Owl Practice
By Owl Practice Suite
The typical implementation process for Owl Practice software involves several key steps designed to ensure a smooth transition and effective use of the platform. Here’s a detailed breakdown:
Initial Consultation: This phase involves understanding the specific needs of the practice, including the number of users, types of services offered, and any unique requirements.
Setup and Configuration: During this stage, the software is configured to match the practice’s workflows. This includes setting up user accounts, customizing forms, and integrating with existing systems like billing and scheduling.
Data Migration: If the practice is transitioning from another system, data migration is performed to transfer client records, appointment histories, and other critical information to Owl Practice.
Training: Comprehensive training sessions are provided to ensure all users are comfortable with the new system. This includes live training sessions, webinars, and access to a knowledge base for ongoing support.
Testing and Validation: Before going live, the system is thoroughly tested to ensure all configurations are correct and the software functions as expected. This phase helps identify and resolve any issues.
Go-Live Support: On the go-live date, additional support is available to assist with any immediate issues or questions that arise as the practice begins using the software in a real-world setting.
Ongoing Support and Optimization: After implementation, ongoing support is provided to address any issues and optimize the system based on user feedback and evolving needs.
The entire implementation process typically takes a few weeks to a couple of months, depending on the size of the practice and the complexity of its needs.
Owl Practice software can be customized to fit specific business needs. Here are some key customization options:
User Accounts and Permissions: You can set up different user roles and permissions to control access to various features and data within the platform.
Forms and Templates: The software allows customization of intake forms, consent forms, and clinical note templates to match the specific requirements of your practice.
Scheduling and Calendar: You can customize the scheduling system to accommodate different appointment types, durations, and practitioner availability.
Billing and Invoicing: The invoicing system can be tailored to include specific billing codes, payment methods, and automated reminders.
Client Portal: The client portal can be customized to provide a personalized experience for clients, including secure messaging, appointment booking, and access to documents.
Reporting and Analytics: Customizable dashboards and reports allow you to track key performance indicators and generate insights specific to your practice.
These customization options help ensure that the software aligns with the unique workflows and needs of different mental health practices.
Owl Practice has several additional costs beyond the basic subscription fees:
Setup Fees: There is a one-time setup fee for certain features, such as the Zencare Therapist Matching service, which includes a remote photoshoot.
Insurance Claim Filing: There is a charge of $0.25 per insurance claim filed through the platform.
Insurance Eligibility Reports: Each insurance eligibility report costs $0.15.
Video Recording Storage: If you need additional storage for video recordings, it costs $12.99 per month for up to 5GB.
Optional Enhancements: Additional services like onsite photo sessions and copywriting services are available for extra fees.
Transaction Fees: Integrated online payments incur a transaction fee of 2.9% + $0.30 per successful transaction.
These additional costs are designed to provide flexibility and scalability, allowing practices to choose and pay for only the features they need.
Owl Practice offers a comprehensive range of training and support options to ensure new users can effectively utilize the platform:
Live Demos: New users can attend live demos with a Customer Advocate who walks them through the various features of Owl Practice. These sessions are tailored to the specific needs of the practice.
Onboarding Sessions: For those who have already signed up, one-on-one onboarding demos are available. These sessions typically last about 20 minutes and are designed to address specific questions and help users get started.
In-App Tutorials: Owl Practice includes in-app tutorials that users can access at any time. These tutorials guide users through different features and can be revisited as needed.
Knowledge Base: The platform provides an extensive knowledge base with text, image, and video content. This resource covers everything from basic usage to detailed guides on new features.
Webinars and Training Videos: Regular webinars and training videos are available to help users stay updated on new features and best practices.
Owl Practice takes data security very seriously and implements several measures to protect user data:
Data Encryption: All data transmitted between users and Owl Practice servers is protected using bank-level SSL encryption.
Secure Infrastructure: The platform utilizes AWS's global cloud infrastructure, known for its stability and security. This ensures that data is stored securely and is accessible only to authorized users.
Data Segregation: Each Owl Practice account has its own segregated database, accessible only from a customized, account-specific URL. This prevents unauthorized access from the main site.
Automated Backups: Owl Practice performs automated backups across multiple locations to prevent data loss. This ensures that practice data is always safe and recoverable.
HIPAA Compliance: The platform is fully compliant with HIPAA regulations, ensuring that all client data is handled according to the highest standards of privacy and security.
24/7 Server Protection: The servers housing Owl Practice data are protected 24/7, 365 days a year, ensuring continuous security and monitoring.
These measures collectively ensure that Owl Practice provides a secure environment for managing sensitive client data.
Owl Practice regularly releases updates to improve functionality, add new features, and enhance security. While specific details on the exact frequency of updates are not publicly available, the platform typically follows a structured update cycle that includes:
Regular Updates: These are scheduled updates that may include minor feature enhancements, bug fixes, and performance improvements. They are usually rolled out on a monthly or quarterly basis.
Major Releases: These occur less frequently and include significant new features, major improvements, and substantial changes to the platform. Major releases might happen annually or biannually.
Security Patches: These are released as needed to address any security vulnerabilities. Security patches are prioritized and deployed promptly to ensure the platform remains secure.
Owl Practice has a clear policy regarding data ownership and portability:
Data Ownership: Users retain full ownership of all the data they input into the Owl Practice platform. Owl Practice acts as a custodian, storing and managing the data on behalf of the users.
Data Portability: The platform is designed to allow users to access and export their data at any time. This includes exporting client lists, session notes, billing information, and other practice-related data.
Data Export Tools: Owl Practice provides various data export tools that enable users to download their data for purposes such as year-end accounting, therapist payments, or transitioning to another system.
Compliance and Security: The platform ensures that data exports comply with relevant privacy and security regulations, such as HIPAA, to protect sensitive client information.
These policies ensure that users have control over their data and can easily transfer it as needed, maintaining flexibility and compliance with legal requirements.
Owl Practice offers flexible terms for scaling up or down based on your organizational needs:
Plan Upgrades: You can upgrade your plan at any time to access additional features or accommodate more users. This is particularly useful for growing practices that need more comprehensive tools.
Plan Downgrades: Similarly, if your practice size decreases or you need fewer features, you can downgrade your plan. This allows you to adjust your subscription to better fit your current needs.
No Long-Term Commitments: Owl Practice operates on a monthly or annual subscription basis, which means you are not locked into long-term contracts. This flexibility makes it easier to scale your subscription up or down as needed.
Automatic Renewal: Owl Practice subscriptions automatically renew at the end of each billing cycle (monthly or annually). This ensures continuous access to the platform without interruption.
Cancellation Policy: To cancel your subscription, you need to provide a 30-day written notice. This can be done by contacting Owl Practice support through their help center.
Data Export: Before canceling, you can export all your data from the platform. Owl Practice provides tools to download client records, session notes, and other important information to ensure you retain access to your data.
Owl Practice meets several key compliance standards to ensure the security and privacy of user data:
HIPAA Compliance: The platform is fully compliant with the Health Insurance Portability and Accountability Act (HIPAA), ensuring that all client data is handled according to strict privacy and security standards.
PHI Compliance: Owl Practice adheres to regulations for Protected Health Information (PHI), ensuring that sensitive client data is stored and managed securely.
PCI Compliance: For payment processing, Owl Practice uses Stripe, a Level-1 PCI Compliant provider. This ensures that all credit card transactions are secure and meet the highest standards of payment security.
Data Encryption: All data transmitted between users and Owl Practice servers is encrypted using bank-level SSL encryption, protecting it from unauthorized access.
Regular Audits and Security Measures: The platform undergoes regular security audits and employs multiple layers of security, including automated backups, secure infrastructure, and data segregation.
These compliance measures ensure that Owl Practice provides a secure and reliable environment for managing sensitive client information.
