Locations

Locations play a crucial role in PsyTrace. Each encounter is required to have an associated location for both billing and tracking of workload. The term “location” can have multiple meanings. The software uses the term in the strict sense used for billing purposes, i.e., as reflected in the insurance carrier list of locations that have been declared by the facility.

For example, assume the facility has three areas where the clinician can interact with the client: Downtown, West Side, and East Side. Typically, the facility has “declared” these three locations with the insurance carriers and the carriers have assigned a Pin number for each location. In order for both the billing and workload to reflect where the client was seen, the three “locations” (Downtown, West Side, and East Side) must be defined in PsyTrace and the clinicians must be instructed to be careful when selecting a location during the entry of encounter data.

PsyTrace allows for an infinite number of Locations. That is, the facility is free to define a different location for each subcategory desired. For example, the facility can define Behavioral Medicine, Neuropsychology, and Pain Management as three “locations” where clinicians interact with clients. Analogously, a facility may decide to create a number of locations for one particular contractor, e.g., Contractor-one-Downtown, Contractor-one-West, and Contractor-one-East to capture the workload of the particular contractor at each location. The workload reports will reflect any and all locations and the data are broken down by Location, by Provider per Location, Location per types of Procedures performed, etc.