CareOptimize Free Utilities – Three Favorites
Wednesday, May 1st, 2019

Many CareOptimize utilities, free and paid, are initially developed to help solve client issues. Others come about based on gaps in the market. As these products are released, they are placed on the website The Insights webinar in April dealt with three of the free offerings.

The Clinical Operations Manager is used to manage a practice on an enterprise-wide level. It was designed to view data across the entire practice and can be filtered by type, user, and location, depending on the relevancy to any particular item. Tasks can also be reassigned. The template is easily installed; you do not have to be a developer. It easily opens from a system practice template and gives administrators a high-level view of any assigned or outstanding tasks and inefficiencies including:

  • Clinical Tasks
  • Patient Portal Messages
  • PAQ Items
  • Open Orders
  • Unmatched Refills
  • Undocumented Encounters
  • Unbilled Encounters
  • Rosetta Holding Tank Items

Our most popular free utility is the Document Management/Care Guidelines Auto Complete Utility. Upon scanning an image into Document Management, the Care Guidelines or Open Orders for any particular item automatically complete, removing the need to manually go into Order Management or Care Guidelines section, saving time and increasing productivity. It comes in separate packages; you can install either one. Installation does require a bit of development knowledge. Instructions on how to set up triggers are included and can be used by your team developer. (If you don’t have a team developer, please contact us at NOTE: If you have NextGen v. 5.9/8.4, we suggest you work with this utility in a test environment, since this latest version, developed to run with that update, is still in a beta state. If you have an earlier system, the utility will run fine.

Our State of the Practice Report is a proprietary report allowing you to evaluate your practice in more than 25 metric types created with data culled from many different parts of your system. Practices need to get in touch with CareOptimize to setup a webinar to run the SOP. Once the report has been installed and run, a follow-up meeting will be scheduled to go over metrics and make suggestions on any deficiencies. Both the running of the report and the consultation are free. This is a great way to identify ways to improve your practice. NOTE: To avoid slowing down your system, it is recommended this be run after hours. Metrics of the report include:

  • Active Contracts – all currently active contracts
  • BBP Jobs List – all jobs in BBP, last time they ran, and last time they were successful
  • Licensed Providers (pulls from file maintenance) – all your providers and licensing types
  • A/R Aging – outstanding accounts receivable by plan for 30, 60, and 90+ days
  • Bill Lag Time – average amount of time elapsed since DOS and first bill (last 30 days)
  • Charge Entry Lag Time – average time by provider for charges to get in
  • Denial Rate – breaks these down as to what caused denial
  • Top 20 Payers – total transactions and amounts from each payer
  • Unapplied Credits – total amount at encounter or account level
  • Average Appointment per day by Provider – how many appointments, no shows, and the average
  • First Third Appt. by Resource – looks at appointment book and finds the third open time slot and lag time between that and the current date – monitors provider load
  • PM Tasks Not Completed – total PM tasks outstanding and oldest outstanding date (Clinical Operations Manager will clean this up)
  • Kept Appointment with No Charges – breaks down by resource and event
  • MIPS Quality – if you CQM check, this shows measures it’s configured for
  • MIPS Risk Assessment – potential maximum surplus from your MIPS payment
  • EHR Tasks Over 7 Days – open EHR tasks assigned by user (Clinical Operations Manager will clean this up)
  • EHR Tasks – users with more than 20 tasks outstanding (Clinical Operations Manager will clean this up)
  • Provider Approval Queue – breaks down into different PAQ activities, oldest date, deficiencies
  • Open Referrals – referrals not in a complete status (works well with Document Auto-complete)
  • Rosetta Status – shows anything stuck in Rosetta for more than 24 hours
  • Unmatched Refills – by provider
  • Versions – identifies different template versions being used – useful for system administrators
  • Templates Usage – shows all templates used in the last two months to discover focus areas for upgrades
  • Average Days to Complete Documentation – shows previous month, difference between encounter date and last generated note (can also prevent legal liability)
  • Unspecified and New Codes – every code used in the last 60 days by provider

Please visit to see the complete line of utilities CareOptimize offers.