Key Navigation Tips

[Accordion] Overview

The Navigation menu, located on the left-hand side of the screen, provides centralized access to all ClinicTracker modules. It serves as your primary control panel, enabling you to quickly access features such as patient records, scheduling tools, reports, maintenance settings, and other system components. 

This menu enables you to efficiently switch between workflows without leaving your current screen.

[Accordion] Quick Info

[[img:recent_patient]] 

[Accordion] Patient 

[[img:Contacts]] The majority of your work will take place within the Patient section. 

This area is designed to be comprehensive, intuitive, and easy to navigate. It consolidates the components of a patient’s chart, including demographic details, financial information, clinical documentation, and completed paperwork. 

Some of the modules/forms available are:

• Demographic Form: The Demographic Form is where every patient record begins. Use it to enter admission details, program and staff assignments, insurance, financial information, and other key data. A patient must be created here before any other part of the record can be used.

• Patient Contacts: The Patient Contacts section captures the patient’s treatment history, including appointment notes, collateral contacts, cancellations, and no-shows.

• Completed Paperwork: This section provides an overview of all paperwork items that have been fully completed for the selected patient. You can filter by treatment phase, review status, and access additional details as needed.

• Group Appointments: One of ClinicTracker's most time-saving features is its ability to document appointments all at once for patients in a Group Therapy session. To record group appointments, go to Patients > Group Appointment.

• Info Release: The Info Release section is used to document and manage consent forms that authorize the sharing of a patient’s information with external parties. It helps track what was released, to whom, and for what purpose.

• ePrescribing: Opens the ePrescribing Portal in a separate window. After completing your ePrescribing User registration, your ClinicTracker staff record is mapped to your account with our ePrescribing partner DrFirst, allowing seamless access without additional logins.

[Accordion] Schedule

[[img:Calendar_Month]] ClinicTracker’s Schedule functions like a calendar-based scheduling system, with added features designed for clinical workflows. Because it is fully integrated with the practice management and billing system, information flows seamlessly across modules.

You can simply point to a scheduled event to begin documenting the necessary information that will flow to your appointment and progress note, without re-entering patient details, date, time, clinician, or service code. The integration also allows you to select a scheduled patient and quickly access their contact information, open balances, payor mix, and full clinical record.

[Accordion] Messaging

[[img:Mail]] The Messaging Module is your central hub for all communication in the system. It brings together staff messages, personal Reminders, Compliance Alerts, Signature Requests, ePrescribing notifications, Schedule notifications, Patient Portal messages and more in one place. 

Categorized sections help you stay organized and on top of important tasks. It’s a quick, efficient way to manage all messaging without navigating multiple screens.

1. List Type Options: Switch between message types:

• Messages: Contains messages sent to you from other staff members within the clinic. 

• Schedule Notifications: Contains notifications that events have been scheduled for you or that an event has been edited. These notifications may be turned on or off for your clinic by going to Admin Config > Options > Notify Linked Staff on Scheduled Event Creation and on Scheduled Event Edit

• eRx/ePrescribing Notifications: Contains notifications regarding refill requests, required signatures, and incomplete prescriptions. Once a user has an eRx account, access can be given at: Staff Info > Personal > ePrescribing > Enable Notifications

• Reminders: Contains reminders you have set up for yourself

• Signature Requests: Contains incoming signature requests for patient or staff paperwork, making it easy to see exactly what needs your review and sign-off

• Agency Announcement: Contains a message from your system's administrators for all ClinicTracker users, and can be used for alerts and general messages. Users with Administrative Privileges can configure this by clicking Add Agency Announcement when in the Agency Announcement folder. It is displayed within the Message Board in the Staff Portal.

• Patient Portal Messages: Contains messages sent to you from the Patient Portal

• Compliance Alerts: Contains alerts from the Compliance system. Alerts will be displayed in red when they are overdue

• Lab Report Notifications: Contains messages regarding lab report results for any users who have been given access at: Staff Info > Basic Info > Lab Result Notification

• Cloud Communications: Contains Direct secure messages and eFax messages for any users who have been given access at: Utilities > Cloud Communications: Link Staff Accounts to Addresses

2. Compose Message: Use the dropdown to create:

• Regular Message

• Reminder

• Patient Portal Message

• Cloud Communications Message

3. Refresh: Click the refresh icon to update the widget.

[Accordion] Paperwork

[[img:document_scanner]] Allows you to access your clinic's patient forms, neatly organized by categories you have created. If you know which form you need, start typing its name into the Quick Search bar. The list will automatically filter and display all forms that match what you’ve entered, making it easy to locate the exact form you’re looking for.

You will also see that the most recently opened form(s) during your session will be listed under Recent Forms. This makes it easy to return to forms you were just working on without needing to search or navigate through the categories again.

Maintenance Forms: The Maintenance menu is where you define clinic-specific information such as Program names, Services, Schedule Event Types, and other customizable values. The items you enter here populate lists throughout ClinicTracker. Simply open each sub-item in the Maintenance menu and add the values you want to make available to your staff.

[Accordion] Medical

[[img:medical_services]] Use this module to document and manage medical information collected during your patients’ visits.

Amendments: Use this form to document formal change descriptions or to provide clarifications related to previously received medical or legal records. It ensures that any updates, corrections, or additional context are clearly recorded, maintaining accuracy, continuity, and compliance within the patient’s record.

[Accordion] Staff

[[img:person]] Use the Staff menu to manage Staff Info records and their roles, and permissions. From here, you can add or update staff information, assign access levels, configure schedules, and ensure each team member has the appropriate permissions to perform their duties efficiently. You will also find any Staff Forms you have built using Form Builder listed here.

Automatic Staff Assignment Rule: With Automatic Staff Assignment, you no longer need to manually assign staff to each patient’s demographic record. When a patient has an appointment with a staff member, the patient is automatically added to that staff member’s caseload. 

Staff Certifications: Use this option to record and track any required professional certifications for a staff member.

Contracted Clinical Hours Tracking: If a staff member is contracted to complete a specific number of clinical hours per week, this section allows you to record and track that information. 

Electronic Signature: You can add an electronic signature for each staff member to the system. Once added, the signature can be applied to Paperwork items throughout the system wherever a staff signature is collected.

Patient Group Permissions: Control which Patient Groups a staff member has access to, ensuring staff only access patients relevant to their role.

By default, staff will not have access to patients in newly created Patient Groups. If only certain staff should have access, you’ll need to update Patient Group Permissions in each applicable staff member’s record.

Schedule Permissions: 

Set the level of access a staff member has to another staff member’s scheduler. Options include View Only, View & Edit, or None. You can also configure access for Schedule events that have been marked Private.

Credentialed Payor: Some payors require providers to meet specific credentialing requirements before sessions can be reimbursed. ClinicTracker prevents you from scheduling or recording appointments with a provider who is not credentialed for a patient's payor. Only Insurers with "Provider-Level Credentialing" configured within the Insurer Plan Setup form will be displayed.

 

You’ll receive a message identifying the payor and the staff member who is not credentialed. To track provider-level credentialing, check each payor for which the staff member is credentialed.

 

Staff-Specific Event/Appointment Defaults: Staff-Specific Event Defaults help save time by automatically filling in commonly used fields when creating Scheduled Events and Patient Contact Records. This reduces manual data entry, improves consistency, and speeds up scheduling and documentation for staff. You will choose the staff member, Patient Group, Age Category, Module, and Payor. When creating an event or appointment record the system will look for the inputs, and if the criteria are met, automatically populate the output fields.

 

Staff Related Documents: The Staff Related Documents section lets you upload scanned or saved documents to a staff member’s file. It can be accessed from the Additional Options tab on the Staff Info form for a specific staff member, or from Staff > Staff Related Documents to view documents for any staff.

 

Staff Info: This form centralizes essential staff details within a secure, thoughtfully designed workspace. It offers a clear and structured way to capture and manage information such as roles, contact details, and key attributes, ensuring everything is easy to find and simple to maintain. 

[Accordion] Utilities

While many of these features can be used immediately to organize and customize your environment, Form Builder and Audit Logs are more extensive and are explained in separate documents for deeper guidance.

[Accordion] Reports

ClinicTracker includes a wide range of pre-built reports to cover most reporting needs. If you don’t find the report you need, you can create a custom one using the Report Builder. You can also mark frequently used reports as favorites for quick access.

Report Categories include the following:

1. Admin
2. Aging
3. Claims
4. Maintenance
5. Patients
6. Payments
7. Staff

[Accordion] Support Request Form

[[img:Contact_Mail]] Open the Support Request Form to send your question or suggestions to ClinicTracker Support. Fill in the details of your request and submit the form. Your message will be sent directly to the ClinicTracker Support team for review and assistance.

[Accordion] Best Practices

• Familiarize yourself with menu sections
  Take time to review each module in the Navigation menu so you know where key functions are located.

• Use the Navigation menu as your primary workflow hub
  Move between modules using the left-hand menu instead of browser back buttons to avoid losing data.

• Save or complete work before switching modules
  Ensure notes, forms, or updates are saved before navigating to another section.

• Use role-appropriate modules
  Access only the modules relevant to your role to stay focused and reduce errors.

• Verify patient context before taking action
  When switching modules, confirm you are working in the correct patient record to prevent documentation mistakes.

• Leverage built-in filters and search tools
  Use search and filtering within modules like Patient, Schedule, and Reports to find information quickly.

• Log out when finished
  Always log out using by clicking your profile picture and choosing the Log Out option to maintain system security.

• Report missing or inaccessible menu items
  If you cannot see a module you need, contact your administrator or submit a Support Request.

• Avoid opening multiple browser tabs for the same task
  Work within a single session to prevent data conflicts or unsaved changes.

[Accordion] FAQs

[Q] Can I switch modules without losing my work?
[A] No. The Navigation menu lets you move between modules, but any unsaved work will be lost when you switch screens.

[Q] Why don’t I see all modules listed?
[A] Module visibility depends on your role and system permissions. Contact your administrator if you believe access is missing.

[Accordion] Related Articles

Configuring Your Demographics Form

Patients Contacts - Appointments

Completed Paperwork

Group Appointments

How To Schedule A New Event

Unified Messaging System

Creating a New Staff Info record

Maintenance Menu