President/CEO David L. Piccoli, II. (left) pictured with Discovery House founder (and father) David L. Piccoli Sr. (right)
In 1991 David Piccoli, II began working as an Administrative Assistant at Discovery House. Soon after,he was inspired to increase the clinic’s efficiencies. He thought there must be a better way to manage the facility’s endless flow of patient records, billing, and paperwork. “It was very chaotic,” Piccoli recalled. “Nobody had access to information quickly.” However, Piccoli wasn’t satisfied with any of the electronic-records products on the marketat that time. The majority of EHR’s focused on just one piece of the business, such as third-party billing or clinic records. “No one ever really combined everything” henoted.
So, Piccoli decided to create the EHR he wanted. He partnered with a computer programmer and family friend, Paul LeBeau. Together, they built a new clinic management software application for Discovery House. The idea was to digitize and automate a facility’s paperwork, from patient dosing and drug testing to scheduling and third-party billing. It worked so well that they formed SMART Management, Inc., to offer the program to other clinics. This EHR, the SMART Solution, was an integral part of making Discovery House such a successful organization. So,SMART continues to grow into a highly regarded EHR solution for OTP’s.
Simplify patient dosing and reduce risk
Substance abuse treatment clinic dosing window
The medication management and dispensing module in SMART’s EHR Software uses automation and built-in checks and balances to simplify medication management and virtually eliminate medication errors.The software automates dispensing and medication inventory for methadone liquids and solid forms including Suboxone, Subutex, Zubsolv, and generic buprenorphine/naloxone films and tablets. Use of Vivitrol (injectable naloxone) is also supported.Automated medication dispensing, auto patient check-in queue, dose verification signature, ID verification, and automated nursing notifications promotes patient safety and helps to limit the risk to both the patient and the agency.
Additionally, inventory management reports enable quick and accurate information gathering, improving inventory control. Moreover, SMART’s Electronic Health Record Software provides you the tools and automation to be ready for DEA audits at a moment’s notice.
HIPAA compliant hosting to protect patient health information
SMART’s cloud-based EHR is powered by Amazon Web Services (AWS), a world-renowned and trusted hosting solution. AWS is HIPAA compliant, helping covered entities subject to HIPAA regulations process, maintain, and store protected health information securely. Learn more about the impact of HIPAA on end-users and EHRs.
Furthermore, Amazon is known to have some of the best data centers in the world, providing multiple sources of redundancy to keep your servers up and running. In the unlikely event that a database restore is necessary, SMART’s Aurora database platform provides precise data protection with nightly back-ups and point-in-time recovery typically within 7-10 minutes. Learn more in the article, EHR Downtime. Impact, Recovery, Preparedness.
Other Benefits of Electronic Health Records
Features of the SMART Solution help increase admissions, streamline medication administration, promote team collaboration, expedite test results, and maximize revenue. Learn more about SMART’s Cloud-Based EHR Software.
Data security in substance abuse treatment is serious business. Fortunately, SMART’s Cloud-Based EHR complies with HIPAA’s security rule, which requires specific protections to safeguard patient electronic health record information. Our EHR Platform – powered by AWS – builds in these safeguards and AWS adheres to all HIPAA protocols. Moreover, world-class companies like Adobe Systems, Siemens, Expedia, and Netflix rely on AWS. However, this cloud infrastructure is impossible to replicate for on-premises software users. We know there are concerns when considering a move to a cloud-based EHR. But many of these concerns are addressed by the inherent advantages of the platform. Below is a list of security benefits that can add value and give organizations peace of mind.
Top Security Advantages of SMART’s Cloud-Based EHR Platform
Audit Controls – Maintains audit logging for all data assets to detect inappropriate access, tracking unauthorized disclosures, measuring performance problems, detecting intrusion attempts, and for the support of investigations.
Data Integrity Controls – Includes a complete set of HIPAA policies for administrative controls. These include physical protections, staff training, and maintaining a “culture of security.”
Backup & Data Storage – Provides point-in-time recovery for cloud-based customers. In the unlikely event that a database restore is necessary, the latest backup is no older than 7 minutes with the next-oldest full database backup being from the previous night. We maintain one year of daily database backups and migrate older backups to the AWS Glacier for long-term retention. Specific data is retrievable from any of the available backup copies. (A fee applies for this service)
Automatic Logoff – Configurable auto-logoff feature in compliance with this HIPAA rule.
Security Incidents – Comprehensive procedures to detect and respond to security incidents. A HIPAA-compliant detailed breach analysis and reporting process support our systems.
As you can see, SMART’s Cloud provides significant advantages and tremendous value. Clinics gain confidence in data security and accessibility allowing them to focus on operations and patient care. Learn more about SMART’s Cloud-Based EHR Software.
What the difference between having paperless health records and being 100% paperless?
The difference between being paperless and having 100% paperless health records 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. Also important to note, scanning hand-written patient information means it’s not searchable and deriving metrics would be a tedious, manual process. The data is “invisible” to a computer if it’s hand-written. Whether you are partially paperless or are considering going paperless, it’s important to understand how to get the most out of your record keeping-system.
What issues are most common amongst clinics that aren’t fully-paperless?
Time and time again, we’ve seen EHR 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.
When a 100% paperless clinic switches to a new form, it is automatically utilized across all patient files. In a partially paperless environment, different staff members might be using different versions of the same form.
Managing quality of services can be challenging regardless of how you keep your records. However, this process can improve 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 Service Due Reports. Management teams also can run quality control reports to ensure patients are receiving the right services.
Auditing paperless health records are also simplified when everything is easy to navigate and available electronically. Since everything is accessible remotely, quality control teams don’t need to travel to the clinic. Moreover, the QC reports in SMART’s EHR make it easy to located and focus on problem areas.
Data collection standards
Creating service type templates can significantly 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 usable. These templates make completing grants as well as state and internal reporting much more efficient. No more sorting through and keeping Excel documents up-to-date.
What is holding you back from having 100% paperless health records?
Access and outage concerns
Often there is a fear of not being able to access electronic patient charts when the power is out, or a system is down. Fortunately, you can protect against this and run at optimal efficiency by implementing safeguards, like the ones mentioned below.
Important considerations with paperless health records:
Establish more than one internet network connection. Configure a redundant Internet connection to ensure that there is one connection to the internet at all times.
Have a back-up generator. In nearly all scenarios, your operations will cease in a power outage. For this reason, you should secure a generator for the most critical aspects of your clinic and, especially, with paperless health records operations.
Hardware inevitably fails, seemingly at the worst possible times.SMART’s Cloud-Based EHR, powered by Amazon Web Services (AWS), takes your hardware concerns off the table. SMART operates a fully-redundant AWS cloud environment which leverages layer upon layer of redundant technology. With these measures in place, the odds and impact of a connection failure are minimal.
Prepare for disasters with automatic backups. As a 100% paperless chart, SMART’s EHR software secures all data in the cloud. Backups run every 30 seconds 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. Being paperless, with automatic backups means we avoided losing access to crucial information.
Another deterrent to migrating 100% to paperless health records might be the expense of servers, PCs, signature pads, label printers, pumps, etc. making it is easy to put off the transition. However, the drawbacks of not being 100% paperless far outweigh the costs of transitioning. With SMART’s cloud-based solution, your EHR becomes an operational expenditure instead of a capital expenditure. Monthly billing allows you to subscribe only the number of users you need and we can adjust as your needs change.
“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
Overcoming staff opposition to change can be a challenge. The first step is shifting your focus to educating staff about the benefits and added productivity of a paperless environment. Leadership can ease the transition by promoting positivity and cultivating user perceptions.
Even so, adjusting to a new system can still be challenging; especially for those accustomed to paper as their primary means of record-keeping. 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 essential 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
Goals and communication
Successful implementations rely heavily upon continuous and clear communications between the EHR vendor and EHR users. Before the implementation begins, set a solid foundation by providing a clear understanding of the process. Every member of both teams should fully understand all requirements and who owns what responsibilities.
Having a complete 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.”
Heather, Clinical Director, Acadia Healthcare
Training and support
Another critical step is customizing comprehensive training before and after go-live. For our partners, training is delivered both on-site and remotely by our team of training experts. After implementation and training are complete, our Partner Support and Partner Success 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.”
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 more extensive network that provides medically assisted treatment to individuals suffering from addiction. Medications include 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, the establishment of a corporate model and forms, services, and reporting is made easy. And, data-entry-free billing simplifies insurance, self-pay account management, and reporting functions.
10th Street Team with Trainer Sandy
Streamlining 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 a transition 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 were 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…”
Acadia chose SMART’s electronic health record for its 100% paperless functionality. This EHR solution is a reliable, secure, and flexible cloud-based paperless software. It improves ease and speed of access to patient records, allowing for increased collaboration amongst treatment team members. Additionally, the billing module helps OTPs maximize revenue by processing insurance billing in-house. It also enables authorization management, self-pay billing and account management, unit-based fee for service, payment due notifications, and reporting to both cash- and accrual-based accounting.
Going paperless in Tacoma
Simplifying Electronic Health Record Implementations
Following the earlier Spokane, WA implementation, Office Manager Tami said, “This was a fantastic training team, great software, and overall very positive experience.” This reaction is precisely what SMART’s Team strives for in every implementation of the SMART Solution. Being in business for over 25 years and having operated a network of treatment facilities, SMART knows the challenges that can occur during implementations. That is why SMART has established a thorough and continuously vetted process to ensure that clinics get up and running quickly and efficiently.
Support for Clinics using Addiction Treatment EHR Software
Genuinely understanding the unique operational needs of opioid treatment programs, from one state to the next, requires dedication. This commitment ensures that SMART stays current with Partner’s requirements. Ultimately, their needs drive development and inspire continuous improvement.
SMART upholds this everchanging understanding by providing:
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
Our EHR Partners enjoy 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 adjust, 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.
More on AATOD 2018
Every 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
SMART Associates and Partners during Strategy Summit
SMART Management, Inc. considers our partners an essential element of being the best EHR Software for opioid treatment programs. Because of this, in late-September, SMART hosted the 2017 SMART Strategy Summit. The Summit brought together leadership teams from SMART Partners all over the U.S. to collaborate on the evolution of the SMART Solution.
Historically, SMART’s EHR software has been an on-premise solution. Today, it is is a 100% paperless cloud-based tool that does so much more than just patient record keeping. Small clinics and large enterprise organizations rely on the SMART Solution to help streamline operations and provide best in class patient care.
What exactly is SMART doing to be the best EHR software for OTPs?
Partner discussing needs with SMART’s IT Director, Mason Snyder
Listening. We take what we learn from our Partners and work with our Development Teams to integrate their feedback into our electronic health record. The result is a continuously improving technology that grows with the treatment facilities we serve. Following our SMART Strategy Summit in 2013, we set in motion a variety of Partner requests. The request for increased EHR speed is one example.
SMART’s New Cloudproduct addresses the requests to increase EHR speed. Several of this year’s Summit attendees have migrated to the cloud while many others have not. Partners who have migrated thoughtfully shared their experiences with everyone in an open forum. Then SMART’s IT Director, Mason Snyder, followed with a deeper dive into the new SMART infrastructure, discussing the power and benefits of integrating Amazon Web Services (AWS) and Aurora. Companies such as Philips, Netflix, Instagram, and Dropbox, trust these integrated services to increase speed, lower costs, and improve scalability.
SMART’s shift to AWS will afford partners several advantages, most notably:
A highly scalable fully managed database service
Six real-time redundant backups
Immediate access to the latest SMART features
Reduction in equipment cost and maintenance responsibility
Improved reliability, security, and performance with up to 99.99995% up-time
More “Agile” than ever
New cloud calendar sneak peek at SMART Strategy Summit 2017
Another Partner request is for more predictable development timeframes. SMART is focusing on a new method of software development to be more predictable than ever. From here, we can provide more accurate estimates and plan our development to meet the strategic planning goals.
Saying that we listen and incorporate Partner feedback is nice, but how exactly does that work? In one word; Agile. SMART has adopted an Agile development methodology. This is a proven method used by companies like Adobe and GE. It allows our teams to be agile and respond to the continuously changing needs of our Partners. Moreover, Agile is about working smarter and generating more value. Because of this, SMART Partners benefit from an EHR that has greater flexibility and is delivered more predictably.
You’ve probably heard that Meaningful Use will be ending in 2016. Meaningful use is not ending and the use of a Certified Health Record will still be required. Most of the takeaways from the blog posts and news articles don’t tell the whole story. The following should help to give everyone a clear picture of what’s really happening and how it affects your organization.
Andy Slavitt, the Director of the Centers for Medicare and Medicaid Services (CMS) stated at a January 11th healthcare conference that, “Meaningful Use, as we know it, will be over in 2016.” “As we know it,” was left out of the headlines and sound bytes. Those four words indicate that it’s not going away, but rather evolving into something different.
Until now, providers have been eligible for incentive dollars for purchasing and using a certified electronic health record. Beginning in 2017, it’s expected that Meaningful Use will be based upon the Merit-based Incentive Payment System (MIPS). Simply stated, providers will be incentivized with reimbursement based on outcomes. The new system is going to require use of a certified health record. In fact, the last stage of requirements for certification, ONC 2015, is being finalized now and will be valid through calendar year 2019.
Are you an addiction treatment professional in New York State? Join us at the ASAP 16th Annual Conference (Alcoholism and Substance Abuse Providers of New York State Association) at the Saratoga Hilton and City Center, Saratoga Springs, NY.
ASAP is an excellent resource for organizations, groups and individuals that prevent and alleviate the profound personal, social and economic consequences of alcoholism and substance abuse. SMART proudly serves several prominent New York customers including Albert Einstein College of Medicine, Acacia, Greenwich House, and Staten Island University Hospital. Working closely as partners, SMART has refined our EHR Software to meet the unique needs of each multi-modality New York Treatment Organization.
SMART Software is a leader in the state of New York, providing a Paperless Electronic Health Record and Clinic Management Software to organizations providing Behavioral Health, Substance Abuse, and Mental Health Treatment Services. Our customized New York Software model allows your team to be efficient when processing and implementing NY billing and clinical documentation requirements.
SMART Software is a leader in supplying Certified Paperless Electronic Health Record and Clinic Management Software to organizations providing Behavioral Health, Substance Abuse and Mental Health Treatment Services. Our state-by-state customized software model allows your team to be efficient when processing and implementing billing and clinical documentation requirements.
Stop by our booth, take a tour of SMART and see why many leading treatment providers have chosen our software for all of their EHR needs.
SMART has proudly served Utah customer Discovery House – The Center for Recovery and Hope for more than 18 years. Working closely as partners, SMART has refined our EHR Software to meet the needs of this unique multi-modality Utah Treatment Organization. Our customized Utah State model allows your team to be efficient when processing and implementing billing and clinical documentation requirements
About Utah Fall Substance Use Conference
The Utah Fall Substance Abuse Conference continues to be the premier educational and networking event in the Mountain West. Network with your colleagues, as you learn from preeminent national and local leaders in the Substance Abuse field. Learn more….