Optimax Medical Billing Software - Murfreesboro, Smyrna, La Vergne

Looking for a Simpler Way to Enter Charges for Billing?

Tired of all the back-and-forth with paper forms and emails? Meet Optimax Pro Portal – a browser-based platform designed to make life easier for providers, seamlessly connecting with Optimax RCM for a smoother billing process.

Access Anywhere, Anytime

Optimax Pro Portal works on any device with internet access—PC, Mac, tablet, or phone. Whether you’re in the office or on the go, it’s easy to stay on top of your schedule and billing.

Hassle-Free Scheduling

Keep track of your current, past, and upcoming appointments, all in one place.
Customize your schedule: adjust time periods, set recurring appointments, and choose which days you work.
Check eligibility and enter charges straight from a scheduled appointment, all without the hassle of switching between different tools.

Effortless Superbills

Create superbills quickly—no need to go through the schedule.
Set up templates to make sure the right diagnosis and charge codes are selected every time.
Easily add copays and patient payments right from the superbill, speeding up the billing process.

Authorization Tracking Made Easy

Track and view client authorizations at a glance. No more missing or forgotten details—just quick access to everything you need

Manage Tasks & To-Do Lists

Stay on top of your tasks with a simple, organized to-do list. Communicate directly with your billing team and keep things moving smoothly.

Custom Dashboards & Reports

Want to see your data in a way that makes sense to you? Create custom dashboards and reports to stay informed and in control of your workflow.

Texting for Better Communication

Send appointment reminders and updates via text to keep your patients in the loop and reduce no-shows.

Why Choose Optimax Total Case Management?

Optimax TCM is built from the ground up to streamline and simplify your organization’s operations.

Designed with input from Program Approved Service Agencies, Case Management, and Mental Health Professionals. Optimax is tailored to meet the unique needs of the Intellectual and Developmental (IDD) healthcare sector

Comprehensive Billing and Flexibility: Seamlessly and accurately bill Medicaid Waiver programs, private insurance, or private pay clients. Optimax TCM offers billing capabilities like never before.
Affordable and Simple Pricing: No need for expensive add-ons or multiple interfaces. Optimax TCM offers a straightforward pricing model, allowing you to focus on delivering care, not managing software costs.
Accessible Anywhere: Access Optimax TCM from any device with internet access (PC, laptop, tablet, or phone), so you’re always connected and in control.

Optimax Medical Benefits:

Cloud computing is no longer a future concept—it’s a present reality transforming industries across the globe. In healthcare, where the need for quick, secure access to patient data and operational efficiency is critical, Optimax Medical Suite leverages cloud technology to empower healthcare providers to deliver better services and streamline operations. Let’s take a closer look at the 12 Benefits of Cloud Computing and how it’s revolutionizing the healthcare sector.

Cost Savings

Worried about the costs of moving to the cloud? You’re not alone. But cloud computing offers a significant return on investment. By providing easy access to data and saving on expensive infrastructure and server maintenance, businesses and healthcare organizations can lower their operating costs. Plus, the pay-as-you-go model ensures you only pay for what you need—saving money without sacrificing quality.

Data Insights

Cloud computing allows you to collect and analyze data efficiently, unlocking actionable insights that drive better decision-making. With Optimax Medical Suite, your healthcare organization can analyze trends, monitor patient care, and generate custom reports to improve efficiency and patient outcomes.

Increased Collaboration

Healthcare teams often work in different locations, but cloud-based systems foster collaboration by allowing team members to access and share information in real-time. This boosts teamwork, reduces miscommunication, and ensures that everyone is on the same page when it comes to patient care.

Quality Control

Consistency is key in healthcare. Cloud solutions ensure that everyone in your organization has access to the same data and documents, helping eliminate mistakes that can happen with siloed information. Optimax Medical Suite keeps all your medical records in one place, ensuring consistency and reducing errors.

Disaster Recovery

In the event of a disaster, healthcare providers need fast recovery systems to avoid data loss and downtime. Cloud computing offers reliable disaster recovery solutions, so you can quickly restore patient data and maintain operations with minimal interruption. Optimax Medical Suite ensures your data is backed up and protected, even during emergencies.

Loss Prevention

Hardware failures, accidents, and theft can lead to permanent data loss if information is stored locally. With cloud storage, Optimax Medical Suite ensures your data is always available and secure, even if local devices are lost or damaged. You can access it from any internet-enabled device, giving you peace of mind.

Automatic Software Updates

No more waiting for manual updates! Cloud-based systems like Optimax Medical Suite automatically update to the latest version, ensuring you have access to new features, improved performance, and enhanced security without needing to schedule downtime or worry about missing an update.

Competitive Edge

NAdopting cloud technology gives healthcare organizations a competitive advantage. As more providers move to the cloud, those who don’t may risk falling behind. Optimax Medical Suite helps your practice stay ahead of the curve by offering cutting-edge cloud-based features that increase efficiency, patient care, and profitability.

Sustainability

Sustainability is becoming increasingly important to businesses—and healthcare providers are no exception. By transitioning to the cloud, healthcare organizations reduce their carbon footprint, lower energy consumption, and cut down on paper waste. Optimax Medical Suite helps your practice go green while maintaining a high level of service.

Key Highlights of Optimax TCM

Summary

Web-Based SaaS Application: No more costly IT infrastructure or security concerns. Optimax is cloud-based, offering scalability, automatic updates, and reduced overhead costs.
Customizable Reports and Dashboards: A rich set of reports, analysis tools, and KPIs help you interpret and display your data in a way that fits your needs. Four methods to access, interpret, and visualize data ensure that information is always at your fingertips.
Attachments Everywhere: Capture external documents with ease and link them to your client profiles for easy reference.
Flexible Data Customization: Request customized data fields and types to match your needs. Optimax allows full flexibility in your system’s appearance, data fields, and validation rules.
Form Builder Tool: Drag-and-drop tools for creating customized forms that are tailored to your needs. Customize fonts, colors, and other styles with MS Word-like tools for a professional and cohesive look.

Scheduling and Attendance

Web-Based SaaS Application: No more costly IT infrastructure or security concerns. Optimax is cloud-based, offering scalability, automatic updates, and reduced overhead costs.
Customizable Reports and Dashboards: A rich set of reports, analysis tools, and KPIs help you interpret and display your data in a way that fits your needs. Four methods to access, interpret, and visualize data ensure that information is always at your fingertips.
Attachments Everywhere: Capture external documents with ease and link them to your client profiles for easy reference.
Flexible Data Customization: Request customized data fields and types to match your needs. Optimax allows full flexibility in your system’s appearance, data fields, and validation rules.
Form Builder Tool: Drag-and-drop tools for creating customized forms that are tailored to your needs. Customize fonts, colors, and other styles with MS Word-like tools for a professional and cohesive look.

Case Management

Manage Care Plans and Assessments: Track care plans, assessments, and client functional status from one intuitive interface.
Authorization Management: Ensure authorization management and renewal tracking with ease.
State Machine Workflow: Build customized workflows to automate processes like intake and authorization, ensuring consistency and reducing administrative burden.
Case Management Time Tracking: Track and bill case management time, with built-in documentation generating billing records automatically.
Wait List Management: Efficiently manage client wait lists to ensure timely service delivery.

Seamless Integration

Unified System: Optimax TCM is a single application and database, reducing complexity and improving efficiency..
Mobile Attendance Capture: Capture attendance data from any web-enabled mobile device, giving you the flexibility to work from anywhere.
EVV Integration: Optimax is on track to integrate with the designated Data Aggregator, ensuring compliance with the latest Electronic Visit Verification (EVV) regulations.
Effortless Billing Integration: Charge data from case management activities (including time and attendance) flows seamlessly to Optimax for billing with just a few clicks.

Optimax Advantages: Maximizing Efficiency, Security, and Accessibility

Productivity Enhancements

Tabbed User Interface

The new tabbed interface allows you to keep multiple views open at once, making it easy to access critical information instantly. For example, you can have the Patient List, Billings, Facility Lists, and multiple patient records all open simultaneously, switching between them with a simple click.

EDI Response Handling Enhancements

The improved EDI workflow simplifies your process in many ways:

Response files are now categorized into separate folders (e.g., 999, 277, ERA) upon receipt, making them easier to find.
277 and 835 files are parsed into data tables, transforming text files into structured data for improved accessibility.
Bulk posting is now possible for 999 and 277 files—no more one-by-one posting restrictions.
Detailed information about each 277 or 835 file can be viewed directly within the list.

Persistent Tabs

Don’t worry about losing your place. When you log out, Optimax saves your open tabs and restores them when you log back in. This allows you to pick up exactly where you left off, even if you closed the program.

Improved Performance

Database restructuring and other refinements have dramatically improved system performance, including faster screen refresh rates and quicker save functions.

Enhanced Fee Schedule Functionality

The use of Fee Schedules has been optimized for greater ease of use and flexibility.

Spreadsheet Imports

Now, you can easily import patients, charges, and payments via a spreadsheet, simplifying data entry.

Home View Dashboard

A central Home View provides key analytics and insights in a single, streamlined interface.

Accessibility

Anytime, Anywhere Access

With Optimax, if you have an internet connection, you have access to the system—whether you’re at the office, at home, or on the go.

Multi-Device Support

Access Optimax from your desktop, laptop, Mac, or Chromebook—wherever you are, whatever device you’re using.

Reporting Enhancements

Graphical Dashboards

Visualize your data through dashboards that present information in easy-to-read graphs and charts, enabling quick, data-driven decisions.

Enterprise Analytics

Access consolidated reporting across all datasets in a single platform. These reports can also be displayed graphically, making it an invaluable tool for the financial team.

Improved Data Categorization

Data across all business objects in Optimax is now categorized into Category, Class, and Type. This restructuring improves how information is organized, searched, and ultimately reported on.

Security Enhancements

Robust Encryption

Your data is fully encrypted—both at rest and in transit—ensuring complete security. All data is safely stored in the Google Cloud, complying with HIPAA and HITECH standards, without the headache of managing compliance yourself.

SSL Protection

All connections to Optimax are secured through SSL-protected access, ensuring a safe and encrypted connection at all times.

Strong Password Management

Optimax enforces strong password requirements and periodic password rotation, helping ensure robust security practices.

Secure Cloud Storage

No more scattered data around the office. All your documents and data are securely stored in your cloud workspace, easily accessible and fully protected.

Administrative Benefits

Managed Automations and Integrations

The Optimax team handles all automation processes and communication interfaces, ensuring smooth, reliable operations without additional management on your part.

Data Backup Management

Regular backups of your data are automatically managed by the Optimax team, ensuring your information is safe and retrievable at any time.

System and Application Updates