Why an Annual Subscription is Important to Your Practice

Has another year gone by already?  The turn of the year makes us think about all the wonderful customers we have, for whom we are so grateful.  Many of you have renewed your optional annual subscription for the desktop already, which is a real vote of confidence in ClientTracker!  Thank you!

We are getting some Frequently Asked Questions, and will address them here for all to see:

Q: Why is there an annual "subscription"?
ClientTracker is software that helps you keep up-to-date with changes in technology and the healthcare system.  The annual subscription helps us to keep the software current for you!  Like you, we have ongoing expenses to stay in business. Your subscription dollars go to keep the software current, and to pay our support and technical representatives to be there for you when you need them.  We operate with very low overhead to keep costs down for our customers.

Q: Didn't I purchase the software already for a one-time fee?
Yes, and we thank you!  When you first purchased ClientTracker, or paid for an upgrade, you were paying for all the thousands of hours of work that has gone into making this the best software for an acupuncture or similar practice over the years (more than11 years now).  The perception persists for some who believe they should pay only once for software, and just use it the way it is.  We believe this is a risky decision in the healthcare field, where things change all the time.

Technology and healthcare requirements are changing weekly; almost daily now.  If you are a medical practitioner, you are responsible for the protection of your patients' private data in this fluctuating environment.  What's more, you need to be on top of the many changes in technology and healthcare whether or not you take insurance.

• Being in the most current version of the software you choose to run a medical practice is not only sensible; it's the most responsible thing you can do for your patients!

Q: Why am I being asked to pay for a subscription every year?
The optional annual subscription helps to pay for necessary ClientTracker improvements on an ongoing basis.  We constantly get requests for new features, enhancements, and functionality that are frankly very expensive to make a reality in today's market.  Paying techs and software developers to program these changes for you is very costly!  Those who are serious about their electronic healthcare records responsibilities are cooperating to fund the software improvements that did not exist - or weren't even needed - when they first purchased.

This is very much like an organic farm cooperative.  Members pay for the seeds and other expenses, and the farmers do all the work to bring in the crops, while lending their considerable knowledge and expertise to benefit the entire cooperative.  And all the members share in the bounty of harvest!

Q: What do I get for my annual subscription?
First, you get our gratitude!  We can't do this without your contributions!  Thank you so much!

You also get free email and phone support when you need it, including technical aspects of the program - like backups and installation.

Plus, you get all the new updates and features as they are developed!  We have some exciting developments planned in 2015, but need your help to achieve them.  We ask everyone who uses our software to join us in a cooperative approach to making ClientTracker even better!  An annual subscription costs less than $1 per day, and you'll have the peace of mind of knowing you have participated in making all these benefits available to you, and others in the holistic healthcare community.

We are on a mission to bring acupuncture and other so-called"alternative" treatments to more and more patients throughout North America.  Won't you join us?

Amazing Online Forms and New Features in version 5.2

Well, it has been a busy year, and now that 2015 is almost here we can update our "Ginkgo News" with some very exciting developments we have been preparing for our customers!  We have released version 5.2, which will be a FREE update for Cloud customers, and for Desktop customers who have chosen to keep their optional subscription current.


Online Forms for the Cloud Will Save You Time and Money
Have you ever grumbled about the time it takes to enter a new patient (aka client) into your software?  For Cloud customers, deliverance from the tedium of manual data entry has arrived!  Our new Online Forms are built right into ClientTracker, and allow your patients to access and fill them out completely online!  This can be done using any device that has an Internet browser.  Basically, the patient fills out her demographic info, and possibly insurance information too.  Then you review it from your ClientTracker, and with a click of a button, the records are set up and ready to use!

• Again, Online Forms are available in ClientTracker Cloud ONLY

Other Great Features Coming In Version 5.2 (Cloud and Desktop Versions)
Oh boy, do we have some goodies for you!  Remember, this is an example of a FREE update, where we are providing enormous value in return for keeping your subscription current!

• Text Message Appointment Reminders
  Works just like an email, and sends a text to patients who provide you with their text address
  
• Insurance Verification Worksheet
  A place to keep track of coverage details like visit and dollar caps, paid codes, etc.
  
• Bar Code Scanning support
  Use your own bar code scanner to quickly add products to an invoice
  
• Pain Scale (or other measurement) before & after treatment
  Ask "How would you rate your pain on a scale from 1-10"? and track the results!
• Appointment Time In & Out to display and track
  See who is "in" and "Out" and how long their appointments took
  
• “My Resources” list and details
  List any resources that help you in your business, from janitors to mentors
  
• Faster navigation for customers with large data sets (especially invoices)
• Same-day appointment confirmation email now supported 
• Online Schedule Viewer - for your existing app of choice (see below)

ClientTracker Now Helps You Access Your Online Scheduler Of Choice
Some of you may have read about our efforts to develop an online scheduler that will "sync" with ClientTracker.  In the unpredictable world of software development, this went all the way to beta testing (for our Cloud version only), and we decided we could never develop all the features our customers want at a reasonable cost.  There are lots of existing online schedule programs (some of them free), and many have wonderful features, and some of our customers already use and love them, so how could we make all of these work with ClientTracker?

• As often happens, the answer was quite simple.  And it works for BOTH Cloud or Desktop!

We now have a "browser window" built in to the Calendar area, that allows you to see and interact with your online scheduler of choice, all from within ClientTracker!  Or pop it open in a new window if you prefer to work with multiple windows on your screen.  With this tool you can easily work with your favorite online scheduler to manage your entire schedule needs, and simply make a quick appointment in ClientTracker when the patient shows up for her visit!  The advantages of this flexible system are many.

• It takes less than a minute to make an appointment in ClientTracker, and less than 20 seconds for an experienced user!
• Making an appointment when patients arrive is an excellent way to show they are actually in the clinic, and ready to be seen.
• From the ClientTracker appointment, you can copy the previous SOAP, fill out invoices and the 1500 form automatically, and other incredible time-saving features
• You can have all the features and convenience of your favorite online scheduler working systematically with ClientTracker!

We know this isn't the completely integrated, synchronized, and intuitive solution that many envision, but we have found that very few of our customers are able to afford the cost it would require to "make their dreams come true."  Independent software development is costlier than ever (what isn't?), and using a variety of programs in a coordinated, intelligent process is the best way to get all the functionality you want, at a price you can afford.

ICD-10 Compliance Date Pushed Back to October 1, 2015 by the Government

You may have already heard this, but we waited until President Obama signed it into law to make our announcement.

• The ICD-10 Diagnosis Code compliance date has been pushed back to October 1, 2015 in a new bill passed rapidly by the House and Senate, and signed by the President.
• Do not use ICD-10 Codes until the official compliance date
• This does NOT affect the use of the new 02-12 version of the HCFA CMS-1500 form, which has already been required since April 1, 2014
• Only ClientTracker v5 has the new 1500 form, older versions will not be updated
• ICD-10 Codes will be handled in a future ClientTracker update, when required

What does this mean?
You should continue using the ICD-9 Codes you always have, on superbills and HCFA claim forms.  If you bill using the HCFA CMS-1500, you should be using the new 02-12 version.  Pre-printed forms are available from many suppliers.  ClientTracker has this new form built in, so you can print the form and the claim data on a blank sheet of paper.

Amazing New Features in version 5!
Not only does ClientTracker have the new 1500 form, but it also has pop-up instructions box-by-box so you can quickly adjust to the changes.  Our new version has many other features too, including the ability to add multiple line items to an invoice, SOAP Note, or claim form much faster!  Click here to see our latest video.

Professional Training for ClientTracker Is Now Available

Education is an investment that pays dividends for your business.

Ginkgo Software now offers paid training from an Acupuncturist or from a former Office Manager!. Learn how to make more effective use of your time and save money every day by completing tasks sooner!

Michael Weinstein, L.Ac. is a practicing acupuncturist in Southern California who has used ClientTracker for over 7 years.  He also has a Master's degree in Learning Technology from Pepperdine University in Malibu, CA.  Michael is a "solo-preneur," running his office all by himself. He has mastered the art of filling SOAP Notes quickly and accurately, and setting up custom SOAP Templates to save significant time in his practice.

Jen Cline is a former Office Manager in a busy acupuncture practice.  She used ClientTracker every day for 3 years, and discovered the fastest ways to perform many everyday processes such as making appointments, completing invoices, and billing insurance.  Since then, she has been providing customer support for Ginkgo Software, and has learned even more!

Training is an investment that pays for itself many times over, and can be used to take you business to the next level.

• Train new employees or groups to help them contribute earlier
• From the simple to complex, master time saving techniques and shortcuts
• Find the best ways to use parts of the program you've always wanted to learn
• Expand your practice and use ClientTracker for affiliated practitioners
• Learn how to take insurance to better compete in your local market

Our professional training is available by appointment, and costs $100 per hour ($100 minimum charge).  Detailed training can be designed for any practice!

Straight Talk About the New 1500 Form and ICD-10 Diagnosis Codes

Unless you have been blessed to be on sabbatical in the Himalayas for a couple of years, you've undoubtedly heard of the new 1500 form changes required by the government.  The good news is, ClientTracker is ready for these changes, and will make dealing with them a LOT easier!

The New 1500 Form is Required for Use as of April 1, 2014
The new version is called the HCFA CMS-1500 Claim Form, version 02-12.  The changes were a long time coming, and were mandated by the Center for Medicare Services (CMS) and the National Uniform Claims Committee.  We at Ginkgo Software had noting to do with requiring these changes, and our bliss is to make it easier for you to deal with!

Click here to view our new video introducing the new form and some new features to make it easier!

The primary change on the new form is to allow for up to 12 diagnosis codes in Box 21, to accommodate the larger code sets that will eventually be required for ICD-10.  However, use of the new ICD-10 Codes will not be allowed on this new form until October 1, 2015 (current timeline).

NUCC Timeline Governs Usage of the New 1500

• The official NUCC timeline for the new form specifies that you may use either the old or new form through March 31 (which is just 6 weeks away as of this post).
• The new 02-12 version will be REQUIRED by clearing houses and payers nationwide, starting April 1, 2014.  Any claims submitted using the old 08-05 version will be rejected.
• The new 1500 allows for use of the new ICD-10 Diagnosis Codes, which are not to be used  now but will be required on October 1, 2015.
  
• ClientTracker will have another update before then, with new features to make the transition to ICD-10 as easy as possible for you.

The New ICD-10 Codes Will Be A HUGE CHANGE
If you haven't learned about the new ICD-10 codes yet, you still have lots of time until they are required.  When required, they will profoundly change how you interact with patients, payers, legal issues, and other health care providers.

ICD-10 codes are not "new," except in this country.  The rest of the world has been using these codes for decades, and the U.S. will have to start using them eventually! 

• (Update April 2014)  Strong protests from AMA and other lobbies have pushed back the compliance date for ICD-10 to October 1, 2015.

Future Think
If you are not prepared to use these new diagnosis codes, it will take MUCH LONGER to code a visit and provide a valid superbill to your patients!  If you bill insurance directly, it's even more imperative that you use the new codes properly.  And of course you want to present a professional image as a healthcare provider, even if you do not deal with insurance at all!

If your patients do not have proper diagnosis codes provided by you, they may not be reimbursed by their insurance, and some will seek other healthcare options so they don't have to pay out-of-pocket!

Watch for more information in this blog and other Ginkgo Software resources.

Clarifying ClientTracker Desktop's OPTIONAL Subscription Service

ClientTracker has been available since 2003 as a stand-alone desktop program.  This presented many challenges over the years in upgrading the software to work with new technology, devices, and government requirements.  A subscription allows us to provide better service to you, our customer, and to develop the features and requirements you need - when you need them.  This is the concept of "Software as a Service" or SaaS, which is transforming our industry, and the way that consumers use the benefits and services that software provides.

• ClientTracker Desktop is now available EITHER by subscription, or "buy it when you want it"
• ClientTracker Cloud is available only by annual or monthly subscription

How the New Subscription Works
For the desktop ClientTracker, you pay one annual amount (currently $395) to use the software and have all upgrades and support.  This amount is not expected to change much over the years, but honestly, who can say what will happen to the world's economy?

• At $395 per year, this is about a dollar a day to use software that handles many aspects of your practice, including patients, inventory, and billing.  Most people spend more than this on supplements!

You don't have to renew every year, but keeping your subscription current is one way to manage your business expenses and keep them predictable.  Every year, we plan to have amazing new features and easy-to-use tools to deal with new government regulations like ICD-10.

How the Upgrade to 5 Works
In the past, you paid one fee to get software that was "stuck in time."  That is, it worked in a certain way, and only that way.  For example, our versions 4.0 (and earlier) had few updates, and will not have any new development for the new 1500 form or ICD-10 codes due to technical limitations.  To upgrade to v5 from an earlier version, you simply pay your first year's subscription, with no extra fees.

What Happens If I Don't Pay the Subscription Renewal?
Your subscription renewal will be due a year from when the upgrade is delivered by email download, and every year on that date.  If you choose not to renew your subscription, the program will still function 100% as it does now.  We are one of the few software companies that still offers this option, and we will keep it available for as long as it is fiscally possible.

If you choose not to renew, there will be a fee for any needed email or phone support.  Our searchable online manual remains free and available all the time.  Your subscription enables us to provide the program development and support services you need.  It's your choice.

• We are simply pointing out that if you want to have software that evolves on an ongoing basis to meet your needs, it is worth paying for it on an ongoing basis.  It's certainly better than paying once for a program that never changes and becomes obsolete.

We know that some of our customers purchased ClientTracker because it was one of the few programs that had a low, one-time fee.  That works for software that never changes.but not for practice management software in the 21st Century.  As technology has advanced exponentially, there has been an explosion of new devices and options that require a software program to keep up.  Also in the healthcare field, we face unprecedented changes in privacy and interoperability on an historic scale.  The evolution of comprehensive, nuanced, intelligently designed software costs more money than ever before.

Over 90% of your subscription goes to new development.  We are not a large, faceless corporation.  As we have said in previous posts (and on our web site), we are people just like you who CARE about your practice and the important healthcare alternatives you offer your community, and we want to support you. 

ClientTracker 5.1 has the NEW 1500 FORM - Beta Testers needed

IMPORTANT: Read this even if you don't take insurance!

Ginkgo Software is pleased to announce that we are WAY AHEAD of the deadline for using the new 02-12 version of the new 1500 form.  The development all finished (with some incredible new time-saving features), and have successfully submitted it to clearing houses. Our first beta tester has successfully submitted claims. We are ready for a few additional intrepid customers to try the new form with their clearing houses using "real" claims.

• Version 5.1 will be available to all as soon as we have verified that clearing houses and payers are ready for batch files in the new format.

NUCC Timeline Governs Usage of the New 1500

• The official NUCC timeline for the new form specifies that you may use either the old or new form through March 31 (which is just 9 weeks away as of this post).
• The new 02-12 version will be REQUIRED by clearing houses and payers nationwide, starting April 1, 2014.  Any claims submitted using the old 08-05 version will be rejected.
• The new 1500 allows for use of the new ICD-10 Diagnosis Codes, which are not to be used  now but will be required on October 1, 2014.
  
• ClientTracker will have another update before then, with new features to make the transition to ICD-10 as easy as possible for you.

ONLY ClientTracker 5.1 Has This New Form
Older versions of ClientTracker will not have the new 1500 form, so the only way to use ClientTracker to bill insurance starting April 1 will be to upgrade to 5.1.  This is normal - back in 2005 when there was a new form, older versions wouldn't work, either.  Many customers have already taken advantage of our new "subscription service" which makes regular updates and new features possible.  For example, with 5.1 we have a couple of great new time-savers, in addition to the new form.

• The 1500 form has pop-up instructions - Just click a box number to see the official NUCC instructions, where the data comes from in ClientTracker, and some "pro tips" how to bill successfully in regards to the info that goes into each box of the form. You also have a place to keep your own notes about each box.
 

• "Multi-Pick" Codes -A big time saver - You can now add multiple diagnoses, procedures, or products to any SOAP or invoice (not just the 1500).  Obviously, this is much faster than selecting codes and products one at a time from the QuickFinder list!

You really have to see this to get a sense of how much time it can save you - check this blog soon for a new video demonstration, or ask us to show you by appointment.