Outpatient Clinic Software - OptimaHCS

Outpatient Clinic Software That Completes You

One solution to manage your entire therapy practice, with none of the frustration.

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EMR and Billing for Outpatient Clinics

Optima Therapy for Clinics gives you everything you need in one software platform to deliver quality physical therapy, occupational therapy and speech language therapy services. Build a thriving practice and stay ahead of the competition with software that makes it simple and efficient to run your clinics, schedule patients, document care and bill for services.

One Platform

One Platform

One software platform boosts efficiencies and ensures consistent and accurate data across clinic operations.

Guided Documentation

Guided Documentation

Configurable guardrails and visual cues make it intuitive for therapists to provide complete and accurate documentation.

Automated Billing

Automated Billing

Patient information flows seamlessly from
treatment to billing to speed up claims
submissions and reduce denials.

Referral Management

Feel the power of the industry’s only proactive referral manager

Flexible Referral Manager

Handle multiple referrals at one time, assign specific intake staff to referral source contacts and enforce admission requirements, such as payer authorizations. Easily monitor your referral trends with a built-in dashboard showing metrics such as referral source, conversion rate by discipline, non-admit reasons and more.

Ensure Benefit Coverage

With eligibility verifications included, you are always on top of patients’ coverage for services. See details—coverage limits, co-pays, caps—throughout the system so everyone is up-to-date.

100% Paperless

Electronic document storage and eFaxing ensures everything is complete and accessible in the patient record. No more digging through folders or manning a fax machine for key documents.

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Scheduling

Schedule the right people at the right time with our intuitive therapy scheduling software

Centralized or Decentralized Scheduling

Your centralized scheduling team or individual clinic staff can quickly schedule an evaluation visit, or recurring visits, with easy drag-and-drop capabilities. Color-coding helps rapidly identify patient, payer and appointment type, and visibility of therapists’ availability across multiple clinics simplifies central scheduling.

Reduce Cancellations

Automated text and phone appointment reminders are included to reduce cancellations and no-shows. Plus, track reasons for cancellations or no shows and easily collect fees when necessary.

Smooth Arrivals and Departures

Check-in patients efficiently with alerts to the therapist upon arrival. Ensure smooth check-outs with the ability to print patient schedules, collect co-pays and record payments on the spot.

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Documentation

Document freely and efficiently with anywhere, anytime access

Streamlined Documentation

Save your therapists time documenting while treating patients with our intuitively designed point-of-care application. With built-in, clinic-specific clinical content for PT, OT and SLP services, you can easily document the initial evaluation, choose the appropriate goals, and track progress.

Ensure Compliance

Built-in compliance alerts and guardrails prompt therapists to include required assessment documentation with diagnosis-driven care planning. Our regulatory experts ensure the system is always up-to-date, and you are educated and prepared in advance.

True Mobility

Enjoy anytime, anywhere access to the system—when connected or disconnected—whether you are at home preparing for your day, side-by-side with the patient, driving to another clinic, or checking on patients after hours. Choose the technology that best meets your needs—Apple, Android or Windows—with the ability to operate on virtually any device and any browser.

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Billing

Keep cash flowing with our powerful approach to managing your revenue cycle

Clean Claims

All charges and codes automatically flow to the billing software, eliminating risk of human error or delay. Ensure your claims, whether CMS1500 or UB04, are squeaky clean prior to submission with our pre-claim scrubbing that checks and validates that everything is in order.

Speedy Payments

Easily reconcile and post payments manually or electronically with line-item detail on remittances. Process electronic remittance advice (ERA) posting, and electronic patient statements.

Your Choice

Handle billing in-house, if that is your preference, with everything your billing staff needs built into the software, or continue billing with your current outsourced billing service provider, with free access to the software. Need a recommendation? Choose from one of our outsourced billing service partners:

Account Matters Vantage CRM
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Reporting

Move the needle with real-time insights into the metrics that matter most

Role-Based Dashboards

Drives decision-making with role-based dashboards that transform real-time data—i.e., referrals, appointments, revenue, expenses and more—into meaningful information, so you can understand how your business is trending at any time.

Data-Informed Decisions

Pre-built reports help you effortlessly monitor and evaluate all aspects of your clinic or clinics, such as our Profit & Loss Report, Census Details Report and Clinical Outcomes Report.

Drill-Down Capability

Easily see how various areas of your clinic are operating (i.e., referrals, scheduling, billing, etc.) or across several clinics, and drill-down to identify underlying issues or needs—so you can take immediate action.

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Physician eSignature

Speed things up with electronic signatures you can send and receive instantly

Centralized Document Tracking

Eliminate the burden of chasing physicians for signatures and track all documents in a centralized console that shows what’s waiting for signature and what’s been signed, as well as any comments or changes from the physician.

Mobile Access

One-step NPI verification makes physician adoption a breeze. Plus, physicians can sign via their laptop, tablet or mobile phone, so they can keep moving (and signing).

Compliant Record

With a system that automatically files signed documents in the right place in the right patient record, you can achieve true EMRs, and a worry-free office.

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