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 #991
Released: 08/29/2022
Version: 8.03.030
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Module
Type

 

General Updates. This release includes minor stability and performance improvements.
Misc
Misc

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Update #990
Released: 08/26/2022
Version: 8.03.029
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Module
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Complete Workflow by Finishing one Task. Workflow Builder has a new option to "Only require one completed task" which you will find in the "Step 1" section when creating a new Workflow. When enabled, completing any one task will complete the entire Workflow. Many thanks to Amber from a large outpatient clinic in Maine for this suggestion.
Workflow Builder
New Feature

Create Save Validations. In Form Builder, you will see a new Validations tab on the Form Details screen. This will allow you to create formulas that will warn, prompt, or block when saving based on conditions you specify. For example, if a patient has indicated a certain concern, display a message to the clinician when saving the assessment, or if patient has indicated a concern and you have not indicated follow-up actions, prevent the therapist from saving the record.
Form Builder
New Feature

New Custom Form Templates Available. The following custom form templates are now available in Form Builder for your use: Diagnostic Evaluation, Discharge Summary, Biopsychosocial, and Treatment Plan. To learn more about the Custom Form Templates available, use this Guide page.
ClinicTracker
New Feature

Use Open Notes on Staff Portal. Staff Portal now supports the "Open Notes" initiative for Progress Notes. For more information, click here.
Staff Portal
New Feature

Output Forms in Landscape Mode. Form Builder now supports landscape output. To select between portrait and landscape mode, go to the Formatting Tab of Form Details. Our thanks to Traci, an administrative assistant from a new ClinicTracker community member in Iowa, who was the catalyst for this update.
Form Builder
New Feature

Protect Records from Accidental Deletion. When this new option is enabled, users who delete records will receive a notification and will be required to type the word "Delete". This may help with unintentional record deletions for Demographics, Patient Contacts, Scheduled Events, and Custom Forms. Search the Options form for: Display Extra Confirmation Prompt when Deleting Records.
ClinicTracker
New Feature

Automatically Set New Staff Info Records to Prevent Deletion. When this option is enabled, all new Staff Info records will automatically have the Prevent Scheduler Deletion and Prevent Global Deletions checkboxes checked. This may help with unintentional record deletions. To enable this option, go to: Admin Config > Options > Preferences > Preferences and check the setting: On Staff Info Form, Activate the "Prevent Deletion" Settings by Default.
Staff Info
New Feature

Remove Financial Information Widget From Your Patient Portal Home Screen. The Financial Widget lists primary, secondary, and tertiary insurances. Paul, Executive Director of a clinic from Texas that only sees self-pay patients, requested to not display this information to prevent confusion. If you would also like to have this widget removed from your Patient Portal, please let us know.
Patient Portal
New Feature

Require Task Completed on Specific Record. Previous to this release, you could require a task to be completed, but could not request the action take place on a particular record. Now, you can now build Workflows that require users to (for example) create a treatment plan and lock that specific treatment plan within 3 days. In the Form Action dropdown of task details, look for the entries showing "of the same record".
Workflow Builder
New Feature

Occurrence Counter on Forms. For those of you looking to count certain behaviors or activities in real-time, Form Builder now supports 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.
Form Builder
New Feature

View Your Denial Codes. You have access to a new system report: BillingTracker > Reports > Payments > Denial Code Report, which will help you identify frequent denial codes and uncover potential areas that need addressing.
BillingTracker Reporting
Minor Update

Determine How Far Back to Perform a Bulk Search. If you want to always perform Bulk Searches for a set timeframe (e.g., the previous 10 days) you can set this as a default by going to: ClinicTracker > Admin Config > Options > Preferences > Preferences > Default Number of Days in the Past to set Custom Form Bulk Search to Start.
ClinicTracker
Minor Update

Deactivating Tasks when a Triggering Record is Deleted. Francesca, the owner of a long time community member in Pennsylvania, suggested this feature. If the triggering record for a workflow is deleted, then any incomplete tasks for that workflow will be automatically deactivated, along with a comment stating the tasks have been deactivated due to a deleted triggering record.
Workflow Builder
Minor Update

Notify Patients with Open Balances. There is now an Open Balance filter for Campaign Builder which will identify patients with an assigned balance. This will allow you to target messaging campaigns specifically to patients with open balances.
Misc
Misc

Search and Sign Collateral Records. Custom Form Bulk Search feature (available within the Utilities menu) now supports Collateral records.
ClinicTracker
Enhancement

Receive a Prompt when Downloading PHI Through Staff Portal. Vikki, Program Manager for a University clinic, brought this suggestion forward. When you take an action that downloads information to your local machine, you will be warned to remove that information after the session.
Staff Portal
Enhancement

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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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