Frequently Asked Questions

Raintree Systems Flexibility and Customization Features

Fast, easy and secure access to client/patient and provider information with fields, screens and tables that are customized for your organization’s workflow.

Numerous standard and user-defined reports that can be filtered by user, location, carrier, provider, financial class or referral source within a specified date range and can track and document clinical statistics and outcomes measurements.

Controlled access and usage rights by administrator-defined groups, individual users or a custom set of strict user and usage criteria.

• User-defined screens, forms, rules and reports
• Customized, color-coded daily, weekly or monthly appointment schedules
• Group-level and individual user login and encrypted-password access controls
• One-touch access to the commands and reports you use most
• Remote management flexibility and convenience

Flexible and customizable solutions that truly empower your organization to improve efficiency, client/patient care and customer service quality

With a complete set of customizable, integrated practice, clinical and financial management tools and anytime, anywhere access to information for authorized users, a Raintree management software solution can help your organization streamline client/patient flow, improve the quality of client/patient care delivery, increase office productivity and enhance operating efficiency.

Review appointment statistics and view daily, weekly or monthly schedule templates that are customized and color-coded by location, provider, appointment type, payment type, date ranges and open vs. booked. Track incoming and outgoing referrals to facilities and specialists, or track and extract reports on payments, services and service authorizations by client/patient and provider. Produce claims and other documentation and then print it, submit it electronically or fax it directly from your PC. Seamlessly and simultaneously manage appointments, payments and clinical documentation; track authorized referrals, visit limits, outcomes management, claims and reimbursement; display urgent messages, view insurance coverage and more – all from one flexible, easy-to-use interface.

Features and Benefits At a Glance:

Electronic Health Records, or EHR, are patient related electronic records that can be exchanged with other health systems. Raintree EHRs may include a range of data, including demographics, medical history, medication and allergies, immunization status, laboratory test results, radiology images, vital signs, personal statistics like age and weight, and billing information. Raintree uses industry standard communication protocols such as Health Level 7 (HL7), CCD, CCR, SOAP, and XML to exchange EHRs with other health systems.

Laboratory records can be sent from and received by Raintree.  The most common method of receiving lab result records is through incoming HL7 messages. These message do not require a corresponding outgoing order record.

A lab result in Raintree consists of three components:

• An order that contains one or more panels;
• a panel that consists of one or more tests;
• a test that measures some property of the specified analyte.

In Raintree only the panels are stored as separate records. Each panel has an order number that identifies the order; orders are only displayed as lists of their component panels. Analytes are also stored as part of the panel.

There are special rules in effect when the records are created – if some data (for example the provider code) is missing, you will have to correct the records manually. It is also possible that the incoming messages amend a record instead of creating a new one.

EMR clinical templates provide a HIPAA-compliant means of tracking clinical documentation with full rich-text formatting support. In addition to built-in fields defined for each record, it is a simple matter to assign custom fields and screens for any EMR through the use of EMR templates. In addition, EMR records can trigger scripts that display built-in or customized screens, run reports, send email messages, schedule appointments, add charges to the ledger, or perform any other task that can be accomplished via scripting.

The EMR system consists of three components:

• EMR templates define the structure of EMRs.
• EMR records are records created by running and filling an EMR template. EMR records are always linked to a patient account.
• Narratives are the rich-text documents that accompany EMRs. Narratives allow merging information from the EMR into a printable document.

All EMRs have a basic set of fields that are filled in automatically – owner, date and time when the record was created, patient number, EMR template code and category. These are present and filled in all EMRs. Provider, location and case number are not required. Most EMRs also contain custom data entered through a screen – patient medications, progress notes, etc.

EMRs support document versions, also known as amendments. The entire amendment history for a document is available within Raintree. There is no practical limit for the number of times a document can be amended, nor the type of changes which can be made to an EMR document.

Another advantage of EMRs is the support for electronic signatures. Users can sign EMRs using their passwords. Once the password is successfully entered, the EMR record and its attached RTF document become read-only; a signed-off progress note, for example, can never be altered. Note that you can still amend the record while keeping the original intact.

When you add an EMR, data from a previous EMR of the same type may be loaded into the new EMR. This process is known as rollforward. Rollforward speeds up creating regular documents, for example progress notes or measurements – you will have the previous record’s data on the screen and only need to modify the data that has changed.

A lab result in Raintree consists of three components:

• An order that contains one or more panels;
• a panel that consists of one or more tests;
• a test that measures some property of the specified analyte.

In Raintree only the panels are stored as separate records. Each panel has an order number that identifies the order; orders are only displayed as lists of their component panels. Analytes are also stored as part of the panel.

There are special rules in effect when the records are created – if some data (for example the provider code) is missing, you will have to correct the records manually. It is also possible that the incoming messages amend a record instead of creating a new one.

The patient’s Chart is the access point in Raintree that allows you to manage your patients’ medical information. This chart contains all relevant medical treatment history for the given patient. You can access the Chart from the patient file or the Dashboard. The patient Chart utilizes information from various EMR records in Raintree.

Simple lists, radio groups and freely editable fields make the patient Chart easy to manage. Pick lists narrow down data content in the patient’s Chart and speed up managing the content.

The patient’s Chart can have multiple views. This means that different sets of tabs can be visible. Which tabs are visible, depends on your security definitions in the Users table.

Electronic Medical Records, or EMR, are electronic records that contain patient clinical information, the same information practices would store in a chart when using paper clinical forms and notes. EMR records provide a HIPAA-compliant means of tracking clinical documentation with full rich-text formatting support. In addition to built-in fields defined for each record, it is a simple matter to assign custom fields and screens for any EMR through the use of EMR Templates. In addition, EMR records can trigger formscripts that display built-in or customized screens, run reports, send email messages, schedule appointments, add charges to the ledger, or perform any other task that can be accomplished via formscript.

Examples of Specialty Specific EMR Packages

• Adult Physical Therapy, Occupational Therapy and Speech Therapy
• Pediatric and Lifelong Physical Therapy, Occupational Therapy and Speech Therapy
• Bariatric and Weight Loss Surgery
• Billing Services
• Behavioral Health and Mental Health
• Control fields
• An attached rich-text format (RTF) document
• User-defined attached custom fields

EMR Rich Text Format (RTF) Documents

Each EMR record contains an attached rich-text format (RTF) document. This document may be blank, or might contain merged text variables. This is a printable document which would be considered the final document for some process, such as a Progress Note, or a Treatment Plan. The RTF Documents for each EMR record are stored as BLOB fields within the core EMR table.

*There are advanced programming commands to force an EMR record to use an Overlay document (RTO) as its EMR document, rather than the standard RTF document each record has by default.

Features and Benefits At a Glance:

Document routing is a feature that enables you to upload documents to Raintree for processing. You can route scanned documents, faxed documents, and images from the filing area to a specific patient’s EMR table. After uploading the documents, you can assign them to other users in Raintree for processing. The documents that have been processed will be displayed in the respective category in the EMR Dashboard of the patient (in case the patient has been specified), and in the tasklist of the user this document has been assigned to.  Document routing, remote faxing and the master task modules all work in an integrated fashion.

The Document Routing screen is where you route the documents to Raintree. These documents can be images, scanned documents, or faxes.

The document screen has several tabs for filtering different types of documents.

Outgoing Faxes

Outgoing faxes are sent from Raintree through Fax module which allows the user to select documents and specify the fax number.  You can check the status of the documents from the Remote Print/Fax Log.

Outgoing documents should always include a cover sheet that has the fax details. You can fax each document individually, or group them and fax them as a collection. Before faxing, proper option should be selected from the Output Options.

Incoming Faxes

Incoming faxes are stored in a specified folder in Raintree server and the faxes come in .tif format. The incoming faxes (and other documents) are handled in Document Routing, where they are uploaded to Raintree. The faxes are processed like other uploaded documents: a category is defined for each file, the patient is identified and it is assigned to the responsible user. The documents that have the patient defined will appear in this patient’s Task View in the EMR Dashboard where you can review the documents. If you want to fax a reviewed document, access the Fax Documents screen via a specific patient account or fax them from the EMR dashboard.

How to Scan Documents and Images

Raintree allows you to scan different types of images and documents. For example you can scan the patient identification, making it instantly accessible whenever needed. You can also scan EOBs and link them to line items in the ledger.

The scanned documents can be accessed either in the main document storage that contains all scanned documents, or in the patient document storage that shows only the documents related to a specific patient. You can filter the displayed documents by patient account #, scanned dates, received dates or document types.

Efficient resource allocation and increased productivity with easy-to-generate reports that reflect the financial health of your organization, satisfy payer requirements, and comply with government-mandated regulations.

Numerous standard and user-defined reports that can be filtered by user, location, carrier, provider, financial class or referral source within a specified date range.

Controlled access and usage rights for administrator-defined groups and individual users, or a custom set of strict end-user access criteria.

Advanced error detection and notification with exception reports that alert users of potential problems to be fixed before a claim is sent or a report is generated.

• Data import and export automation capability
• Department-specific daily ledger statistical breakdowns
• Group-level and individual user login and encrypted-password access and filtering controls
• One-touch access to the commands and reports you use most

Determining service improvements that will deliver the best return on investment

Whether your practice aims to reduce client/patient wait times, speed up access to information, or take advantage of an opportunity to expand clinical services – the custom reporting functionality within Raintree’s software management solution can help provide the information you need to make smart and profitability-enhancing decisions.

With a Raintree Systems, Inc. software management solution, your organization can quickly and easily extract and consolidate information from multiple sources within the application for custom reports and summaries that reflect the financial life of your department, location, or entire organization. Track incoming and outgoing referrals to facilities and specialists or track payments, services and service authorizations by client/patient and/or provider. With advanced error detection and notification, mistakes can be corrected before forms, claims and reports are submitted to expedite reimbursement and increase collection ratios.

Features and Benefits At a Glance:

Higher collection ratios with the ability to facilitate rebilling, ledger notes, follow-ups and single claims more directly from the Onscreen Collection Worksheet.

Efficient collection tracking with automatic accounts receivable balancing, easy-to-reference worksheets listing payer sources, patients covered, amounts owed and aging breakdowns using estimated or contracts-based collection amounts.

The Collection Worksheet within Raintree organizes collection information into an interactive paperless work file for simplified views of payer sources, clients/patients covered by each payer source, amounts owed and a breakdown of aging groups. Patient files can be organized, viewed and printed based on total, zero and credit balances and rebilling, follow-ups and more can be facilitated directly from the Collection Worksheet.

Maximum flexibility with centralized or de-centralized billing models and personalized paper or electronic billing.

Expedited reimbursement with automated, accurate and timely statement mailings and claims processing.

• HCFA 1500 and UB-04 compliant claims processing
• HIPAA-compliant encrypted security controls
• One-click submission of claims and other documentation to multiple payers
• Complete, zero and credit balance organization of patient files
• Unlimited client/patient billing environments
• Remote management flexibility and convenience

Simple and useful solutions that automate billing and collections to maximize your organization’s revenue
Claims and other documentation can be personalized and printed, submitted electronically or faxed directly from your PC and user-labeled to-do lists maximize accuracy, follow-through and reimbursements. Seamlessly and simultaneously manage multiple self-pay, workers compensation, insurance and government payers, as well as contracts and claims judgement for managed care organizations – all from one easy-to-use interface.

Features and Benefits At a Glance:

When a patient comes in for an appointment, you usually have to perform several tasks:

• Record information about the visit
• Indicate the procedures that were performed
• Post the charges to ledger
• Collect a payment from the patient

The Raintree Service Ticket is a tool that lets you accomplish all of this in one place. Remember that “service ticket” refers only to the functionality of selecting and posting charges – there are many different records that can be collectively described as service tickets.

Service tickets are usually set up as EMRs (Electronic Medical Records), meaning that they have all the functionality of standard Raintree EMRs – you can amend or sign off a ticket, and on the patient’s next visit you can also choose to roll the previous ticket forward, saving you a lot of time.

The service ticket also interacts with several other Raintree components. For example, authorizations and coding edits determine which charges can be posted. A large part of service ticket functionality is also related to cases – cases can populate fields on the service ticket or provide additional restrictions on posting charges.

Finally, the service ticket is extremely customizable. If the standard setup options are not sufficient, you can also customize the screen or the business logic that drives the ticket. This ensures that the service ticket will match your work process.

• Fast, easy and secure access to client/patient and provider information with fields, screens and tables that are customized for your organization’s workflow
• Simplified management of multiple providers, locations, specialties and plans with an intuitive, completely integrated solution
• Maximized efficiency and increased regulation compliance with rules-based scheduling triggers and alerts
• Efficient resource allocation and increased productivity with easy-to-generate reports that reflect the financial health of your business
  • Customized, color-coded daily, weekly or monthly schedules
  • One-touch access to the commands and reports you use most
  • Multiple provider and client/patient resource tracking and management
  • Direct accessibility to co-pay amount, chart notes, payment type, insurance eligibility and more
  • Remote management flexibility and convenience

Simple and useful solutions that truly empower your organization to improve efficiency, patient care and customer service quality
With automated, centralized appointment and resource scheduling and anytime, anywhere access to appointment, clinical and financial information for authorized users, a Raintree management solution can help your organization streamline patient flow, improve the quality of patient care delivery, increase office productivity and enhance operating efficiency.

Review appointment statistics and view daily, weekly or monthly schedule templates that are customized and color-coded by location, provider, appointment type, payment type, date ranges and open vs. booked. Verify co-pay, plan, patient and provider information directly from the Appointment Scheduler. Seamlessly and simultaneously manage appointments and payments, track authorized referrals and visit limits, display urgent messages and view insurance coverage—all from one easy-to-use interface.

Features and Benefits At a Glance: