PsyTrace is designed to provide reliable, user-friendly record-keeping and
insurance billing for a mental health organization, a State, a clinic, or
even an individual practitioner.
A primary distinction of PsyTrace, when compared to software created to manage
similar data, is its design of screens containing practically all information each user
needs to enter/review data. For example, the Front Desk
screen is designed for the Clerk/Front Desk person; the
Clinician screen caters to the needs of
clinicians; the Finance screen is designed for
Finance users; etc. A user given proper access can click on a button on the left and
see/use any screen, i.e., a System level user can click over the “System”
button and see the System screen where s/he can
manage users, insurance companies, lookup tables, locations, etc.
The multi-windows screen design has the benefit of extremely simplified training. A
user can be trained to use one window and instantly know how to use all windows in
all screens. For example, each window has an associated menu that opens with a click
over an item (browser version) or a right-click over the window (Windows Desktop
version). The typical menu has three entries: New, Edit, and View. To enter a new
Contact, the user clicks (or right-clicks) over the Contacts window and clicks the
New Contact option (which will show a new window with the Contact information to
be entered). To Edit a Contact the user clicks over the contact to be edited, then
clicks over the Edit option, etc. A typical user can become proficient at using
PsyTrace with only minutes of training, not the hours and hours it takes to learn
even the basics of many software packages!
Another important distinction of PsyTrace is the integration of clinician and billing
data. The clinician entering a new progress note (encounter) automatically provides all
data needed to generate a billing statement for the insurance carrier. The clinician is
not even aware that s/he is providing that information. S/he simply chooses the Location
and place of the encounter, the procedure code, the associated diagnosis, and the
associated authorization (linked to the carrier). All this information is used by the
Finance person to create a billing statement, without the need for additional data.
A third distinction of PsyTrace is the provision of a virtual banking system to help track
grants, expenses, payments to subcontractors, etc. The
Budgets and Accounts screen shows a sample
Budget with sample accounts and payments made against those accounts. The user can create
as many budgets as desired, e.g., Grant One, Grant Two, Insurance payments, etc., and as
many accounts as desired (the example shows only Employee One and Employee Two) for
illustration purposes (see the Budgets and Accounts section for details).
Lastly, information pertaining to each encounter (visit) is linked to Organization,
Agency, Facility, Department, Location, and Provider, e.g., Federal, State, County,
City, Zone, Provider (e.g., USA, California, San Diego County, City of San Diego,
Clairmont, High School, Dr. Smith), i.e., reports can be generated from the relational
database at all levels, from Organization to Individual Provider, and many pre-defined
(click of the mouse) administrative and financial reports are provided.