New customers often ask us, how are you different from the other guys with Practice Management Systems on the market? We love this question because we’re recognised in the community for our wealth of functionality and quality service.
While the “other guys” offer scheduling, billing, correspondence logs and email functionality just like we do, Universal Office was created with paperwork regulations and workflows in mind – meaning our extras make your admin life much easier!
Learn more about eight features that make Universal Office stand out from the crowd:
- Extensive Package of Standard Claim Forms
The system helps complete claim forms faster by pre-populating fields, using all patient information it already knows on more than 60 standard claim forms – 10+ OCFs, 15+ WSIB and 30+ Extended Health.
- Powerful Reporting Tool with Extensive Online Templates Library
This is the gem of the system. From simple to complex reports, the Reports Manager Plus has it all – including what invoices remain outstanding that were created and submitted by approved OCF-18 or OCF-23 as well Mediation Summary Reports that include all treatment plans (OCF-18s and OCF-23s) on record with invoices, payments and outstanding balances in one report, per patient case.
- Best HCAI Experience
Yes, we’re certain to be the best when it comes to working with HCAI. Some competitors are even brave enough to admit it.
The systems can submit and receive responses from HCAI for all HCAI-supported OCFs. Besides displaying lists of ready-to-submit, submitted, and adjudicated claim forms, the system automatically updates document status in the patient file and time-stamps the response.
- Superior Assessments Tracking Tool
If you specialize in assessments in the province of Ontario, Universal Office is the tool you want. Unlike any other practice management system, Universal Office will track every assessment – from the referral, to booking the appointment, to receiving the assessment report, and finally to the collection.
The system supports you every step of the way, notifying you when approval comes in, when it’s time to book an assessment, and when the report is not complete in due time.
- Dynamic Custom Document Templates
You like to document your findings in templates you’re used to working with. Now you want to go paperless to save on time and space. Whether it’s Initial Assessment Reports, Progress Reports, In-home or FAE Assessment reports – you can have it all.
Exact electronic versions of your forms and have the system pre-populate fields with patient information and immediately attach it to the patient’s file, keeping all documents organized in one place.
- Relevant Alerts and Reminders
The system produces two types of notifications – Alerts and Reminders – that differ based on where they come from and how they’re triggered.
Alerts are produced by the system and are triggered based on what details are monitored, such as OCF-18 submission date, number of visits booked by a Treatment Plan, assessment due dates and milestones. Here are a few Alert examples:
- Patients to invoice
- Overdue 30-day invoices
- No response notifications
- Reassessments due
- Assessments to be booked
- Awaiting Assessment Report
Reminders are triggered from correspondence you log into the system, which is where you set and schedule reminders – such as adjuster callbacks, family physician callbacks and patient callbacks.
- Exhausting Treatment Plan and Benefits Schedule
One of the main bottlenecks for every office administrator and billing clerk is tracking when treatment plans or schedule of benefits are about to be exhausted.
You want to make sure you don’t go over the approved number of visits in the treatment plan, because doing so may result in treatment going unpaid. At the same time, you want to make sure that patients receive continuous treatment without interruptions. Every time you schedule, you see how many more visits are remaining on a given Tx Plan. You can also use the Reassessments Due alert to list patients who are up for reassessment. This way you make sure the treatments you provide will be paid.
- Backing It All Up With Solid Support
Other practice management companies have a 24-hour callback policy, where most calls land in a voicemail. When answered, their support is limited and unable to connect to your workstation and walk you through via screen share. Our clients praise our support because it exceeds their expectations. More than 90% of our calls are answered right away, and in most cases are answered before the end of the day when you leave a message. We go the extra mile with complimentary services such as formatting your company logo and letterheads and uploading them to Universal Office.
We’re a growing company and we work hard to stay on top of legislative changes, implementing customer requested features, and providing you with the best possible support. When you’re looking for help after business hours, our Online Help Centre is available to you 24/7.
These are just a taste of the features Universal Office has to offer. When you have the time, read more about what makes us stand out in Features.