EHR Utilities

Tools to help you navigate the ongoing changes in healthcare technology

CareOptimize continually develops utilities
to help both our clients and staff maximize their productivity.
We share these utilities with others, provide examples of our capabilities, and
even let you design a custom utility to satisfy your own individual requirements.


These utilities are offered free of charge.

Clinical Operations Manager Template 5.9/8.4


This template allows for you to track, from a single dashboard, the outstanding clinical tasks in your practice(s), filter by type, and reassign to different users. The categories tracked include:
Clinical tasks, Patient portal Messages, PAQ Items, Open Orders, Unmatched Refills, Undocumented Encounters, Unbilled Encounters and Rosetta Holding Tank Items.



Add EPM Recalls  from EHR


 Tired of having to go to EPM to create a recall? Is your check out staff consistently missing that step? With our FREE template package, create EPM recalls directly in EHR. You'll thus increase patient retention, increase compliance with Meaningful Use Menu Measure 4, and provide improved quality of care.



Document Auto-completion Templates


This package includes the Care Guidelines Automation package, Order Management Automation package, and Diagnostic Histories Automation package, allowing you to map scanned documents to a particular test. When a date of service is added, guidelines, orders, and medical/surgical history are automatically updated.



Patient History Customization Template


Customize the KBM Patient History templates utilizing a Practice Template. No template editing or SQL required.



Full State of the Practice Report


Is your practice: Running efficiently?, Maximizing your reimbursements?, Keeping up with Meaningful Use and all the updated regulations?, Ready for MIPS?
A CareOptimize State of the Practice Report will answer all of these questions and more. We offer a free State of the Practice evaluation, where a CareOptimize Project Specialist runs your report, carefully reviews it, and goes over it in detail with you to discover what you can be doing to make your practice even better.



Revenue Cycle Analyzer


This new offering from CareOptimize takes your 835s and payment data, and turns it into actionable reports.
Reveal discrepancies with payers, patients, and within your own system.


This new EHR-agnostic tool helps discover:

- Total Monies Paid to Practice
- Total Amounts Paid by Payer by Pay Date
- Volume of Denied Claims by Pay Date
- Percentage of Denied Claims by Reason Code
- Average Amount of Time Payers Take to Pay
- Analysis of Patient Responsibility




CareOptimize also offers packages to help make navigating 
the myriad changes in healthcare technology a little easier.


NextGen EHR Utilities


Bulk Enrollment
for Patient Portal

Ease meeting Meaningful Use portal requirements and increase portal adoption. The bulk enrollment utility automatically enrolls all patients with email addresses in NextGen Patient Portal. The utility includes the ability to send a customized message to all patients, welcoming them to the portal.



Auto Enrollment for Patient Portal

This utility automates the process of enrolling all your patients in the required Patient Portal. While the Bulk Enrollment enrolls all patients with an email address, this one automatically enrolls patients when they join or are seen at the practice.



Bulk and Auto Enrollment
for Patient Portal

Attain maximum use of the Patient Portal by utilizing both the Bulk and Auto Enrollment tool together.

When you purchase both together, you not only ensure all your patients get into the Patient Portal, you also get the 10% discounted price.



Bulk Unenrollment for
Patients 13-17 Years of Age

To prevent a possible HIPAA issue, every single pediatric patient ages 13-17 would have to sign a release granting their parents permission for access to their portal, or you would have to manually unenroll each one from the portal. This utility immediately unenrolls every 13-17 year old patient from the NextGen Patient Portal.



 Auto Unenrollment for Patients 13-17 Years of Age

This utility will run nightly and automatically remove any 13-17 year old patient who was added to the Patient Portal that day and will continue removing those patients on an ongoing basis.



Bulk and Auto Unenrollment
for Patients 13-17 Years of Age

By buying these two utilities together, you can rest assured all 13-17 year-olds will no longer be part of your patient portal (and save 10%).



Moving Patients Between Practices

Utilize a NextGen System template to move all clinical data, either on individual or multiple patients to a different practice.



Unapplied Utility

This utility enables NextGen users to identify and move unapplied encounter and account credits in a more automated approach as opposed to researching to determine if there are open balances where the unapplieds can be moved, eliminating nearly all of the manual process.



Seal Encounter/Account Notes

The utility allows NextGen clients to seal Encounter/Account notes at the end of each day.



Outsourced Collection Agent Account Placements Automation Utility

Allows the client to Automate the Bad Debt process from pre-listing the account for Bad Debt. Process Bad Debt and upload the placements to your collection agency without the staff having to manually intervene. Fully Automates the Bad Debt process, so you're not increasing costs on accounts that have been identified as Bad Debt.



Spreadsheet to Posting Batch


This utility enables the users to export a NextGen report to Excel, indicate an adjustment or payment on the Excel SS, and upload it into a Posting Batch in NG to be posted without having to access each individual account and add the transactions individually. Great for massive clean up projects.



Medicare Advantage Templates

These templates ensure capture of HCC scores and assist in maximizing 5-star scores.

The Medicare Advantage suite is built on the NextGen 8.3 platform. The suite includes features that:

• Identify HCC and RxHCC codes at point of care.

• Ensure HCC codes are recertified annually.

• Facilitate the Medicare Health Risk Assessment.

• Code and post encounter query workflows.

• Import HCC codes diagnosed by other providers and Medicare data.

• Automate identification of suspect HCC codes.

• Identify gaps in HEDIS measures.

• Project HCC scores in real time.

• Provide pre-sweep HCC optimization review.

• Integrate with transportation systems.


Are Your Providers Keeping Up with Meaningful Use?

How long is it really taking for billing?

Is your A/R history up to date?

With a CareOptimize State of the Practice Report, your practice knows exactly where you stand at any given time in a comprehensive set of areas.

State of the Practice Report and
Standalone Utilities

Top 20 Payers

Lists the top 20 payers based on data from the past year. Self Pay is included as a payer in this report.


Denial Rate

Lists the denial rate by category for the past 12 months.


A/R Aging

A/R aging for the top 20 payers, plus Self Pay. Utility shows the current amount of charges, 90 days outstanding, and charges over 180 days.


Bill Lag Time

The average amount of time elapsed since the date of service and first billing date for that encounter for the past 30 days.


Charge Entry Lag Time

Average amount of time elapsed since the date of service and the first charge entry for that encounter for the last 30 days.


Unapplied Credits

Total amount of unapplied credits still existing at the encounter or account level.


Active Contracts

Active contracts practice has with insurers.


BBP Jobs List

Listing of all jobs in the Background Business Processor and their most recent success/failure status.


Average Appointment per Day by Provider

An average of the number of appointments per day for the last 30 days (any day). The report ignores days with 3 or less appointments.


First Third Appointment by Resource

The number of days to the third open time slot on the schedule for each resource.


Meaningful Use

Meaningful Use as configured on the VCQM Check template.


CQM/PQRS by Provider

Displays CQM selections as configured in the CQM Check template.


CCM Coding


All Users with Greater Than 20 Tasks


All Users with Tasks Over 7 Days Old


All Templates in Use During the Last 2 Months


All KBM Templates in Use During the Last 2 Months


Referrals Open


The following utilities help streamline certain functions in your practice
and are not specific to any one EHR.

EHR Agnostic Utilities

Bed Board Tracking System

The Bed Board web-based patient tracking and cycle time data system allows urgent care clinics and ambulatory care surgical centers to view real time data about their clinical activity. This organizational tool maximizes operational efficiency by streamlining the patient process, leading to higher patient and provider satisfaction.


The easy to read Bed Board display can be viewed on a large screen or small workstation and shows:

  • The location of every patient and provider on your floor plan
  • The level of acuity and clinical actions for each case
  • Average wait time
  • How many patients are waiting to be seen
  • Total number of patients in the clinic
  • The longest wait time


$4998 set up fee (per location)

$ 198 per location per month



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Immunization Exchange

All states except Connecticut and New Hampshire have electronic immunization registries, or Immunization Information Systems (IIS). Many of these states require submission of immunization data to these registries.

Confluence, the nation’s immunization data delivery network, offers any provider administering an immunization access to the client’s immunization history. It is a cloud-based solution that provides bidirectional connectivity to:

  • All state immunization registries
  • Leading EHRs
  • Pharmacy chains/software vendors

Confluence also comes packaged with a host of additional services that include:

  • Serving as a data repository of national immunization records
  • Connectivity to payers, drug manufacturers, education facilities, correctional facilities, CDC, etc.

The product is MU2-certified and comes with a maintenance-free, dedicated support desk. Contact us today to learn about how Confluence can keep you connected with your state IIS.

Contact Us for more information

Additional Utilities

Magic App

The Magic App ensures you do not miss recording hours billable hours for any of the important work, calls, appointments you have throughout the day. The app works seamlessly between Google and Outlook calendar and Harvestapp. Entries added to your Google calendar will automatically be pushed into Harvestapp, matching billable hours to the appropriate project.

When you send an email in your Google account, the Magic App recognizes any email addresses associated with billable accounts and determines billable hours based upon the amount of words used. Words are counted and divided into blocks, each of which is billed as half an hour.


Automatic Status Report App

Automatically gather entries from your time tracking in HarvestApp and ticketing in Zendesk, providing automated status reports to keep your stakeholders informed each step of a project.


Utilities Developed For Our Partners


Polyglot Meducation provides simple, personalized medication information to increase health literacy and patient compliance. Care Optimize has integrated the Meducation solution into multiple EHRs, integrating the Meducation solution directly into the clinical workflow.


Contact us for more information.


Beacon Lab Benefit Solutions provides providers and health plans real time input on coverage and affordability of lab tests. Care Optimize has integrated the Beacon solution into multiple EHRs, providing real time coverage information at point of care.


Contact us for more information.

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