Initial Consultation: A dedicated implementation team representative conducts an initial consultation to understand the specific needs and goals of the practice. This step helps tailor the setup process to fit the unique requirements of the organization.
Data Migration: Existing patient data is migrated into the Procentive system. This may involve importing data from previous EHR systems or spreadsheets, ensuring that all relevant information is accurately transferred.
System Configuration: The software is configured according to the practice's workflows, including customizing templates for clinical documentation, scheduling, and billing processes.
Training Sessions: Comprehensive training sessions are provided for staff members to familiarize them with the platform's features and functionalities. This training may include hands-on workshops, online tutorials, and access to user manuals.
Go-Live Support: Once training is complete, the practice transitions to using Procentive in a live environment. The implementation team remains available for support during this phase to address any immediate concerns or questions.
Ongoing Support and Optimization: After going live, Procentive offers ongoing support and optimization services to ensure that users can effectively utilize all features and make adjustments as needed.
The entire implementation process typically takes between 4 to 12 weeks, depending on the size of the organization and the complexity of its workflows.
Customizable Templates: Users can create and modify clinical forms and templates according to their workflows, ensuring that documentation meets practice-specific requirements.
Flexible Reporting: The software includes over 120 standard reports that can be customized based on various parameters such as time frame, program, location, and staff. Users can also create custom reports tailored to their specific metrics.
Integration Capabilities: Procentive allows for integration with external data sources, including flat files and relational databases, particularly in its Deluxe plan. This flexibility enables organizations to incorporate existing data into their workflows seamlessly.
Client Portal Customization: The client portal can be tailored to enhance patient engagement by allowing practices to customize how clients interact with their healthcare information.
Workflow Engine: The built-in workflow engine can be adjusted to fit organizational processes, ensuring tasks are completed efficiently while maintaining compliance with regulations.
Dedicated Success Coach: Each organization is assigned a dedicated success coach who understands their specific goals and assists in optimizing the software's use post-implementation.
These customization options empower practices to adapt Procentive software effectively to their operational needs.
Procentive
By Therapy Brands
Setup Fees: There are generally no additional setup fees associated with implementing Procentive; however, costs may vary based on the complexity of data migration or specific customizations requested during setup.
Monthly Subscription Fees: Procentive operates on a subscription model with pricing starting at $40 per user per month for smaller practices using the Clinical plan. The Enterprise plan for larger organizations starts at $55 per user per month, which includes more advanced features.
BillCare Service Charges: For organizations opting for professional billing services through BillCare, charges range from $55 to $75 per staff member per month, depending on service levels required.
Ongoing Maintenance Costs: Maintenance is generally included in the subscription fee; however, if additional custom development or extensive support is needed beyond standard usage, there may be extra charges involved.
Procentive provides a comprehensive training and support system designed to ensure that new users can effectively utilize the software. Key components include:
Dedicated Implementation Team: Each new client is assigned a dedicated implementation team representative who guides them through the entire setup process. This personalized approach helps address specific needs and ensures a smooth transition to the Procentive platform.
Extensive Training Resources: Procentive offers a variety of training options, including online training sessions, user manuals, and video tutorials. These resources cover all aspects of the software, from basic functionalities to advanced features.
Ongoing Support: After the initial training, Procentive provides continuous support through multiple channels, including phone, email, and an integrated ticketing system. Users can access help whenever needed, ensuring that any issues are promptly addressed.
Customer Success Coach: Each practice is paired with a customer success coach who serves as a single point of contact for ongoing questions and support. This coach helps practices optimize their use of the software based on their specific goals and workflows.
Procentive implements several robust security measures to protect sensitive data, ensuring compliance with industry standards:
HIPAA Compliance: Procentive adheres to the Health Insurance Portability and Accountability Act (HIPAA) regulations, which set national standards for protecting sensitive patient information. This includes implementing safeguards to ensure confidentiality and data integrity.
Data Encryption: All data transmitted between users and the Procentive platform is encrypted using secure protocols. This protects data from unauthorized access during transmission.
Access Controls: Procentive employs role-based permissions that restrict access to sensitive information based on user roles within the organization. This ensures that only authorized personnel can view or modify specific data.
Regular Security Audits: The company conducts regular security audits and assessments to identify potential vulnerabilities and ensure compliance with best practices in data security.
Scheduled Updates: Updates are typically released on a regular basis, although specific frequencies may vary depending on the nature of the updates (e.g., minor bug fixes vs. major feature releases).
User Notifications: Users are informed in advance about upcoming updates, including details on what changes to expect and how they might affect system usage.
Testing Before Release: Updates undergo rigorous testing in controlled environments before being rolled out to all users. This helps minimize disruptions and ensures that new features function as intended.
Feedback Incorporation: Procentive actively seeks user feedback regarding potential improvements or desired features. This feedback is often incorporated into future updates, ensuring that the software evolves based on actual user needs.
Procentive maintains a clear policy regarding data ownership and portability, emphasizing that all data created or stored by users within its platform remains the property of the users. This aligns with industry standards where organizations retain ownership of their patient and operational data. Users have the right to access their data at any time, and Procentive facilitates this by allowing users to request a copy of their data upon termination of their account or during the course of use. Additionally, Procentive does not sell or distribute user data for resale, ensuring that personal information remains confidential and secure. The company retains usage data only as long as necessary for operational purposes or to comply with legal obligations, thereby ensuring that users have control over their information while adhering to relevant privacy regulations.
Procentive offers flexible options for scaling its services based on organizational needs. Users can easily upgrade or downgrade their subscription plans as required. The standard pricing structure allows organizations to adjust the number of user licenses according to staff changes or shifts in operational capacity. For instance, if a practice grows and requires additional user access, it can scale up by adding more licenses under the same plan or transitioning to a higher-tier plan that offers more comprehensive features. Conversely, if an organization needs to reduce costs due to downsizing or other factors, it can scale down by removing unused licenses or switching to a less expensive plan without facing penalties. This adaptability ensures that Procentive users can align their software usage with their current business requirements effectively.
Automatic Renewal: Procentive typically operates on an annual subscription model, which means that contracts automatically renew at the end of each term unless either party provides notice of cancellation. This ensures continuous access to the software and services without interruption.
Cancellation Notice Period: Users are generally required to provide written notice of cancellation at least 30 days prior to the end of the current contract term. This allows Procentive to process the cancellation and adjust billing accordingly.
No Cancellation Fees: Procentive does not impose cancellation fees, making it easier for organizations to discontinue their service if they choose to do so. However, users should ensure that they follow the proper cancellation procedures to avoid being charged for the subsequent term.
Data Retention Post-Cancellation: Upon cancellation, users can request access to their data before it is permanently deleted from Procentive’s servers. This policy ensures that organizations can retain important information even after terminating their contract.
Support During Transition: Procentive offers support during the transition process for organizations that decide to cancel their service, helping them export their data or transition to another provider if needed.
Procentive adheres to several compliance standards relevant to healthcare software, particularly in the behavioral health sector:
HIPAA Compliance: Procentive is designed to meet the requirements of the Health Insurance Portability and Accountability Act (HIPAA), ensuring that all patient data is handled with strict confidentiality and security measures. This includes implementing safeguards for data privacy and providing mechanisms for secure communication.
EPCS Certification: Procentive supports Electronic Prescribing of Controlled Substances (EPCS) and complies with DEA regulations. This involves regular audits and adherence to standards such as identity proofing, two-factor authentication, and maintaining audit trails.
State Regulations Compliance: The software is built to align with various state regulations governing mental health and substance use treatment practices. This includes features that facilitate compliance with reporting requirements and documentation standards set by state agencies.
CCPA Compliance: Procentive also addresses compliance with the California Consumer Privacy Act (CCPA), which grants California residents certain rights regarding their personal information. The company has procedures in place for users to request access to or deletion of their personal data in accordance with CCPA guidelines.
