ClinicMind External NewsLetter vol 3

ClinicMind Unveils Live Chat System!

We are thrilled to introduce an exciting new feature at ClinicMind that will revolutionize client support: Live Chat!

Our dedicated team is committed to providing prompt assistance, and Live Chat offers a real-time and convenient way for clients to address queries, and concerns, or seek guidance.

Here are some potential benefits of ClinicMind’s Live Chat support:

Real-Time Convenience: Say goodbye to waiting for callbacks or lengthy email exchanges. With Live Chat, clients can receive immediate assistance without any hassle, enhancing overall convenience and satisfaction.

Swift Issue Resolution: Our support representatives can address client issues promptly and efficiently through Live Chat. By engaging in real-time conversations, we can provide step-by-step guidance, troubleshoot problems, and deliver solutions swiftly, leading to faster issue resolution.

Personalized and Interactive Support: Live Chat enables a personalized support experience, allowing clients to directly converse with our representatives. This interactive nature fosters better understanding as clients can provide specific details and receive tailored assistance to meet their unique needs.

We are constantly working to achieve near-instantaneous responses, although response times may vary depending on representative availability. Nevertheless, Live Chat is a powerful addition to our platform that aims to optimize client interactions and deliver an unparalleled level of support.

Stay tuned for more updates and enhancements as we continue to prioritize your satisfaction at ClinicMind.

Monthly New Features: New Features Available on Production Servers!

Incoming Fax Queue

New feature that allows practices to manage all incoming fax documents and directly place them into a patient’s files.

Roster Check-in

New feature that allows clinicians to manage check-ins from within Document and Bill.

Images Chart Component – Drag and Drop Images

New functionality that allows users to drag and drop image files directly into the chart component.

XDoc Updates

  • Patient Forms can now be set to an appointment type allowing for better workflow.
  • Fill out Paperwork within auto publish now has more control over the type of patient form sent out to the patient portal.

Patient Portal Updates

  • Patient Portal Rebranded to MyClinicMind and is automatically updated from the previous version.
  • The Display Name for the patient portal can now be changed.
  • Appointment Restrictions for the patient portal can be enabled to toggle the ability to request
  • or cancel appointments.
  • New Document Counter for Fill out Paperwork allows patients to easily see how many documents are still in progress.

Flexnote Updates

  • New Billing Field that allows clinicians to capture billing information dates that directly go to the claim document created for the patient.
  • New Problem List Field that lists all the diagnoses recorded for the patient and allows clinicians to choose which ones to document and/or bill from the list.
  • The Input Field can now be copied along with the field values to a document for the same patient.
  • Special Characters can now be input in text and multi-option fields.
  • New Lab Result Templates Macro Set, containing several preconfigured template macros that generate narrative based on the lab results entered, is now available and ready for use.

Mobile EHR Updates

  • New Counter Badges that display the number of unread notifications in the Mobile EHR app.
  • New Mailboxes section that displays subscribed mailboxes from the home screen.
  • New Call Patient feature allows users to call a patient from within the app.
  • Tasks – Owed to My Team allows users to filter all owed tasks from within the app.

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CareToMe is now MyClinicMind!

Just a friendly reminder that our patient portal has undergone a rebranding. Formerly known as CareToMe, it is now called MyClinicMind. You can still easily access our new portal on both Google Play Store and Apple Store.

This reflects our commitment to continuously improving and enhancing our services to better serve patients. If you have any questions or concerns about the recent changes, our customer support team is here to assist you. Don’t hesitate to reach out to them for assistance.


In the digital marketing world, social media has become a vital tool for businesses to engage with their audience. However, its impact extends to the healthcare sector as well. Ashley Smith, a social media specialist with over a decade of experience, emphasizes the benefits of leveraging social media to connect with patients and communities. These platforms allow healthcare providers to establish direct communication, foster relationships, and enhance patient engagement.

Direct Communication and Community Reach:

Social media enables healthcare providers to connect directly with patients, providing a personal touch that traditional channels may lack. It offers a two-way communication channel that facilitates understanding and collaboration. Additionally, while primarily aimed at patients, social media posts also reach a broader community, broadening the provider’s reach and fostering community engagement.

The Importance of Social Interaction:

Active engagement on social media platforms allows healthcare providers to build a sense of community and promptly address patient concerns. By sharing valuable content and educational materials, practitioners position themselves as trusted authorities while enhancing patient satisfaction and trust.

Strategic Integration:

Patient Portals and Social Media Presence: 

To maximize their digital presence, healthcare providers should consider incorporating both patient portals and social media platforms. Patient portals provide secure and personalized communication channels exclusively for patients, while social media extends the reach and attracts new patients. These channels create a comprehensive digital strategy, enabling seamless patient communication and a stronger online presence.

Social media offers healthcare providers a unique opportunity to connect with patients, foster community engagement, and establish lasting relationships. By utilizing social media alongside patient portals, practitioners can enhance patient communication, trust, and overall healthcare experiences. Leveraging the power of social media in healthcare holds immense potential for bridging gaps, facilitating direct communication, and cultivating stronger patient-provider connections.

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Building the Future:

The Production Roadmap includes goals for new features and improving user experience


  • New to-do counters for “My Documents” & “My Profile” which allows the user to view pending items
  • Users can save their signature in the signature pad for future use in all their documents
  • Practices can set their preferred theme from the color palette for the app
  • Patient Information is now segregated into
    • Patient Profile
    • My Health Information

Mobile EHR

  • Improved UI for canceled appointments in the schedule
  • The homepage displays up to 5 mailboxes that the user has subscribed to
  • Users can edit patient demographics from the app
  • Patient search is available on the home screen

*Most recent update: Mobile EHR 2.7.1


“The training is great! The system is also very easy to navigate. The training team is very approachable as well!”

– Mabeth B.

“Excellent program with the best service when you need it. They have wonderful training instructors and which makes it easy to use the program.”

– Kenny J.

“Very organized and easy to use, I learned very quickly and had all of my questions answered.”

– Aileen M.

“Very patient with assisting with training. I would recommend it!”

– Jennie K.

“Learning a new system is always nerve-wracking but they made it so easy, the training was great and I feel confident I can do my job!”

– Jessica M.


Are you ready to embark on an exciting journey and make a real impact on the future of our product? We’re thrilled to invite you to join our exclusive beta testing program! 

Free to Join: As a beta tester, you’ll gain access to our latest features before anyone else, and the best part is, it won’t cost you a dime! Your valuable feedback will help shape the future of our product, and we’re excited to offer this opportunity to you completely free of charge.

Get a Chance to Input a New Feature: Ever wished you could have a direct say in how a product evolves? Well, now’s your chance! By joining our beta testing program, you’ll have the unique opportunity to provide your input on a brand-new feature we’re developing. Your opinions will be instrumental in shaping its functionality, usability, and overall user experience.

Help Us Make the Feature More Usable: We truly believe in the power of collaboration, and we need your expertise to make our new feature as user-friendly as possible. Your suggestions, bug reports, and constructive criticism will play a vital role in fine-tuning the feature, ensuring it meets the needs and expectations of users like yourself. Together, we can create a product that truly excels.

Benefits of Being a Beta Tester:

  • Early Access: Be the first to try out cutting-edge features.
  • Influence: Have a direct impact on the future of our product.
  • Community: Connect with like-minded individuals and share your experiences.
  • Recognition: Receive credit for your contributions to shaping our product.
  • Personal Growth: Enhance your skills by actively participating in the development process.

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Why Private Practices Need Insurance Denial and Appeals Management

  • Denial and appeal management is crucial for private practices and healthcare systems to effectively manage their revenue cycle and reduce denials. Studies suggest that up to 90% of insurance denials are preventable, highlighting the need for an effective denial and appeal management process.
  • Common reasons for insurance denials include lack of medical necessity, duplicate billing, upcoding or unbundling, lack of supporting documentation, prior authorization or referral requirements, and services not covered. It is important to educate patients about their coverage and ensure accurate billing and verification of services.
  • Internal factors such as complex claims processing methods, disjointed systems and processes, and insufficient resources can contribute to denials. Providers should address these internal factors to improve denial and appeal management.
  • Implementing best practices for insurance denial management, such as monitoring claims submission reports and understanding the differences between denied and rejected claims, can help identify root causes and streamline processes. Standard workflows and employee training are essential for effective denial management.
  • Appeals can be time-consuming and resource-intensive, with decreasing success rates in recent years. Avoiding denials through better denial and appeal management is preferable. Understanding when to submit corrected claims, determine appealability, or contact the payor for reprocessing can expedite the process.
  • Prevention is key, as the majority of denials are preventable and two-thirds of appeals can be successful. Streamlining the approval process, complying with insurance company requirements, and leveraging technology can reduce the risk of denial and improve the appeals process.
  • ClinicMind, an EHR/RCM platform, offers tools and automation to simplify practice management, including denial and appeal management. By integrating workflows and ensuring compliance, it assists in billing and documentation accuracy.

In conclusion, effective denial and appeal management are vital for practices to optimize revenue and prevent denials. Utilizing practice management software can help streamline processes and improve the overall management of insurance claims.

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