Release Notes

Here we describe the changes we've made to ClinicTracker since the last update. Almost all of them are inspired by our user community suggesting ways to improve their use of the system. We have such frequent updates because we want to turn those suggestions into reality as quickly as possible.

If you have any questions, send us a ticket through the support portal, attend the Community Training Series, or contact your Client Success Representative

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Update #989
Released: 07/30/2022
Version: 8.03.028
Details
Module
Type

 

This release provides stability and performance improvements.
Misc
Misc

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Update #986
Released: 07/22/2022
Version: 8.03.025
Details
Module
Type

 

Create a Library of General Forms on Your Patient Portal. Now, in addition to sending a specific form or a packet of forms to your patient’s Portal every time, you can make a selection of forms available to all Portal Users, that can be completed at any time. General Forms allow you to offer a list of commonly used forms to patients, such as Consent Forms, Records Requests, and more. To add a form to the General Forms list on the Patient Portal, when setting up a Patient Form in Form Builder go to the Portal access settings and select Show in General Forms.
Patient Portal
New Feature

Export Formatted Report to Excel from Simple View in Report Builder. When you design a report in Simple View you’ll have the option to export a formatted version of the report, which will closely mimic the on-screen display. We've also added right-click options on fields displayed in Simple View, such as setting the field label and formatting options.
Report Builder
New Feature

BETA: Embed HTML Content in Your Form Designs. Now, you will be able to include a URL or HTML content to include many things in your forms, such as an online quiz in your staff form, or an emergency exit floor plan in your intake packet. In Form Builder, simply click on the HTML button in controls and enter the full URL or HTML content in the Value property. If you are interested in testing this feature, please let us know.
Form Builder
New Feature

New to Staff Portal: Manage Program Assignments From The Quick Info Pane. Press Ctrl+Q to open the Quick Info Pane and click the Program Assignments button.
Staff Portal
New Feature

Time-Saving Changes to Eligibility Verification. You'll now be able to more easily update the Last Qualification and Next Requalification dates within your patient's insurance records by going to: Utilities > Insurance Eligibility Verification Review > Review History tab and using the right-click menu on a request item. If you prefer these dates to update automatically each time an eligibility request is run, head over to: ClinicTracker > Options > Eligibility Verification > Eligibility Verification Configuration and enable the setting: Update Last Qualification and Next Requalification dates.
While you're looking in the Eligibility Verification History form, you’ll also notice that the columns have been rearranged and we've added an Include Duplicates checkbox and a Service Type filter to help refine the responses.
Insurance Eligibility Verification
New Feature

BETA: Occurrence Counter on Forms. For those of you looking to count certain behaviors or activities in real-time, Form Builder will soon support a Counter control. On your form, you'll increment the value using an up arrow and decrement using a down arrow. You can set a specific interval step as well. This is especially helpful for those in Applied Behavior Analysis settings who need to record behaviors as they occur. If you are interested in testing this feature, please let us know.
Form Builder
New Feature

Hold Eligibility Verifications Until Next Requalification Date. Avoid unnecessary automated eligibility requests with this new Option and include only new patients and those whose Requalification Date has passed. To set this new Option for your clinic, Administrators can go to Admin Config > Options > Eligibility Verification > Config button > Eligibility Verification Configuration form and check "Bypass patients with future Next Requalification date". If you need to manually check eligibility for all patients, including those skipped in the automated process, you can go to Utilities > Insurance Eligibility Verification form and choose Verification Actions > Verify All Scheduled Events. This option will run eligibility checks and ignore the new setting, so all of your patients with upcoming scheduled events get checked.
Insurance Eligibility Verification
New Feature

New Option: List Staff in Patient Portal by First Name Only. Daisy from Arizona advised that for security reasons, their clinic prefers to identify staff by first names only on the Patient Portal. To enable this new setting, an administrator can enable the setting for "Hide Staff Last Name In Patient Portal" in the Options form. If this Option is enabled, the Requested By field will show only the staff's first name when completing forms.
Patient Portal
Minor Update

Simplify Patient Statements by Suppressing Auto-Adjustments. Want to make your patient statements less confusing? Simply go into BillingTracker > File > Setup > Configure Statements and check the Suppress Auto-Adjustments box. The next time patient statements are run, the statements will be cleaner and easier to understand.
BillingTracker
Minor Update

Auto Adjust the Balance Assignment When Service Price Changes. If the Service Price is adjusted up or down in the Billing Account > Edit Claim form, you need to adjust the Balance Assignment manually. This new setting will adjust the payor’s Balance Assignment to match the new Service Price automatically or prompt you to adjust it manually, for claims without a payment record where the balance is fully-assigned to a single payor. Go to BillingTracker > Settings > Options > Auto-Assign Balance When Adjusting Service Price and select None, Always, or Prompt.
BillingTracker
Minor Update

Set as Default When Adding a New Credit Card. When adding a new credit card: if no default credit card exists, the system will ask if you want to make this new card the default.
BillingTracker
Minor Update

Auto-Fill Payment Amount Box with Expected Copay Amount. The expected copay will now default in the payment amount box when collecting payments during Transition.
BillingTracker
Minor Update

Bypass Copay Screen When No Copay is Expected. There is a new setting (enabled by default) that will prevent the copay collection screen from showing if no copay is expected. This setting will be enabled by default. To disable this setting, go to: BillingTracker > Settings > Options > Bypass Copay Screen When No Copay Expected.
BillingTracker
Minor Update

Automatically Assign Batch Numbers to Batch Claims. Viktoriya was looking for a more reliable and efficient way to assign a batch number. As a result of her suggestion, you no longer need to choose and enter a batch number or worry about batches with duplicate numbers. Now, you can go to BillingTracker > Claim Creation > Batch Create Claims > Batch Number field and click the Calculator icon to assign a unique, sequential number to your new batch.
BillingTracker
Enhancement

Require External Signatures Based on a Formula. During a previous release, we added a Required Formula property for Staff Signature controls in Form Builder. You can now similarly make formula-based save requirements for External Signatures. You will see the new Required Formula property available when selecting External Signature controls. This can be useful if a patient signature is only required under certain circumstances.
Form Builder
Enhancement

Require Appointment Info when using Schedule Event Types. Amber needed a way to ensure staff filled out Program, Service, and Payor on the Event record, but only for certain Event Types. You can now set up Schedule Event Types to Require Appointment Information. If enabled, as you schedule events with this Event Type, the system will require the selection of a Program, Service, and Payor (if there is a single linked patient).
Scheduler
Enhancement

Create Prompts by Staff Type/Assignment & Allow Prompts to Expire. Many clinics use Prompts as reminders for staff. Now, an end date may be added, so that prompts will expire at a set time. Additionally, you may now select to display prompts to users based on either their Staff Type or Staff Assignment (but not both at the same time) These changes are available both within ClinicTracker and the Staff Portal.
ClinicTracker
Enhancement

Quickly Populate Copay and Deductible Data from Eligibility Verification. It is now very easy to push Copay and Deductible data from the Insurance Eligibility Verification form to the Demographics form. Just go to Utilities > Insurance Eligibility Verification form and right-click on applicable response items to update Copay, Deductible, and Annual Deductible Met fields.
Insurance Eligibility Verification
Enhancement

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Update #984
Released: 06/24/2022
Version: 8.02.023
Details
Module
Type

 

Send Information Automatically to Your Local Health Information Exchange. ClinicTracker can help you send information to your local Health Information Exchange (HIE). Contact us if you're interested in finding out how to integrate with your local HIE!
ClinicTracker
New Module

Split a Single Payment to Multiple Patients. If you see multiple patients from one family, you’ll now have an easy way to collect one payment and split it between the various patient accounts of the family members. First, you’ll accept the full payment for one family member. Then to split the payment, locate the payment in the Payment History (from Billing Account or the Patient Payment form). Select the payment, click Edit Master Payment, then click Split Master Payment. Select the second family member, enter the amount to be split to the second patient, and click Apply Payment.
BillingTracker
New Feature

Reassign Workflow Tasks to a Workflow Group. For tasks that can potentially be completed by more than one person, you can create a Workflow Group and make the Group responsible for the Task. With this update, you can now identify one or more tasks in the Staff Task Dashboard, and reassign them to a group. This capability will be helpful if a user moves to a different role in your agency and you need to reassign their tasks.
Workflow Builder
New Feature

BCC Staff Members in Patient Portal Messages from Staff Portal. This feature, originally released in May, is now available in the Staff Portal as well. You can BCC members of your staff when you send a Secure Patient Portal Message. This is a great way to let members of your team know when an issue arises or has been resolved.
Messaging
New Feature

Submit Electronic Courtesy Claims. When creating courtesy claims, you'll now notice a check box Use Payor's Default Format (Electronic or Paper). If this box is left unchecked, all claims will be sent to paper (CMS-1500 for professional, UB-04 for institutional. If the box is checked, the claim format will be left in the payor's default format, either electronic or paper.
BillingTracker
New Feature

Easily identify claim batches based on the number of claims. When searching for claim batches within the Review Submissions form, the dropdown of batches will now include the claim count for each batch.
BillingTracker
Minor Update

Avoid Saving 'Unspecified Trauma- and Stressor-Related Disorder' as a Primary Diagnosis. Yvonne, who handles Billing and Compliance for her team in Oregon, was looking for a way to notify users when they selected a diagnosis that should not be saved as a primary diagnosis. Because diagnosis F24.9 is not payable as a primary diagnosis, you will now receive a warning prompt.
ClinicTracker
Minor Update

New Claim Filing Indicator. We’ve added '13 - Point of Service (POS)' to the Claim Filing Indicator list.
BillingTracker
Minor Update

Prevent Users From Locking a Blank Diagnosis Assignment. To require users to select at least one diagnosis within a diagnosis assignment, Admins may go to: Admin Config > Options > Preferences > Require at least one diagnosis to lock a diagnosis assignment.
ClinicTracker
Minor Update

Set the Number of Days that Patients Have to Complete Portal Form Requests Francesca, the owner of a clinic in PA, wanted to have Patient Portal Form Requests due in a certain number of days (not the 7 days the system used as a default). Thanks to Francesca's suggestion, Admins may now adjust this setting by going to: Admin Config > Options > Default Requested Completion Date for Patient Portal Form Requests.
Patient Portal
Minor Update

Auto-Select a Block of Appointment Days for Transition. Our billing staff has found that it's easier to transition appointments by selecting a block of time (e.g., the last 30 or 90 days) than to select a specific date range. If you’d like to use this too, go to BillingTracker > Transition Appointments and select one of the Auto-Transition options.
BillingTracker
Enhancement

Require External Signatures on Forms. A group in California wanted to ensure that patient signatures were always collected on Federal forms. The Required for Save property is now available for External Signature controls in Form Builder.
Form Builder
Enhancement

New Quick Link Options. Get where you want to go quickly, right from the ClinicTracker Main Screen. Choose your Quick Links by going to ClinicTracker > Quick Links > Customize Quick Links. Check the box for any location you’d like added to your Quick Links menu. During the recent Front Office Staff FastTrack Tour webinar, Sheila brought up that she'd like to see the Billing Dashboard, Claim Management, and Review Submissions Forms added to the list of available Quick Links. Good suggestion, Sheila, we've added them!
Misc
Enhancement

Access New Quick Info Pane Features from the Staff Portal. As part of our ongoing expansion of features on the Staff Portal, you'll now have access to Global Notes, Completed Paperwork, and Related Documents from the Quick Info Pane in the Staff Portal. To pull up the Quick Info Pane in the Staff Portal, just press CTRL+Q on your keyboard.
Staff Portal
Enhancement

Prioritizing Preferred Names in the Patient Portal. Bailey, the head of Compliance and Strategic Planning for her team, suggested we expand our support of inclusivity to the Patient Portal by displaying the Preferred Name, when available.
Patient Portal
Enhancement

Prevent claim rejection with 9-digit ZIP Code validation. You'll typically want to provide the full 9-digit ZIP code in addresses that appear in your claims. You can now retrieve the 9-digit ZIP code, based on the Address, City, and State. Click the green check mark next to the ZIP Code fields in Building Input, Insurance Input, Lab Input, and Radiology Input, and Demographics to validate the 9-digit ZIP code. If the ZIP cannot be determined, we'll let you know on screen, so you can enter it manually.
Demographic Form
Enhancement

Track Staff Name and Credential Changes Over Time. This feature will allow you to record multiple versions of the label shown below Staff Signatures on-screen and on printed forms. Brooke, an IT director from New York, wanted to be sure when staff credentials changed over time, they'd still be able to print historical paperwork with their former credentials. The historical Staff Signature Display Name is managed by going to: Staff > Staff Info > Basic Info tab. Click the icon near the name fields to open the Staff Signature Display Name form. Thank you Brooke!
Staff Info
Enhancement

Set Your Scheduling Availability for a Date Range. If you are not available for an extended time, you may now select a date range when setting your scheduling availability, rather than selecting each individual day. You can also preload schedules that won't take effect until some point in the future.
Scheduler
Enhancement

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Update #983
Released: 05/20/2022
Version: 8.03.022
Details
Module
Type

 

Find Available Timeslots Enhancements. Search for an available timeslot according to Staff Specialty or Gender Identity, and view a Scheduling Description for each staff member. Your clinic's list of Staff Specialties can be managed by going to Utilities > Maintenance > Staff Specialties. Apply one or more Staff Specialties on each individual's Staff Info record. Here you will also find an open text box to enter a Scheduling Description for the Staff Member. When searching for an available timeslot (both within ClinicTracker and the Patient Portal), you will see filters for the Staff Specialty and Gender Identity, and the Scheduling Description will be displayed in the results.

Note: Searching by Gender Identity of the staff member is hidden by default. To enable this new feature, search the Options form for "Hide Gender Identity on the Find Available Timeslot Form".
Scheduler
New Feature

Pass the NPI and Rendering Provider to Box 19/Loop 2300. This setting will populate the Note Type and Local Use fields during transition, which will meet new payor requirements for our Arizona customers. To enable this setting, go to BillingTracker > Settings > Insurer Plans > Claim Details > Send Rendering Provider in Box 19/Loop 2300.
BillingTracker
Minor Update

Copy Eligibility Information to Insurance Notes. With one right-click, you can now append your Insurance Notes with the details of any Insurance Eligibility response. Go to Demographics > Insurance Tab > Verification Button (or Utilities > Insurance Eligibility Verification Review), right-click an Insurance Eligibility response, and select Add Insurance Note. The information will be included on the Insurance tab for the associated payor to increase its visibility.
Insurance Eligibility Verification
Enhancement

Generate an Excel or CSV Data Only Export in Report Builder. When running a Custom Report that displays the Parameter Screen, the Preview Report button will show a dropdown menu that allows you to export the report data to Excel or CSV. This will allow you to use Report Builder as a generic export utility, as even if there are more fields than will fit on-screen, you can still export them in a way that will line up the column headers with the data.
Report Builder
Enhancement

Filter Your Reminder Log for Transferred to Reschedule. When your clients receive a voice Appointment Reminder call, they may confirm, cancel, or be transferred to your office. Now you can use the Reminder Log to isolate the Reminders that were Transferred to Reschedule.
Appointment Reminders
Enhancement

Your Access to the Check-In Sheet Matches Your Schedule Permissions. The Check-In sheet now only displays events based on a user's access to the schedules of other staff. Users can no longer see check-in information for a staff member's event unless they've been granted access to that Staff member's schedule.
Scheduler
Enhancement

Status Updates While Applying ERA Payments. The idea for this change came from our conversations with Casey, who often applies over 500 ERA payments at one time. In addition to being faster overall, the ERA form will now provide more interactive feedback when you are applying payments or reverting files with many entries. You'll see the number of records processed, the elapsed time, and the estimated remaining time.
ERA (835)
Enhancement

Separate BillingTracker and Admin Access. Previously, all administrative users were granted access to BillingTracker. Amber, an Executive Director in Maine, wanted to give BillingTracker access and Administrative system access independently from one another. To locate the new settings, go to Staff > Staff Info > System Permissions tab. There is also a new checkbox in this area (Can Grant Permissions) to allow Staff to provide BillingTracker access to other users.
Staff Info
Enhancement

Quick Info Pane for Your Staff Portal. We've been working to expand your Staff Portal experience and we are pleased to release the Quick-Info Pane to the Staff Portal. Let us know what you think!
Staff Portal
Enhancement

Require an External Signature to Save Your Form. Diane found that requiring a client's signature would ensure that her forms were always compliant. Her clinic collected hundreds of signatures a day. To help Diane make sure that no client signature is forgotten, we've added a property "Required for Save" for External Signatures when designing Custom Forms.
Form Builder
Enhancement

Names Used for Appointment Reminders. Bailey, who leads Compliance and Strategic Planning for her team, reached out to ensure that Appointment Reminders use the name that clients identify with. The order that a name is selected for an Appointment Reminder will now be Preferred Name; if there is no Preferred Name, then the Alias will be used; If there is no Alias, then the First Name (legal name) will be selected.
Appointment Reminders
Enhancement

Calculate the Min/Max Frequency Using Formula Builder. To help you build forms that will calculate the answer to "how many times has the client exhibited this extreme high or low behavior", we've added two new functions to Formula Builder for Repeating Lists and Gridviews: Frequency of the Min Of and Frequency of the Max Of.
Form Builder
Enhancement

Limit Changes to Diagnosis Assignments. If you'd like to add additional security behind Diagnosis Assignments, there is a new Option that only allows the creating user or an administrative user to edit an unlocked Diagnosis Assignment. Go to Utilities > Maintenance > Allow Only Creating Users (or Administrative Users) to Edit Unlocked Diagnosis Assignments.
ClinicTracker
Enhancement

Use the Cross Reference Control in Staff and Patient Portals. The Cross Reference Control is now supported in both the Staff Portal and the Patient Portal.
Form Builder
Enhancement

BCC Staff Members in Patient Portal Messages. You can now BCC members of your staff when you send a Secure Patient Portal Message. This is a great way to let members of your team know when an issue arises or has been resolved.
Messaging
Enhancement

New Filters for Staff Tasks. You can now filter the list of tasks on the Staff Task Dashboard according to Program Assignment, Patient Group, and Workflow.
Workflow Builder
Enhancement

Default Diagnosis Assignment End Date. You can now choose for new Diagnosis Assignments to end after a set number of days by default (as opposed to being open-ended). To enable this feature, search the Options form for: Default Number of Days in Future to set Diagnosis Assignment to End.
ClinicTracker
Enhancement

A New Custom Label. Brooke, the Director of Technical Services for a large organization in Central New York, asked to apply a Custom Label to update the term Authorized Recipient in her Demographics and ROI, and so we did! To explore Custom Labels, check out this guide page.
Misc
Enhancement

Adjusting Referral Sources from Demographics. If you have full access to the Maintenance Menu, you will see a new button within the Referral section of Demographics that will let you adjust the Referral Sources without having to navigate away from Demographics.
Demographic Form
Enhancement

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