Category: Uncategorized

Managing Client Forms in Clocktree

You can use Clocktree to deliver and store client forms in a secure and HIPAA compliant way.

  • The first step is to create your forms in a Word doc or a fillable PDF file. This will make it easy for your clients to complete the forms on their computer or device without having to print them.
  • Send a secure message to your client within Clocktree, attaching the blank forms and instructions for returning the completed forms. Your client will receive a notification with a link to access your message.
Click the Send Message button from your client’s profile.
  • There are three options for clients to return the forms:
    1. Clients can reply to your secure message in Clocktree, attaching their completed forms.  When they do this, you will receive a notification and there will be new message indicator next to that client’s name on your client list.
    2. Clients can upload their completed forms in the Documents tab on their own Clocktree profile.  You or other colleagues within your Clocktree practice will be able to access the completed forms from the client’s profile at any time.
    3. Clients can upload the completed forms into the video appointment room by clicking the paperclip in the bottom right corner and attaching the file.  Once the document appears, both parties can click “shared view” to enlarge the document and go through it during the appointment. The file will be securely stored and accessible afterwards in the Appointment History.

If either you or the client needs to download and/or print the documents, simply hover the cursor over the image and a download arrow will appear.

Client forms and any other data stored in your Clocktree account will remain available to you, even if you no longer have an active Clocktree subscription. It’s a simple and secure way to manage client forms.

Telehealth surge among dentists

Telehealth surge among dentists

A recent survey of 2,767 dentists in 20 states found that 34% of providers are currently using some form of telehealth to treat patients or plan to in the near future.

The study, conducted by DentaQuest Partnership for Oral Health Advancement, also found that:

  • 75% of providers who use telehealth services expect their telehealth volume to increase or stay the same during the next 12 months
  • Public health providers are more likely (44%) to use telehealth than all other practice types (21%)

Among providers, the report found that those in public health settings used telehealth the most, along with those in states like Pennsylvania, Washington, Florida, Kentucky and Arizona — likely as a result of favorable payment and coverage policies in those states. Additionally, providers who are not seeing their patient volume return to near-normal levels, serve primarily Medicaid patients and anticipate long-term changes in dentistry were more likely to embrace telehealth. Dentists with more than half Medicaid patents were 39% more likely to use telehealth platforms.

“Telehealth brings a wide range of benefits to the future of oral health care. It is key to expanding value-based care in our communities and improving outcomes for both oral health and overall health,” said Dr. Myechia Minter-Jordan, president and CEO of the DentaQuest Partnership for Oral Health Advancement and Catalyst Institute, Inc. “As we continue to leverage telehealth as a short-term solution for the pandemic, we must ensure its longevity to make it part of the dental ecosystem moving forward. That means taking the necessary steps right now to remove barriers that may prevent the widespread adoption or utilization of telehealth in the future.”

Clocktree Compliance Manager

Clocktree Compliance Manager

Manage Compliance Needs & Audits With Clocktree Compliance Manager

Clocktree Compliance Manager lets you efficiently manage regulatory compliance and audits. You can store, track and manage all the compliance documentation for your practice in one place.   

Providers and other staff can upload licenses, certifications, tax forms, test results, and any other required documents, along with an expiration date. Clocktree sends reminders as the expiration date nears, with an easy way for personnel to update their own documentation.

All users have a dashboard which gives at-a-glance compliance status.  Administrators will have a view of compliance status for the entire organization.

Dashboard

The traffic lights on the admin dashboard show business wide compliance status of all tracked licenses, forms and other important documents. To see the document details, click on the lights. Admins receive monthly business compliance status mails.

Personnel Reminder Notifications & Alerts

All personnel whose documents are tracked in Compliance Manager receive status emails showing just their own traffic lights and can upload their own documents when needed. This takes the burden off of office managers and administrators.

Set up Compliance Manager in 3 easy steps:

  1. Add document types to track

2. Define Compliance Policies for different categories of personnel.

3. Assign compliance policies to personnel. Each staff member can have a unique set of documents they are required to provide.

If you have any questions about using Clocktree Compliance Manager, please contact our Customer Care team at support@clocktree.com or 302-990-8935. Thank you for using Clocktree!

How Clocktree safeguards your data

Clocktree was designed specifically for healthcare providers, with privacy and security of client data being a vital foundation of our platform.

The Health Insurance Portability and Accountability Act (HIPAA) is a federal law passed in 1996 which requires secure handling of an individual’s health information (PHI). The Health Information Technology for Economic and Clinical Health (HITECH) Act, passed in 2009 and revised in 2013, provides a national standard for health information technology and strengthened the privacy and security protections spelled out in the original HIPAA laws. This act extends HIPAA security obligations to business associates. If you are a healthcare provider who uses Clocktree to manage client data, Clocktree is considered a business associate. Clocktree will extend a Business Associate Agreement (BAA), with your practice as the covered entity.

In accordance with HIPAA and HITECH laws, we have implemented the following physical, technical and administrative safeguards to ensure privacy and security of your clients’ data.

  1. All data is encrypted in transit and at rest
  2. HTTPS and AES 256 bit encryption**
  3. Servers include automatic data backup
  4. Every user has their own username and password with no support for shared logins
  5. Accounts are automatically logged out after 30 minutes of inactivity
  6. Infrastructure is behind a firewall and accessible by limited Clocktree staff
  7. Clocktree staff have undergone HIPAA compliance training and certification
  8. Clocktree has Business Associate Agreements in place with all 3rd party providers
  9. Unless permission is granted, no PHI is included in communications outside the Clocktree platform
  10. Restricted Clocktree staff access to PHI
  11. On site HIPAA Compliance Officer
  12. BAA available to all registered Clocktree practices

We take client privacy and security seriously at Clocktree and do everything we can to ensure HIPAA compliance. Please check with your legal counsel if you have specific questions regarding your practice’s compliance with HIPAA regulations.

**Some technical implementation details may change in the future.