Docs

Getting started

Your practice address

Each practice signs in at its own address (for example yourpractice.clearmindehr.ai). All practices share one platform, and each practice's records are kept separate from every other practice's.

Adding your team

A practice administrator adds staff from the admin screens and gives each person a role, such as provider, billing or administrator. A staff member added this way starts with a temporary password, and the app takes them to change it the first time they sign in.

Signing in safely

Staff can add a second sign-in step with an authenticator app; once it is set up, the code is asked at every password sign-in. The staff web app signs out after 15 minutes without activity, with a warning 2 minutes before.

Your first visit

Book the appointment on the schedule, start the visit (in person, or by video in the ClearMind Room), and see the patient. Unless the patient has declined the AI scribe, a draft note is ready when the visit ends. Review it, edit anything you want, and sign.

Clinical workflows

Notes and signing

The AI draft arrives as one editable note. A note is not final until a clinician signs it, and a signed note is attributed to the clinician who signed.

The AI scribe

The AI scribe runs unless the patient has declined it. If ClearMind cannot check the patient's choice, nothing is sent for transcription.

Measurement-based care

Rating scales such as the PHQ-9, GAD-7 and C-SSRS can be completed by the patient before a visit or in the patient app, and are scored automatically and shown over time in the chart.

Queues

The Review Queue holds AI suggestions waiting for a clinician's decision, and the Sign Queue holds notes waiting for a signature.

E-prescribing & EPCS

Where prescriptions are written

Prescriptions are written and sent in the e-prescribing window built into the chart, provided by our certified e-prescribing partner. Controlled substances are signed there with two-factor EPCS.

Prescriber setup

Each prescriber is registered with the e-prescribing service before first use. For a patient under 19, the chart needs a weight and a height before the patient can be set up for e-prescribing, because the e-prescribing service requires them.

State prescription monitoring (CURES)

ClearMind records the prescriber's statement that they checked the state prescription-monitoring database. ClearMind does not connect to the database itself.

Integrations

Telehealth

Video visits run in the ClearMind Room. Zoom is available as a backup that a clinician chooses for a single visit.

Insurance eligibility and claims

Insurance eligibility can be checked in real time. When a note carrying a billing code is signed, a claim is drafted from it; claims are checked and sent electronically through our clearinghouse, and payer remittances are posted back to the claim. A claim that fails a check is held for the biller, never guessed.

Fax

Documents can be faxed from the chart, and incoming faxes arrive in the practice's fax inbox.

Labs

Lab orders print as a requisition the patient takes to the lab. The requisition names who is billed.

Patient app and portal

Patients use ClearMind Care on iPhone, or the web portal, for check-ins, rating scales, joining video visits and refill requests. Appointment reminders are sent by text, and patients can opt out.

Security & compliance

Separation between practices

Each practice's records are separated in the database with row-level security on most patient-data tables, in addition to the checks every request passes in the application.

Encryption

Connections between your browser and our network edge use TLS 1.2 or later. The production database is encrypted at rest by our hosting provider.

Audit logging

Signed-in access to patient records is recorded in an audit log.

Business associate agreements

ClearMindEHR acts as the practice's HIPAA business associate under a business associate agreement with the practice.

AI and clinical decisions

AI drafts; clinicians decide. A note is not final until a clinician signs it. The AI does not sign notes or prescriptions, and prescriptions are sent only by the prescriber from the e-prescribing window.

Reporting a concern

Security questions go to [email protected]. Concerns can also be raised without giving your name at clearmindehr.ai/speak-up; the page explains what is and is not recorded.