In Touch EMR and Its Voice Recognition Feature

In Touch EMR and Its Voice Recognition Feature

There are many myths about the use of voice recognition. In the mid-1990s clinicians began using voice recognition with their EMR systems, but they weren’t very accurate for medical records.

In Touch EMRSystems weren’t always able to distinguish from background noise and had difficulty with accents.

Voice recognition systems have come a long way since then and will save clinicians considerable time.

Built In Voice Recognition

The newest computers, devices and operating systems have voice recognition capabilities built in, and most people don’t even know it.

If the computer was built after 2011, voice recognition is built in whether it’s a PC or a Mac, and can be integrated with the In Touch EMR™ software.

Practitioners using an EMR with cloud computing are ready for In Touch EMR™.

One EMR, Multiple Devices

In Touch EMR™ can be used with an iPad, Android tablet, computer or laptop. In Touch EMR can be implemented on Windows, Apple and Android operating systems.

In the beginning, practitioners may feel uncomfortable or self-conscious using voice recognition capabilities.

Clinicians who have never used an EMR before may want to use a computer or laptop when they first begin using voice recognition.

Laptops and computers provide practitioners with the flexibility to type or use their voice when documenting patient records.

For clinicians who are familiar with EMR usage, have little background noise, and are in a semi-private setting, an iPad or other tablet makes sense.

Clinicians can combine voice recognition and typing for documentation.

Implementing In Touch EMR software on mobile devices means practitioners attain greater portability, but typing will be compromised due to smaller screen size.

Accelerated Productivity

Combining the use of voice recognition with In Touch EMR™ increases the speed at which patient documentation can be recorded for increased productivity.

Voice recognition dramatically decreases the time and cost associated with transcription and billing processes.In Touch EMR

In In Touch EMR, Practitioners can dictate notes, edit, make referrals, document the entire patient encounter, and monitor follow up measures simply by talking.

It’s much easier, faster and efficient to speak than write/type.

In Touch EMR™ provides the means for clinicians to work more efficiently and quickly complete claims for billing.

Voice recognition capabilities allow clinicians to streamline all the office processes, document faster and spend more time with patients.

In Touch EMR™ provides a powerful tool that integrates easily with virtually any system. Combined with voice recognition usage, it simplifies life, completes documentation in a fraction of the time, and allows practitioners to submit claims faster.

Automating Appointment Reminders With Your EMR

Automating Appointment Reminders With Your EMR

Automated patient reminders are critical for practices and an EMR can handle that job, freeing staff for other, more important work. No shows, cancelations and rescheduled appointments interrupt the normal flow of patients and result in lost revenue.

EMREvery clinician should have a cancellation policy in place that indicates the practice needs at least a 48 hour notice to cancel.

Patients get busy and forget, but they have to know that there will be repercussions for cancelling.

Clinicians must be careful what the penalty will be, however.

Cancellation Consequences

Many practices charge patients at least 50 percent of the office visit cost. Patients will quickly become angry with this approach and may choose to take their business elsewhere, something that no practitioner wants.

Instead, the cancellation policy could stipulate that the patient will be required to donate $20 to a charity.

How Reminders Work

Twenty-four hours before the appointment, the EMR should send an email or text reminder to the patient.

It should address the patient by name, identify the practice, state that the message is a reminder of their appointment, and give the date and time.

If the patient wants to reschedule, they know how to contact the clinic.

Stick with the basics.

The same can be done with a phone reminder.

Patients can press one to confirm their appointment and the office does nothing. If a patient wants to reschedule or cancel, they can press two and the call will be routed to the office.

This allows the front desk to speak with them directly for patient retention.

Automating With An EMR

The In Touch EMR™ contains the ability to produce automated patient appointment reminders via email, text and phone.

The system can transfer reschedules and cancellations directly to the office. It integrates smoothly with existing office systems and clinicians can customize their messages.EMR

Automated patient reminders prevent missed revenues and overbooking, and can be utilized to remind patients when it’s time for an annual check-up or follow up visit. 

Clinicians can set reminders to notify patients about tests and other procedures that are conducted on a regular basis.

It’s just one of the ways that the In Touch EMR™ demonstrates meaningful use.

Having an automated system of patient appointment reminders is critical for clinicians. It eliminates manual effort, maximizes patient retention and reduces the work load on the front desk. It frees staff to perform insurance verifications, follow up on referrals, and conduct customer service tasks.

Common Myths About the KX Modifier and the Role of EMR

Common Myths About the KX Modifier and the Role of EMR

We get a lot of questions from billers, therapists and front desk people asking if the In Touch EMR™ system tracks the KX modifier and Medicare caps.

EMRThere’s no way any EMR system can do that.

The Medicare cap is shared with multiple professionals and the software has no way of knowing if a patient has seen another provider.

Tracking Medicare Caps

Clinicians can track the Medicare cap on a specific patient on the Medicare website. It’s the only accurate way of monitoring when a patient has neared his/her financial cap.

There’s no available EMR system that can track the Medicare cap, despite what vendors say. It’s not that they’re being deliberately misleading. It’s that they simply don’t know.

The In Touch EMR™ Difference

With the In Touch EMR, Medicare caps are handled differently. Clinicians monitor the caps of their patients to determine when it’s met or exceeded.

At that point, practitioners call In Touch EMR™ and the system is told to amend the KX modifier, which it does from that point going forward.

The KX Modifier

Medicare places an annual cap on the reimbursement amounts that it will pay for each patient’s physical therapy needs. That amount was $1,900 in 2013 for combined services of physical therapy and speech pathology.

Another $1,900 was allotted for occupational therapy.

The KX modifier is used for Part B claims when the cost for services exceeds Medicare’s financial cap, while meeting the exceptions process.

The KX modifier is also used when performing gender specific therapy. Its use notifies Medicare that it may need to examine a claim for editing.

EMRPayment is generally made, providing that clinicians have met and maintained the stringent documentation required to prove medical necessity.

It’s important to note that even with pre-approval, there’s no guarantee that reimbursements will be made.

It’s critical that clinicians understand the limitations and abilities of their EMR.

While no EMR can monitor the Medicare cap on a specific patient, Medicare maintains a running tab on each beneficiary and practitioners can use the site to ascertain the cap of any patient.

Once that information has been determined, the In Touch EMR™ can be told and the appropriate functions activated, making the billing process easier and more efficient for clinicians.

In Touch EMR Eliminates Scanning and Uploading of Patient Documents

In Touch EMR Eliminates Scanning and Uploading of Patient Documents

With the technology of an iPad and the In Touch EMR, there’s no reason to scan and upload documents to a patient’s record ever again. At this time, the In Touch EMR has the only dedicated iPad app for physical therapy.

In Touch EMRIn Touch EMR stores information securely in the cloud and can be retrieved at any time. Implemented on the iPad, the EMR offers a fast, easy and simple system with almost unlimited uses.

Say Cheese

With the iPad’s built-in camera, patients can take a photo of themselves for identification purposes, right in the office.

The photo automatically goes where it needs to be with the integrated In Touch EMR and it’s permanently stored in the cloud.

Patients can also complete forms and photograph them for inclusion in their records.

It’s essential to verify each patient’s identity for reimbursements, prevent fraud and avoid identify theft.

A photo of the patient’s insurance card can be taken and added to their file for quick verification of coverage and services, thereby increasing front desk efficiency.

Photographic Documentation

Clinicians can take photos of individuals during the patient encounter to document their posture, injuries and other visible data. The photos are instantly attached to the patient’s record to create a visual profile and establish medical necessity.

Clinicians can snap a quick photo of referrals, documents and records from other providers, all of which becomes part of the patient’s record almost instantly.


Clinicians need to understand the various elements of Obamacare so they can provide explanations to patients.

The In Touch EMR is an important tool for patient education.

Clinicians can use the In Touch EMR and iPad as a visual aid to help clients understand what they’re being told verbally. Instructions, examples and pertinent information can be called up, printed and given to patients to peruse at home.

Automating The Workflow

In Touch EMR and the iPad automates the before, during and after patient experience.In Touch EMR

Staff members spend less effort on time-consuming tasks and patients receive more quality time with their clinician. Billing can be completed and submitted, even before patients leave the office.

The combination of the In Touch EMR and an iPad eliminates the need for scanning, photocopying and uploading information to patient files.

The EMR in In Touch EMR stores data quickly, safely and securely in the cloud where it can be retrieved any time it’s needed.

Office processes are greatly improved for better efficiency, and clinicians have the ability to create a photographic profile of their patients, allowing them to bill quickly and reduce turnaround times on reimbursements.


EMR Software System — Transforming Patients into Referral Sources

EMR Software System — Transforming Patients into Referral Sources

It’s important for physical therapists to keep in touch with their patients throughout the year and not just when they make an appointment. Nitin Chhoda elaborates on how electronic medical record (EMR) software provides the tools to build and maintain an ongoing relationship with patients and transform them into a primary source of referrals.

EMRFamiliarity Breeds Referrals

Patients want to know that their business is appreciated. They’re busy and have dozens of options available when choosing a healthcare professional.

They want to feel that they’re more than just an insurance card or a paycheck. Clinicians must reach out to them.

An electronic medical record makes it easy, simple and streamlines the process.

Practitioners must strive to create an improved relationship with patients to increase the chances of referrals. They have to like, trust and be familiar with the therapist before they feel comfortable enough to refer them to friends and family.

Practitioners must keep their names in front of patients and an EMR provides the means to do that.

Modern Communications

An integrated solution, such as the In Touch EMR™, offers multiple methods of connecting with patients in traditional and modern ways to form and maintain long-term relationships. Practitioners can use the abilities of an EMR to provide patients with gentle reminders without being invasive.

Communication is the key to creating a long-term relationship between patients and practitioners.

Note:  An EMR contains multiple mechanisms to communicate with patients.

When patient information is entered into an EMR, it provides clinicians with eight pieces of data that can be used to inform, educate and connect with their clientele.

Therapists should automatically collect the needed patient information, including their email address and cell phone number. Practitioners can take advantage of the built-in abilities and data residing in the EMR to send clients offers, announcements and eBooks, along with voice and text messages. Patients must give permission for the contact, with the option of ending the communication when they desire.

An EMR Facilitates Communication in a Variety of Ways

EMRClinicians can keep in touch with patients through mail, email, phone and cell phones, and voice and text messages.

All those methods can be used to mark the client’s anniversary with the practice, the patient’s birthday, and send a variety of patient reminders.

Most text messages are read within five minutes of receipt, making them a reliable vehicle of communication.

Electronic medical records provide practice owners with automated options that can be used to deliver newsletters, greeting cards and special offers. Clinicians should endeavor to use at least two or three of the available communication options. With the metrics contained in an EMR, practitioners can also track patients who make a large number of referrals.

Integrated EMRs will soon be the standard in private practices, hospitals, labs and pharmacies across the nation. They streamline all facets of the office and reimbursement process, and provide automated methods of connecting with patients to build relationships that generate referrals.

EMRs have the necessary tools to help practitioners expand their reach and transform patients into an ongoing source of referrals.


Billing:  The Importance of Keeping Records in Your MIB Business

Billing: The Importance of Keeping Records in Your MIB Business

Documentation is the backbone of a medical insurance billing (MIB) business. It’s essential to file claims for clients and interacting with the IRS at tax time. In this informative article, Nitin Chhoda reveals the many reasons for maintaining proper documentation within an MIB business.

billingTools of the Trade

Billing software is designed to handle virtually any billing related task an MIB chooses to offer, but MIBs should consider the option of employing electronic medical record (EMR) technology in their business.

Fully functional EMR software is available for free and only requires a modest monthly user fee.

EMRs are in compliance with HIPAA privacy standards and submit claims electronically. They have the ability to maintain multiple databases for any number of patients, providers and payers. The billing software maintains a comprehensive array of information digitally or in the cloud, eliminating the need for paper medical records.

Avoiding the Litigation

Perhaps the greatest need for documentation in a biller’s arsenal is to avoid running afoul of litigation on behalf of their clients. It offers protection against accusations of billing for services and procedures that weren’t provided, altering or falsifying claims, misrepresentation, and billing for non-covered services.

Daily Documentation

Armed with a medical provider’s day sheet, MIBs are tasked with submitting a client’s current claims, complete with the necessary patient data.  Documentation must be kept that supports the medical provider’s diagnosis, treatment and procedures performed when claims for billing are sent.

It’s a simple matter to import written records into an EMR for storage and easy retrieval should a claim be denied, rejected or need correction.

Billing software provides a running account for each client that documents which claims have been paid, patent balances owed and payments posted to a clinician’s practice. Billers can quickly refer to their software when dealing with clearinghouses, payers or recalcitrant patients.

Patient IDs and Coverage

A patient must provide a photo ID and a copy of their insurance card for a claim to be filed. All that information can be kept securely within billing software, allowing billers to update the data as needed. Copies of all those insurance cards provide billers with necessary information to submit claims that get paid in a timely manner.

The billing documentation provides essential information about the client’s medical coverage, insurance exclusions, co-insurance, deductibles and co-pays, and who is covered, along with any financial maximums or caps. The documentation contained within the software allows billers to ascertain if the patient’s coverage requires pre-approvals or referrals.billing software

Contracts and Databases

To deal with clearinghouses with authority, billers need a copy of the contract between clients and their clearinghouse. Digital documentation puts the necessary information at their fingertips.

Multiple databases can also be created to provide an array of information that billers have agreed to track for their clients, from referral sources and revenues to the number of procedures performed each month.

Operating Costs

Documentation and receipts are critical for billers at tax time. The data allows MIBs to claim the cost of operating expenses, from equipment replacement and depreciation to loan payments, office supplies and coding updates. Don’t forget to document income.

With the elimination of paper forms, digital documentation becomes a critical element in business, especially in the medical billing industry. Billers who want an affordable full management system that will grow with their business should consider an EMR for comprehensive documentation, storage and retrieval.