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Maintenance Menu

Utilities -> Maintenance

Before you can use ClinicTracker for daily operations, you have to tell the program about your clinic -- from staff names, programs, services and billing codes to room locations and hours of operation. The information you enter populates the many drop-down boxes throughout ClinicTracker.

After accessing the Maintenance Menu, you can open an individual sub-item by double-clicking on it and entering the appropriate value. The video below illustrates the process:

Maintenance Item	Description	Applicable Options Settings
Adherence Technique Input	Technique used to encourage adherence to treatment.	Admin tab -> Integrated Credit Card Processing option must be enabled.
Appointment Status	Status of an appointment (e.g. cancelled).
Building/Billing Location Input	Names of your office buildings.
CD Assessment Information: Additional Recommendations	A list of additional recommendations you may make for new patients.
CD Assessment Information: External Services	A list of the external services you may assign new patients to.
CD Assessment Information: Internal Services	A list of the internal services you may assign new patients to.
CD Discharge Plan Recommendations	Discharge Recommendations for the Patient
CD Substance Frequency of Use	Frequency of use of a substance (e.g. daily, weekly, etc.)
CD Substance Route of Administration	Route of administration of a substance (e.g. inhalation, injection, etc.)
Citizenship Status	This allows for the creation of a list of citizenship statuses that can be linked to the demographics of a patient
Client Characteristics	This allows to create a custom list of client characteristics that can be selected from when completing the intake information. This field has been used for such purposes as recording sexual abuse characteristics in a sexual abuse program (e.g. Victim, Offender, etc.) but can be utilized for any custom needs.
Clinical Decision Support	Configure decision support rules for problems, medications, allergies, and labs.
Clinical Knowledgebase Setup	ClinicTracker can also function as an online research library. This area of the program will allow you to enter a problem description, and then populate sections for Current Clinic Protocol, Clinical Practice Guidelines, and Latest Research. Your clinical staf will be able to refer to this information when needed.
Clinical Service (DAP Note) Input	The clinical services provided during a session.
Collateral Input	These are non-appointment activities a clinician performs that you wish to track. Typical items for this menu include: Phone Call, Consultation, and Legal Activities.
Common Phrases	Global Common Phrases for use throughout the system.
Credential Input	Staff credential types, such as Ph.D., msw, etc. This form can also be used to link Qualification Types to a given Credential.
Credit Card Merchant	Enter your TransFirst Account information to be used for Integrated Credit Card Processing.	Admin tab -> Integrated Credit Card Processing option must be enabled.
Diagnosis Type Input	This is used to record the type of diagnosis assigned to the patient, for example SPMI (Seriously and Persistently Mentally Ill) or SED (Seriously Emotionally Disturbed).
Direct Exchange Address Book	Users you communicate with using Direct Exchange secure messaging.
Discharge Criteria Input	Expected Discharge Criteria
Discharge Educational Services	This allows the creation of a list of treatment services that can be offered at the time of discharge.
Discharge Reason Input	The reason a patient was discharged.
Discharge Treatment Services	This allows the creation of a list of treatment services that can be offered at the time of discharge.
Disposition Input	The disposition lists the various options an intake clinician has for directing a case past the initial appointment. The disposition may be that the case is 'Referred Out' or sent to a subspecialty program.
Document Library	This is a place to store files that you want your staff to have access to. You can select the type of document, enter a description, and locate the file using the locate icon. You can also scan a document in from an attached scanner by clicking the scan icon.
DSM-5 Entry	The diagnoses you may assign to patients.
Dynamic Compliance Configuration	Configure Dynamic Compliance Rules.
Dynamic Compliance Groups	Configure different groups to use in Dynamic Compliance rules.
Dynamic Compliance Staff Groups	Configure groups of staff to assign Dynamic Compliance rules to.
Employer Input	A list of frequent employers.
Family Composition	Describes how a patient was raised. An additional field lets you indicate the gender of the head of household.
Foster Home Cerification Authority Input	Certification Authorities for Foster Homes.
Foster Home Placement Activity Input	Placement Activities for Foster Children.
Foster Home Reimbursement Rate Input	Reimbursement rates for foster home placements.
General Patient Note	A Patient Note to display for all patients.
Goal Input	Main therapy goals. You also have the ability to link a goal to previously entered objectives.
Heard About Us From	How did the patient hear about your clinic?
Insurance Authorization Package Input	Configure Insurance Authorization Packages to ease data entry requirements.
Insurance Authorization Package Master Input	Configure Groups of Insurance Authorization Packages to ease data entry requirements.
Insurance Input	Names of insurance companies and their type (Private, Public, Self).
Intake Service Input	This is similar to a service; however, some clinics offer different services for a patient's first visit. This allows for entry of those initial services.
Lab Test Input	Lab tests that may be ordered, along with LOINC Code.
Measurement Input	Various ways you will measure improvement.
Medication Type Input	Type of medications prescribed.
Medicine Input	Medications that you prescribe at your clinic.
Modality Input	Treatment modalities or interventions.
Mood/Affect Input	Descriptions of patients mood/affect.
Motor Behavior Input	Descriptions of patient motor/behavior.
Objective Input	Therapy Objectives. You also have the ability to link an objective to previously entered modalities.
Outside Provider Input: Lab	The name and location information for the Outside Providers listed on the Intake/Patient Info form.
Outside Provider Input: Mental Health Provider	The name and location information for the Outside Providers listed on the Intake/Patient Info form.
Outside Provider Input: Pediatrician/Primary Care Physician	The name and location information for the Outside Providers listed on the Intake/Patient Info form.
Outside Provider Input: Pharmacy	The name and location information for the Outside Providers listed on the Intake/Patient Info form.
Outside Provider Input: Radiology	The name and location information for the Outside Providers listed on the Intake/Patient Info form.
Patient Group Input	The Patient Group designation is a way of dividing your clinic roster into groups based on shared characteristics.
Patient Note Type Input	Category for a Patient Note.
Perception Input	Description of Patient Perceptions.
Practitioner Type (Non-Qualified) Input	Non-Qualified Practitioner Types (Credentials).
Practitioner Type (Qualified) Input	Qualified Practitioner Types (Credentials).
Problem Domain Input (CD)	General clinical problems being addressed. You also have the ability to link a problem domain to previously entered goals.
Problem Domain Input (MH)	General clinical problems being addressed. You also have the ability to link a problem domain to previously entered goals.
Program Input	ClinicTracker allows you to associate patients with specific programs in your clinic.
Psych Test Input	Psychologican tests that administered in your clinic.
Psychotherapy Type Input	Psychotherapy types offered at your clinic.
Qualification Input	Type of staff qualification (e.g. 2-year degrees, 3-year degree, etc.)
Radiology Test Input	Radiology tests that may be ordered, along with LOINC Code.
Referral Reason	Reasons patients are referred to your clinic.
Referral Service	Services that patients may be referred for.
Referral Source	Patient referral sources.
Related Document Category Input	Category for documents stored in Related Documents module.
Relationship Type (External Contacts)	Relationship Type for external contacts.
Relationship Type (Family)	Relationship Type for family health history.
ROI: Default Notes	Configure default text to insert into the Authorization Notes section.
ROI: Default Notes (Tab 2)	Configure default text to insert into a second tab of the Authorization Notes section.
ROI: Purpose of Authorization	The purpose of granting access to information for a consent form.
ROI: Statement to Initial (Tab 2)	Configure a statement requiring the patient to initial on the second tab of the Authorization form.
ROI: Type of Information	Types of information that could be included with a consent to release information.
Room Input	The rooms in your buildings. You enter a room number and optional description, and link it to a previously entered building.
Safety and Planning Issues	The interventions warranted for safety and planning purposes which can be noted on a Treatment Plan.
Schedule Event Type Input	Description of events you will schedule for, (e.g. Initial Mental Health Evaluation).
Scheduling Group Collection Input	This allows you to associate multiple Scheduling Groups with a single Collection for easier data entry.
School Input	Commonly entered school names.
Service Category	This is a way to define groups of services that are often authorized together.
Service Input	All services your clinic provides. This can be a diagnostic consultation, therapy session, etc.
Service With Add-On Codes	Group together a service with associated add-on codes.
Sexual Orientation	Configuration options for the patient's sexual orientation.
Speech Input	These are descriptions of a patient's speech that appear on many of the paperwork forms.
Staff Assignment Type Input	A list of types of staff that may be involved in a treatment team (e.g. therapist, psychiatrist, community support, etc.)
Staff Based Values Input	Configure the display of the Staff Based Activity Module. For more information, see the section on Staff Based Activity, Configuring the form.
Staff Log Type Input	A list of note types for associating with Staff Activity Logs.
Staff Related Document Category Input	Category for staff documents stored in the Related Documents module.
Staff Unassigned Reason Input	A list of reasons why a staff member may be unassigned from a case (e.g. Conflict with patient, incompatible schedules, etc.)
Strength Input	Strengths of the patient.
Substance Input	Alcohol and drugs with which a client may have substance abuse issues.
Symptom Input	Symptom noted, specifically in relationship to prescribed medications.
Therapy Type Input	These are types of therapy that your clinic provides.
Thought Content Input	Patient thought content description.
Thought Process Input	Patient thought process description.
Tribe Input	A list of Native American Tribes
Washington GCBH Config	A configuration form for the Washington State GCBH integration.
Weakness Input	Weaknesses of the patient.