Frequently Asked Questions for Mental Health Professionals
Click the question to reveal the answer.
Is ClinicMind ready for the new ICD-10 codes?
Yes! We have successfully participated in several rounds of ICD-10 testing with various payers. The testing was end to end: Meaning the claims were generated in Vericle, sent to the payers and the processed claims were analyzed by our specialists. We are continuing to review and enhance our interface in an effort to minimize the difficulty of the transition from ICD-9 to ICD-10. The deadline to implement it in your practice is October 1, 2015.
Can I utilize DSM-V codes in my mental health documentation?
Yes! ClinicMind Mental Health Billing Software is powered by Vericle and it has custom built documentation which includes a partial DSM-V Code picker. We are continuing to update it monthly to ensure that the documentation needs of our clients are constantly being met.
Is ClinicMind ONC Stage 2 Certified for Meaningful Use?
Yes! ClinicMind is powered by Vericle 4.0 and it has received the ONC HIT 2014 Edition Complete EHR certification, which designates that the software is capable of supporting eligible providers with Stage 1 and Stage 2 Meaningful Use measures required to qualify for funding under ARRA. The Stage 2 certification requires not only that the system have enhanced clinical practice management capabilities, but also improved interoperability with other systems and users. For example, providers can now communicate with patients and other providers using a secure messaging system. Vericle can also electronically accept lab reports and automatically integrate these reports into the patient’s record.
How can I qualify for the stimulus?
- You can no longer qualify for the stimulus – the deadline was 2014.
- You can still participate to avoid future penalties. To qualify you must use our Meaningful Use interface to document your patients PHI (Protected Health Information.)
Training for entering PHI can be provided by our Training Department.
Do you have workflow management for mental health patient care?
Yes, we have an exclusive task management system built into our ClinicMind Mental Health Billing Software that’s second to none. Your staff will know what to do for each patient, which in turn gives your patients a consistent patient experience at your practice.
How do you ensure all patient generated tasks are completed daily?
For practice administrators, a task manager console allows a view into the tasks assigned to each team member. All activity is recorded to allow administrators to track the progress. Tasks allow team members to work together while still maintaining individual accountability.
How do you manage who is responsible for which tasks?
Each team member has their own task workbench so they know what they need to do each day. Micro-management is not necessary. ClinicMind powered by Vericle identifies the daily tasks that need to be completed and assigns them to the correct office role, e.g., Front Office or Office Manager. Tasks can be handed off to other team members if more than one person is required for completion.
Are other systems integrated, e.g., credit card processing, patient marketing, appointment reminders, collection agencies?
Can I automate patient payments?
Patient statements can be automated on a practice level or controlled on a patient by patient basis in our system.
Can I send email statements to patients?
Some of our integration vendors offer email statements.
Can I remind patients of their appointment?
ClinicMind powered by Vericle is integrated with several companies that offer patient reminder calls and text messages.
What can I do with patient balances that are not being paid?
In the event a collection agency is needed for patient balance, we work with several companies that specialize in collections.
Be sure to ask your consultant about our integrated services as the list continues to grow to better serve our clients. They will help you implement anything in our App Store.
What do you charge for mental health billing software?
All of our ClinicMind Mental Health Software clients use the Vericle system to manage their practice. Our clients split in two groups:
- Self-service clients, who manage their billing in-house and use Vericle to process their claims;
- Full-service clients, who use ClinicMind Billing service, which includes claim submission, payment reconicliation, underpaid or unpaid claim follow up, etc.
- Please note: A client may change from self-service to full-service and back, depending on their practice stage.
Our fees depend upon the scope of our services that you choose. Typically we charge technology access fees and billing service fees as itemized on our Plans & Pricing Page.
I want to do my part to improve the environment, is your system paperless?
Our system is 99% paperless, but in some cases, we may need to print information to send to payers during the enrollment and denials management process.
What type of customer support do you provide?
We have multiple “channels” for customer support. There is an online help request service we call workflow as part of our system, online support forums, documentation, and training videos. When you first become a client, you are assigned a Coach to help you when you join our service network.
I already use a billing company and want to switch to ClinicMind. Will there be a period when I will not receive revenue?
Your Practice revenue may be delayed during the enrollment process depending on your payer mix. It really depends upon the size of your practice, the number of providers involved, and the mix of payers.
I really like your billing service, but I am not a mental health professional. Can I still become a client?
ClinicMind specializes in mental health but works with several partners that support other specialties, which are part of the ClinicMind network. Virtually any medical profession that bills insurance companies can use our cloud-based software.
I have already invested in a scheduling and documentation system. Can I use your billing along with my system?
In most cases, yes. We have many clients that use other systems for scheduling and documentation and ClinicMind for managing their billing. We will need to review what you have to ensure we can support you properly.
Is your practice management software system HIPAA compliant?
Yes. We follow all of the HIPAA Guidelines. Our data transmission method is via Secure Sockets Layer (SSL). This means that all of our data is encrypted when your office communicates with our cloud based mental health software system.
How long do you store patient records? If I want access to older records, how do I get to them?
We store all patient records forever and they can be retrieved at any time. If you use a modern web browser like Google Chrome or Firefox, then you can access our cloud-based mental health software from where ever you are if you have an internet connection.
I am a director of a multi–site mental health clinic. Can I access data from each clinic?
Yes, our cloud-based mental health software service is centralized and provides a consolidated view into any number of mental health clinics and providers. You can view schedules, financial status, and run reports across all of your clinics and providers.
Our clinic has multiple locations. Can our mental health providers use the system from different locations?
Yes. Since our system is web–based, up in “The Cloud,” it can be accessed from anywhere that has an Internet connection and a web browser. Many of our mental health clients have multiple locations and they appreciate the easy access from where ever they’re at, even at home or on their phone.
I use Quickbooks for my accounting. Can I import data for bookkeeping and accounting purposes?
Yes. All reports can be exported from ClinicMind mental health software to a format that can be imported into many different types of accounting systems including Quickbooks.
Other companies claim they are web–based but still require you to install software and perform upgrades periodically. Is that how your system works?
No. Our system is 100% web–based software but it requires the use of a Google Chrome or Firefox Browser from version 2.0 upward. Both are free for download and both are available for Windows, Apple iOS, and Linux.
How does your service improve our compliance and help reduce audit risk?
Since our service is fully integrated, all facets of the patient encounter are fully documented in a detailed fashion. The documentation/daily note for a mental health visit is completely aligned with the claim submission and reimbursement process in order to eliminate mismatches in what is documented and what is billed. Everything is electronically stored and accessible at any time in the event that a payer or legal entity makes an inquiry for information. We store all scheduled appointments, daily notes, and claims in our database forever. Our system and process have been used several times to help successfully defend providers in the event of a review or audit.
Do you provide coding services that will allow me to maximize reimbursement?
No. As a mental health billing and practice management company, we view this as a conflict of interest, so our clients have the responsibility to correctly code their claims.
Some practice management systems and billing companies require an agreement with a minimum contract period that is usually one year. Do you have a minimum contract period?
No. You can cancel your service agreement with 60 days’ written notice. ClinicMind was created to provide a service that helps mental health professionals get the most out of their business. Since we are only interested in long term relationships with our clients, it is in our best interest to ensure you receive the highest level of service possible while also having the peace of mind that you are not locked into a contract.
Is there a start-up cost?
Yes. There is a fee for training and enrollment with insurance companies. We assist you in every facet of enrollment and provide personalized training depending on how you choose to use our mental health software services.
What do you charge for mental health billing services?
It depends on what type of practice you have and how you decide to use our services. With each new client that joins our network, we discuss their goals and business needs then price our services accordingly. The types of services we render can vary greatly between a multi–site clinic with 20 mental health professionals and a startup clinic with one or two professionals. Please contact us to schedule a discussion with a ClinicMind representative.
All of our clients use our cloud-based system to manage their practice. Our clients split in two groups:
- Self-service clients, who manage their billing in-house and use our cloud-based software to process their claims.
- Full-service clients, who use the ClinicMind Billing service, which includes claim submission, payment reconciliation, underpaid or unpaid claim follow up, etc.
- Please note: A client may change from self-service to full-service and back as needed, depending upon their practice stage.
Our fees depend on the scope of services that you choose. Typically we charge technology access fees and billing service fees as itemized on our Plans & Pricing page.
Do you have a revenue or provider minimum requirement before I can use your service?
No, our services do not discriminate based on size or revenue. Whether you are a single provider who works on a part–time basis, a new practice just starting out, a medium-sized clinic, hospital, or national clinic with multiple locations, we welcome you into our network.