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Medication Dispensing Software | Time Saving System Now in Ohio

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CAAA team with SMART Training Specialist Cassity

SMART is now serving Ohio with medication-dispensing software for opioid treatment. Beyond patient dosing, this EHR is a 100% paperless, complete clinic management system. It provides the functionality for admissions, insurance billing, as well as clinical and medical services.
 
Community Action Against Addiction (CAAA) chose SMART to streamline their OTP operations. This nonprofit operates OTP, residential, and outpatient services with a caring and supportive staff. “From the CEO through to the security team, this staff cared about their clients,” shared SMART’s Lead Training Specialist Cassity Asher. “Their number one focus was meeting the need of the client and how SMART would help them reach that objective.” Likewise, helping providers focus on patient care is a priority for SMART. After all, SMART was specifically designed to improve efficiencies at their own network of addiction treatment facilities. Today this mission continues with partners like CAAA.
 

Time-saving systems improve patient care

BillingStaff_ Medication Dispensing Software | Time Saving System Now in Ohio

Charlene (L) and Lera (R), CAAA Billing department

SMART is 100% paperless which is essential to maximizing productivity. It eliminates redundant data entry – an otherwise time-wasting task. Being paperless means all data is within the software and accessible by other team members. To that end, SMART’s EHR organizes information in an easy to find way which saves time and resources.

 
Similarly, SMART’s clinical and medical modules improve team collaboration and patient care. Real-time treatment data means no more wasted time sorting and searching through paper charts. Everyone is viewing the most current patient data which improves patient safety and reduces risk to the clinic.
 
Also, medication inventory management in SMART helps staff reduce dosing errors. “Checks and balances” of inventory ensure accuracy. SMART supports medication dispensing, patient check-in queue, dose verification, and all DEA reporting. And customizable templates make gathering and saving important information a smooth and reliable process. Each staff member can clearly see what information is required.
 
And the Insurance Billing Module simplifies billing and self-pay account management by minimizing data entry. It also includes reporting capabilities to track and manage finances. At implementation, SMART provides system training including a thorough review of this module. CAAA’s Billing Specialist, Charlene shared that “The billing trainer was extremely knowledgeable in training the billing department.”
Paperless-Health-Records-vs.-100%-Paperless-Health-Records

Paperless Health Records vs. 100% Paperless Health Records

Paperless-Health-Records-vs.-100%-Paperless-Health-RecordsThe difference between having paperless health records and being 100% paperless can be game-changing. Being 100% paperless means, there are ZERO physical patient charts or paper forms. You process every document in your clinic electronically. However, if your staff documents everything on paper and then scans it into the patient chart, you may be considered “paperless,” but not 100% paperless. Whether you are partially paperless or are considering going paperless, it’s important to understand how to get the most out of your paperless operations.

What is holding you back from having 100% paperless health records? 

Paperless-Health-Records_Prepare for-disasters with-automatic-backupsAccess and outage concerns  

Often there is a fear of not being able to access patient charts when the power is out, or a system is down. Additional safeguards need to support your EHR (electronic health record). For clinics to run at optimal efficiency, even during emergencies, you should have protective measures in place. These changes could increase your operational expenditures, but they also reduce the possibility of an outage.  

Important considerations with paperless health records:  

Establish more than one internet network connection. In many cases you can virtually bond these connections together. If one were to go down the other(s) would still be available to keep you connected. 

Have a back-up generator. In nearly all scenarios, your operations will cease without power. For this reason, you should secure a generator for the most critical aspects of your paperless health records operations. 

Hardware inevitably fails, often at the worst possible times. SMART’s cloud solution takes your hardware concerns off the table. SMART operates a fully-redundant Amazon Web Services (AWS) cloud environment which leverages layer upon layer of redundant technology. Failures are drastically reduced when the above measures are taken.

Prepare for disasters with automatic backups. As a 100% paperless chart, SMART’s cloud-based software holds all data. The backup is run every 30 seconds, therefore reducing the risk of data loss.  Having owned and operated clinics in the past, SMART is intimately familiar with what can happen if a clinic experiences a fire or other disaster. Had we not been paperless, electronic, and automatically backed-up we could have lost access to crucial information.

Risks cannot be eliminated but they can be managed. Be proactive and understand what measures can help to prevent adverse consequences. By doing so, your organization will greatly mitigate risk of data failure in emergency situations. Even potential risks can be identified before an emergency happens by analyzing and understanding the dangers associated. As a result, you ensure accessibility to your EHR/paperless chart.

Equipment investment 

Another deterrent to migrating 100% to paperless health records might be the investment in equipment. Equipment_Paperless-Health-Records With the expense of servers, PCs, signature pads, label printers, and pumps, it is easy to look the other way and avoid going 100% paperless. Unfortunately, the cons far outweigh the pros.

Additionally, States continue to demand better interfaces. However, this actually helps EHR users as they gain interoperability.

With SMART’s cloud-based solution, your EHR becomes an operational expenditure instead of a capital expenditure. Monthly billing for named users allows you to subscribe the number of users you need. Need more users? We can add them at any time. Too many? We can also remove them. 

“SMART integrates every facet of our clinic from dispensing, to counseling, to administration.”

– Paul J., Administrator (former),
Addiction Treatment Center of New England

Fear of change 

Sometimes what holds clinics back from moving 100% to paperless health records is the fear of change. Adjusting to a new system can be challenging. Especially for those accustomed to paper as their primary means of recorkeeping. SMART helps to mitigate these fears with our implementation process which is designed to get teams up and running quickly and with confidence. Once you commit to implementing an EHR, it is important to work with your vendor to ensure that your staff is informed throughout the process helping to avoid resistance and confusion. 

Successfully implementing paperless health records  

comprehensive-procedures-checklist_Paperless-Health-RecordsGoals and communication 

Successful implementations rely heavily upon continuous and clear communications between the EHR vendor and EHR users. Before the implementation begins, a solid foundation should be set by providing a clear understanding of the process that should be expected. Every member of both teams should fully understand all requirements and who owns which responsibilities. 

Next, having a comprehensive procedures checklist goes a long way toward keeping everyone on track with what tasks are due and what is upcoming. Part of the checklist procedure is to identify forms, templates, and systems settings. 

“They made us feel completely confident in the system in a week. They are all exceptional. And are wonderful, fun people too.”

– Heather, Clinical Director,
Acadia Healthcare 

Training and support 

Another important step is customizing comprehensive training before and after go-live. For our partners, these trainings are delivered both on-site and remotely by our team of training experts. Finally, after the implementation and training is complete, our Partner Support and Partner Services Teams take charge of the clinic’s ongoing care. 

“I really like the new SMART System. It makes our job that much easier. The trainers were all friendly and helpful. They made our transition to SMART very easy.”  

– Charity G., Nurse,
Pinnacle Treatment Centers
 

 

Advantages of having 100% paperless health records 

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Overcoming staff opposition to going totally paperless can be a challenge. Shift your focus to educating about the benefits. You will find that in the end, that your staff is happier and more productive in a paperless environment. By promoting positivity, leadership can cultivate user’s perceptions. 

Top 10 benefits to clinics 

  1. Reduces redundancy of data entry. Everything is in the system and is only a few clicks away 
  2. Saves physical space and office supply costs without the need for a chart room 
  3. No more time wasted filing and searching for paper charts 
  4. Enables faster receipt of lab test results 
  5. Simplifies quality control with information that is organized and easy to find 
  6. Co-signatures on treatment plans, service delivery notes, medical orders, and forms can be submitted remotely reducing unnecessary travel time 
  7. Auto alerts and reminders help to ensure patients treatment needs are met on time 
  8. Optimizes admissions capacity with auto scheduling and pre-admissions screening 
  9. Maximizes revenue and decreases data entry with integrated insurance billing module 
  10. Better tools and technology improve communication, staff retention, and employee satisfaction. Insufficient technology can be a reason for employee burn out.   

“SMART provides real-time information that allows staff to feel confident in their clinical decisions.”

– Eileen, Director,
Boston Public Health

Top 10 benefits to enterprise organizations 

  1. Stores all your clinics’ information safely in one place Paperless-Health-Record-save-money
  2. Saves operational costs by decreasing the need for equipment upgrades, IT resources, and EHR updates 
  3. Creates uniformity and consistency across all OTP locations
  4. Establishes your corporate model of forms, services, and reporting 
  5. Reduces administrative costs by automating processing and reporting
  6. Simplifies insurance, self-pay account management, and reporting functions with data-entry-free billing 
  7. Scales to your needs allowing you to adjust size and performance with no downtime 
  8. Automatically and seamlessly makes updates and improvements to the system 
  9. Leverages the latest technologies (like the SMARTBridge™) 
  10. Integrates with billing systems and state reporting so there is no double entry of data 

What issues are most common amongst clinics that aren’t fully-paperless? 

Time and time again, we’ve seen EHR (electronic health records) users taking actions (or not taking actions) that hold them back from being truly 100% paperless. The need to continuously file paper patient charts may not seem like a big deal if it’s what you’ve always done, but think about the alternative: 

Paperless-health-records-save-timeOrganizational efficiency 

Organizationally, partially paperless clinics could be even more efficient. Filling out, organizing, filing, then later going back to dig through patient records eats up a ton of time that could be spent on patient care. 

Moreover, communication efficiency can also be improved when everyone at the clinic has access to the same patient information at the same time. If there is a development with a patient, which is not noted immediately and electronically, there could be important treatment-related information missed by another clinician. 

Quality control 

Auditing Paperless Health RecordsWhen a 100% paperless clinic needs to switch to a new form, once implemented, the new form is automatically used across all patient files. In a partially paperless environment, you may find yourself having to chase down employees who are still using old forms. 

Managing services can be challenging regardless of how you keep your records. However, this process can be vastly improved by doing it all electronically. For example, SMART’s EHR can be set to schedule all regulatory services as soon as the Admit and Discharge buttons are clicked.  This feature enables clinical and medical staff to run their own Service Due Reports. Management teams have the ability to run quality control reports to ensure patients are receiving the right services. 

Auditing paperless health records is also simplified when everything is easy to navigate and accessible electronically. Since everything is remotely accessible, quality control teams do not have to travel to the clinic.  Moreover, the QC reports in SMART’s EHR make it easy to focus on problem areas. 

Data collection standards 

Creating service type templates can greatly improve data collection. You can build in the questions you would like your treatment teams to document for each service delivered. Additionally, statistical and patient population data collection is easily accessible. This makes completing grants as well as state and internal reporting much more efficient. No more sorting through and keeping Excel documents up-to-date. 

What are some benefits of 100% paperless health records that clinics often overlook? 

Once you are running with paperless health records, ensure that you are using all of the features available. This will help you be even more efficient. 

Create templates wherever possible: 

  • Service type templates save your teams from writing repetitive notes. And they will see the exact data they need to gather. 
  • Release of information templates allows your team to choose a pre-populated agency release template. This saves time on data entry and disclosure tracking. 
  • Agency referral lists via SMART’s QSOA feature allows your team to quickly find appropriate referral sources and to track the expiring agreements. 

Leverage your EHR’s secure cloud environment to build your key business rules for: 

Integrate your billing processes 

Outsourcing a treatment program’s insurance billing to a third-party traditionally costs more than processing it in-house. SMART’s paperless billing module gives users the ability to successfully manage the revenue cycle in-house. 

Experience matters 

SMART’s 100% paperless health records software has more than 25 years of experience serving opioid treatment programs. SMART has the unique ability to relate to the day-to-day challenges of medication-assisted treatment professionals because we’ve worked there too. President and CEO David L. Piccoli, II, was inspired to help his family’s network of opioid treatment facilities go paperless in the early 90’s. Since then, SMART’s EHR continues to grow with all our partners as they expand and transition more locations to have 100% paperless health records. 

Want to learn more about SMART’s EHR? Watch the video tour!

Remembering Ricky Froncillo, B.S., LCDS

Remembering Ricky Froncillo, B.S., LCDS

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Addiction Treatment Center Opens Paperless Office

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Program Director, Kelli Hood (right) with Clinical Supervisor, David Thomas (left)

A new addiction treatment center is now open as a paperless office in Shelbyville, Kentucky. This Acadia clinic uses SMART’s EHR as their complete clinic management system. SMART trainers and Shelbyville associates set-up the clinic’s operational workflow during this implementation. Clinical Supervisor, David Thomas shared his experience with our onsite trainer. “Sandy has been absolutely wonderful!!! I would very much recommend her, and would absolutely work with her again!”

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Lobby at Shelbyville Comprehensive Treatment Center

A Network of Paperless Offices

SMART is proud to partner with Acadia since 2013 and has been the software of choice, since 1992, for clinics now under their management. Our EHR grows with their network as they continue to expand and transition locations. It helps to create consistency across the board by centralizing and storing information in one place. This is particularly beneficial for managing large addiction treatment center networks.

A Powerful Platform

Amazon Web Services (AWS) powers SMART’s new EHR platform. Hundreds of thousands of businesses, operating in 190 countries trust AWS for their operational needs.  This HIPAA compliant cloud storage provides real-time redundant data backups and 99.995% uptime. This protects individual clinics and networks from data loss. And Amazon’s virtual private cloud (VPC) enables network isolation. This allows SMART to isolate portions of partner networks for configuration in specific areas. Learn more about SMART.

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Automated Medication Dispensing System Manages OTP Inventory | Arkansas

SMART EHR Implementation_Automated Medication Dispensing System for OTPs | Arkansas

SMART Trainer Cynthia (R) with Stockton Assistant Administrator, Starr (L)

SMART’s automated medication dispensing system, along with this EHR’s complete clinic management system, is now running at Stockton Medical Group.  Their compassionate staff helps individuals struggling with addiction through advocacy, counseling and medication-assisted treatment (MAT). MAT decreases withdrawal symptoms, increases individual stability, and reduces risk of relapse. Recovery inspires the ongoing development of SMART’s EHR. With more than 25 years of experience, this EHR intuitively organizes operations at opioid treatment clinics like Stockton.

Dosing with SMART’s Automated Medication Dispensing System

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Stockton and SMART associates gather for group photo

Managing many treatment programs within one system can be challenging. Accordingly, Stockton is taking on these issues by integrating SMART’s EHR across their six locations. This EHR manages medication inventory, reduces dosing errors, and protects patient safety. Additionally, the reports in SMART’s Medication Inventory Management module simplify key information. As a result, they can streamline preparation for DEA audits.

Following this EHR implementation, Operations Manager Lianna shared her experience. “I appreciated the friendliness and continued help from the SMART team.” SMART’s implementation team appreciates the importance of a great support system. In fact, many have extensive clinical, operational management, and technical expertise.

About SMART’s EHR

SMART’s Electronic Health Record goes beyond medication dispensing. It is a full clinic management system for opioid treatment programs. This paperless EHR improves productivity by automating other key processes and reports. These include service scheduling, QA reporting, and test results posting. Moreover, the integrated Insurance Billing Module maximizes revenue and decreases data entry.  Learn more about SMART’s EHR Solutions.

 

Digital Health Records Upgrade Alaska_SMART EHR for OTPs

Digital Health Records Upgrade Alaska | Smart Management

Digital Health Records Upgrade Alaska

Training session with SMART

Anchorage Comprehensive Treatment Center upgraded their digital health records. They chose SMART’s EHR for paperless operations and billing efficiency. This digital health records software improves the workflow of opioid treatment programs through automation. Acadia’s doctors, counselors, and nurses provide treatment to individuals affected by addiction. This includes, morphine, prescription pain medications, and heroin. They treat patients with a combination of therapy and medication-assisted treatment.

How This Digital Health Records Software Streamline OTPs

SMART’s EHR helps streamline processes from the first time a patient calls until discharge. For example, it organizes new patient inquiries. This enables a smooth transition from patient screening, to wait-listing, or referral to another agency. And the assessment tool collects all data elements to meet state and modality requirements.

Digital Health Records Upgrade Alaska_SMART EHR for OTPsAdditionally, the integrated billing module simplifies third party billing. Such as, insurance eligibility, drug formularies, billing, payment plans, co-payment, and account management. It also maximizes revenue and decreases data entry. By automating key tasks, clinicians, counselors, and doctors are able to spend more time on what matters most; patient care.

About SMART

SMART is proud to partner with Acadia since 2013 and has been the software of choice, since 1992, for clinics now under their management. As their network of treatment facilities grows, SMART’s EHR grows with them. This complete clinic management system has state-specific modules to satisfy local requirements. SMART’s EHR operates in several countries and 28 states and territories. Learn more

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New electronic health record system, ACADIA Wisconsin 

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Madison staff with SMART Trainer

SMART’s electronic health record system is now operating at Acadia’s four CARF Accredited treatment centers in Wisconsin.  These clinics are a part of their larger network that provides medically assisted treatment to individuals suffering from addiction.  This includes treatment with Methadone, Buprenorphine, Suboxone, and Vivitrol. Their expert staff supports medically assisted treatment with well-rounded therapy sessions.

Electronic Health Record System for Organizational Uniformity

Acadia chose SMART’s electronic health record system to support paperless operations, insurance billing, and to create uniformity across their network. For enterprise organizations uniformity is crucial. With SMART’s cloud-based EHR storage of all clinic’s information is in one place. By doing this, establishment of corporate model and forms, services, and reporting is made easy. And, insurance, self-pay account management, and reporting functions are simplified with data-entry-free billing.

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10th Street Team with Trainer Sandy

Simplifying Transitioning – New Electronic Health Record System

Moving to a new EHR can be challenging. Many of our Training Team members have experience working within clinics. They understand the challenges faced every day. Because of this, they are passionate about making transitioning as hassle-free as possible. Acadia Clinical Supervisor, Quillan, shared that, “The Trainers were very personable, professional, and knowledgeable. We enjoyed working with them, their experience and mastery of the system was evident and their ability to present the information in meaningful and understandable terms was remarkable. We especially appreciate their patience and willingness to work with us individually and walk us thru the steps, in some cases repeatedly, until we were comfortable, and their use of humor as a teaching tool and patience made learning a new system much easier. They were very approachable and were able to answer every question asked of them. Amazing team…”

Learn more about SMART’s EHR for opioid treatment or view the full Wisconsin implementation album.

New EHR Platform AATOD 2018

New EHR Platform AATOD 2018

Visit-us-at-AATOD-Booth-#313

SMART is showcasing our new EHR platform at the AATOD Conference, March 10-14th in New York City.  Since 1991, our EHR has evolved from an on-premise to a cloud-based software solution. Now, Amazon Web Services (AWS) hosts SMART’s cloud-based EHR. Hundreds of thousands of business, in 190 countries, trust AWS for their hosting needs. This technology helps us deliver our Partners the most powerful EHR solution yet.

Benefits: SMART’s New EHR Platform

New EHR Platform AATOD 2018Our EHR Partners enjoy the enhanced information security in AWS. This includes real-time redundant data backups, network isolation, and data encryption. Another benefit is scalability. This is especially important for large enterprise organizations. The size and performance of their data network adjusts, as they expand, with no downtime. Partners using SMART’s cloud-based EHR also save on operational costs. Such as, equipment upgrades, software updates, and IT resources. And, SMART EHR Partners enjoy the improved efficiency. On AWS, our EHR increases speed and performance and automates key processes.

Make A Date! See Our NEW Real-Time Calendar

SMARTs-Real-time-CalendarThe SMART Team will also showcase the new SMART Calendar. This is a real-time scheduling tool for staff and patient interactions. You can locate available dates and times for many staff members at the same time.  Also, EHR users can set events to repeat using a variety of options. And, patients receive notifications for upcoming events via text message or email. Additionally, enterprise organizations enjoy being able to easily manage events by program location.

Stop by AATOD booth #313, register to win this year’s gift-give-away, and take a tour of this real-time scheduling solution

More on AATOD 2018

AATOD 2018Every eighteen months the AATOD brings together national and international opioid treatment professionals. The conference focus this year is on Advancing & Integrating Specialized Addiction Treatment & Recovery. Presenters and attendees explore the latest in evidence-based treatments, techniques, and collaborative strategies. Learn more

Secures information

Automatic Data Processing Increases Security

The SMARTBridge™ is an automatic data processing module available to cloud-based SMART EHR users. It provides secure and automatic transmission of medical records, lab results, and financial data. It also allows managers to track activities through a dedicated portal directly accessible from SMART.

Benefits of Automatic Data Processing with SMARTBridge™

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Secures information

The SMARTBridge helps ensure safety of private patent information. It collects and posts information directly to electronic charts. This eliminates the need to manually enter results, saving your time and money.

The module automatically processes inbound Health Level 7 (HL7) messages from other software applications instantly upon receipt. It also generates outbound HL-7 messages to exchange data securely with other applications. The SMARTBridge is HIPAA compliant and only accessible directly by SMART’s IT team. 

Scales to your needs

Scales to your needs

When opening a new clinic, or a network of clinics, scalability of your current technology should be a primary concern. With the SMARTBridge size and performance of your database can be adjusted with no downtime. This keeps all your clinics running at peak performance and financial efficiency.

Makes billing more predictable

Makes billing more convenientThe SMARTBridge allows you to process your billing per transaction or as fixed monthly amounts. Consistent, repeating revenue improves predictability, helping to further simplifying your processes.

 

New Appointment Scheduling Software for OTPs

New Appointment Scheduling Software for OTPs

New Appointment Scheduling Software for OTPsSMART’s New Calendar is a powerful appointment scheduling software module for staff and patient interactions in opioid treatment programs.  It is available in SMART’s cloud EHR and gives you the ability to easily manage staff, patients, resources, and time.

Many addiction treatment networks organize their programs by location. The new calendar in SMART gives you the ability to manage events by the program. Clinicians can use SMART’s Calendar to schedule group meetings. Administrative staff can schedule pre-admission appointments for patients. And your whole team can use it to schedule internal meetings and see who’s available at a certain time.

Intuitive Appointment Scheduling Software Design

SMART’s VP of Product and Technology Paul Lebeau describes this new calendar module as “intuitive” and “familiar”. “With SMART’s new Calendar, we aim to provide an intuitive, easy-to-use software feature in a familiar, web-based interface while maintaining 100% integration with existing data and other features of the SMART Solution.”

Quote about appointment scheduling software from SMART's VPSMART’s Calendar allows you to set events to repeat using a variety of options. The options available are intuitive for those already familiar with other popular online calendars. For example, a meeting might occur more than once per week or every other week. Some events might occur on the 10th of every month or on the third Thursday. SMART’s Calendar allows you to match whatever scheduling needs you have.

This appointment scheduling software module helps you choose event times that do not conflict with staff schedules.  You can tell who is available for an appointment in real-time.  For example, it prevents you from scheduling a staff member for a meeting when they are not scheduled to work during that time. Likewise, it prevents the user from scheduling an event that will conflict with another event.

Moreover, in a busy clinic setting, it can be difficult to schedule meetings that include multiple staff members. Now, you can automatically locate available dates and times for multiple staff members with one click.  Rather than searching multiple individual’s schedules to find an open time in common, the Calendar automatically finds a time that works for all participants.

    Automate Patient Text Reminders & Schedule Resources

    Another exciting feature is auto email or text message patient appointment reminders. This way, patients don’t need to set a reminder on their phone (or anywhere else). And, if it is an intake appointment, they definitely don’t want to miss it!  This removes both the burden of remembering and the potential for them to forget to set the reminder.

    Finally, you can schedule resources such as audio/visual tools, group therapy supplies, and meeting spaces. This helps operations flow as smoothly as possible ensuring that your resources aren’t accidentally overbooked. Request more information