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EHR Implementation Process for Addiction Treatment Programs
SMART’s EHR implementation process is built on our extensive experience and industry best practices. Our team has a total focus on ensuring that clinics’ transitions are fast and efficient. Whether you are already a paperless organization or if you are considering transitioning, SMART understands the challenges that you face daily. As a result, we can deliver a clinic management system specific to your OTPs’ requirements.
First, we emphasize setting a solid foundation with clear communications and processes. It is just as vital for you, the partner, to understand the process and requirements as it is for our team. In this way, every member of both sides knows who is responsible for which pieces of the project. Next, our EHR implementation team customizes comprehensive training before and after go-live. Finally, once training is complete, our Partner Support and Partner Success Teams take charge of the clinic’s ongoing care.
Learn more about SMART’s EHR implementations in the articles below or visit our Services page.
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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
Charlene (L) and Lera (R), CAAA Billing department
Being totally paperless is essential to maximizing productivity. It saves time and resources by eliminating redundant data entry and storing all data electronically. This helps treatment teams organize, locate, and access patient data more efficiently.
The clinical and medical modules in SMART’s paperless EHR improve team collaboration and patient care. Real-time treatment data means no more wasted time sorting through paper charts. Everyone has real-time access to the most current patient data, which improves patient safety and reduces risk to the clinic.
Further improving patient care, SMART’s medication inventory management helps staff decrease dosing errors with “checks and balances” to ensure inventory accuracy. And SMART supports medication dispensing, patient check-in queue, dose verification, along with all DEA reporting. Customizable templates make gathering and saving important information a smooth and reliable process. Each staff member can 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. During 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.”
Montefiore chose The SMART Solution as the patient information management software at two additional substance abuse clinics in the Bronx, NY. Also, referred to as SATP, these two JCAHO Accredited programs provide OTP and chemical dependency services to their community. This nationally recognized medical center has partnered with SMART since 2008, bringing paperless operations to 5 other locations.
Their 35-year-old methadone treatment program treats over 1,000 patients daily. They also offer primary care services and HIV specialty care, as well as mental health, nutritional, and vocational services. SMART’s EHR equips their teams with paperless features for cash collections, insurance management, appointment scheduling, and medication management.
While onsite, SMART trainers worked closely with their associates as they transitioned to using this EHR for daily operations. Program Director, Arthur Swanson, Ph.D. said, “I thought the entire training team was knowledgeable and friendly. The data team worked all hours helping us with the conversion.”
HIPAA Compliant and Efficient Patient Information Management Software
Improving the quality of patient care is the primary driver of this EHR. Over 25 years ago it was built to increase efficiencies at President and CEO, David L. Piccoli’s family-owned network of treatment facilities. SMART’s history and experience in delivering opioid treatment services while utilizing their time-tested solution set this EHR apart from the rest. Today, SMART works hand-in-hand with each treatment provider to customize SMART’s system settings to optimize their efficiency. Customer’s needs drive development and inspire continuous improvement this electronic health record software. Learn more about the SMART Solution, our implementation process, or get to know other SMART EHR partners.
Cumberland Comprehensive Treatment Center Team during EHR implementation
Acadia Healthcare’s Maryland locations now streamline operations with SMART’s EHR Software. They chose the SMART Solution to improve functionality and billing efficiency at their three OTPs. Acadia’s programs incorporate a variety of treatment techniques into several levels of care. This includes medication-assisted treatment with methadone, Suboxone, Subutex, and Vivitrol.
SMART takes a best-fit approach to implement its specialized digital health record. Training is an essential element of this process. SMART’s team of experts work to deliver the right content at the right time. As a result, their detailed training plan outlining the pre-go-live training and go-live training schedules helping to keep both teams on track. Following the Elkton implementation, Nurse Manager, Patricia C. said, “It was wonderful… smooth transition for my Medical Dept. I owe everything to Sandy Silva, our trainer. Sandy was great! Her delivery, knowledge, and personality are outstanding.”
How SMART’s Digital Health Record Improves Efficiency
Elkton Comprehensive Treatment Center team during EHR implementation
The SMART EHR provides automated solutions to address a wide range of critical business functions. A few examples include Insurance Billing, Admissions, Clinical & Medical Service Delivery, Incident Report Management, and Quality Control reports. Additionally, opioid treatment programs use SMART’s EHR to communicate real-time treatment data, maintain DEA reporting, and ensure regulatory standards are met.
Cornell Scott Community Health Center implemented the digital medical records software, The SMART Solution. They now use SMART’s EHR to streamline drug testing, dispensing, and inventory management. The drug testing module helps guide treatment decisions. It automates functions with customizable random drug test frequencies, specimen-due notifications, and reports and statistics. Additionally, the medication inventory management module helps to save time, reduce dosing errors, and prepare for DEA audits.
Established in 1968, Cornell Scott serves its community with a wide range of treatment options. They provide alcohol and drug addiction treatment, and prevention, education, and outreach services to the population of New Haven County. Cornell provides services including counseling, detoxification, and methadone maintenance.
After this EHR implementation, Nurse Erica Conte said the SMART Trainers were “very helpful and concerned about making sure we knew the material and felt comfortable with our set up before they left. Sandy worked diligently to make sure the company as a whole was operating efficiently with the SMART system. Amy was there every step of the way helping and guiding nursing and other staff to properly use the system.” SMART is excited to serve as Cornell Scott’s EHR partner and looks forward to assisting with their future needs.
Digital Medical Records for Clinic Mangement
SMART’s EHR does more than collecting and storing digital medical records. It is a comprehensive clinic management solution for opioid treatment programs domestically and internationally. Also, a highly experienced team of industry, clinical, operational management, and technical experts provide exceptional EHR support services to every customer served.
Claymont and SMART Staff during EHR Implementation
Claymont Comprehensive Treatment Center‘s EHR implementation of The SMART Solutionis complete. Located in Claymont, DE, this Acadia Healthcare-owned, SAMHSA-Certified clinic, serves the community with addiction counseling and recovery services. Their expert staff treats nearly 400 patients daily, with a focus on substance abuse treatment with methadone maintenance.
Claymont chose the SMART Solution for its paperless operations and medical billing. Moreover, SMART’s EHR provides the tools and features to truly maximize efficiency. This specialized cloud-based EHR helps opioid treatment providers communicate real-time treatment data. It also improves response time on claims, ensures regulatory standards are met and includes comprehensive DEA reporting.
EHR Implementation Made Easier
Industry best practices influence SMART’s EHR implementation approach. During this time, the team’s focus is on getting OTP’s up and running quickly. Implementation begins with an assessment call with the treatment provider’s Project Team and SMART’s Assessment Team. Next, SMART assesses business requirements. Then they perform a review of treatment provider workflows and how the SMART modules align and enhance business practices. Following the assessment is the training phase. At this time, SMART provides a detailed training plan outlining the pre-go-live training and go-live schedule. SMART’s best-fit training approach ensures that treatment teams have the tools they need for a successful implementation.
Following their EHR implementation, Claymont Program Director, Jennie said, “I am very pleased with our trainers and the implementation…they have been excellent resources. I wish they could be here longer! Could not have asked for better people to be on-site!”
Acadia Healthcare of Oregon is now using the SMART Solution, a 100% paperless billing, and operations software. Acadia operates 6 CARF Accredited OTP clinics in the state. These locations include Allied Health Services of Portland, Tigard, and Medford, as well as, Willamette Valley Treatment Center. They chose SMART’s EHR for its 100% paperless functionality and ease of use. Additionally, SMART allows them to meet Oregon State Reporting System (MOTS) requirements with fields built into the Fact Sheet. Moreover, MOTS requirements are covered by the new SMARTBridge, which provides a means of securely importing and exporting data.
Associates of Acadia, Tigard Comprehensive Treatment Center
Industry best practices guide SMART’s EHR implementation approach. The team’s focus is on getting EHR users up and running quickly with a seamless transition. Also, they have a best-fit training approach. A detailed training plan, pre-go-live training, and go-live training schedule keep the teams on track. SMART’s team delivers training in conjunction with the EHR Implementation phase. Acadia Belmont’s Clinical Supervisor Norla said, “The combination of great training skills, communication, the involvement of staff in the training process, sense of humor with common sense made this one of the best training experiences I have had in years.”
A Complete Clinic Management System for Paperless Billing and More
SMART Management, Inc. serves New Horizons Treatment Services of New Jersey with patient records software for addiction treatment. Recently, this long-time community provider made an essential move from SMART’s legacy on-premise EHR software to SMART’s new cloud-hosted solution. New Horizon provides comprehensive multi-disciplinary outpatient addiction treatment services tailored to individuals’ needs. Services include counseling and medicated-assisted treatment (MAT) such as Vivitrol, Methadone, or Subutex. Following this transition, Billing Coordinator, Neerja L. said that“SMART response time has improved drastically. It seems to be faster, especially while generating reports. Patient activity tracer has two timeframe options, which is really helpful.”
SMART’s Substance Abuse Software proudly serves New Jersey opioid treatment provider, New Brunswick Counseling Center. NBCC provides comprehensive, evidence-based, mental health, and substance abuse treatment services. Their caring staff administers outpatient services for prevention, early intervention, and treatment. For instance, through their methadone clinic, NBCC provides individualized assessments and medication-assisted treatment to qualifying individuals. And with SMART’s dosing, dispensing, and inventory modules, NBCC can simplify daily tasks and prepare for DEA audits at any time.
Implementing EHR Software
New Brunswick Counseling Center Associates
SMART works closely with addiction treatment providers to coordinate the adoption of SMART’s Substance Abuse Software. For example, when NBCC implemented SMART’s EHR Software, the first goal was to ease them through the initial transition. Their talented group of employees teamed up with SMART to vigilantly transition their operations to electronic and paperless. Each visit is a learning opportunity for both parties. One SMART Customer Service Representative said, “It’s always great to watch early hesitation over something new give way to a feeling of having made the right choice. It’s already clear that SMART Software is going to make their lives easier.” More than one of the staff noted, “Thank you for making me believe in SMART.” Learn more about SMART’s implementation process or get to know more of SMART’s EHR vendor partners.
Polaris Renewal Services, Inc. completed their transition to the paperless EHR vendor, SMART Management, Inc. Located in Perryopolis, PA, this private SAMHSA-Certified clinic serves the community with counseling and recovery services. Their expert staff treats nearly 400 patients daily, with a focus on substance abuse treatment with methadone maintenance.
Nurse Manager, Nikki with SMART Trainer Amy
Polaris chose the SMART Solution for its 100% paperless operations. SMART Trainer Sandy said, “They were really happy to finally go paperless. Everyone was excited to find out how much time they would actually save.” More than just paperless, SMART’s complete clinic management system increases efficiencies through automation. It automates required services, patient check-in, medication dispensing, and nursing notifications. Furthermore, as a cloud-based tool, this EHR provides access to patient treatment data with ease and security. Medical, clinical, and insurance records carefully designed and encrypted for HIPAA compliance, secure patient information.
Polaris team during SMART’s EHR Implementation
Program Director, Valerie commented after their implementation, “The trainers were amazing! They exceeded our expectations. The trainers were professional, extremely knowledgeable, and patient. They addressed every question that we had and explained the training material thoroughly. They made this process such an enjoyable experience and alleviated all concerns of the staff. We can’t say enough good things about the training team.”
An EHR Vendor for OTPs
Some EHR vendors can handle the unique workflow of OTPs, but few are built specifically for that purpose. SMART’s EHR streamlines operations in opioid treatment programs with modules designed for opioid treatment workflows.
Twenty-five years ago, President and CEO David Piccoli, II designed The SMART Solution to improve operational efficiency and increase ROI at his family-owned network of substance use treatment facilities. This EHR continues to evolve as a result of SMART’s extensive clinical experience and tremendous breadth of industry expertise. It is this history and experience in delivering opioid treatment services while utilizing their time-tested solution that makes this customizable EHR such a great choice. Learn moreor get to know more of SMART’s EHR partners.
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 wonderful!!! I would very much recommend her, and would absolutely work with her again!”
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 software 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 platform protects private clinics and networks from data loss. And Amazon’s virtual private cloud (VPC) enables network isolation. Moreover, AWS allows SMART to isolate portions of partner networks for configuration in specific areas. Learn more about the SMART Solution, our implementation process, or get to know other SMART EHR partners.