Practice Management System and Portal for Mental Health Professionals and their Clients

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Blog2020-03-17T08:39:46-04:00

Articles on Topics You Need

Are Web-Based EHRs Safe?

The most common reason people give for being reluctant to switch to a web-based EHR is safety. When we’re charged with protecting something – in this case, our clients’ records – most of us intuitively feel safer with something we can see and touch; something physical within our own office where we can maintain control of security ourselves. However, despite this subjective sense of safety, Hurricane Katrina taught us all a valuable lesson about the danger of keeping client records on paper. Floods, tornadoes, fires and other types of disasters can destroy paper records in a heartbeat. If you do maintain paper records, at the very least, you should have backup copies of everything – and those copies should be stored at a completely different location – preferably far away from where your paper records are stored.

October 23rd, 2015|

Your Personal File Storage

In addition to being able to store files for each client, you can also upload and store your own digital records in an area set aside just for you. It’s important to note that files are maintained separately. Client files are stored in their charts – separate from all other clients and also separate from your personal files. This is one of the ways PSYBooks adheres to HIPAA/HITECH guidelines.

June 29th, 2014|

File Storage for Each Client

Each of your charts in PSYBooks has a Files tab where you can upload files specifically to that client’s chart. For example, initially you might want to upload scanned copies of their intake forms, insurance cards and/or driver’s license. Later on, you may want to upload copies of releases and consents, EOBs, reports or testing results. If you want, you can also keep copies of routine things you generate such as statements, insurance claims or receipts. Should your client request a PHI report, you can also upload that to their chart so you’ll have a record of what you gave them. There are several advantage to storing these kinds of documents in PSYBooks:

June 29th, 2014|

New Features

We love coming up with new features for PSYBooks. It’s probably the most fun thing we do. When we release a new feature, your account will automatically get the update. If it’s a substantial release, we’ll email you and/or notify you next time you sign in to give you a brief description of the new feature and what it does.

June 15th, 2014|

Automatic Updates

PSYBooks is updated frequently. Most updates are small such as a minor bug or misspelled word which we fix and then refresh all instances of the application to reflect the change. Those kinds of updates are considered routine maintenance and most likely, unless you happened to notice the problem to begin with, you won’t even realize anything changed. This is one of the beauties of the Web. Unlike print material or software that you download, we can make updates and improvements as often as needed and deliver them to you right away.

June 15th, 2014|
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When You Have to Produce a Medical Record

Before I started using practice management systems, being required to produce a client’s medical record was a bit scary for two reasons:

  1. First, I typically only received those requests when something important was going on, i.e., a legal proceeding of some sort, a disability or worker’s comp situation, or maybe something having to do with insurance. They were the kinds of things where I felt that a lot might be at stake for my client (and/or for me) so I wanted to make sure I “did it right”.
  2. Second, although I had my own system for organizing client files, the reality is that my records were scattered everywhere. I kept files on current clients in one filing cabinet – unless a certain file got too big, in which case I moved older portions of it to another filing cabinet, unless there was also large artwork in the file, in which case it had to go in the lateral filing cabinet. When a client terminated, files got moved to a storage area in my basement at home. If the client later returned and their file had been especially large, part of it would be brought back to my office, but older parts remained in my basement at home. Then, of course, some documents were on my computer – a smattering of various Word docs and Excel sheets I had pieced together for special notes I had written on clients, letters I had written on their behalf, and various attempts at coming up with THE perfect method for determining how much a client owed me when insurance was involved. I had also tried efiling for awhile at various insurance company’s websites, so some of my records were on various sites on the Internet, too. Somehow, when I was asked to produce a medical record, even though I knew I had everything I needed, finding it all and pulling it all together into some type of meaningful report was a daunting task.

June 15th, 2014|
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Types of EHRs: Desktop vs Web

Previous posts have discussed advantages of EHRs made specifically for behavioral health vs generic EHRs made for the entire medical profession and also, the differences between EHRs with a shared chart model vs those without. This post addresses another important issue to consider when choosing an EHR: whether to choose a desktop app or a web app.

October 25th, 2015|

Are Web-Based EHRs Safe?

The most common reason people give for being reluctant to switch to a web-based EHR is safety. When we’re charged with protecting something – in this case, our clients’ records – most of us intuitively feel safer with something we can see and touch; something physical within our own office where we can maintain control of security ourselves. However, despite this subjective sense of safety, Hurricane Katrina taught us all a valuable lesson about the danger of keeping client records on paper. Floods, tornadoes, fires and other types of disasters can destroy paper records in a heartbeat. If you do maintain paper records, at the very least, you should have backup copies of everything – and those copies should be stored at a completely different location – preferably far away from where your paper records are stored.

October 23rd, 2015|

Why Not Use a Free EHR?

There are a handful of free EHRs and who doesn’t like free? However, before you jump in with both feet, you may want to know some facts. First I don’t personally know of any behavioral health EHRs for private practice that are free. So if you want to use a free EHR, you’re probably going to have to be OK with a medical product that’s been designed for agency use. The cost factor of these types of EHRs has been eliminated, but there are still some reasons you may not want to use them.

October 15th, 2015|
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Recent posts

Doing Telehealth? You Need a Portal.

Business Associate Agreements:
Do We Really Need Them?

More Than a Three-Room House

Why Get an Integrated Product?

Do I Have to use HIPAA-Compliant Video? 

Are We Becoming Outdated?

What Will Happen to Your Clients?

Encrypted Email:
Your Role in Keeping it Safe

Encrypted Email – Just How Safe Is It?

Introduction to the PSYBooks Portal

Can’t I Just Efile at Insurance Websites and Not Bother with an EHR?

Types of EHRs: Introduction