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Clinical EHR FAQ's

Do you have Electronic Prescribing of Controlled Substances and is there a fee?

Yes, we do have the ability to electronically prescribe Controlled Substances. This is an additional feature that costs $10 a month.

Do you have the ability to comply with state prescribing laws as to how a prescription must look or the features we must have?

Yes, we have the ability to comply with state laws and require features.

How are Prescription Refills handled? Can a Nurse prep and send them for the doctor?

Yes, Nurses can approve refills as long as they are set up to do so.

Does your system provide formulary checking and health maintenance?

Yes our system has formulary checking as well as practice advisory and health maintenance checking.

Can you customize Nursing Intake forms? Would a Nurse be able to add a CPT Code and/or Diagnosis Codes?

Yes, we can customize the intake forms and a Nurse can add both CPT and Diagnosis codes. 

If a Nurse enters a resuult on a test done before the provider sees them, will the system generate the test code?

Yes, the nurse just needs to be set up with approval to do so. 

Can a Nurse generate a visit and charges.

Yes, a nurse can generate a visit and charges.

Is the name of the practice displayed on printed medical records and are the pages numbered on those medical records?

Yes, the practice name is on the printed medical records and the pages are numbered. 

Will your software generate lab, x-ray, and consult requests? Will it notify me that results have returned? Is there a way to link those results to the request?

Yes to all three questions! We can generate lab, x-ray and consult requests. There is a tracking function that will notify providers when results are returned and users can link those results to the original requests. 

Is there a way to document when samples are provided to the patient?

Yes. You can document when samples are provided to the patient.

Is there a way to document when Injections are administered, such as who, what, where, when, etc. Is also it possible to retro date these?

Yes, you can document the who, what, where, when, etc. and you can also back date them. 

Are you able to multi-select items from lists such as diagnosis codes, documents to sign off, etc.

Yes, you can select multi items from lists. 

Do you provide functionality for MIPS and MACRA? How many measure do you have that can be selected?

Yes we have a fantastic dashboard.We can report on every measure via the EHR reporting method. 


Is there an auto save feature for notes in case of a system crash?

Yes, we do have an auto save feature in place for notes.

Do you have a place for the documentation of telephone notes and are they easily printable and/or incorporated into the chart?

Yes, we have a telephone encounter module built into the system!

How is a Nurse Visit Charted? How are the CPT codes captured and does a Doctor have to sign off on them as well?

A nurse visit is no different than a physician's visit. CPT codes are captured the same way during both types of visit. We can highlight this for you in a demonstration. A doctor only has to sign off on the nurse's encounters if your state requires it or if your practice requires it. This is just something you would establish in your system set up/training. 

Can I import lab values into the chart notes?

Yes, lab values can be imported directly into chart notes.

How are procedure notes documented?

We can highlight this for you in a demonstration. But, the procedure notes are part of the encounter and can be modified on the fly if necessary. 

How often is the medication database updated? If the NDC of a drug is removed, how is an alternative drug flagged?

We use Surescripts for our eRX engine and database. They are the leader in electronic prescribing. NextGen Office has won the White Coat of Quality award with them for 6 years in a row, meaning we are meeting the highest standard for electronic prescribing and drug management. The database is consistently updated and maintained. 

Are there any restrictions on E-prescribing? For example, will it prevent me from renewing a controlled prescription that was initially written 7 months ago?

The DEA makes those restrictions; not the vendors. If it is allowed by the DEA, then no it will not prevent you from writing that eRx.

Is there a feature for private communication between staff members that does not incorporate into the chart?

Yes, we have a messaging system that can be utilized by the practice.

Can more than one person be in the chart at a time?

Yes, more than one person can be in a chart at a time and more than one person can do the charting at one time!

Technical FAQ's

Are you compatible with Dragon Naturally Speaking?

Yes, the software is compatible with dragon and it is also compatible and works extremely well, if not the best with Apple's Speak to text option on the iPad.

Will the connection require a VPN? Or Will the Connection require any database software such as Oracle?

The Software does not require a VPN and does not require any database software. We are a 100% Cloud based solution. 

Will we have to buy new or specialized hardware?

Take a look at our System requirements Document using the link below!

NextGen Office System Requirements and Recommendations

Are there fees associated with interfacing to labs?

No, the practice does not pay fees to connect to labs. We will connect you at no charge. You must be a current client of the lab to get connected. We cannot connect you to a lab you do not currently work with. 

General Billing and Training FAQ's

Is there a fee for cloud hosting or cloud access?

No, we are a 100% cloud based software with no fee for cloud hosting or cloud access. 

Is there a fee for migration of existing EHR data?

Yes, one option is a $500 fee for Demographics and Insurance profiles only. 

The other option is a $3,000 Clinical Data Conversion Fee. *This is FREE with a 36 month Contract*

This option allows us to migrate the following data into NextGen Office for you. It will be the client's responsibility to acquire the data from their current vendor. Once received, we will migrate the following in bulk into NextGen Office. We are willing to extract the data from your current software if the software vendor makes the raw data available to us. 

  • Patient's Charts (CCDA files)
  • Encounter notes/Chart notes
  • Scanned Documents/ Chart Attachments (ex: lab results)
  • Patient Demographics
  • Patient Insurance Profiles

The patient charts will populate into NextGen Office properly, meaning the Problem List will be in the NextGen Office Problem List, Allergies will be in the Allergy List, Medical History, Etc, as long as your current vendor can export the CCDA files. Chart/Encounter notes will be converted to a read-only format where necessary and made available in the Administrative Tab of the respective patient chart labeled by chief complaint and date. Other multimedia (scans, attachements, etc.) will be imported in the format provided with current document names in your current vendor EHR and will be in the documents section in the respective patient charts. 

What Clearinghouse does NextGen Office use?

HealthFusion is the Clearinghouse that NextGen Office Uses. The company originated as a clearinghouse in 1998 and then built the practice management and EHR system around the clearinghouse foundation.

Do you have an integrated Practice Management and Billing System and is there an additional fee above and beyond the EHR fee?

Yes, we are an all-in-one EHR, Practice Management, Patient Portal, and Clearinghouse. Our monthly fees include all software, clearinghouse fees, award winning customer support and updates.

Is there a fee for Tech Support or for Training?

All Training and Tech Support fees are included in your monthly fee. Training is conducted online via one-on-one instructor led training, daily webinars and online videos and documents. 

What if I don't like your system? Is there a Refund, or Can we "test drive" it?

We offer month to month contracts if you are not comfortable enough to sign up for the 12 month contract.

How quickly will technical support respond to a concern or complaint?

We are the only EHR and PM company in the industry to be recognized by JD Powers and Associates for excellent customer support. You can call our call center anytime Monday through Friday 8:30 AM to 8:30 PM EST. The average hold time is under 2 minutes. Our goal is to resolve your question on that call. We also have web support through our Success Community, where you can log a case. Turnaround time for a web case is 48 hours. 

Is there a fee for your Patient Education Model and what source do you use?

There is No fee for the patient education model. The source that we use is www.familydoctor.org.


Is there a fee for your Patient Portal and Can a patient make and appointment through the portal?

We offer two versions of our Patient Portal. Included in every package at no additional cost is the basic patient portal. The basic portal meets all requirements for MACRA/MIPS/MU. We also offer the optional premium patient portal for an additional $50 a month. The premium portal offers several interactive features for your practice to offer. Below are many of the features that you can choose to either activate or deactivate when you have the premium package. 

  • Advanced Account Management - Patients can edit demographics and insurance information
  • Advanced Appointment Features, Setup and Configuration -
    • Request an Appointment - Patients can submit an appointment request for a given time frame
    • Schedule an Appointment - Patients can schedule their own appointment on the calendar. 
    • Appointment Check-In - Patients can complete the chief complaint, review of systems, etc. prior to arriving to their visit. 
  • Advanced Medical Records Management - Patients can add to their medical records, allergies, medications, etc. NOTE: Clinical information will be in pending status and must be accepted by the provider's office staff before it is officially part of the medical record. 
  • E-Visit - Patients can request an e-visit. Providers can conduct an online encounter for routing medical problems using chat or video conferencing. This feature does require the configuration of e-visit terms of service and establishing an e-visit fee. 
  • Health Maintenance - Displays the health maintenance measure status on the portal. 
  • Health Logs - Patients can enter data into a flow sheet via the portal. 
  • Hide Office Visits - Providers can hide the office visits menu from the portal. Patients would not be able to view encounter notes. 
  • Patient Documents - Patients can view chart documents that have been flagged and made available on the portal. 
  • Patient Payments - Patients can submit payments for copays, statement balances, etc. This feature requires the credit card processing service.
  • Patient Statements - Patients can see theircurrent balance on the portal.
  • Rx Refill Requests - Patients can submit refill requests through the portal. 
  • Store - Providers can set up an online store to promote specific products or product categories for patients to purchase from Amazon, and earn commission on those sales. 

Still Have Questions? Chat With A Team Member!

Give us a call at 877-975-9160 or Sign Up for a NextGen Office Demo!
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