OCCUPATIONAL MEDICINE
Run Your Occupational Clinic Around the Employer, Not the Health Plan
A DOT exam, a post-offer physical, two return-to-work re-evaluations, and a post-accident drug screen walk through your door before 10 AM. GlaceEMR and GlaceRCM put the work-status report, the DOT certificate, the chain-of-custody record, and the employer invoice in one chart, billed at a percentage of collections with no base fees, backed by 95%+ first-pass claim adjudication and 99%+ collection of payer-allowed amounts*.
*Of payer-allowed amounts.
WHAT WE HEAR FROM OCC MED PHYSICIANS
The Chart Answers to a Payer It Has Never Met
Occupational medicine answers to the employer, and most horizontal EHRs were built for a primary-care visit billed to a health plan. Four pains come up in the first thirty minutes of almost every discovery call, and each one quietly costs you a report, a certificate, or a dollar.
Work-status report as an afterthought
The employer needs restrictions, duration, and a signature the day of the visit. Your EHR makes you type that letter from scratch on the way out the door, every time.
DOT and surveillance slip the recall
The medical certificate is a PDF in a folder and the audiometric recall is a spreadsheet column. The expiry slips, and the employer’s safety officer notices before you do.
Chain-of-custody is all paper
The CCF, the donor signature, and the MRO verification packet are paper. One mishandled form on a post-accident screen and the result is unusable and the practice eats the redo.
Two billing systems, two reconciliations
Comp claims file as a CMS-1500 and deny. Employer invoices live in a parallel QuickBooks. Two systems, two reconciliations, two ways to lose money the employer was ready to pay.
GLACEEMR FOR OCCUPATIONAL MEDICINE
An EHR Built Around the Employer Relationship
GlaceEMR is ONC-certified, with 30+ years of company history behind it. The occupational-medicine configuration is wired in before training starts, so the chart your team opens on day one already knows the protocols, the employers, the certifications, and the surveillance schedules your clinic runs on. Every capability below ships today, not as a roadmap promise.
Work-status report as a first-class output
The structured return-to-work record generates the single-page report the employer needs the moment you sign: diagnosis, restrictions in plain language, expected duration, next re-evaluation, signature. It reaches the employer contact by fax, secure email, or portal pickup. No more building the letter by hand at the end of every visit.
DOT certification logic and recall
The DOT template enforces the FMCSA examination fields, generates the medical examiner’s certificate at sign-off with the right certification period per finding, records the National Registry reporting data, and starts the recall clock that day. The driver gets the recall before the certificate expires, and the employer’s DOT file stays current.
Chain-of-custody and MRO workflow
The Custody and Control Form is captured as structured data for DOT and non-DOT specimens, the lab result lands electronically in the donor record, and the MRO verification workflow routes positives and dilute or adulterated specimens for clinician review. The employer-ready letter generates from the result, and the audit trail is queryable, not a binder hunt.
Audiometric and respirator surveillance
Audiometry and spirometry are native captured fields with the baseline preserved. A standard threshold shift against the OSHA definition flags at the moment of the exam, the follow-up opens as a worklist item, and the OSHA respirator questionnaire and fit-test results land in the same surveillance record. The plant gets a real compliance number, not a guess.
IME, MMI, and impairment rating
Independent medical exam templates carry causation, maximum medical improvement, and AMA Guides impairment-rating support as structured fields. The IME report generates as the carrier expects it, against the specific Guides edition the jurisdiction requires, with body-diagram injury mapping so the adjuster sees the injured part of the body, not a sketch in free text.
Employer registry and authorization tracking
Every patient ties to the right company, protocol, and authorization at check-in. The HR contact, the protocol fee schedule, and the surveillance cadence travel with the employer record. Treatment authorizations and carrier documents land in the SmartInbox as prioritized work, so the loop on a comp claim closes inside the chart.
Included with GlaceEMR vs usually an add-on
When you price out another EMR, count what is included before you compare the headline number. The rows below are upsells, separate vendors, or a parallel accounting system almost everywhere else, each with its own renewal date and price increase. They ship with GlaceEMR, with no tier games and no surprise line items at renewal.
| Capability | Most EMRs | GlaceEMR |
|---|---|---|
| Audiometric and spirometry data capture | Separate device-vendor portal | Included, native fields |
| Chain-of-custody and MRO workflow | Third-party vendor | Included |
| Employer invoicing alongside claims | Parallel QuickBooks | Included, one system |
| Self-check-in kiosk, English and Spanish | Third-party vendor | Included |
| GlaceOffice administration suite (HR, PTO, credentials) | Separate subscription | Included, free for clients |
| Native iOS and Android apps for providers and staff | Mobile-web only | Included |
Grow from a single clinic to multiple satellites and on-site employer locations on one platform, with no per-location upcharge and no contract to renegotiate when you add an onsite at the manufacturing plant next quarter.
FROM VISIT TO EMPLOYER
One Path, Out the Door the Same Day
GlaceScribe drafts the note, GlaceIQ surfaces the external-cause and administrative-exam coding for your review, the work-status determination and DOT certificate generate from the structured fields, and your named billing specialist routes the charge to the right comp carrier or employer invoice. The same chart and the same team carry the work from the exam room to the deposit, so the report is out before the worker leaves the parking lot.
GLACERCM FOR OCCUPATIONAL MEDICINE
A Billing Service That Speaks Comp, Employer Invoice, and Insurance
GlaceRCM bills your claims in your EMR or ours, charged at a percentage of collections with no base fees and no monthly minimums. We would rather run it on our platform, where the scrubber sees the full chart, but if you are staying on your EMR our billing team works your claims there. The service is built for the occupational mix: comp carriers across all 50 state fee schedules, direct employer invoicing on protocol fees, and standard insurance where the visit qualifies.
95%+
First-pass claim adjudication. Most claims pay on the first submission, including comp submissions where the documentation packet is the difference between paid and denied.
99%+
Collection rate of payer-allowed amounts*. The dollars the comp carrier, the employer, or the health plan owes you actually arrive, because we work the queue to resolution.
$0
Implementation fee, setup charge, and monthly minimum. We get paid when you get paid, so our interests and yours line up from the day the contract is signed.
*Of payer-allowed amounts.
Multi-employer billing in one system
Each employer carries its own protocol fee schedule, invoice cadence, purchase-order rules, and delivery method. Charge capture attaches the service to the right employer and protocol, the invoice generates against that employer’s terms, and the reconciliation against visits delivered runs as a report you actually trust.
Workers’-comp fluency, state by state
Each state’s comp fee schedule, authorization rules, and required forms are different. Your billing team knows the carrier-by-carrier denial patterns, the impairment-rating Guides edition the jurisdiction enforces, and the appeal language that moves a denied claim. The scrubber checks before the claim leaves.
Denials worked to resolution
We do not drop a denial at 90 days. Every comp claim, employer dispute, and insurance denial is tracked through appeals, utilization-review responses, peer-to-peer, and direct outreach to the employer’s AP team. A write-off happens only when you sign off, and the dashboard shows where every disputed dollar stands.
A named billing specialist
A dedicated account manager who knows your top employers, your comp-carrier mix, the protocols you run, and your top denials. Not a ticket queue, not an offshore call center. They pick up when the HR manager at your biggest employer calls about a disputed invoice, and they know your practice by name within a month of go-live.
Percentage of collections, no base fees. Provider credentialing, National Registry and MRO status tracking, state comp enrollment, and a US-based billing call center are part of the service, not separate line items. The employer’s AP contact has a direct line for disputes and PO matching, so your front desk is not on a billing call when the 9 AM DOT physical is sitting in the lobby.
AI AND ENGAGEMENT
The Documentation, the Coding, and the Phones
Every AI capability is a suggestion you review and select. Work-status reports wait for your signature, codes wait for your approval, and DOT certificates wait for your decision before any of them leave the chart, so the medical judgment and the certification decision stay with you. The AI is built on HIPAA-compliant infrastructure from Amazon, Google, Anthropic, Deepgram, ElevenLabs, and other enterprise AI providers, with multi-vendor architecture that preserves operational redundancy and keeps the platform improving over time.
GlaceScribe
Ambient notes structured for the occupational visit: injury or exposure history, mechanism, exam findings, the work-status determination with restrictions, and the disposition for the employer, all as structured fields the report and certificate need. Up to four speakers, English and Spanish patient-facing. Charting finishes when the visit finishes.
GlaceIQ
30+ AI features tuned to your day: pre-charting from the employer protocol and prior surveillance, V/W/X/Y external-cause capture at signing, DOT certification-length suggestions with supporting comment, and surveillance-due and certification-expiry alerts on the worklist. You review and select each one.
GlacePhoneSmart
An AI phone agent answers as your clinic in English or Spanish, books DOT exams, post-offer physicals, drug screens, and return-to-work re-evaluations into real scheduler slots, and surfaces voicemail summaries. The driver who needs a recert before Monday’s run reaches the clinic at 10 PM Sunday and walks out of the call with an appointment.
A practice-branded portal, mobile app, kiosk, SMS, and email round out the stack, with English and Spanish on every worker-facing surface and dedicated employer delivery for work-status reports, certificates, and surveillance rosters. DOT re-cert recalls, surveillance-due reminders, and return-to-work nudges go out in the worker’s preferred channel, and replies route back into the chart as structured tasks so the employer’s compliance numbers stay defensible.
SWITCHING IS EASIER THAN YOU THINK
Coming From Another EMR
Most occupational practices we onboard are leaving a horizontal EMR, a billing-first product, or a specialty-flat occupational module that never fit the employer-billing reality. Implementation is $0, data migration is included, and your account manager runs the move and stays your account manager after go-live.
DAY 1
A chart that already looks like yours
You log in to migrated employer accounts, protocols, employee records, prior DOT certifications, surveillance history, and active comp claims, with your protocol templates, DOT workflow, fit-test capture, and MRO process already wired in. EMR go-live happens in under one week. The first few visits run slower because the workflow is new; by the end of the day, your hands start to remember where everything lives.
DAY 30
Reports out the door, claims flowing
You are charting faster than on the old system because the templates match how you document, and GlaceScribe carries your work-injury HPIs and DOT narratives. Your first month of comp submissions is on the dashboard, your first employer invoices are going out on cadence, and you have walked the denial and employer-AP queues with your account manager. Recall and surveillance workflows are live, filling tomorrow from the recall list.
DAY 90
The switch starts paying for itself
Your first quarter’s dashboard shows cleaner comp claims, faster employer-invoice posting, fewer denials parked in the 60-to-90 bucket, and an employer reconciliation that actually reconciles. DOT re-cert and surveillance recalls are real revenue lines that did not exist before, and your employer-program reports go out on schedule to the safety officers who ask for them. The conversation turns from migration triage to using the platform harder next quarter.
Data migration covers employer accounts and protocols, employee records, surveillance history, prior DOT certifications and expiry dates, drug-test history, active comp claims and authorizations, documents, problem lists, current medications, and outstanding orders, handled by Glenwood so your staff does not reconstruct accounts. The RCM transition runs 4 to 8 weeks with comp-carrier and state enrollment in parallel, and we recommend a 30-to-90-day overlap with your previous vendor so the clinic keeps operating normally while the new platform proves itself. Glenwood has been independent and privately held since 1994, when our founder helped his physician wife acquire a private practice in Connecticut: 30+ years in market, no outside investors. Support runs 7:00 AM to 8:00 PM Eastern on weekdays, with 24×7 on-call coverage for urgent issues, so the practice with a problem at 6:30 AM Pacific still reaches a person.
WE KNOW YOUR CODES
We Have Billed Your Mix Before
You already know your codes. We have built the workflows, the scrubber rules, the documentation prompts, and the denial templates around them, so the reimbursement you earned is the reimbursement you collect. The list below is the short version of what runs every day inside the platform for an occupational medicine practice:
- 99202-99205, 99212-99215: office E&M for work-injury and follow-up visits
- Z02.4, Z02.7, Z02.79: administrative exams (DOT, return-to-work, disability)
- Z57.0–Z57.8: occupational exposure to noise, dust, chemicals, radiation
- V, W, X, Y external cause codes: place, activity, and mechanism of injury
- 92551, 92552, 92553: audiometric screening and threshold testing
- 94010: spirometry and respirator-clearance documentation
- 80305-80307: drug-test specimen handling and confirmation
- Protocol-based and bundled fees: DOT, fitness-for-duty, surveillance, billed direct-to-employer
QUESTIONS WE HEAR EVERY WEEK
Occupational Medicine Practice FAQ
Short answers below; the longer conversation happens on the demo. Tap any question to expand the answer.
Does GlaceRCM handle workers’-comp billing across multiple state fee schedules?
Yes. GlaceRCM runs comp claims against the carrier’s specific fee schedule in your state, and across multiple states if you operate satellites or on-site clinics that cross jurisdictions. State-specific required forms, treatment-authorization rules, and impairment-rating Guides editions are configured per jurisdiction. The billing team knows carrier-by-carrier denial patterns and the appeal language that moves denied claims. The scrubber checks documentation against carrier rules before submission, and peer-to-peer reviews on contested medical necessity are handled inside the same platform on the same chart data.
How does GlaceEMR handle the DOT exam workflow and the medical examiner’s certificate?
The DOT physical template enforces the FMCSA medical examination report fields, generates the medical examiner’s certificate at sign-off with the appropriate certification period per finding, records the National Registry reporting data, and starts the recall clock the day of certification. National Registry examiner status is tracked alongside provider credentials in GlaceOffice, so a lapsed status never quietly invalidates an exam. Limited-certification reasoning lives in the certificate comments and in the underlying medical record for the next examiner.
How does the chain-of-custody and MRO workflow work?
The Custody and Control Form is captured as structured data at collection. Collector signature, donor signature, specimen identifier, and lab pack-out information are recorded in the chart. DOT testing meets 49 CFR Part 40 chain-of-custody format, and non-DOT testing runs against the employer’s policy. The MRO verification workflow routes positives, dilutes, and adulterated specimens for clinician interview, the verification reasoning is documented, and the employer-ready verification letter generates from the result. Role-based access separates drug-testing records from the broader medical record, so the cleared employer report contains only what the employer is entitled to receive.
Can GlaceEMR handle employer invoicing alongside comp and standard insurance?
Yes. Multi-employer billing runs inside one system. Each employer carries its own protocol fee schedule, invoice cadence, purchase-order requirements, and preferred delivery method. Charge capture at the visit attaches the service to the right employer and the right protocol. Comp claims route to the comp carrier on the same encounter when both apply, and the rare standard-insurance visit files as a CMS-1500 against the patient’s health plan. Reconciliation against visits delivered runs as a single report, and the employer’s AP team has a direct line into the US-based billing call center for disputes and PO matching.
What does GlaceRCM pricing look like, and how long is implementation?
You pay a percentage of what we collect, with no base fees, no implementation charges, and no monthly minimums. The exact percentage depends on your code mix, your payer panel of comp, employer-direct, and insurance, and your volume, and you will have it after a 20-minute discovery call. There are no surprise add-ons for credentialing, denial follow-up, prior auth, employer-AP outreach, or the call center, because all of that is part of the service. You go live on the EMR in under a week, the RCM transition runs 4 to 8 weeks alongside comp-carrier and state enrollment, and we handle your data migration in 2 to 5 business days. Provider training is delivered in pieces around real clinic, with unlimited online training during onboarding for every role.
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If your clinic carries adjacent panels, see how GlaceEMR runs urgent care, family medicine, orthopedics, and physical medicine and rehabilitation.
See What Glenwood Can Do for Your Practice
A 20-minute working call. We show you the platform on your specialty’s actual workflows, not a generic demo.