FAQs 2017-07-31T06:35:10+00:00
Is Empathic certified under ONC? 2017-07-31T06:35:11+00:00

Yes, Empathic is certified and compliant with the January 2015 mandate.
The following information is provided per the direction of the Office of the National Coordinator for Health Information Technology (ONCHIT).

This Health IT Module is 2014 Edition Modular Ambulatory EHR compliant and has been certified by an ONC-ACB in accordance with the applicable certification criteria adopted by the Secretary of Health and Human Services. This certification does not represent an endorsement by the U.S. Department of Health and Human Services.

Empathic Clinical Suites, LLC

Certified on August 19, 2015

Empathic Clinical Software 7.0

CHPL Certification ID 150106R00

Rigorously and thoroughly tested and certified by ICSA Labs to the 170.314(g)(4) QUALITY MANAGEMENT SYSTEM criteria

No additional costs involving Meaningful Use are charged by Empathic. There may be costs associated with hiring an external person to lead the provider through the meaningful use attestation process and a yearly maintenance charge may be assessed.

There are no known limitations that a user may encounter in the course of implementing and using this Health IT Module’s capabilities, whether to meet meaningful use objectives and measures or to achieve any other use within the scope of the health IT’s certification.

You can access the public EHR test report by visiting http://oncchpl.force.com/ehrcert/productdetails?productNumber=84865.

What are the system requirements to run Empathic? 2016-10-12T01:54:59+00:00

Empathic is a “Software as a Service” program, and is delivered to you via your internet browser. We recommend that you use the latest versions of Firefox or Chrome. Both browsers can be downloaded free from the internet for both PC and Mac users. Other than that, the system is computer agnostic. It does not matter if you are a Mac or PC lover. If you have access to the web, you can use Empathic.

How long does the set-up and training process take? 2016-10-12T01:54:31+00:00

The answer to this question depends upon how large your clinic is. Setting up your practice or even a clinic is literally turnkey. The work on Empathic’s side begins when we start to open your pipelines to and from insurance companies. Many software companies require you to be the one to find the right forms at the clearinghouse, get them signed and faxed back to the clearing house, follow up on why they may not have been opened in a timely manner, etc. Empathic does this for you. All we ask is that you respond to our request for signatures when they come!
There are 3 training sessions included in Empathic’s set-up and implementation process. Each session is approximately one hour. Once the first hour of training is completed, you will be able to navigate the system, complete your notes, and submit your invoices or claims to the Financial Center (FC). If you submit claims, once your ERAs begin to automatically populate the FC, you will be ready for your second training. Your HIPAA Business Associate will walk you through the process of understanding how to watch for any problems. The final training is a follow-up, when you feel it is necessary, to answer questions that have arisen during your first few weeks using the system. Empathic provides phone support as part of your subscription. Most do not need more training than this, and we rarely hear from our clinics after training unless they have a feature request or a specific question about something.

What kind of reporting options does Empathic have? 2016-10-12T01:54:01+00:00

Empathic gives you the ability to track all of your clinic revenue. You are able to filter on any combination of financial information, such as by clinician; by patient; by the entire clinic; by insurance company and secondary insurances; by date of service; by type of payment; by mode of payment; etc., etc., etc. Filtered information can be downloaded into a CSV file and into an Excel file to be uploaded into QuickBooks. Sign up for an Empathic demo to see Empathic’s reporting options.

How secure is the data? 2016-10-12T01:53:29+00:00

Your Empathic data is fully encrypted using 124-byte encryption at rest and in transmission.

Do you have live support? 2016-10-10T17:01:37+00:00

Yes. Empathic has live support from its corporate offices in Minnesota. You may speak to one of our HIPAA Business Associates on a first-name basis Monday through Friday, 8:00 a.m. to 5:00 p.m., Central Time. Empathic prides itself on its excellent customer service and we are confident that our Business Associates are meeting the needs of our clinics, as evidenced by notes of gratitude, candy and flowers. When Empathic was founded it was our goal to be more than a software company. Our intention was to be a community of professionals, and we do our best to stay true to that vision.

How long has Empathic been in business? 2016-10-10T16:57:54+00:00

Empathic has been in business since 2008. It has been selling across the country since 2010. The company received the honorable designation of Preferred Vendor by UnitedHealthcare OPTUM in 2012, and in 2014 was recognized by a prestigious group of business leaders in Minnesota as one of Minnesota’s “Absolute Best Up and Coming Companies.” Empathic has gained state and national recognition for its complex intelligence coupled with its ease of use.

Is Empathic HIPAA compliant? 2016-10-10T16:57:33+00:00

Yes. Empathic is compliant with the rules and regulations HIPAA has set forth for EHR and practice management systems. In fact, Empathic required a Business Associate Agreement with its Providers in January of 2009, putting the company 3 years ahead of the HIPAA requirement to do so.

Does using Empathic require a contract? 2016-10-10T16:56:50+00:00

Empathic requires no contracts. Your service is an “at-will,” month-to-month service and you can cancel at anytime. There is a Service Level Agreement that is required when subscribing to Empathic; however, you may cancel your subscriptions at any time, with a 30-day prior written notice.

How does the electronic billing work? 2017-07-31T06:35:11+00:00

Empathic is a fully integrated Electronic Health Record (EHR) and Practice Management system. Empathic automatically generates either a private pay invoice or a claim, depending upon which billing model is used, as soon as it detects a client encounter in the system.
FEE FOR SERVICE ONLY: If you are part of a fee-for-service-only clinic, but your patients are submitting their invoices for payment from their insurance carriers, you may set the system to automatically send a claim on their behalf. They pay you cash and they are paid by the carrier, voilà! If you prefer to send a CMS form, the system automatically creates that per patient. Also for private pay invoices, Empathic automatically generates the invoice when an encounter has been indicated, updates the statements and tracks payment amounts due, along with patient credit balances. All accounting for end-of-year taxes is automatically updated.

PRIVATE PRACTICE: For private practice clinics, enter your note, click and the claim is created. Check it out to verify it is what you want to send, and then click again. Watch as the claim is digitally transmitted to the clearinghouse, to the insurance company, and back into your Financial Center with all accounting completed and typically the check deposited into the bank. An audit trail for each check the carrier says it has sent is created for you to verify all checks were actually received. Other details are included in the section for clinics.

CLINICS: Depending upon your business model, you may allow clinicians to see the Financial Center so they know how their clients are paying, or not,… or you may hide the Financial Center from view by those for whom its information is not relevant. If your clinic prefers to have its billing department view and submit claims, a rich “Permissions” system directs the bill to a batch payment page. Billers see a batch claim page. Claims will have a “Ready to Submit or Edit” note next to each claim. Verify the claims have the information you want to send, and one more click will send them off to be paid! The system allows you to see what is happening with the claim as it moves through the digital pipeline. ERAs are digitally transmitted back into your Financial Center with codes and payment amounts translated into a language you can understand. Each payment is attached to the appropriate session, and an audit trail of the entire ERA allows you to check with your bank to verify the payment was actually received. Most insurance companies now require providers to use Electronic Funds Transfer. You will receive money in the bank as soon as they transmit the funds. Empathic detects this transmission and automatically accounts for it in each patient’s Financial Center account. A proprietary accounting system has been developed inside Empathic that will allow you to manage your client accounts in a fraction of the time other systems take. Medical statements are easy for patients to understand and present information that is designed to eliminate calls about their bills. For a more detailed look at this powerful accounting system, call 952.473.6200 for a personalized tour of Empathic’s billing and accounting system.