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, you can reach us through the support portal.
We encourage all users to attend the ongoing Community Training Series. To view upcoming sessions and register, click here.
Update #1027
Released: 11/04/2024
Version: 8.03.064
Details
Module
Type
General Updates. This latest version includes a few updates regarding Custom Form formula calculations.
Misc
Misc
Update #1025
Released: 11/01/2024
Version: 8.03.063
Details
Module
Type
Leverage Appointment Save Restrictions When Saving Scheduler Events. The Save Restrictions created at Admin Config > Appointment Save Restrictions can now be triggered when saving a Scheduled Event, not just when recording the Appointment. In other words, users will not be able to save an Event with a Service, Diagnosis, Location, or Program that has been restricted. To enable this option, go to: ClinicTracker Options > Admin > Scheduling > Respect Appointment Save Restrictions for Scheduler Events.
Scheduler
New Feature
Comply with the "No Surprises Act" using Fee Estimation Utility. Now you have the ability to estimate the fee and copay based on various scenarios. The Fee Estimation utility is available from the Actions menu of Demographics and Patient Contacts, as well as the Scheduler's Find Available Time Slot screen.
BillingTracker
New Feature
Clone Scheduling Availability. To save you time and to make it easier to enter a Staff's Scheduling Availability, we've added the ability to copy Scheduling Availability data from one staff member to another. Many thanks to leaders from our partner clinics in Michigan and Connecticut for sharing this request with our team.
Scheduler
New Feature
Appointment Save Restrictions on Group Appointments. Previously the Save Restrictions respected the creation of new Individual Appointments from the Group Appointment. Now, the Save Restrictions created at Admin Config > Appointment Save Restrictions will also trigger when synchronizing the Linked Appointments.
Scheduler
New Feature
DSM-5-TR Codes Updated. The DSM-5 Library reflects recent code updates. We encourage you to review the updates as they may impact your practice.
Misc
Minor Update
Update to Point In Time Aging Report. We've added the ability to group the Point in Time Aging Report by the Billing Location NPI. You will find the report by going to: BillingTracker > Reports > Aging > Point in Time. We appreciate the suggestion provided to us by a clinic partner from Illinois.
BillingTracker Reporting
Minor Update
Form Request Notification on Linked Profiles. Thanks to feedback from a partner intermediate unit in Pennsylvania, we've redesigned the Linked Profile tiles to notify Authorized users when there are form requests that need to be completed. If there are open form requests, the lower part of the linked patient profile tile will be yellow and a red badge will indicate the number of open form requests.
Patient Portal
Redesign
Update #1023
Released: 10/04/2024
Version: 8.03.062
Details
Module
Type
Min/Max Billable Time by Payor. In addition to being able to set a minimum and maximum billable time when configuring a service (Maintenance > Service Input), now you can also configure an override based on the payor (Maintenance > Override Service Min/Max Time by Insurance). This will be reflected when saving scheduled events and appointments in ClinicTracker and the Staff Portal.
BillingTracker
New Feature
Staff Portal Demographics Supports Custom Tabs. The Demographic form in the staff portal now fully supports embedded tabs from your custom form designs (previously these forms would be read-only).
Staff Portal
New Feature
Staff Portal Enhancements. You will find many more forms now available within the Staff Portal. Use the form search in the left navigation to see all the new options. Stay tuned, as there are more to come!
Staff Portal
New Feature
Email Receipts. You now have the ability to send your patient's payment receipt directly to their email.
BillingTracker
Minor Update
New Workflow Builder Option. Workflow Builder now has a "For the Same Record Of" option when assigning tasks. This will ensure that the action completed is relevant to the record needing to be actioned. For example, you can have an Appointment be your triggering form, and then ensure that a Progress Note be locked within 2 days for that specific appointment (as opposed to that no for any other appointment.
Workflow Builder
Minor Update
Audit Log Permission. Audit logs have previously only been available to administrative users. We have added a new permission setting on Staff info, "View Audit Logs", where you can assign the ability to staff members of your choosing.
Staff Info
Minor Update
Auto Create Linked Appointments in Pending Status. When auto-creating linked appointments, the system will refer to the setting: ClinicTracker Options > Admin > Scheduling > Default Linked Appointment Status to Pending.
Scheduler
Minor Update
Search Your Workflows. Workflow Builder now includes a search feature for locating Workflows in a long list.
Workflow Builder
Minor Update
In-Apps in Staff Portal. You will now see In-App Notifications appear on the Staff Portal, to ensure users of the Staff Portal are kept up to date with important announcements.
Staff Portal
Misc
Service Specific Fees in Billing Account. You can now navigate from the Billing Account screen to the Service Specific Fees form for each of the patient's payors.
BillingTracker
Misc
Update #1022
Released: 09/03/2024
Version: 8.03.061
Details
Module
Type
Fixed: Appointment Time Fields. The existing appointment time will not change unintentionally when updating the appointment primary service in certain scenarios.
ClinicTracker
Fix
Option to Disable: Prompt to Email a PDF Copy to Patient. Our last update included a new feature to prompt for sending a payment receipt email to the patient. We've added a setting for clinics that would like to disable this prompt at: BillingTracker Options > Billing > Claim Handling > Payment Receipts: Prompt to Email a PDF Copy to Patient.
BillingTracker
Minor Update
Update #1021
Released: 08/30/2024
Version: 8.03.060
Details
Module
Type
Maintenance Input Forms Available on Staff Portal. To provide as much functionality to users as possible in the Staff Portal, we have made the first wave of Maintenance Input Forms available. Users with Maintenance access will find these forms by going to: Staff Portal > Forms > Maintenance. Among the Maintenance Input forms available in the first wave are: County, Services, Gender Identity, Reason for Referral, Referral Service, Sexual Orientation, and Symptoms.
Staff Portal
New Feature
Staff Custom Forms Available on Staff Portal. The capabilities of the Staff Portal continue to expand, now you can view, create, and save Staff Custom Forms.
Staff Portal
New Feature
Preview Claims Without Submitting. BillingTracker users can now preview electronic claims in either a raw or a structured format using the dropdown option on the Process button within Billing Account and Claim Management.
BillingTracker
New Feature
Build Forms, Reports, and Workflows based on Level Of Care (Beta). The Staff Portal will display a new button at the top of the Demographic form to access Level of Care tracking. Please reach out to support if you would like access to this new feature.
Staff Portal
New Feature
Send a Receipt When Collecting Payments. When generating a receipt after collecting a payment on the Collect Copay screen, you will now be asked if you would like to have a copy emailed to the patient. This will be a formatted PDF, which may be sent in addition to the credit card transaction confirmation email which will be sent for all credit card payments.
BillingTracker
New Feature
Fee Estimation Utility (Beta). Estimate the fee and copay based on various scenarios to help comply with the No Surprises Act. This Fee Estimation utility is available from the Actions menu of Demographics and Patient Contacts, as well as the Scheduler's Find Available Timeslot screen. Please reach out to support if you would like access to this new feature.
BillingTracker
New Feature
Patient Demographics on Staff Portal. The Demographics form within Staff Portal continues to expand, including the ability to adjust based on the various Options form configuration settings, for example showing/hiding or requiring fields.
Staff Portal
Enhancement
New Custom Form Templates. We published a template for the Adverse Childhood Experience Tool (ACE) in Form Builder: Templates may be used as a starting point, and then edited to meet your needs. To learn more about using the available Custom Form Templates, review this Guide page.
Form Builder
Enhancement
Last Note on Claim Management. The Director of Revenue Cycle and Billing Claim Management of a partner clinic in Maryland pointed out that it would be more helpful for the Last Note field on the Claim Management form to reflect the most recent note from any payor, rather than from a specific payor. Our Billing Experts agreed!
BillingTracker
Enhancement
Return to Previous Scheduler View. Your last view of the scheduler will be remembered, so that when you return to the scheduler it will present the same view you were previously working with (even if you log off and back on!).
Staff Portal
Enhancement
New Option: Validate Appointment Billable Time on Lock of Progress Note. Previously, Appointment Billable Time could be validated only on Save of a Kept Appointment, but with this new option, you can instead perform this validation later on when locking the Progress Notes. See: ClinicTracker Options > Preferences > Patient Contacts Form Settings > Enforce Appointment Min/Max Time.
ClinicTracker
Enhancement
Print Completed Paperwork from Portals. Now, you and your patients can download and print Completed Paperwork items from the respective Portals.
Staff Portal
Enhancement
Signature Validation for Patient and External Signatures. Now, in Form Builder, you can set up a signature validation for Patient and External Signatures, just as you can for Internal Signatures. This change will allow you to automatically lock forms once a patient signs, for example.
Form Builder
Enhancement
Suppress Time on Appointments. A new setting named "Suppress Time for Appointments" on the Service Input form will allow you to hide the start/end times when recording an appointment using that primary service. This update supports the need to tally all services provided across a single day (which may happen on the progress note), rather than in a single appointment.
ClinicTracker
Enhancement