• Does TCC have a billing and/or scheduling module?
• How can providers accurately document each patient encounter with TCC's dictation templates?
• What are the benefits of using TCC's templates?
• Does UMC offer predefined templates?
• Can multiple providers in the same practice have their own templates?
• How do patient react to the presence of a computer in the exam room?
• Can TCC interface with our practice management system?
• How does information from old paper charts get inside TCC?
• Can we use our existing hardware with TCC?
• What happens if the system crashes?
• Can we see patients if we lose power?
• Is the Team Chart Concept HIPAA compliant?
• Can we still use our clearinghouse for electronic claim submission?
• How will TCC affect staffing?
• Why should we select TCC?
• Why should we choose Ulrich Medical Concepts?
• May we speak with existing customers?
• Will TCC interface with our existing medical devices?
• Do you offer incentives for referrals?
• Can TCC be accessed from home or hospital?
• How safe is the information in TCC?
• Will TCC slow me down?
• How can TCC save us time and money?
• Does UMC offer financing options?
• Why should we start using an EMR system now?
• Will our office survive the transition?
• Does UMC require us to use a specific hardware vendor?
• How long does it take to become fully operational with TCC?
• How long does it take to learn TCC?
• Does everyone in the office have to be trained?
• Do you have to be computer literate to use TCC?
Does TCC have a billing and/or scheduling module?
The Team Chart Concept comes complete with billing, scheduling, and electronic medical features. TCC is not a module-based system, but a fully-integrated system created to allow each department complete access to all information.
How can providers accurately document each patient encounter with TCC's dictation templates?
TCC's predefined templates offer providers a multitude of phrases arranged by category. From these commonly-used phrases, the physician may choose the proper words to describe the condition of the patient. Most physicians are able to document 80%-90% of their encounters through TCC's templates. They then use voice dictation or type the remainder of their notes.
What are the benefits of using TCC's templates?
- Eliminate repetitive entries - The majority of phrases used to document a medical encounter are repetitive. TCC's templates consist of these commonly-used phrases arranged by category. When a phrase is selected, TCC adds a prewritten sentence or paragraph to the provider's dictation. With TCC's templates, the provider can quickly and thoroughly document a patient's status simply by selecting the appropriate phrases.
- Customize templates - TCC allows providers to decide what they want to say in their documentation. The provider builds his/her own list of phrase selections and the order in which the phrases appear in the list and builds the dictation exactly as he/she would like it stated. TCC's templates can be customized to meet the individual needs of each provider.
- Create orders - TCC's templates have the ability to invoke actions related to the patient encounter. Each time a particular template phrase is selected, the provider can specify that a particular action occur. For example, the physician may want to send an order for labs, an order to create a prescription, or a message to the receptionist to schedule an appointment. TCC's templates allow providers to instantly communicate instructions to the staff.
- Assign audit points - Each template phrase can be assigned Medicare audit points. TCC can summarize all audit points in the dictation and at any time inform the provider of the Evaluation and Management Code Level (99211, 99212, etc.) to which he/she can bill Medicare for the given encounter. TCC's templates insure that the physician provides adequate dictation and does not under code.
Does UMC offer predefined templates?
Yes, UMC offers templates for family practice, internal medicine, and several specialties. In addition, several of UMC's customers are willing to share their personally developed templates for a small fee.
Can multiple providers in the same practice have their own templates?
Yes, UMC offers templates for family practice, internal medicine, and several specialties. In addition, several of UMC's customers are willing to share their personally developed templates for a small fee.
How do patient react to the presence of a compute in the exam room?
Some physicians fear patients will be offended by the computer, but just the opposite is true. The general public expects the use of computers in a professional environment. In addition, TCC increases the quality of care and service medical practices are capable of providing their patients.
Can TCC interface with our practice management system?
Under special circumstances and depending on your vendors willingness to work with the UMC development team, TCC can interface with practice management systems. However, the best solution for all is to replace the existing practice management system with TCC. TCC is a fully integrated system that includes billing and scheduling routines in addition to Electronic Medical Records. The developers of the Team Chart Concept believed that the integration of all information from all departments would allow for the most efficient, most cost-effective solution possible. And after numerous installations, TCC's fully integrated system has proven its effectiveness.
How does information from old paper charts get inside TCC?
Old paper charts are scanned, in whole or in part, into TCC. Once scanned, the record is easily accessible in TCC. Depending on your needs, your office may choose to hire an outside firm or scan the charts in-house. The task, while overwhelming at first, can be broken into manageable steps. UMC will assist you in deciding the best way to enter your charts into TCC.
Can we use our existing hardware with TCC?
If your computers meet UMC's minimum specifications, they may be usable. Equipment such as printers and scanners are often reusable. However, this question is best handled on a case-by-case basis.
What happens if the system crashes?
Ulrich Medical Concepts takes a number of precautions to ensure your information and your practice will survive computer failures:
- Quality computer equipment - The first step to reducing the potential for system crashes is the purchase of quality equipment that is designed with redundancy. Redundancy allows a secondary system to automatically take over in the event of a failure with no visible impact to the user.
- Off-site backup - UMC provides and maintains automated off-site backup of your information on a daily and hourly basis. This backup ensures the survival of your data even in the event of a catastrophic flood or fire.
- Network monitoring - As your hardware and network provider, UMC will constantly monitor your entire network remotely. Monitoring the network allows UMC to identify and fix problems before they affect your practice.
Can we see patients if we lose power?
In the event of a power loss, a back-up generator for the computer network would be required to use TCC. If a generator is not an option, UMC will work with you to develop a paper-based system that mimics the flow of information in TCC. Once power is restored, the data will be easy to enter into TCC.
Is the Team Chart Concept HIPAA compliant?
TCC is HIPAA compliant. The Team Chart Concept supports all electronic file formats (ASCII Xl 2) for the submission and reception of healthcare information. TCC also supports all requirements related to the privacy of information within TCC and the encryption of that information when shared with authorized medical facilities outside of your organization. The HIPAA standard is ever-changing, and UMC will continue to be HIPAA compliant as new regulations are announced.
Can we still use our clearinghouse for electronic claim submission?
UMC has an existing relationship with Gateway EDI, a certified HIPAA-Compliant Clearinghouse located in St. Louis, MO. Should you find them unacceptable, we will work with the clearinghouse of your choice. However, this will require testing at an additional charge.
How will TCC affect staffing?
By eliminating paper and increasing efficiency, TCC dramatically improves the productivity of the staff and providers. With TCC, tasks that used to take hours can now be done in minutes. Some staff members may feel their jobs are threatened by TCC, but that is not necessarily true. It is true, however, that the efficiency realized with TCC means job responsibilities may possibly change. UMC helps clients determine how best to assign new job responsibilities during and after the transition.
Why should we select TCC?
The Team Chart Concept is a fully-integrated practice management and electronic medical records system. There are no separate modules to buy or interface to, no paper charts, and no duplicate data entry. With TCC, your practice can realize the maximum savings of time and money available from a completely integrated system.
Why should we choose Ulrich Medical Concepts?
Ulrich Medical Concepts offers a turn-key solution for medical practices of all sizes. From training to consulting, support to hardware and networking, UMC does it all.
May we speak with existing customers?
UMC will direct you to clients who have given their permission to be used as references. UMC respects the privacy of its customers and does not give out information without permission.
Will TCC interface with our existing medical devices?
TCC can interface to medical systems that are HL7 compliant. TCC can also directly import data from medical devices that offer information in a flat file format with a unique patient identification number. UMC will make every effort to interface to any medical device or system that supports some sort of data interchange. Additional fees may apply for interface design.
Do you offer incentives for referrals?
No, UMC does not buy or sell referrals. UMC only pays a commission to authorized selling agents. UMC does not employ or pay commissions to customers (existing or potential); it is considered a conflict of interest.
Can TCC be accessed from home or hospital?
Yes. With the proper internet connection, authorized personnel can have full access to TCC from remote locations.
How safe is the information in TCC?
In order to limit access to sensitive information, TCC has several levels of security:
- A Windows username and password is required to log on to the network and run TCC.
- A TCC username and password is required to access information in TCC.
- Departments assigned to each user within TCC control who can create and/or access information.
These measures ensure that only authorized users view information within TCC.
Will TCC slow me down?
No, TCC will not slow you down. There will be an initial learning curve during which you will work slowly; but when that period is over, you will most likely work more quickly. In fact, TCC can allow you to see more patients in the same amount of time. If you currently do not document your encounters, or just record brief notes for each encounter, TCC will slow you down as you begin to thoroughly document each encounter.
How can TCC save us time and money?
Practices using the Team Chart Concept have the potential to save time and money in the following ways:
- End the time spent searching for paper charts.
- Eliminate the costs associated with the purchase, maintenance, and storage of paper.
- Discontinue transcription services.
- Stop duplicating data in different systems and on paper.
- Use provider templates to dictate notes and communicate orders immediately.
- Import lab results into TCC automatically.
- Eliminate staff time spent updating paper charts with documents from outside sources.
- Use TCC's audit feature to code to the appropriate level of service. (For many providers, this has the potential to increase revenue.)
- Generate referral letters automatically.
- Reduce paper and postage costs by electronically filing all claims.
- Use TCC to auto post electronic remittance in order to reduce the time and errors involved in manually posting payments.
- Catch any insurance payments that are not made at agreed upon rates with Insurance Contract Schedules.
- Track problem areas and instantly report those areas to management with Management-by-Exception Reports.
- Ensure financial stability by employing UMC to monitor all financial aspects of your practice and catch problems before they impact cash-flow.
In addition to saving a practice's time and money, TCC can improve staff morale by allowing them to do their real work rather than their paperwork.
Does UMC offer financing options?
Yes. If you are interested in TCC but feel you cannot afford it, there are financing options available. UMC has relationships with several leasing companies for both hardware and software. Many UMC customers have found leasing to be advantageous for both the initial purchase of TCC and for on-going tax purposes.
Why should we start using an EMR system now?
Electronic Medical Records are the future of healthcare. The government has begun the push toward modernizing record keeping and many medical professionals realize the benefits of an EMR system. In addition to the practical benefits of saving time and money, TCC offers the potential to save lives. Patients can be monitored to a degree impossible with paper-based systems. With Risk Factor Analysis routines, clinical reports, and disease management capabilities, TCC provides the tools needed for better patient care.
Will our office survive the transition?
Yes. UMC has helped many offices make the transition from paper charts to TCC. The following guidelines can reduce the stress and time involved in the transition:
- Ensure that all staff and providers receive adequate training.
- Ensure that everyone understands why this change is occurring.
- Understand that everyone will have to make some sacrifices.
- Realize that mistakes will be made during the transition.
- Clarify that no ones employment is threatened by this change.
- Ensure that every person involved in the transition completes his/her responsibilities in a timely manner.
- Realize everything will not be done overnight.
Does UMC require us to use a specific hardware vendor?
No, you may purchase hardware from the vendor of your choice. However, because the success of TCC depends on the quality of your hardware and networking ability, UMC strongly prefers to be involved in the purchase and support of the hardware. Typically, customers who allow UMC to assist in the purchase of their hardware enjoy a smoother transition and better support. By utilizing UMC's IT services, customers have only one call to make for both hardware and software issues.
How long does it take to become fully operational with TCC?
Typically, smaller practices are fully operational in two to three months. Practices of ten or more providers may require additional time.
Several factors influence the time frame:
- Installation of hardware
- Delivery of setup information
- Approval from clearinghouse
- Adherence to training schedule
- Completion of provider templates
How long does it take to learn TCC?
Each person requires a minimum of 10 to 15 hours of training. Financial staff members usually require up to 20 hours of training. UMC can train up to 8 individuals in a classroom setting at one time.
Does everyone in the office have to be trained?
Yes, every staff member and provider will be trained how to use TCC to perform his/her job tasks.
Do you have to be computer literate to use TCC?
Although UMC's training approach begins with basic Microsoft Windows terminology, an elementary understanding of computers is recommended. For those with little to no computer experience, a basic computer class might be helpful. At this time, UMC does not offer such a class.
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