Financial Components

Improve Efficiency with Integration

Billing in ECS relies on direct integration with the clinical record. The alliance between departments is even more important in a PDPM world. Integration with billing includes links to Face Sheet, Diagnosis, Therapy, and Nurse Charting, as well as the MDS. Due to the flexible nature of ECS, this integration can be based on your own workflow and reporting needs.

Accounts Receivable ECS EMR

Accounts Receivable

Accounts Receivable ECS EMR

Entries recorded throughout the entire clinical system are automatically gathered by the billing system. These entries are used to produce the appropriate Revenue, Receivable, and Contractual Adjustments, needed for month-end reporting. ECS can produce UB04s, HCFA 1500 forms, and Self Pay Bills. Electronic claim files can be created and sent to all intermediaries and clearinghouses, using the standard 837 format.

ECS’s flexibility allows all-payer source contracts, the ability for billing staff to enter data and/or import charges from outside vendors, and the ability to generate customized month-end reports. ECS can import electronic remits in the standard 835 format to increase efficiency in recording payments.

Trust Account ECS EMR

Trust Account

The Trust Account can be used to track funds for your entire continuum of care. The Trust Account allows for accurate, up to the minute, current balance reporting.

Detailed transaction reporting is also standard. Receipts can be generated and saved within ECS to include an electronic signature if desired.

ECS can allocate interest and provides the option to generate monthly and/or quarterly statements.

Trust Account ECS EMR

Accounts Payable

The ECS Accounts Payable module uses the concepts of the Accounts Receivable module and applies them to Vendors and Providers, streamlining the learning and workflow of the users. ECS’s Accounts Payable module allows for easy invoice data entry and vendor profile information or the ability to import this information. ECS’s flexible reporting capabilities allow for customized checks and the ability to see outstanding invoices for one service or all services in your organization. ECS can send payments via paper check or ACH transactions and payments can be made on your schedule.

Accounts Payable transactions post directly to the General Ledger reducing data entry and the potential for error, allowing you to generate accurate, up to the minute, reports within one financial system. 

General Ledger ECS EMR

General Ledger

The ECS General Ledger is tied directly to the Accounts Receivable, Trust Account, and Accounts Payable modules eliminating the need to manually enter transactions. ECS’s Integration with these modules allows you to efficiently manage all accounting functions in one package. General Journal and Payroll Entries can be entered manually and/or imported. 

With ECS, budgets can be updated and/or imported based on your account numbers and Fiscal Period. Bank Reconciliation is quick and easy. ECS uses your Chart of Accounts allowing for financial statements to be customized based on your organization’s structure. Detailed transactions can be found by drilling down in any General Ledger report and exporting to Microsoft Excel is standard. ECS provides one complete clinical and financial system.

Reimbursement with American Data ECS EMR

General Ledger Integration

General Ledger Integer ECS EMR

American Data has a direct link between our Accounts Receivable module and desktop versions of Microsoft Dynamics GP® and QuickBooks® by Intuit. This integration can be used if you want to continue to use your existing Accounts Payable and General Ledger software. These affordable accounting solutions work seamlessly with ECS and help you manage your accounts with great efficiency.

American Data Live Interface Connections by Interface Type



General Data

Meal Tracker
Casamba's SMART

Integris Solutions (IDS- Data Warehouse)
Care Evolve
Patient Ping

Supply Hawk


VT Health Information Exchange
Care Evolve
American Health Associates
Physician's Lab
Vista Labs


Radiation Physics
Rapid Radiology
VT Health Information Exchange


VT Health Information Exchange
Health Info Net
Nebraska Health Information Initiative (NEHII)

Clinical/Financial Data



Rehab Optima
Casamba's SMART



Reduce Distraction Gap

ECS Mobile reduces the distraction gap between technology
and resident care by utilizing non-obtrusive devices.

Free up Staff 

Point of care charting coupled with ECS Mobile frees up staff
time allowing them to focus on the resident.

Improve Efficiency

Daily charting flows through the entire record populating reports
and prompting answers to government-required assessments.

Capture Correct Care Provided

Charting is entered at the point of care by the caregiver.

Automated Workflow

Easy to use Access Screens automate your personalized workflow
and prompt for thorough documentation.

Integrated System

Complete and accurate documentation is entered once
and populates the entire record.

Real-Time Capture

Documentation is captured at the point of care.

American Data Pharmacy Interface Connections (Script v2017071)

Prescribers Connection Network

QS/1's (PrimeCare)

ComputerRx's (WinRx)

Transactional Data Systems' (Rx30)

RNA Pharmacy Solutions/Mobile Med Soft's (Helix)

Genoa Healthcare (PROScript2000)

Integra LTC Solutions' (DocuTrack)

SuiteRx's (Intelligent Pharmacy Software)

Cost Effective Computers QuickRx (QuickScrip)

Thrifty White's (TWRx)

PharmcareUSA (DispenseRx)

Point-to-Point Connection

Integra (Docutrack)

SoftWriters' (FrameworkLTC)

PharMerica (AS400)

Point of Sale

(First read “Dining Services") Like the digital cash register screens one sees
in many businesses, ECS can be used to record items purchased at the point
of purchase and flow the information directly to either a billing statement
or to a deduction from a trust account of the client.

Dining Services

If a system is able to document what care should be delivered and
subsequently delivered to a particular resident, if it has flexibility it should
be able to identify (document) what food (by item or in total [meal]) should
be delivered and subsequently documented as delivered to a person or persons.
If such service (dietary) has been delivered and billable, this ECS documentation
flows seamlessly to the AR/Billing capabilities of ECS.

Supply / Service Tracker

Whether it is for restocking or billing purposes, supplies consumed and services
delivered are easily documented with a click of a button or scan of a bar code
and ready to be used for inventory reports for stock replenishing or for
billing computations and invoice production, thus reducing the chance
for inaccurate billing to the government.

QuickBooks® GL, AP, PR (Direct Link)

ECS is capable of doing the Accounts Receivable and Trust Account,
but we have chosen to put our entire R&D into Clinical and Billing
and created a direct link into this third party GL, AP and Payroll system.
The direct link is more than an interface. Without any user intervention,
transactions posted in ECS are also posted in Intuit’s QuickBooks®

Microsoft® GL, AP, PR (Direct Link)

More than an interface, our AR/Billing capabilities do a direct link to
Microsoft’s Dynamics® (Great Plains) financial system. That is, when
billing charges and entered receipts are posted in ECS they are also
entered into the Dynamics system without requiring any user action.

Trust Account

Recording Trust Account activity is simply a matter of documenting the
deposits or withdrawals as they occur. Then when it is time to allocate the
accumulated interest to participants, the activity recorded is transformed
into transactions in each participants account. Statements can be either
quarterly or monthly and shows all the detail of the time period along
with the appropriate allocation of interest. The whole process can be
completed in a matter of minutes.


American Data offers a complete Accounts Receivable – Billing module.
Like all of ECS, the Accounts Receivable – Billing module is flexible to meet
billing practices of the facility. In addition, the AR system is clinically based.
Documentation into the clinical record becomes the source of charges calculated.
For example; when a nurse records that a flu vaccine was provided, a charge is
calculated on the appropriate payer source. This integration virtually eliminates
the risk of fraudulent billing, since charges are backed up by the clinical record.