AI comes to TheraPlatform’s EHR

AI is becoming a kind of ‘supercharged secretary’ as noted in a recent working paper co-authored by a team of researchers from Stanford among others.  In addition to providing time-strapped therapists with much-needed assistance on tasks like scheduling, notes and documentation, AI is also making normally dreaded data collection a little more palatable.

Now, AI therapy is crossing over to the administrative side of the house, becoming a kind of ‘supercharged secretary’ as noted in a recent working paper co-authored by a team of researchers from Stanford among others.  In addition to providing time-strapped therapists with much-needed assistance on tasks like scheduling, notes and documentation, AI is also making normally dreaded data collection a little more palatable.

This blog will examine how AI integrated into EHRs is making collecting data easier as well and how this innovative process benefits therapists in private practice. 

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How AI works in data collection in EHRs

Data collection and storage: Collecting client data is a time-consuming but necessary aspect of owning a private therapy practice and typically involves therapists manually entering client info. But manual entry is prone to errors, potentially resulting in claims rejections down the road.

EHRs like TheraPlatform, however, are using AI therapy technology that can make client data collection a little easier. 

Through innovative optical character recognition (OCR) and NLP, only found on TheraPlatform, you can now automatically extract information from client documents like driver's licenses and insurance cards. 

Your clients just need to to upload a picture of their driver’s license and health insurance cards (at the request of therapists) and TheraPlatform will extract data from the cards and automatically and securely save it under the client’s chart. 

Benefits of using an EHR with AI for data collection

While driver’s licenses and insurance cards may seem like small details in a months-long therapy cycle, information from these documents can have significant impact on many aspects of the business. Let’s take a look at some of the benefits of using AI in an EHR for proper data collection.

Better efficiency: Using AI as a part of data collection can lower the amount of time therapists spend on manual entry and data management. Tasks that took several minutes to complete (like entering insurance card and driver license information) now take seconds and are an extremely low-touch process for the therapists. This new-found efficiency could translate into more time spent with clients in sessions and potentially more revenue.

Compliance and regulation: Maintaining proper client data is essential for complying with regulatory and legal requirements. Proper record-keeping and adhering to private standards demonstrates ethical responsibility.

Superior data accuracy: Thorough documentation is the cornerstone of effective therapy and billing. Correctly gathering accurate information up-front streamlines the entire insurance submission process and keeps therapists out of the submission-denial-appeal loop. 

Proper identification: Correct, legible information from a driver’s license ensures therapists are working with the correct client and correct data. Poor data collection processes could result in potential confusion over names, addresses or other personal information. 

Consistent record-keeping: Through NLP, data extracted from images can be predictably populated on forms and automatically and securely stored in the relevant areas of the EHR each time making accessibility and management a breeze. 

Scalability and growth: As a therapist’s private practice grows, so does the data volume. Automated processes can help therapists scale easily and accommodate larger caseloads without sacrificing quality. 

Improved client experience: Automated data collection, especially upfront in the therapeutic alliance, could be a catalyst for an enhanced or improved experience for a client in therapy. Staying current on new technology is a reflection of a therapist’s professionalism, which could instill confidence in some clients. Additionally, hassle-free billing contributes to client satisfaction and the overall therapy experience. (Ever had to ask for a client’s insurance card more than once?)

Timely reimbursement: Therapists frequently bill insurance companies for their services and having the most accurate driver’s license and insurance data ensures claims are processed without issue. Getting paid in a timely manner is critical to maintaining the financial stability of a private therapy practice.

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Other uses for AI therapy in EHRs

In addition to using text-to-image data collection to process information from driver’s licenses and insurance cards, AI is being integrated into EHRs in other ways including: 

• AI-powered appointment scheduling: Therapy scheduling is a game nobody likes but fortunately, AI therapy technology is developing to alleviate some of the back-and-forth scheduling that goes into a simple session appointment. Some AI scheduling tools can do things like manage recurring events, reschedule based on conflicts and even write emails to clients based on availability. 

• Billing and coding automation: Raise your hand if you like billing and coding work. That’s what we thought. Crickets. The good news is that some AI can analyze records, identify the correct codes and assign those codes automatically, taking some of the pain away from the billing process.

Considerations when using an EHR with AI

While AI therapy technology offers numerous benefits and opportunities for therapists to enhance care and their practice, it’s important to be mindful of any potential concerns.

• Data privacy and security: While data extraction and storage are important, therapists are legally required to comply with HIPAA regulations. For that reason, data must be stored in a secure environment. TheraPlatform uses bank-level encryption to protect valuable client data so therapists can have peace of mind when using it. 

• Client engagement and consent: In the spirit of transparency, clients should be informed about how AI is used in their care. Simple statements or requests can help clients engage with the process so they understand how AI is being incorporated into the administrative and therapeutic processes.

• Staff training: Properly training team members on how to best use EHRs with AI to streamline private practice administrative tasks can also help offset and prevent any possible issues.