program work for me?
  • Can I sync data on multiple computers with ClientTracker?
  • Can ClientTracker be integrated with Quickbooks?
  • Can I install ClientTracker on more than one computer?
  • How many practitioners can use one copy of ClientTracker?
  • Can I sync or coordinate my ClientTracker appointment schedule with other applications?
   

For more information on ClientTracker, check out our Manual and our Knowledge Base.

 

Q: Is ClientTracker compatible with Mac OSX Mavericks 10.9, Mountain Lion 10.8, and Windows 8?

A: ClientTracker is compatible on Mac OSX 10.9 (Mavericks), 10.8 (Mountain Lion), 10.7 (Lion), 10.6 (Snow Leopard), and 10.5.8 (Leopard). It is also compatible with all versions of Windows 8, 7, Vista, and XP.

We do not recommend using ClientTracker 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 -- 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: NEW CUSTOMERS: We can import most client contact information, patient notes, SSN, birth date etc. into ClientTracker. Importing other data is also possible. Please contact us for a quote. 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.

UPGRADE CUSTOMERS: All your data from a previous version of ClientTracker will be transferred safely to the latest version of ClientTracker. If your version is 3.41 or earlier, photos and some other data may not be transferable. Contact us for details.

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Q: Does ClientTracker work with the iPad?

A: DESKTOP: 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.

CLOUD: The new ClientTracker Cloud is the preferred platform for working with an iPad, tablet PC, or smart phone. Click the button at the top of this page for more info.

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Q: Are there any yearly or other subscription fees for the software?

A: There is an OPTIONAL subscription for ClientTracker Desktop and a REQUIRED subscription for ClientTracker Cloud 5.0. The benefits of having a subscription include free, detailed support and free upgrades. See our current prices on the Purchase page.

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 Spring of 2014, the compliance date has been officially pushed back to October 1, 2015.

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 new 1500 insurance claim form? What about HIPAA 5010?

A: Yes, in both printed and e-billing formats. Our new version 5 has the latest 02/12 version of the CMS-1500 form that is REQUIRED by the government since April 1, 2014. And now it includes handy pop-up instructions for each box to make billing even easier!

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: 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 our latest version, 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: YES! But not with the desktop version. Our new ClientTracker Cloud allows multiple "seats" or users access to the same data simultaneously. Click the button at the top of this page for more info.

With the desktop version, 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 desktop license, you are entitled to install the program on 1 or 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.

The new ClientTracker Cloud is the preferred platform for accessing your data from more than one computer or device. Click the button at the top of this page for more info.

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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, or for billing with different Tax IDs under the same practice name.


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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