PREVENTIVE MEDICINE
An EMR That Turns “We’ll Catch It Next Time” Into a System That Never Lets It Slip
Your 64-year-old former smoker walks in for a Welcome-to-Medicare visit. The chart already knows she is overdue for a low-dose CT, three vaccines, and a colonoscopy referral, the ASCVD calculator already has her numbers, and the AWV billing elements are already on the note. Twenty minutes later the visit is closed, the registry is updated, the screening orders are out, and the claim drops cleanly. That is what your day looks like on GlaceEMR and GlaceRCM, billed at a percentage of collections with no base fees, backed by a billing team that hits 95%+ first-pass claim adjudication and 99%+ collection rate of payer-allowed amounts*.
*Of payer-allowed amounts.
WHAT WE HEAR FROM PREVENTIVE MEDICINE PHYSICIANS
The Problems Preventive Medicine Practices Tell Us About
Preventive medicine is the one specialty where the most valuable work is the visit that did not generate a complaint, the screening done on schedule, the vaccine given before exposure, the risk caught while it was still modifiable. The EHR most prevention-focused practices run was built for the reactive, problem-driven encounter. It buckles the moment you ask it to track a population against guidelines, fire on what is due, and prove the screening actually happened. The list below is what we hear in the first thirty minutes of every discovery call.
Your registry is a spreadsheet your nurse maintains by hand. The patient panel that should be the engine of a prevention practice lives in a printout updated on Sunday nights. The colonoscopies coming due in March, the mammograms missed in November, the adolescent who never finished the HPV series, the 65-year-old who has never had a Tdap, all of it tracked by a human memory that can only hold so much. The chart should be doing this work. The chart was built for somebody else’s problem, so the registry never made it in.
AWV revenue sits on the table. The Annual Wellness Visit and the Welcome-to-Medicare visit are reimbursed reliably when the required elements are documented against the right structure. Most platforms make you build that structure yourself, with smart phrases your associate did not get and a checklist nobody finds before signing. The G0438 and G0439 elements get partially documented, the visit gets billed as a 99214 instead, and the practice quietly loses three figures of revenue on every Medicare patient you should have been billing the wellness code on. Across a twelve-provider preventive panel that pattern produces six figures of annual revenue that never makes it onto a claim.
Care gaps slip because the recall is a manual list. The colonoscopy that was supposed to repeat in 2025. The lung-screening LDCT that nobody ever ordered for the long-term smoker who turned 55. The hepatitis B vaccine series the diabetic never finished. Every one of those is a defensible event when the registry catches it; every one of them is a quiet loss to the practice and the patient when the registry does not exist. You hear about it when the patient comes back with a cancer that would have been Stage I if the recall had fired. The EHR was supposed to prevent that. Most do not.
Modifier-33 keeps getting forgotten. The colonoscopy that should have been screening becomes diagnostic in the patient’s bill. The deductible that should have been waived under the ACA preventive-services rule lands on the statement, and the angry phone call lands on the front desk. The fix is one modifier on one line item, and the chart should be applying it on every claim where the indication is preventive. Most platforms either ask the biller to remember, or apply it as a blunt rule that misses the contextual case. The result is patient bills you should never have sent and counseling-time codes you should have been collecting.
Employer and occupational contracts do not bill like clinical visits. The pre-employment physical, the OSHA respirator clearance, the DOT medical exam, the post-offer drug screen, the executive wellness assessment, all run on a different fee schedule, a different consent set, and a different deliverable. Most EHRs treat them as awkward exceptions. The visit gets templated wrong, the bill goes to the wrong payer, and the employer report goes out as a PDF a staff member assembled by hand on Friday afternoon. Your contract margin gets eaten by the documentation overhead nobody priced into the proposal.
Your software bill keeps growing for things that should be one product. Separate vendor for the patient portal, separate vendor for the kiosk, separate vendor for telehealth, separate vendor for SMS reminders, separate vendor for the registry analytics, separate vendor for the immunization-registry interface, separate vendor for population-health reporting, separate vendor for the practice marketing site and HR. Each renews on its own schedule, each lifts its price every twelve months, and each integrates with the others only when one of them feels like it. Your total spend stays invisible until your office manager prints out the SaaS list and the number is bigger than payroll for two FTEs.
Your MIPS score does not reflect the prevention you actually deliver. The screenings happened. The counseling happened. The immunizations happened. Half of them never made it into the structured fields the MIPS engine reads, because the chart never asked your team to put them there. The 90th-percentile prevention practice scores like an average primary-care office, your value-based-care attribution shrinks, and the next contract negotiation goes worse than it should have. The work was excellent. The data was wrong.
GLACEEMR FOR PREVENTIVE MEDICINE
A Chart Built Around the Schedule of What Is Due
GlaceEMR is ONC-certified and has been deployed in private outpatient practices since 1999, with 30+ years of company history behind it. Every feature below is in the platform today, not a roadmap promise. The preventive-medicine configuration, USPSTF logic, AWV templates, immunization schedules, registry and care-gap engine, is wired in before training starts, so the chart your team opens on day one already knows the guidelines, the codes, and the workflows a screening-and-wellness practice runs on.
A continuous population registry and care-gap engine
The Population Registry runs continuously against USPSTF and AAFP screening recommendations and against the adult and travel immunization schedules. It surfaces every patient overdue for a colonoscopy, a mammogram, a cervical screen, a lung-cancer LDCT, an HPV series, a Tdap, a shingles or pneumococcal dose, across your whole panel instead of one chart at a time. A recall engine turns each gap into a task and a patient outreach, so prevention runs as a managed program rather than waiting for the next office visit to catch it.
USPSTF-aligned screening templates
Cancer screening templates cover colorectal, breast, cervical, prostate, and lung mapped to USPSTF intervals and eligibility logic. Cardiovascular templates carry ASCVD risk, lipid management, and the aspirin-decision discussion. Metabolic templates carry diabetes, prediabetes, dyslipidemia, and metabolic syndrome. Each template surfaces the right age-and-risk eligibility band on entry, with the guideline source, date, and evidence level visible on the alert. The chart you open is the chart a prevention practice actually needs, not the problem-oriented note a horizontal EMR forces you to bend.
AWV, IPPE, and employer-wellness workflows
The Annual Wellness Visit (G0438 initial, G0439 subsequent), the Welcome-to-Medicare Initial Preventive Physical Exam, employer pre-employment and executive wellness exams, OSHA and DOT physicals, and post-offer surveillance visits all ship with structured templates that drive every required element to a discrete field. The visit billed as an AWV carries an AWV-quality note. The employer report generates from the same structured data the clinical record already holds, so the deliverable is a one-click PDF instead of a Friday-afternoon project.
Structured risk scoring at the point of care
ASCVD 10-year risk, FRAX, AUDIT-C, PHQ-9, GAD-7, FINDRISC, pack-year and LDCT eligibility, IPV screening, tobacco-readiness, and the health-risk assessment for the AWV are built in with automatic scoring and trigger logic. A positive screen routes to the right follow-up, not to a sticky note. Results land as discrete codeable data and accrue on a trend chart, so rising cardiovascular risk or a worsening depression score shows on the timeline instead of being re-derived from scratch at every visit.
Immunization engine with adult, travel, and occupational schedules
The immunization engine forecasts what is due by age, condition, occupation, and travel destination across the full adult schedule, catch-up logic, travel-medicine prophylaxis, and occupational vaccination requirements. CVX and NDC coding flow into the chart automatically, the VaccineInventory module tracks doses, lots, and expiration, and the platform interfaces with state immunization registries so the IIS reconciliation that used to be a quarterly project happens as a background process inside the chart.
60+ lab interfaces tied to screening indications
Quest, Labcorp, BioReference, and more than 50 hospital and reference labs are connected today. The order placed for a screening lipid, an HbA1c, an HCV antibody, an HIV screen, an STI panel, a hepatitis serology, or a tuberculosis test routes electronically and returns to the chart with the value attached to the screening indication. Abnormal values flag themselves, trend charts update, and the result lands in the SmartInbox as a worked task rather than as a fax that has to be re-keyed by a front-desk staffer.
Order sets that match the guideline
Order sets cover the AWV and IPPE workups, colorectal and lung-cancer screening, adult and travel immunization, the STI panel, the diabetes-prevention DPP referral, and the occupational-surveillance panel. The order matches the screening indication, the right CPT and ICD-10 attach automatically, and the modifier-33 logic applies on the line items that need it. The screening that you do is the screening that gets billed, and the patient’s deductible does not get charged for a service the ACA already exempted.
ReferralTracker closes the loop
The positive screen, the colonoscopy referral, the diagnostic mammogram, the dermatology biopsy, the pulmonology follow-up on a Lung-RADS 4 nodule, runs through the ReferralTracker. The loop from screen to specialist to diagnosis to result closes inside the chart instead of going dark on a fax line. Your registry stays accurate because the outcome of every positive screen is captured. The cancer you found early stays found, not parked in a queue that nobody worked.
eRx for prevention favorites with monitoring built in
Surescripts e-prescribing with EPCS, Id.me identity proofing, and the prevention favorites tuned in: statins for the ASCVD-eligible patient, nicotine-replacement and varenicline for the tobacco-cessation plan, PrEP for the HIV-prevention candidate, with the SIG defaulted and the lab cadence the program requires already attached. The Drug Cost Comparator brings the patient’s real cost into a decision that is often elective, so the conversation about whether the patient will fill it happens before the script goes out.
SmartInbox consolidates the prevention worklist
Results, recalls, messages, inbound documents, faxes, and tasks all land in one prioritized worklist. The lung-screening result, the overdue mammogram outreach reply, the HPV catch-up reminder, the travel-vaccine clearance request, the post-screening colonoscopy report, all surface in one queue your team works to clean. The morning that used to start with three inboxes starts with one, and the registry stays current because the SmartInbox keeps it current.
Native telehealth for counseling and risk-assessment visits
HD video is built into the EHR. No third-party meeting link, no separate seat license, no surprise renewal. The tobacco-cessation visit, the diabetes-prevention follow-up, the post-screening counseling call, the medication-titration check on a new statin, all run in the same chart as the in-person work with the same templates, the same risk calculators, and the same coding support. GlaceScribe captures the note either way. Group and multi-party visits are supported when a spouse, a caregiver, or an interpreter needs to join the conversation.
Scheduler tuned to recall and employer contracts
Multi-provider, multi-location, drag-and-drop, with appointment types built for AWV, IPPE, travel consults, employer pre-employment, OSHA/DOT physicals, executive wellness, and recall slots. GlaceIQ-powered schedule maximization fills openings from the recall list and the waitlist based on which screening or vaccine is closest to its window. GlacePhoneSmart answers 24/7 in English and Spanish so AWV and recall outreach turns into a booked visit even when the front desk is at lunch or asleep.
200+ built-in reports and a real report builder
Clinical, quality, population health, RCM, payer performance, and operational reports, all running off the same database the clinicians and billers produce. Need the colon-screening compliance roster for next week’s payer meeting, the HEDIS-aligned breast-cancer-screening rate by provider, or the AWV completion rate by panel? Use the report builder UI yourself. No support tickets, no analyst, no consulting fee, no week of waiting for somebody else to write SQL.
Role-based access and full audit
Each role (medical assistant, nurse, provider, biller, employer-contract coordinator, manager) sees exactly what they need and nothing they do not. Every action is logged. HIPAA-compliant infrastructure, single-tenant database per practice so your data is not pooled with another practice’s, encryption in transit and LUKS full-disk encryption at rest, US-based hosting in Tier-III data centers in NYC and SFO. ONC certification, HIPAA, and PCI-DSS Compliance carry through every workflow.
Population health, ACO, and HIE connectivity
Active interfaces to Arcadia, Aledade, Innovaccer, and FigMD for population-health analytics and ACO quality reporting. CareQuality, Direct Secure Messaging, FHIR R4 APIs, USCDI v3 alignment, state immunization-registry reconciliation, and HIE participation for the record exchange a positive screen triggers on the way to a specialist. The structured data the registry already holds is the structured data the value-based-care partner needs, so the report and the chart speak the same language.
MODULES INCLUDED WITH GLACEEMR
Things Other EMRs Charge Extra For. You Get Them.
When you price-out another EMR, count what is included before you compare the headline number. Most of the boxes below are upsells everywhere else. They ship with GlaceEMR. No tier games, no surprise line items at renewal, no third-party vendor management for the modules a real preventive-medicine practice depends on.
Native iOS and Android apps
Phone and tablet apps for providers and staff. Sign notes, review labs, message patients, see the recall queue, review the morning huddle, take a call from the hospital, all from wherever you are. Native build, not a mobile-friendly browser view, so the experience holds up in clinic, on a school-screening day, and in an employer’s conference room.
CCM, RPM, PCM, BHI, TCM
Care management programs, device monitoring, behavioral health integration, and transitional care, all built into the chart. The diabetic on a CGM, the cardiac-risk patient on a home BP cuff, the post-discharge patient who needs a structured TCM call, all live inside the same chart your prevention work runs in. The minutes accrue, the documentation lands in the right field, and the recurring revenue stops slipping past your billing team.
Self-check-in kiosk with HRA intake
Run check-in on an iPad, an Android tablet, or the patient’s own phone. Demographics, consents, copay, the AWV health-risk assessment, the travel-questionnaire, the employer-wellness intake, all done before the rooming MA gets there. Bilingual English and Spanish, so the elderly Spanish-speaking patient does not need an interpreter to complete a depression screen or list a medication. The structured answers populate the chart, not a clipboard somebody has to re-type.
Telehealth, PACS, DICOM viewer
HD video, integrated PACS, full DICOM viewer in the chart. The LDCT report and the actual images sit on the same screen as your screening note. The diagnostic mammogram comes back into the chart, not into a fax queue. The counseling visit, the imaging review, and the screening recall all run on one platform, with one note, in one chart your billing team can code, with no add-on subscriptions and no surprise renewal fees.
GlaceOffice administration suite
HR, timesheets, PTO, inventory (including vaccine-stock tracking), documents, contracts, credentials, asset management, mail handling, expense tracking, and the KPI dashboard your practice manager actually checks. Free for every Glenwood client. Run the business side of a prevention practice, including the employer-contract paperwork and the OSHA documentation, without a fifth subscription and a fifth login the front desk has to remember.
Multi-location, multi-provider, role-based
Grow from solo to 20 providers across multiple locations, including employer on-site clinics, on one platform without renegotiating the contract or rebuilding the configuration. Role-based access controls and audit trails throughout. No per-location upcharge. Add a satellite or a corporate-wellness site next quarter and the chart works the same way Monday morning, with the same registry, the same recall logic, and the same billing flow.
GLACERCM FOR PREVENTIVE MEDICINE
A Billing Service That Captures Preventive Revenue Cleanly
GlaceRCM charges a percentage of collections with no base fees, no implementation charges, and no monthly minimums. The service is built for the preventive-medicine code mix, AWV and IPPE, counseling time, immunization administration, screening services, the mixed commercial and Medicare payer panel a prevention practice carries, and our numbers reflect that focus.
95%+
First-pass claim adjudication. Most claims pay on the first submission, with no rework, no resubmission, and no calendar lost to denial follow-up.
99%+
Collection rate of payer-allowed amounts*. The dollars the payer contractually owes you actually arrive, because we work the queue to resolution instead of writing it 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.
Claim scrubbing tuned to AWV, IPPE, and screening codes
Payer-specific and service-specific rules check every claim before submission. The preventive mix (G0438/G0439 AWV, G0402 IPPE, G0442 alcohol screening, G0444 depression screening, G0446 cardiovascular behavioral therapy, 99401 through 99404 counseling, 99381 through 99397 preventive E&M, the immunization administration codes, the screening colonoscopy and LDCT lines) is the bread and butter of the scrubber. The -33 modifier applies on the lines where it belongs. Claims that need a fix get fixed before they go out, not after a denial comes back four weeks later with an EOB the front desk has to research.
Undercoding Detector for counseling and risk-assessment time
Preventive counseling and risk-assessment time are notoriously under-captured. The Undercoding Detector flags notes where the documented counseling minutes, the risk-factor discussion, or the AWV elements support a higher level of service than what was actually billed. The 15-minute tobacco-cessation conversation that should have produced a 99407 instead of a 99406 gets caught before submission. Across a panel running AWVs and counseling at scale, the recovered revenue runs into five and six figures a quarter on a practice that thought it was already billing correctly.
Denial management worked to resolution
We do not drop a denial after 90 days. Every claim is tracked to complete resolution: appeals, second-level reviews, payer follow-ups, peer-to-peer when the medical necessity of a screening service is in dispute. We do not give up on your money. The write-off only happens when you sign off on it, and the report on your dashboard tells you exactly where every disputed dollar stands today, including the AWV add-on lines payers sometimes try to bundle and the screening-versus-diagnostic disputes that show up on colonoscopy claims.
A named billing specialist for your prevention panel
You get a dedicated account manager who knows preventive-medicine payer mix in your state, the AWV and screening codes you bill, the employer-wellness fee schedules you run, and your top denials. Not a ticket queue. Not an offshore call center. They pick up the phone when you call, and they know your practice by name within a month of go-live. You will recognize their voice on the other end, and they will already know which payer denies the G0438 add-on lines most often in your market.
Employer and occupational contract billing
Pre-employment physicals, OSHA respirator clearances, DOT medical exams, post-offer drug screens, executive-wellness assessments, and on-site corporate-health visits run on different fee schedules than the clinical panel. The platform carries the contract terms, the employer-specific deliverable templates, the invoicing cadence, and the AR tracking. The contract margin shows up on a dashboard alongside the clinical book, so the practice owner can see which contracts are paying for themselves and which need renegotiation at renewal.
Percentage of collections, no base fees
No setup fees, no implementation charges, no monthly minimums. We get paid when you get paid. That is the contract, in writing, on every invoice. Your interests and ours are aligned from day one, and our incentive is to collect every dollar you earned, not to bill you for activity that did not produce collections. The screening visit, the AWV, the counseling, the immunization, and the employer-wellness exam all roll into one statement of collections, one invoice from us, and one number on your P&L.
Patient statements and US-based call center
Patient statements go out daily, paper and electronic. Your patients call our US-based billing call center with questions about screening-versus-diagnostic balances, about why a deductible did or did not apply, about employer-paid versus self-pay portions of a wellness visit. Soft collections happen in-house. Collection-agency escalation only happens on your explicit sign-off. The receptionist who is supposed to be scheduling the next AWV is not on a billing call about a $14 copay.
Credentialing and payer enrollment included
Provider credentialing and payer enrollment are part of GlaceRCM onboarding, not a separate engagement and not a referral to a third-party credentialing company. New providers, new locations, new employer contracts, and Medicare-Medicaid revalidations are handled by the same team that runs your billing. Preventive-medicine practices add associates and on-site corporate clinics on a regular cadence, and the credentialing workflow keeps the new provider billing on day one instead of waiting six months for an enrollment letter.
GLACESCRIBE FOR PREVENTIVE MEDICINE
Ambient Documentation Tuned to the Wellness and Counseling Visit
GlaceScribe listens in the room and generates a complete note structured the way preventive medicine writes: the AWV elements as discrete fields, the risk-factor discussion captured as structured data, the screening counseling and the lifestyle conversation organized by topic, the immunization-administration recap with CVX and NDC attached, and the plan organized by what was ordered, what was deferred with documented reasoning, and what was scheduled to recall. It is built on HIPAA-compliant AI infrastructure from Amazon, Google, Anthropic, Deepgram, ElevenLabs, and other enterprise AI providers. Multi-vendor architecture preserves operational redundancy and continuous improvement, so the scribe gets better over time without ever depending on a single upstream vendor.
It learns your voice, your abbreviation patterns, and your preferred phrasing over time. The first month it sounds like a careful resident trying to write the way you write. By month three it sounds like you, including the way you talk through ASCVD with a new statin candidate, the phrasing you use to set a tobacco-cessation quit date, the cadence of how you close out a Welcome-to-Medicare visit. ICD-10, CPT, and HCPCS suggestions surface alongside the draft note, including the AWV add-on lines, the modifier-33 line items, the counseling time codes, and the immunization administration codes that came up in the visit but rarely make it onto the claim. All suggestions are reviewed by you before signing. Nothing reaches the chart until you approve it, and nothing carries your signature until you sign.
Up to four simultaneous speakers are captured cleanly, so a spouse, an adult child accompanying a Welcome-to-Medicare visit, or an employer’s HR representative sitting in on an executive-wellness debrief is documented alongside the patient without scrambling the assessment. The scribe runs in person and in telehealth, and the same chart receives the note either way. Patient-facing language is supported in English and Spanish, so a Spanish-speaking patient gets the same risk-counseling experience while the clinical documentation lands in English for billing and population-health reporting.
The outcome is documentation that finishes when the visit finishes. No charting at 9 PM. No weekend catch-up on the Friday employer-wellness day. No pajama time eating into the hours that should belong to your family. You read, edit, sign, and move to the next patient, and the note that gets billed is the note that reflects the work you actually did, including the preventive elements that used to fall through because the typing could not keep up with the visit.
You will feel it most in the visits where the typing was always the bottleneck. The Welcome-to-Medicare visit with twenty years of records to absorb in twenty minutes. The travel consult for a complex itinerary that touches three vaccine schedules and two malaria-prophylaxis decisions. The executive-wellness debrief where the patient wants a complete narrative summary of cardiovascular, metabolic, cancer, and behavioral risk. The note that used to eat twenty-five minutes after clinic now needs three minutes of review while the MA is rooming your next patient, and the AWV documentation captures what your patient actually said about exercise, alcohol, sleep, and mood, not the abbreviated version you would have typed from memory at the end of the day.
You can almost set a calendar by the adoption curve. Week one, you treat it as a curiosity and edit heavily. Week three, you stop editing the HPI, the ROS, and the lifestyle history because they are already right; you only touch the orders, the assessment, and the plan. Month three, the scribe sounds like you, including the way you walk a patient through a normal ASCVD score, the cadence of how you frame a cancer-screening recommendation, the phrasing you use to set goals at a tobacco-cessation visit. By week six, most prevention physicians tell us they are getting 90 minutes to two hours of their evening back, every weeknight. The practice’s chart-completion report says the same thing, in fewer words.
POWERED BY GLACEIQ
30+ AI Features, Tuned to the Prevention Day
Every AI capability is a suggestion. You review and select. Codes wait for your approval before they touch a claim, and notes wait for your signature before they leave the chart. Compliance-first, physician-in-the-loop, every time. The list below is what runs in the background of your day on GlaceEMR, working on the cognitive load a prevention practice carries by hand today.
Pre-charting from registry and care gaps
Before the visit, GlaceIQ assembles a pre-chart with the patient’s screening status, immunization due-list, last AWV elements, current ASCVD and FRAX scores, lifestyle counseling history, and any open recall tasks since the last visit. Your MA reviews it before you walk in, so the first thirty seconds of the encounter are spent on the patient, not on chart review, and you walk in already knowing which three screening items are this visit’s priority.
AWV element capture during signing
As you sign, GlaceIQ flags missing AWV or IPPE required elements that the note documents but did not drop into the structured fields the payer scans. You review and select. The G0438 or G0439 visit that should have been paid as an AWV stops slipping into a 99214, the IPPE elements all carry through to the claim, and the additional preventive lines (depression screen, alcohol screen, cardiovascular behavioral counseling) accrue cleanly on the right service date.
Care-gap suggestions inline with the note
Overdue mammograms, colon screenings, lung-cancer LDCTs, cervical screens, HPV catch-up, Tdap, shingles, pneumococcal, hepatitis B, A1c follow-up, retinal exams, depression rescreens. GlaceIQ surfaces them in the encounter window so you can address now, schedule for next visit, or defer with documented reasoning, in one click each. The HEDIS-aligned quality measures and MIPS measures that drive your reporting accrue as a byproduct of good care, not as a separate documentation chore.
Risk stratification across the panel
GlaceIQ stratifies the panel by cardiovascular, metabolic, cancer, and behavioral risk, so the practice can target outreach at the patients whose modifiable risk profile produces the biggest absolute reduction in events. The prediabetic with rising A1c and an ASCVD over ten gets a DPP referral and a statin conversation. The long-term smoker turning 50 gets a Lung-RADS LDCT order. The high-risk patient never falls back into the average panel that nobody calls.
Denial prediction before submission
GlaceBillSmart inside GlaceRCM’s PMS scores each claim for denial probability based on payer history and code combinations, so the billing team fixes problems before submission instead of working denials after the EOB arrives. The screening colonoscopy claim missing the -33 modifier, the AWV claim missing the HRA element, the immunization-administration line with the wrong NDC, all get a flag while you can still adjust the note rather than after the denial.
Per-code performance at charge entry
During charge entry, GlaceIQ shows expected reimbursement, denial probability, and payment timeline per code by payer. You see the dollar implications of a coding decision while you can still adjust documentation. The G0439 with the supporting documentation goes out as a G0439, the 99396 with one additional counseling element becomes a 99396 plus 99401 that actually pays, and the AWV add-on lines stop being left on the table.
Patient education in English and Spanish
GlaceIQ suggests condition-specific patient education for the visit’s diagnoses and screening conversations, shareable to the portal in English or Spanish after you review and approve. The diabetic Spanish-speaking patient walks out with material she can actually read on weight, exercise, and HbA1c targets. The smoker walks out with a tobacco-cessation plan in his preferred language. The pre-travel patient gets a destination-specific prophylaxis summary instead of a generic English handout that ends up at the bottom of a purse.
AI-powered prior authorization
For PrEP, GLP-1s, advanced screening imaging, and PCSK9s, GlaceIQ assembles the documentation packet from the chart. The billing team finishes, validates, and submits. The 45-minute manual prior-auth project shrinks to a five-minute review, and the patient gets the medication their condition actually needs without the practice losing a half-day of staff time per case. The submission package carries the medical-necessity narrative the payer asks for in the language the payer accepts.
AI schedule maximization
When the schedule has an opening, GlaceIQ identifies recall, waitlist, and screening-due candidates and books them through GlacePhoneSmart or portal outreach. The 2:30 PM no-show turns into a 2:45 PM AWV for the 67-year-old who has been overdue for ten weeks. Your panel capacity stops leaking quietly, and the seasonal swing in AWV demand gets evened out across the year by the recall engine instead of pile-driving the front desk in Q1.
PATIENT ENGAGEMENT FOR PREVENTIVE MEDICINE
Reach Your Panel Where They Already Are
Your patient engagement stack runs on portal, mobile app, kiosk, SMS, email, and phone, with English and Spanish on every patient-facing surface. The seventy-year-old who only opens email and the twenty-eight-year-old who only opens text both end up on the schedule, both fill out the health-risk assessment before they walk in, and both follow through on the screening recall without anybody at the front desk lifting a finger.
Practice-branded portal and mobile app
Labs, secure messaging, scheduling, bill pay, intake forms (HRA, travel questionnaire, employer-wellness intake), and telemedicine, all under your practice name, your logo, and your colors. Patients install one app, recognize the brand on their phone, and stay there. Adoption beats the generic vendor-branded portal every time, because the patient trusts the practice they already know and the recall message comes from a sender they recognize.
GlacePhoneSmart 24/7 line
AI phone agent answers as your practice in English or Spanish, books AWVs and IPPEs into real-time scheduler slots, runs recall and reminder campaigns for overdue screenings and vaccines, accepts billing payments over phone, fills cancellations, and surfaces voicemail summaries to your staff. The front desk stops drowning in calls during AWV season. Patients reach the practice at 11 PM and still get an appointment for next Tuesday’s lung-screening visit or their travel consult.
SMS and email recall campaigns
AWV recalls, mammogram nudges, colon-screening reminders, lung-screening LDCT outreach, HPV catch-up, Tdap and shingles prompts, travel-medicine follow-ups, post-screening check-ins, all in patient-preferred language and channel, on the cadence the registry calls for. Replies route back into the chart as structured tasks, not into an inbox somebody has to read on Monday morning. The reminder that closes a care gap closes the loop in the chart, not on a sticky note.
Bilingual kiosk and HRA intake
Self-check-in on iPad, Android tablet, or the patient’s own phone, in English or Spanish. AI-powered electronic intake of the AWV health-risk assessment, the travel questionnaire, and the employer-wellness intake via phone, SMS, or portal before the visit, so the patient walks into the room ready and the rooming MA spends her time on vitals and history instead of typing demographics off a clipboard. The HRA data populates the chart as discrete fields, not as a scanned PDF nobody reads.
WE KNOW YOUR CODES
We Have Billed Your Prevention Mix Before
You already know your codes. We have built the workflows, the scrubber rules, the documentation prompts, the modifier logic, and the denial templates around them. The list below is the short version of what runs every day inside the platform for a preventive-medicine practice:
- G0438, G0439: initial and subsequent Annual Wellness Visit
- G0402: Welcome-to-Medicare Initial Preventive Physical Exam
- 99381-99397: preventive E&M, new and established patient
- 99401-99404: preventive medicine counseling and risk-factor reduction
- G0442, G0444, G0446: alcohol screening, depression screening, cardiovascular behavioral counseling
- 99406, 99407: tobacco-cessation counseling, intermediate and intensive
- 90460-90474: immunization administration, plus the relevant CPT and CVX codes per vaccine
- Modifier -33: preventive-service modifier on ACA-mandated lines
SWITCHING IS EASIER THAN YOU THINK
Coming From Another EMR
Most preventive-medicine practices we onboard are leaving a legacy EMR platform, a horizontal billing-first product, or a specialty-flat ambulatory suite that never quite fit the registry-driven model a prevention practice runs on. We have migrated all of them. The transition is the part you dread most, and it is the part we have done hundreds of times.
$0 implementation fee. Data migration is included in the contract: historical patient records, screening and immunization history, documents, images, active problem lists, current medications, allergies, and outstanding orders. The registry and care-gap engine are accurate on day one rather than starting empty, so the practice is not paying for a prevention platform that will only become useful in month six. EMR go-live in under one week of focused workflow training. RCM transition over 4 to 8 weeks with payer enrollment running in parallel, so the cashflow gap is the smallest possible. We recommend a 30 to 90 day overlap with your previous vendor while the new chart proves itself, and we plan the transition around that overlap rather than against it.
Provider training is delivered in pieces around your real schedule, not as a multi-day disruption that forces you to cancel patients. Your account manager runs the migration and stays your account manager after go-live, so the person who answers your call in month six is the person who set up your workflows in week one. Glenwood has been physician-founded and privately held since Christmas Eve, 1994, when our founder helped his physician wife acquire a private practice in Connecticut. 30+ years in market, no outside investors, no roadmap roulette.
Support runs 7:00 AM to 8:00 PM Eastern Time on weekdays, with 24×7 on-call coverage for urgent or critical issues, so the practice that has a problem at 6:30 AM Pacific or 10:00 PM Eastern still reaches a person. You also get unlimited online training through onboarding, included online training for new staff who join later, and a self-help library of workflow documents and videos for the moments when somebody just needs to remember how something works.
What changes on day 1, day 30, and day 90
Day 1. You log in to a chart that already holds your migrated patient history, your active problem lists, your current medication lists, your screening and immunization history, and the recent results from your previous system. The preventive-medicine configuration is already wired in: your AWV and IPPE templates, your order sets, your smart phrases, your code favorites, your USPSTF-aligned screening logic, your immunization schedules, your travel-medicine and employer-wellness workflows. You see a chart that looks like a real prevention chart, not a blank install asking you to build one. Your first few visits run slower because the workflow is new. By the end of the first day, your hands start to remember where everything lives.
Day 30. You are charting faster than you did on the old system because the templates match the way you actually document a prevention visit. You are using GlaceScribe on most encounters and your AWV elements no longer slow you down. Your first month of submissions is already on the dashboard. You and your account manager have done the first formal walk-through of the denial queue together. The recall and care-gap workflows are live, and your front desk is starting to fill tomorrow’s schedule from the recall list rather than from whoever calls in. The registry already shows you where your overdue colon screens and mammograms live.
Day 90. Your first quarter’s RCM dashboard shows the new shape: cleaner claims, faster posting, fewer denials parked in the 60-90 bucket. AWV and IPPE revenue is now a real line on your books that did not exist at the same scale on the old system, because the elements are getting captured and the codes are landing on the claim. Your HEDIS-aligned screening rates are climbing because the registry is closing care gaps the panel did not know it had. GlacePhoneSmart has visibly cut your front-desk call volume, and your recall campaigns have closed care gaps for hundreds of patients you would not have reached otherwise. The switch starts paying for itself, and the conversation with your account manager turns from migration triage to optimization, the parts of the platform you are ready to use harder next quarter.
QUESTIONS WE HEAR EVERY WEEK
Preventive Medicine Practice FAQ
The questions below come up in almost every discovery call with a preventive-medicine practice. Short answers below; the longer conversation happens on the demo. Tap any question to expand the answer.
Does GlaceEMR support a real population registry and care-gap engine?
Yes. The Population Registry runs continuously against USPSTF and AAFP screening recommendations and against the adult, travel, and occupational immunization schedules. Every patient overdue for a colonoscopy, a mammogram, a cervical screen, a lung-cancer LDCT, an HPV catch-up, a Tdap, a shingles or pneumococcal dose, surfaces in a single view of the panel. The recall engine and task routing turn those gaps into outreach, so prevention runs as a managed program instead of waiting for the next visit to catch it. Each care-gap alert carries the guideline source, date, and evidence level, so the recommendation is defensible at audit and at the patient conversation. The registry is populated on day one from your migrated data, so the engine is accurate from go-live, not in month six.
How does GlaceRCM handle AWV, IPPE, and the -33 modifier?
The AWV (G0438 initial, G0439 subsequent) and Welcome-to-Medicare IPPE (G0402) workflows ship preconfigured. Every required element drops to a discrete field, the HRA pulls in from the patient intake, and the visit billed as an AWV carries an AWV-quality note. The Undercoding Detector flags counseling time, risk-assessment work, and additional preventive lines (G0442 alcohol screening, G0444 depression screening, G0446 cardiovascular behavioral counseling) billed below what the documentation supports. Modifier -33 applies on the line items where the ACA preventive-services rule waives cost-sharing, so the patient does not get a surprise bill for a service the law already exempted, and the practice does not lose the deductible-protected revenue.
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, and it keeps the platform able to adopt the next generation of voice and language models as they ship. Up to four simultaneous speakers are supported, 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. Audio is processed in transit, the resulting note is stored in your single-tenant chart database, and the data never trains a shared model that mixes your patients with anybody else’s.
What does the GlaceRCM pricing actually look like in practice?
You pay a percentage of what we collect. No base fees, no implementation charges, no setup fees, no monthly minimums. The exact percentage depends on your code mix, your payer panel, your employer-contract volume, and your visit volume, and you will have it in your hand after a 20-minute discovery call. The contract is straightforward: we get paid when you get paid. You will not see a surprise line item for credentialing, for denial follow-up, for prior auth, for patient statements, or for the call center your patients use to ask about their bills, 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. If your current biller is running below those numbers, what we charge tends to pay for itself out of the dollars you start collecting that you were quietly writing off before.
Can the platform handle employer wellness and occupational contracts?
Yes. Pre-employment physicals, OSHA respirator clearances, DOT medical exams, post-offer drug screens, executive-wellness assessments, and on-site corporate-health visits run on appointment types, templates, fee schedules, and consent sets distinct from the clinical book. The employer-specific deliverable (the clearance letter, the executive-summary report, the OSHA form) generates from the same structured data the chart already holds. Invoicing follows the contract terms, and the AR sits on a separate dashboard so the practice owner can see contract margin alongside the clinical book. Adding a new employer contract or a new on-site clinic does not require renegotiating the platform contract or rebuilding the configuration.
How does MIPS and quality reporting work for a prevention practice?
The live MIPS Dashboard tracks screening, immunization, counseling, and risk-assessment measures scored at the point of care, so the practice’s quality numbers reflect the prevention you already deliver rather than a separate reporting effort. HEDIS-aligned screening rates are surfaced by provider, by panel, and by payer. Care gaps closed inside the encounter window count as a byproduct of good documentation rather than as a separate compliance project. For practices in ACO arrangements or value-based-care contracts with Aledade, Arcadia, Innovaccer, or FigMD, the structured data exports cleanly to the partner platform, so the work you put in shows up in the report the ACO uses and the reconciliation the payer runs next year. The 90th-percentile prevention practice stops scoring like an average primary-care office because the data finally reflects the work.
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If you carry adjacent panels, see how GlaceEMR runs internal medicine, family medicine, geriatrics, and endocrinology.
See What Glenwood Can Do for Your Practice
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