• Doctors
• Patients
• Healthcare Systems

1. Can I use Doctations without training?

A: Yes, there are physicians who use the Doctations Web based EMR without training – they signed up for our service and began using our software without official training beyond the users manuals and “Getting Started” manual that are available online. These users then call our customer support line for assistance when they need it anytime between 8:30am and 7pm EST. Emergency assistance is available 24/7.
back to top

2. Can I try Doctations without paying?

A: Yes, you can log on to www.Doctations.com and register for a “free account” and begin using many of the features of Doctations right now. In fact, all of the features required to run a small, low volume practice are available for free on our system. You can upgrade to a paid tier (see below) at a fraction of what other equivalent systems cost at any time, and, in fact, if you subscribe to a monthly payment plan (only about 8% over the price of an annual service plan) you can revert back to a “basic account” at any time so, for example, you do not need to pay for our service if you are out of town for a month or more.
back to top

3. Does the monthly or annual pricing include implementation and training?

A: Customer phone and Internet support is included in the fee. There are additional costs associated with implementation and training, and those costs vary by size of practice and other factors to be determined by the Doctations implementation team. The costs of Internet webinar-based training are offered at $800 per subscriber. Full cost of onsite training and implementation can be as high as $1800 per subscriber plus travel expenses.
back to top

4. Is there a cost for technical support?

A: We offer 24/7 technical support at no additional charge for those paying for the “all-inclusive” subscription tier. Those paying for the “pay-as-you-go” subscription tier are entitled to five customer support events per month.
back to top

5. How much would a conversion from your old system cost and what information would be able to be converted?

A: Conversion is included in the $5000 startup price along with one year support and help with setting up your practice on Doctations. Patient demographics are easily transferred. Billing data can be transferred if you can provide the required data.
back to top

6. If you were to sell your practice in the future, and needed to give all the records from Doctations to the buyer, would there be a fee? Who owns the records, you or Doctations?

A: You own the records. You can transfer them to the buyer. You can have monthly backups of encounter records and updated PDF's for a fee of $250/month per practice. Data provided in PDF, CDA, CCR and other formats at your request.
back to top

7. What is the difference between the Basic (Free) Tier, the “Pay-As-You-Go” tier, and the “All-Inclusive” Tier.

A: The Basic Tier offers scheduling, messaging, and basic electronic medical records at no cost. Full functionality requires one of the paid tiers. The “Pay-As-You-Go” subscription is designed for part-time users. Users pay a low monthly fee of $35 per month for five hours of use per week or less. Additional fees are applied with additional usage, reaching a maximum monthly fee of $220 per month for 17 hours or more per week. The “All-Inclusive” tier provides complete access at a cost of $185 per month. Payments can be made annually for an approximately 8% savings over monthly payment.

The state-of-the-art, automated iBillWell fully-integrated web based medical billing software system is for users of all subscription tiers at a cost of $100/month or 1% of receivables, whichever is greater. This fee includes claim scrubbing, intelligent ICD and CPT code searching, automated eligibility assessment, automated claim submission, automated payment posting and claim submission charges. “Cost” is no longer a reason for not using a comprehensive, certified EMR/PMS system to optimize your medical practice.
back to top

8. Can I schedule more than one patient in a given time slot?

A: Yes, our system allows predetermine time and resource allotment per patient.

You can also create “resources” for rooms or equipment such as MRI #1, EEG #2, etc., and schedule patients for resource use. The sophisticated Doctations “scheduling” system includes a graphical Appointment Book, a session manager for the front-desk and a “patient tracking system” for clinical staff. “Block times” and “vacation/out-of-town” events are fully supported in this easy to use, powerful time management system. You can “Quick-Schedule” a follow-up in less than 15 seconds!
back to top

9. What are on-demand services?

A: Doctations on-demand services are web services offered by different companies throughout the nation to improve medical practice business operations. Examples include claim scrubbing, transcription, voice recognition and access to reference services. These services are available to Doctations subscribers for usage fees. Doctations purchases these services in large volume and receives volume discounts on the basis of the size of the entire Doctations VIPA (Virtual Independent Physician Association). Consequently, they are therefore substantially less costly per user than what most small to medium medical practices would typically pay. All paying users of the Doctations technology are considered members of the Doctations Nationwide VIPA. (Please see detailed price sheet for information on pricing of each service.)
back to top

10. How is Doctations different from a traditional EMR?

A: In order for a true sharing system to work, it has to be built around the Internet. The Internet simply affords the power for people to communicate and collaborate in the process of solving medical problems.

Because the Doctations EMR system is Internet-based, it makes use of centralized patient information repositories, integrated dictation/transcription, “back-end” voice recognition, custom “Normal” and “Named” phrases, and embedded structured data allows for rapid generation of complete and high fidelity medical records. Our technology is so different from traditional “EMR” that we call it “iDMR” for Internet-enabled Digital Medical Records.

Second, the iDMR is fully integrated with the front desk session manager which is designed to help an office optimize front desk operations and ensure complete insurance information capture prior to provider encounters. These functions form the foundation of a functionality we call “RSB” or “Rapid Sequence Billing”. Claims are created when a patient is checked-in, updated when the encounter is documented and coded in iDMR, updated again on “check-out”, and the automatically scrubbed and submitting to the insurance companies in as little time as 30 minutes after checkout.
back to top

11. How is patients’ data stored?

A: With Doctations web based EMR, doctors can rapidly and sensibly author high quality Internet-enabled Digital Medical Records (iDMRs). The return on investment for digital documentation derives from the ability to automate and integrate clinical workflows and business processes with the ability to share documents via the Internet in HIPAA-compliant fashion for collaboration.

Information forms the basis of the Doctations information exchange which, in turn, forms the foundation of the DocPatientNetwork. Note that our subscription agreement clearly states that all data submitted by providers is owned by the provider and likewise for patients. Doctations data is held by a private trust designed to ensure that the subscription agreement is enforced.
back to top

12. How often does Doctations back up the records?

A: All backups are performed incrementally daily and full backups are performed weekly. In addition, all data is stored in disk arrays redundantly. Finally, the data is stored in such a manner as to support near-real-time replication to geographically distant locations. All servers have redundant power supplies, CPU’s and Internet access. All servers are themselves redundant so failure of a server causes another server to take over those functions automatically.
back to top

13. Is my data secure?

A: We have taken every measure to ensure that medical information is secure. We have taken measures above and beyond Federal privacy rules (i.e., Health Insurance Portability and Accountability Act, HIPAA).

• All identifying information is encrypted, both during transit through the Internet and when stored in our database which is under the tightest possible security and protected from unauthorized access.
• Insurance companies and employers cannot access patient’s medical information without the doctor’s authorization.
• For those who require a higher level of security, we have added voice authentication to the usual login name and password security system.
• Our servers are housed in a SAS-70 and HIPAA compliant server farm.

back to top

14. What happens if the Internet is down in my office?

A: Doctations customer support can fax documents to the office as needed, including the daily schedule. The customer can dictate reports into a hand-held recorder and upload them for transcription into iDMR documents when Internet access is restored. The practice can be provided with a toll-free phone number to dictate iDRM documents directly into our system. The subscriber can use our iPhone EMR system application available at no additional charge to all paying customers of Doctations.

Internet access is becoming a “utility” and the answer to this question is akin to asking “What happens if electrical power is down in my office? Medical practices might consider obtaining back-up, alternate Internet access.

Finally, medical practices can opt for weekly or monthly archives of their medical records. An in-office “mirror” can also be provided at additional cost. This “mirror” is a server that is synchronized with Doctations servers daily. It can provide real-time access to patient data when Internet access is down.
back to top

15. What happens if the Doctations system goes down?

A: The Doctations system is available 24/7/365. Occasional planned down-time during non-prime time periods may occur with advanced notice provided 24 hours in advance or more.
back to top

16. Does Doctations perform backups?

A: Our system is hosted in a SAS-70, Level 2 certified facility. Incremental backups are performed in real time to redundant servers. Full backups are performed on-site hourly with a weekly backup sent off-site to Iron Mountain.

17. Can two people use Doctations at the same time?

A: Yes, because the system is Internet based, two or more users can be logged in at the same time and access the same functionality in the system. In addition, the system can be accessed globally.
back to top

18. How do I get my data if I want to leave Doctations?

A: Your data is available in DVD archives on-demand and on weekly or monthly intervals.
back to top

19. What format will my data be given to me?

A: PDF, CCR, CDA, CCD are all supported standards for medical encounter report data. vCards are provided for demographics data. CalCards for appointment data.
back to top

20. Will Doctations transfer my data and is there a cost associated?

A: Doctations can transfer data from existing systems into Doctations for an additional fee. See the price schedule for a list of these fees.

21. Does Doctations have the ability to get me computers, scanners, etc. at a reduced price?

A: Yes, we are resellers of HP and Dell equipment.
back to top

22. What is our office down-time during implementation?

A: Our system is designed for seamless integration into your practice. Down-time should range from 8 to 20 hours total per location of service. Total time depends on a number of factors including staff cooperation and computer knowledge.
back to top

23. If I use Doctations to do billing and collection, how will my revenue flow be altered in the short term?

A: Prior to going live with Doctations Web based medical billing software, as part of our implementation process, you will receive all necessary documents to ensure payer approval.
back to top

24. Can the Doctations system be customized to meet my practice needs?

A: Yes.
back to top

25. What is a VIPA?

A: Every physician and other healthcare provider who uses Doctations technology to run their office becomes a member of a nationwide “virtual Independent Physician Association” (VIPA). This is much more than a perfunctory title. As more and more physicians join the Doctations VIPA, each member gains the tremendous volume discounting power of the network, substantial group purchasing power and other fringe benefits. Finally, the 600,000 physicians and millions of ancillary providers have an opportunity to benefit together while remaining entirely independent.
back to top

26. What is Factor7 Services?

A: Physicians in the VIPA are added to “Factor7” LLCs (Limited Liability Corporations) which are subsidiaries of common nationwide MSO (Medical Services Organization) called Factor7 Services, Inc. (Click HERE information on Factor7 Services.) The VIPAs work with their patients online and thereby incorporate their patients into the network, which is called the DocPatientNetwork. This network provides volume discounting and purchasing power and other fringe benefits to its patients as well. Factor7 Services, Inc. is responsible for negotiating benefits on behalf of both providers and patients.
back to top

27. Why does the Doctations Internet-based Digital Medical Records and Practice Management System make all existing EMR products obsolete?

A: There are five important reasons why the Doctations Facebook-like system changes the world of healthcare to benefit the physician and his/her patients:

First, the web-native solution allows Doctations to provide physicians in small groups, large groups, and even hospitals with state of the art technology at a price point unachievable by any other method. Just think that Facebook and Google use the same technology to provide services to millions of people every day at very low cost.

Second, The Internet contains a vast and growing world of resources (web services like 3M™ Claim Scrubbing) for physicians and their patients. Only Doctations true web-native software can provide access to these resources at volume-discounted rates.

Third, just by using Doctations, physicians become members of a growing nationwide network we call the VIPA – Virtual Independent Physician Association which is providing physicians with a growing cadre of volume-discounted online services, group purchasing options and fringe benefits to one of the nation’s most dedicated, honest and educated professionals, physicians.

Fourth, only the Doctations technology provides a pathway to “reversible merging” between physician practices into WiPPs (Web Integrated Physician Practices).

Fifth, only Doctations, Inc., through its subsidiaryFactor7 Services, Inc., provides physicians in each region the opportunity to co-own and co-manage their own regional MSO (medical services organization) subsidiaries. These regional MSOs are designed such that each has the opportunity to grow into a publicly traded company thereby providing its physician co-owners the opportunity to capitalize on their efforts to centralize services, maximize medical practice efficiency and optimize patient care outcomes.
back to top