eccentex

Solution Overview

Eccentex offers dynamic case management software applications especially designed for Social Services organizations and professionals. The web-based applications tremendously help social workers in the fields of addiction, counseling, abuse and violence, rehabilitation, welfare and others to focus more on their clients and perform their tasks more efficiently.

Here we showcase an example of a system created for behavioral health professionals. Eccentex created MyCaseRecords Electronic Medical Records Software-as-a-Service for behavioral health facilities and professionals. It is a full featured, end-to-end case online health records management system that is affordable, practical and user-friendly.

Solution Description

MyCaseRecords allows treatment facilities to manage client cases, facility records, HR functions, individual and group schedules, referrals, electronic claims, online billing, authorizations and much more in one easy-to-use system. The application enables practitioners to keep all client data organized, easy to retrieve and categorize, while avoiding key entry mistakes or repetitive errors. The Case Management System streamlines the 12 Core Functions of Reports and Record Keeping:

The Herdman Assessment Form (HAF), an integral element of MyCaseRecords, is the comprehensive bio-psycho-social semi-structured electronic interview. It was developed by a long time industry veteran and behavioral health expert Dr. John W. Herdman. Within HAF, based upon the client's answers to interview questions, an editable and reader-friendly narrative is generated. This narrative saves counselor's time, by helping avoid having to type or dictate client history.

Managing client case records and facility data can be time consuming. Empower your employees with the electronic case management system that optimizes performance and ensures that your organization are always compliance ready. MyCaseRecords makes it easy to create and search medical case files, schedule sessions and communicate across employee roles and facility locations. System users can work with client cases, view case and client histories, set up group and individual sessions and more, in real time, from any location.

MyCaseRecords is built on the Eccentex AppBase cloud platform which is flexible and allows our clients to create a system that meets their specific standards. Designated managers or business analysts can easily adjust workflow requirements, modify application permissions for each user, and set up user roles. The Case Management application is always current with automatic updates and in sync with organization's goals.

Solution Features

MyCaseRecords Online Case Management System places many features right at your fingertips to streamline the daily activities of facility managers, counselors and staff. The cloud platform (PaaS) upon which the dynamic case management system is built is easy to customize precisely to your needs. Tailor multiple functions such as automatic reminders, forms, case assignments and reports to ensure your organization runs efficiently and maintains compliance ready records.

• Client management - MyCaseRecords allows you to view and manage all client records from admission to discharge. If a client requires reentry into a facility or another program, a new case number will be assigned for each instance, allowing access to primary tracking through the original client number.

• Case management - Each client can have multiple "cases" or treatment episodes. The system automatically organizes case records in the client profile along with other relevant data.

• Activity and forms management - This feature allows you to document all client-related activities and complete necessary forms, while having them electronically organized.

  Activities include: Screening Form, Intake Form, Client Rights and Responsibilities Form, Herdman Assessment Form (HAF), Treatment Plan Progress Notes, Documentation Log Sheets, Discharge Planning Form, Justification of Treatment Continuation, Discharge Summary, Evaluation Staffing Record, Start and End Program Letters and Custom Forms.

• Scheduling - With the Scheduling feature, you can easily schedule individual clients, groups, classes, staff activities, and other recurring or one-time events.

• Referrals - This tool allows you to develop a database of referral names, agencies and contacts, as well as track sources of referrals, see reports and use the database to send e-mail campaigns.

• Employee management - You can record and maintain important employee data. In addition, you can scan, store and track important documentation such as licenses, certifications, malpractice policy information and much more.

• Reports and dashboards - MyCaseRecords gives you the option to choose a report from our Library of Reports or design your own. The agency and client data is at your fingertips in a concise manner with this feature. The system dashboards show you summaries of data that you choose.

• Workflow and rules - Facility directors can use the Rules function to automate facility processes to save time and reduce mistakes. For example, a manager can set up for the system to automatically generate a pending discharge summary that will be due within 10 days of client discharge.

• Security and roles - The Case Management system is secure and HIPAA compliant. All client data is secure, SSL encrypted and password protected. User access is determined within the role established by the agency administrator. Users log into their own personalized home page/dashboard. Staff do not have to be at assigned stations; any computer with Internet access will work.

• Billing - This feature integrates newly entered data with your existing legacy billing process and allows the option of migrating it to MyCaseRecords online billing module.

Solution Benefits

MyCaseRecords saves facility owners, counselors and staff time by streamlining the core functions of reports and record keeping. As facilities move towards electronic document format, MyCaseRecords will save money by eliminating paper and printing costs, while reducing time that staff uses to file, search for and maintain records. MyCaseRecords organizes activities and forms chronologically for easy access.

• Saves time and money with more efficient processes and workflow

• Streamlines reports and record keeping by utilizing forms and automated data processing

• Eliminates repetitive data entry and key entry mistakes

• Allows you to focus on clients instead of paperwork

• Helps your business be "greener" by reducing paper use

• Maintains HIPAA compliant and audit-ready data

• Increases administration effectiveness

• Provider extensive reporting capabilities

• Web-based application is accessible anywhere

• Staff collaboration across facilities and remote locations

• Suited for multi-program and multi-site implementations

• Contributes to Behavioral Health Research