ChiroTouch is a cloud-based electronic health records (EHR) and practice management software designed specifically for chiropractic offices. It offers a suite of features to streamline documentation, billing, scheduling, and patient interactions. For chiropractors and clinic administrators looking to implement ChiroTouch, understanding the installation and setup process is essential to ensuring a smooth transition to a digital workflow.
This guide provides a detailed breakdown of the installation steps, system requirements, and configuration options based on the available documentation. It is intended for IT professionals, practice managers, and chiropractors seeking a structured approach to deploying ChiroTouch in their practice.
ChiroTouch supports both on-site server installation and cloud-based deployment. The choice between these options depends on the practice’s infrastructure, data security preferences, and technical capabilities. The software is designed to be accessible from any device, including desktops, tablets, and mobile devices, with native iOS and Android applications available for field use.
The installation process includes initial setup of user accounts, practice profiles, and system integrations. It also involves importing or manually entering patient records, configuring billing and appointment systems, and customizing templates for clinical documentation. While the setup can be complex, the software provides structured guidance and customer support to assist users through the process.
Pre-Installation Considerations
Before beginning the installation of ChiroTouch, it is important to evaluate a few key factors that can influence the success of the implementation.
System Requirements
ChiroTouch is a cloud-based platform, so the primary system requirement is a stable internet connection. For on-site server installation, the documentation does not provide specific hardware specifications. However, it is generally recommended to use modern servers with sufficient processing power, memory, and storage capacity to handle concurrent user access and data processing.
For end-user devices, the software is compatible with most modern computers running Windows or macOS. Mobile access is supported via native iOS and Android apps. Users should also ensure that their devices meet the requirements for secure access to the cloud platform, including up-to-date antivirus software and firewalls.
User Training and Support
The complexity of ChiroTouch necessitates some level of user training. The software offers a range of customizable features, and proper configuration requires an understanding of practice workflows. Users should allocate time for training sessions, either through in-person support from the vendor or via online tutorials.
Customer support is a key component of the ChiroTouch experience. The documentation mentions that the support team is available to assist with implementation and troubleshooting. Practices are encouraged to engage with support services early in the installation process to address any potential issues.
Step-by-Step Installation Process
The installation of ChiroTouch involves several key steps, from initial login to full system configuration. The following guide outlines each phase in detail.
1. Account Setup and Login
The first step in the installation process is to create a ChiroTouch account. Once the account is set up, users can log in using the credentials provided during the setup. The login page is accessed via the ChiroTouch website or the native mobile applications.
After logging in, users are directed to the main dashboard. This interface provides an overview of the system and serves as the central hub for all activities, including patient management, scheduling, and billing.
2. Practice Profile Configuration
The next step is to configure the practice profile. This includes entering key details such as the clinic name, address, and contact information. Practices can also upload their logo to personalize the interface.
This step is crucial for ensuring that the software aligns with the practice's branding and operational needs. The profile information is used in patient communications, billing statements, and other official documents.
3. User Roles and Permissions
ChiroTouch allows for the creation of multiple user profiles with varying levels of access. This includes roles for chiropractors, staff, and administrative personnel. Each role can be assigned specific permissions to control access to features such as patient records, billing, and scheduling.
Setting up user roles ensures that the practice maintains data security and adheres to compliance requirements. It also helps streamline workflows by allowing users to focus on tasks relevant to their role.
4. Patient Data Entry
The software supports both manual entry and import of patient data. Practices can choose to enter patient information directly into the system or import data from existing software. This is particularly useful for practices transitioning from paper records or legacy systems.
Patients can also complete forms online through the integrated patient portal. These include intake forms, personal information forms, and electronic signatures. The portal allows for a paperless workflow and reduces the administrative burden on staff.
5. Scheduling and Appointment Types
ChiroTouch includes a digital scheduling system that can be accessed by both staff and patients. Users can set up different appointment types, such as initial consultations, follow-up visits, and specialty treatments. The scheduling system supports automated reminders via email and text to reduce no-shows.
The system also provides analytics on scheduling patterns, helping practices optimize their time and resource allocation.
6. Billing and Insurance Configuration
One of the key features of ChiroTouch is its integration with billing systems. The software supports direct EMR-to-clearinghouse submissions and automatic claim scrubbing to ensure compliance with insurance requirements.
Users can configure billing settings, including insurance providers, payment methods, and fee schedules. The system also allows for the creation of flexible payment plans and the storage of patient payment information for future transactions.
7. Clinical Templates and Documentation
ChiroTouch includes customizable templates for clinical notes, assessment forms, and treatment plans. These templates can be edited to reflect the practice's specific needs and can include macros for inserting standard text or responses.
The documentation process is streamlined through the use of smart touchscreen interfaces, allowing chiropractors to quickly document findings during patient visits. This reduces the time spent on administrative tasks and increases overall efficiency.
Integration and Compatibility
ChiroTouch offers integrations with various third-party services, including CT Engage, CT InForms, CT Payments, TriZetto, and Change Healthcare. These integrations enhance the functionality of the software by connecting it with external systems for billing, patient engagement, and data management.
However, the documentation for SmartCloud ChiroTouch does not provide information on third-party integrations. This may indicate that the integration options vary depending on the plan or deployment method.
It is important for practices to evaluate their existing systems and determine which integrations are necessary for their workflow. The ChiroTouch support team can assist in setting up and configuring these integrations.
Post-Installation Best Practices
After the installation is complete, it is important to follow certain best practices to ensure the software continues to function optimally.
Regular Updates and Maintenance
ChiroTouch is a cloud-based platform, so updates are typically handled automatically by the vendor. However, practices should monitor the release notes for any changes that may affect their workflow. The documentation mentions that pricing is subject to change, so it is important to review any new terms or features that may be introduced.
Data Backup and Security
While ChiroTouch is a cloud-based solution, it is still important to implement data backup procedures. Practices should ensure that critical patient data is backed up regularly and stored securely. They should also follow best practices for data security, including strong passwords, multi-factor authentication, and regular audits.
User Feedback and Continuous Improvement
ChiroTouch encourages user feedback to help improve the software. Practices should take advantage of this by reporting any issues or suggesting new features. The support team is available to assist with any concerns and can provide guidance on how to optimize the software for the practice's specific needs.
Common Challenges and Solutions
While ChiroTouch offers a comprehensive set of features, some users have reported challenges during the setup process. One user noted that the software requires extensive configuration to make it functional, particularly for tasks like setting up alerts and entering patient data. Another user mentioned that the software lacks automatic functionality for certain tasks, such as storing x-ray reports and vitals.
To address these issues, the support team should be engaged early in the process. Practices should also take the time to thoroughly configure the system according to their workflow. The use of templates and macros can help reduce the time spent on repetitive tasks.
Conclusion
ChiroTouch is a powerful EHR and practice management software designed for chiropractic offices. Its installation and setup process involves multiple steps, from account creation to system configuration. While the process can be complex, the software provides a range of tools to streamline documentation, billing, and patient interactions.
Practices considering ChiroTouch should evaluate their specific needs and ensure that they have the resources and support necessary for a successful implementation. The software offers both on-site and cloud-based deployment options, making it a flexible solution for small to large chiropractic practices.
By following the installation steps outlined in this guide, practices can ensure a smooth transition to a digital workflow and take full advantage of the features offered by ChiroTouch.