ONCOLOGY
Run Your Infusion Suite, Your Regimens, and Your Survivors on One Chart
GlaceEMR and GlaceRCM built around the regimen, the chair, and the survivor: the regimen is locked to body surface area, CTCAE grades are captured in the chart, the prior auth for next cycle is already moving, and your J-codes and wastage are recorded at the chair instead of reconstructed at 7 PM. 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 ONCOLOGISTS
A Horizontal Chart Was Never Built for the Chair
Oncology is the most protocol-driven specialty in outpatient medicine: staged regimens, infusion administration with strict sequencing, toxicity grading on cytotoxic and targeted agents, and the long survivorship tail. The horizontal EMR most community oncologists were forced onto was built for somebody else. Four pains come up in the first thirty minutes of almost every discovery call.
The regimen lives in your head
A horizontal EMR carries a med list, not a regimen. The nurse rebuilds the day on a paper grid, the pharmacist double-checks BSA on a phone calculator, and the safety check that should be built in lives on a Post-it taped to the infusion station.
Infusion has to be exact
Drug, dose, start, stop, units administered, units wasted, premeds, hang sequence, reaction monitoring. One missing field and the J-code claim pays short or denies. A high-dollar agent denial is the difference between profit and loss on that treatment day.
Prior auth eats the practice
Every regimen, every cycle change, every new line, every biomarker test, and every restaging scan needs an auth. Multi-week reauthorization cycles mean a chunk of your staff is chasing payer queues instead of caring for patients.
J-codes punish general billers
Biosimilar Q-codes, JW and JZ wastage modifiers, NDC matching, and unit math from package insert do not forgive a transcription error. A billing team without oncology depth leaves money on the table on every infusion day.
GLACEEMR FOR ONCOLOGY
A Chart Built Around the Regimen, the Chair, and the Survivor
GlaceEMR is ONC-certified and has run in private practices for years, with 30+ years of company history behind it. The oncology configuration is wired in before training starts, so the chart your team opens on day one already holds the regimen engine, the infusion record, the CTCAE flowsheet, and the biomarker fields your day runs on. Everything below ships in the platform today.
Regimen engine with BSA dosing
Staged regimens carry BSA and carboplatin AUC dosing, cycle-day staggering, count-based hold logic, and the cumulative anthracycline ceiling as built-in workflow. Cycle 1 day 1 of dose-dense AC is locked to the patient’s body surface area instead of rebuilt on a paper grid, so the safety check is a platform, not a personality.
Structured infusion flowsheet
Drug, dose, start and stop time, units administered, units wasted, premeds, IV access, hang sequence, port flush, reaction monitoring, and chair-side vitals all land as discrete fields. The documentation that defends the claim at a payer audit is captured at the chair, not reconstructed from a stack of paper at 6 PM.
CTCAE toxicity grading
CTCAE grades are captured as structured data on every cycle, trended over time, and tied to the treat-or-hold logic for the next cycle. The grade-3 neuropathy that should modify the next paclitaxel dose surfaces on the encounter screen, and the toxicity history defends the dose decision at audit.
A living NCCN-aligned regimen library
The regimen library updates with guidance as NCCN revises quarterly, captures biomarkers, prior lines, and response data, and stays linked to dose modifications by toxicity grade. A snapshot from two years ago is a liability; a library that moves with the evidence is an asset the next cycle relies on.
Staging, restaging, and biomarkers
CT, PET, MRI, pathology, molecular panel, and ctDNA results land as structured fields with the biomarker, the stage, and the response captured discretely. The EGFR result from six months ago is searchable when you interpret today’s progression, instead of buried in a scanned fax folder.
Survivorship and oral oncolytics
Survivorship care plans, late-effect surveillance schedules, and oral-oncolytic adherence tracking carry the patient past the last infusion. eRx with EPCS, 60+ two-way lab interfaces for CBC and CMP trending, and hospital ADT keep the long surveillance tail current without staff retyping anything.
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 separate vendors or upsells almost everywhere else, each with its own renewal date. They ship with GlaceEMR, with no tier games and no surprise line items at renewal.
| Capability | Most EMRs | GlaceEMR |
|---|---|---|
| Chair and infusion-suite scheduling | Separate vendor | Included |
| HD telehealth in the chart | Separate seat license | Included |
| Hospital ADT, discharge summaries, inpatient results | Interface fee | Included (15+ hospitals) |
| 200+ reports plus a self-serve report builder | Consulting or ticket | Included |
| Self-check-in kiosk, English and Spanish | Third-party vendor | Included |
| GlaceOffice administration suite (HR, PTO, credentials) | Separate subscription | Included, free for clients |
Role-based access for oncologists, nurses, pharmacists, APPs, and billers keeps the right eyes on the right data, with audit trails on every action. A practice can grow from solo to a 20+ provider group across offices and infusion-suite locations on one platform, with no per-location upcharge when the satellite chair opens next quarter.
FROM CHAIR TO PAID
One Path, Every Unit Captured
The regimen-level prior auth is assembled the day the regimen is decided, the chair-side flowsheet records every unit administered and wasted, the scrubber assembles the J-code units and the JW or JZ modifier from that structured data and checks every claim against payer rules, and your named billing specialist works the queue to resolution. The same chart and the same team carry the dollar from the infusion chair to the deposit, so a six-figure agent does not fall through a handoff between vendors.
GLACERCM FOR ONCOLOGY
A Billing Team That Lives in J-Codes, Q-Codes, and Wastage
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 reads the infusion flowsheet directly, but if you are staying on your EMR our billing team works your claims there. The service is built for the oncology code mix where a single denied infusion can outweigh a month of E&M revenue.
95%+
First-pass claim adjudication. Most claims pay on the first submission, with no rework and no calendar lost to denial follow-up on an infusion day where the agent cost is six figures.
99%+
Collection rate of payer-allowed amounts*. The dollars the payer contractually owes you arrive, because we work the queue to resolution instead of writing a high-dollar chemo denial off at 90 days.
$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.
J-code units and JW/JZ wastage
The scrubber reads the infusion flowsheet and assembles J-code units per package insert, with NDC numbers matching the agent and single-dose vial waste translated to JW or JZ on the claim. No more underbilled wastage when a 100 mg vial covers a 78 mg dose, and no more JZ when JW was right.
Biosimilar Q-code mapping
Biosimilar substitution flags on the claim with the correct Q-code per product, and Q5100-Q5999 mapping stays current with CMS quarterly updates. The payer formulary shift that changed your preferred bevacizumab biosimilar last quarter does not blow up your billing.
Regimen-level prior auth and denials
Regimen-level and cycle-level auths are assembled with the packet payers need: diagnosis, stage, biomarkers, prior lines, performance status, NCCN reference. A high-dollar denial is worked to resolution with the chart documentation, the regimen rationale, and peer-to-peer, never written off at 90 days.
Financial counseling and a named specialist
Real-time eligibility, benefit verification, and out-of-pocket estimates run before treatment, with copay assistance, patient assistance programs, and foundation grants coordinated by the team. Your named account manager knows the regimens you run and your biosimilar conversions by name within a month.
Percentage of collections, no base fees. Provider credentialing, payer enrollment, daily patient statements, and a US-based billing call center are part of the service, not separate line items. Our incentive is to collect every dollar you earned on every drug administered, not to bill you for activity that did not produce collections, because in oncology the drug-acquisition cost is the practice’s largest line item and the gap between billed and collected on that one line decides the quarter.
AI AND PATIENT ENGAGEMENT
The Documentation, the Coding, and the Phones
Every AI capability is a suggestion you review and select. Notes wait for your signature and codes wait for your approval before either reaches a claim, so the coding judgment and the clinical decision stay with you, every time. 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 tuned to oncology vocabulary: stage, line of therapy, regimen, performance status, response, and toxicity. The note returns codeable documentation with ICD-10 and CPT suggestions for your review. Up to four speakers for the family meeting, in person or telehealth, English and Spanish patient-facing.
GlaceIQ
30+ AI features tuned to your day: pre-charting from labs and recent imaging, AI-assembled regimen and reauth packets drafted to the carrier format, denial prediction before submission on infusion lines, and per-code reimbursement at charge entry. You review and select each one.
GlacePhoneSmart
An AI phone agent answers as your practice in English or Spanish, books into real scheduler and chair slots, runs treatment and lab reminders, fills cancellations, and surfaces voicemail summaries so the front desk is not buried while the infusion suite is running at capacity.
A practice-branded portal, mobile app, kiosk, SMS, and email round out the stack, with English and Spanish on every patient-facing surface. Between-visit symptom check-ins route back into the chart as structured tasks so a grade-3 toxicity gets a call before the next cycle, treatment and lab reminders reach the patient in the language they live in, and the Spanish-speaking family walks out with education they can actually read. The portal carries financial-counseling and assistance information so a patient is not chasing a foundation grant alone.
SWITCHING IS EASIER THAN YOU THINK
Coming From Another EMR
Most oncology practices we onboard are leaving a horizontal EMR that treated the infusion suite as an afterthought, a billing-first product, or a hospital-tied enterprise system. We have migrated all of them. 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 patient history, active regimens, prior lines, biomarkers, staging, and outstanding orders, with your regimen library, infusion templates, CTCAE flowsheets, and code favorites already wired in. EMR go-live happens in under one week. By the end of the day your team starts to remember where everything lives.
DAY 30
Infusion flowing, claims clean
The infusion flowsheet is driving J-code units and JW/JZ wastage straight to the claim, the regimen-level auths are landing the day the regimen is decided, and the first month of infusion claims has run through the scrubber. You have walked the denial queue with your account manager, and chair-recall is filling tomorrow’s schedule.
DAY 90
The switch starts paying for itself
Your first quarter’s dashboard shows cleaner claims, faster posting on high-dollar agents, fewer denials in the 60-to-90 bucket, and wastage captured on every partial vial. Biosimilar Q-code mapping is current, the auth picture is landing on the right calendar, and GlacePhoneSmart has cut front-desk call volume during peak chair hours.
Data migration covers historical records, active regimens, prior lines, biomarkers, staging history, and outstanding orders, handled by Glenwood from your prior vendor’s export in 2 to 5 business days so treatment never gets interrupted. The RCM transition runs 4 to 8 weeks with payer enrollment in parallel, and we recommend a 30-to-90-day overlap with your previous vendor. Provider, nurse, and pharmacist training is delivered in pieces around your real schedule, with unlimited online training during onboarding and continued access for new staff later. 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.
WE KNOW YOUR CODES
We Have Billed Your Mix Before
You already know your codes. We have built the workflows, the scrubber rules, the wastage logic, the documentation prompts, and the denial templates around them. The short version of what runs every day inside the platform for a community oncology practice:
- 96413, 96415, 96417: chemotherapy IV infusion, initial hour, each additional hour, additional sequential
- 96365, 96366: therapeutic IV infusion for hydration and supportive care
- 96409, 96411: chemotherapy IV push, initial and each additional
- 96401, 96402: non-chemo therapeutic injection codes
- JW / JZ modifiers: drug wastage and no-wastage on single-dose vials, captured in the flowsheet, applied on the claim
- J9000-J9999 series: chemotherapy J-codes with units calculated from administered dose per package insert
- Q5100-Q5999: biosimilar Q-codes with substitution flagged on the claim
- 99205, 99215, G2212: high-complexity new and established consult with prolonged-service add-on
- Z51.11: encounter for antineoplastic chemotherapy
QUESTIONS WE HEAR EVERY WEEK
Oncology Practice FAQ
Short answers below; the longer conversation happens on the demo. Tap any question to expand the answer.
Does GlaceEMR handle structured regimens, BSA dosing, and CTCAE grading natively?
Yes. Staged regimens carry BSA and carboplatin AUC dosing, cycle-day staggering, count-based hold logic, and the cumulative anthracycline ceiling as built-in workflow, not a med list a nurse rebuilds on a paper grid. CTCAE grades are captured as structured data on every cycle, trended over time, and tied to the treat-or-hold logic for the next cycle, so a grade-3 toxicity that should modify the next dose surfaces on the encounter screen. The regimen library updates with guidance as NCCN revises quarterly and stays linked to dose modifications by toxicity grade, and the infusion flowsheet records drug, dose, start and stop time, units administered, units wasted, premeds, hang sequence, and reaction monitoring as discrete fields. The safety check is a platform, not a personality, so a locum covering for a nurse out sick works inside the same guardrails.
How does GlaceRCM handle J-code units, biosimilar Q-codes, and JW/JZ wastage?
The scrubber reads the infusion flowsheet and assembles the J-code units correctly per package insert, with NDC numbers matching the agent on the claim and the infusion hierarchy of initial, sequential, and concurrent following the timing captured at the chair. Single-dose vial waste in the flowsheet translates to JW or JZ on the claim, so you stop underbilling wastage when a 100 mg vial covers a 78 mg dose and stop applying JZ when JW was right. Biosimilar substitution flags with the correct Q-code per product, and Q5100-Q5999 mapping stays current with CMS quarterly updates, so the formulary shift that changed your preferred bevacizumab biosimilar last quarter does not blow up your billing. A high-dollar denial is worked to resolution with the chart documentation, the regimen rationale, and the NCCN citation, never written off at 90 days. Across our active client base GlaceRCM operates at 95%+ first-pass adjudication and 99%+ collection rate of payer-allowed amounts.
Is GlaceScribe HIPAA-compliant, and where does the AI run?
Yes, fully HIPAA-compliant. GlaceScribe runs on HIPAA-compliant AI infrastructure from Amazon, Google, Anthropic, Deepgram, ElevenLabs, and other enterprise AI providers, all under business associate agreements. The multi-vendor architecture preserves operational redundancy, so a single upstream incident does not stop your visits. Up to four simultaneous speakers are supported for the family meeting, English and Spanish patient-facing, and all coding and order suggestions surface for your review before any signing. Nothing reaches the chart until you approve it, and nothing carries your signature until you sign it. Audio is processed in transit, the resulting note is stored in your single-tenant chart database with LUKS encryption at rest, and the data never trains a shared model that mixes your patients with anybody else’s.
How does prior auth actually work on the platform?
Regimen-level and cycle-level prior auths are assembled with the documentation packet payers actually need: diagnosis, stage, biomarkers, prior lines, performance status, and the NCCN reference. GlaceIQ drafts the packet to the carrier’s format from the structured chart the day the regimen is decided, and the billing team finishes, validates, submits, and follows it from submission through peer-to-peer to decision. The multi-week reauthorization cycle gets shortened because the packet is ready when the regimen is, so the infusion that should have started this week does not slip to next week while the patient sits at home. Prior auth on biomarker testing and restaging imaging is handled the same way, and the pricing is per authorization with no monthly minimum.
What does GlaceRCM pricing look like, and can we keep our EMR?
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, payer panel, and volume, and you will have it after a 20-minute discovery call. You will not see surprise line items for credentialing, denial follow-up, prior auth, patient statements, or the call center your patients use, because all of that is part of the service. The 95%+ first-pass adjudication and 99%+ collection rate of payer-allowed amounts are how we operate across our active client base, which matters most in oncology where the drug-acquisition cost is the largest line item. We would rather run the full bundle, where the scrubber reads the infusion flowsheet directly, and about 98% of Glenwood clients choose that path, but we are flexible: if you want to keep your current EMR, our billing team works your claims in your EMR or ours.
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See What Glenwood Can Do for Your Practice
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