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 #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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Update #982
Released: 04/15/2022
Version: 8.03.021
Details
Module
Type

 

Workflow Builder: Filter by Custom Form Data and Demographic Fields. A clinic in Pennsylvania that leverages Workflow Builder, wanted to create tasks based on the data in their Custom Forms. To make this great idea possible, Workflows may now be filtered by the data in the triggering record (e.g., only assign a task when completing a mental heath assessment if the client indicates a moderate to severe level of depression). We also included Demographic fields as filters to provide you with the most flexible workflow options.
Workflow Builder
New Feature

Faster Claim Resubmissions. To support the speed and accuracy of claim resubmissions, our internal team of billing experts has designed a new Resubmission Settings tab for the Insurer Plan Settings form in BillingTracker. This tab includes Claim Type; Bill Type Frequency; Local Use; Note Type; Include Remark Codes; Next Payor; and Billing Note Template. We have also made updates to the ERA Form, which now allows you to Correct and Resubmit one line or in bulk and to auto-create a Billing Note based on the selected template.
ERA (835)
New Feature

New: Control Reference in Form Builder. Imagine that you design a custom form with a field that mirrors the phone number field in Demographic form (or any field on any custom form). When you bring up the custom form for a patient, their phone number appears in the form, pulling directly from their Demographics. Now imagine (this is the best part) that changing the phone number in the custom form changes the phone number in Demographics too! The uses for this new Form Control are endless. This feature is now available for general release.
Form Builder
New Feature

Require a Program Assignment Discharge Reason. About a week ago, Tommy from Spokane asked if we could require users to complete the Discharge Reason field after they've entered a Discharge Date on the Program Assignment Form. Now Tommy can go to Admin Config > Options > Require Discharge Reason on Discharged Program Assignments to enable this requirement.
ClinicTracker
Minor Update

Set Modifiers Based on County of Residence. Another Pennsylvania clinic made this suggestion. They needed to apply Modifier Rules based on the County of Residence, to comply with payor contract requirements. Now, they can use different Modifier Rules depending on where their patients reside. It was the first time we had heard of this requirement in all our years of processing claims, but we're glad we were able to accommodate it for this clinic.
BillingTracker
Minor Update

Entering Credentials and Standard Display Name of Referral Source. Ken, the CEO of a thriving Maryland clinic, asked for a couple of great updates to BillingTracker > File > Setup > Referral Source Setup. Ken was looking for a Credential field, as well as a button that will generate a standardized Display Name based on the First Name, Last Name, Credential, Title, and Agency Name fields.
BillingTracker
Minor Update

Ending Insurance Authorization Packages After One Year. Julie, the CFO of a clinic in California, asked if we could offer a way to end an Authorization Package at the end of the year. You will see new options that accommodate this request.
Insurance Authorizations
Minor Update

Automatically Verify Eligibility for New Patients. We've added many enhancements to Insurance Eligibility Verification. Visit Admin Config > Options > Automatically Open Insurance Eligibility Verification to have the system automatically prompt you to verify eligibility when creating a new patient record. Also, these choices are now just a right-click away from the eligibility results grid: View Upcoming Scheduled Events; Add Patient Prompt; Send Internal Message; Create Billing Note; Open Provider Portal Link; Navigation.
Insurance Eligibility Verification
Enhancement

Delete an Assigned Workflow Task. Matt, a clinic director in California, pointed out that he occasionally needs to delete a workflow task once it has been assigned. Matt explained that it was hard to correct a mistake without a way to delete it. You'll notice we've added a delete button to the Patient Task Dashboard, the Staff Task Dashboard, and the Quick View Pane.
Workflow Builder
Enhancement

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