Add Condition Codes to Claims. The billing department of a partner clinic in New York City has a Medicaid payer whose guidelines require Condition Codes on claims. There is a new setting available at: BillingTracker > Settings > Condition Code Rules which will allow you to apply Condition Code Rules at the time of claim creation (both UB-04 and 837I claims).

BillingTracker

New Feature

New Tabs on Progress Notes. Now, Medication and Psychotherapy Notes tabs are available for Progress Notes on the Staff Portal.

Staff Portal

New Feature

Clinical Scribe Can Automatically Select Answers in Dropdown Lists. Clinical Scribe, powered by AI, can now use your session or dictation information to select the appropriate choice from a listbox or dropdown menu (in addition to completing text boxes, checkboxes, Date Pickers, and Time Pickers) on your form designs. It will also have access to more context about your Treatment Planning goals/objectives when completing documentation.

Clinical Scribe

New Feature

Medical Features in Staff Portal. Medical features have started rolling in to the Staff Portal. You will see Family Health History, Immunization History, and Patient-Specific Education Resources. The remaining medically-oriented items will be coming soon!

Staff Portal

New Feature

Calculate CMS Relative Value Units (RVU). One of our partner clinics needed to associate RVUs with services and include those values in reports. If you would benefit from this too, go to: Utilities > Maintenance> Service Input > RVU. You will find RVU available in various report sources, such as "Appointments".

ClinicTracker

Minor Update

Chart Vitals in Years. You can now chart vitals in either years or months.

ClinicTracker

Minor Update

Locate Recently Used Forms Quickly. Always using the same few forms? Now, you won't need to search for them. When you click on the Forms icon in the Staff Portal, you'll see a Recent Forms section on the top of the Form Search, which lists the last 10 forms you've opened.

Staff Portal

Minor Update

Prompt On Overlapping Authorizations. Before saving an Insurance Authorization, the system will alert you if there is an existing authorization for the same Payor, same Service(s), and overlapping dates. You will be notified and asked if you want to continue saving changes. To turn this prompt on for your clinic, go to: ClinicTracker Options > Admin > Alert Checks > Insurance Authorization Confirm Overlapping Dates.

Insurance Authorizations

Minor Update

Use Your Terminology on Patient Portal. Various locations in the Patient Portal (Account Registration, My Financial Information, Form Requests, Payment History, etc.) will now follow your custom labels.

Patient Portal

Minor Update

Use Your Terminology on Staff Portal. Various locations in the Staff Portal (Messaging and Patient Contacts) will now follow your custom labels.

Staff Portal

Minor Update

Compliance Alerts Display Task Name. We had some great feedback from one of our educational agencies. As a result, Workflow tasks will now display the friendly "Task Name" (rather than the "Action Name") in the Compliance Alert messages.

Compliance

Misc

Manage Staff Info Settings from Staff Portal. Staff Portal Users can now manage all aspects of a Staff Account, including creating/updating user accounts, setting up signatures, managing integrations, and configuring permissions.

Staff Portal

New Module

New Feature: Clinical Scribe. We are excited to introduce our new, HIPAA-compliant, AI-Powered Clinical Scribe. Clinical Scribe is integrated with Form Builder, allowing you to tell the AI the purpose of the form along with specific directions for individual fields. Turn on Clinical Scribe while you dictate your notes or during a session (either in-person or via telehealth). At the conclusion of your session, Clinical Scribe will complete your note based on your instructions, where you can review and approve, or change if necessary. This will be a huge time-saver for staff, and will minimize errors, and allow you to focus on talking with your client rather than completing documentation during the session. The session recording is only used to generate the output, and is subsequently deleted. Note that this feature is available within the Staff Portal, and currently works with Patient Custom Forms and Progress Notes.

Please reach out to us using this form if you are interested in obtaining more information about activating your Clinical Scribe.

Staff Portal

New Module

Manage Auto Reply Settings in Staff Portal: Users can now manage their message auto reply settings from within Staff Portal.

Staff Portal

New Feature

Update: Patient Portal Registration. Based on your input, we have made several enhancements to the Patient Portal Registration flow, which are designed to make a smoother process for your patients.

Patient Portal

Enhancement

FTP Utility: New Connection Methods. To better support your file transfer needs, we've added more connection methods and ciphers to the FTP utility.

BillingTracker

Enhancement

Updates to Apply Modifiers. When you click the Apply Modifiers Button on Claim Management, BillingTracker will now remove modifiers (if there are no matching Modifier Rules for the current state of the claim), in addition to replacing modifiers.

BillingTracker

Enhancement

Form Builder in Staff Portal (Beta Version). We've added our Form Builder utility to the Staff Portal so you can create and edit your form designs without leaving the Portal. You'll have the full Form Builder functionality, but with a refreshed and more efficient interface. Access this utility in the Utilities menu of Staff Portal. Please let us know if you don't use Staff Portal today and want to learn more.

Note: We're excited to share an early preview of this upcoming feature with you, as we continue to refine it for its official release. This is your chance to explore this part of the system ahead of time, and share your thoughts and suggestions which may help shape the finished product. As it is still in Beta release, you may experience unexpected behavior or other limitations, which we encourage you to share with us during this period. We appreciate your understanding and look forward to hearing about your experience with this new feature!

Staff Portal

New Module

Connect Travel Reimbursement and External Contacts with Patient Contact Records in Staff Portal. Now, when you record an Appointment in the Staff Portal, you will see new buttons to access the Travel Reimbursement and External Contacts features.

Staff Portal

New Feature

Change Treatment Phase. Staff Portal will now let you update the Treatment Phase of an existing record.

Staff Portal

New Feature

Track Prescription Type and Prescription Numbers on the Patient Summary. You can now further categorize your Patient's manually-entered medications. Go to: ClinicTracker > Maintenance > Substance Type Input to add Prescription Types, such as Antidepressants. You will find the new Prescription Type and Prescription Number fields on the Medications tab of Patient Summary.

ClinicTracker

New Feature

Set Your Clinic Options From Staff Portal. If you are a system Administrator and you currently go to ClinicTracker > Admin Config > Options to update your Clinic Options, you can now access those same settings from the Staff Portal. Go to Staff Portal > Utilities > Clinic Options.

Staff Portal

New Feature

Bulk Reassign Staff Assignments and Staff Schedules from Staff Portal. When a Staff Member changes roles, you can manage the changes from the Staff Portal, including the reassignment of Staff Assignments and Schedules. Go to Staff Portal > Staff > Reassign Staff or Reassign Schedules.

Staff Portal

New Feature

View Appointment Reminder Logs in the Staff Portal Scheduler. Need to see what time a Patient's Appointment Reminder was sent? Check that information without leaving the Staff Portal. From the Event Details form, right-click on a Patient's Name and select Reminder Logs.

Staff Portal

New Feature

View Check-In Sheet from the Staff Portal Scheduler. While you are in your Staff Portal schedule, you can check clients in from the Schedule Event Details. Just right-click on the Client's name in the event detail and select Check-In. You can see the Check-In Sheet from the Scheduler now as well.

Staff Portal

New Feature

Combine Like Paper Claims. Users can now combine Paper Claims based on Date of Service, Payor, Patient, Clinician, Location, and Service. We've also expanded Courtesy Claims to apply all Paper Claims Combining Rules.

BillingTracker

New Feature

Set and Use Text Templates from the Staff Portal. System Administrators can set up Text Templates in the Staff Portal as shortcuts for Staff (these are predefined statements that are tied to a specific form on a field, as opposed to a Global Common Phrase). Simply place your cursor in a text box on any form, press Shift + Esc, and then Configure. In the Text Template Configuration box, enter a title for your template in the Display Name field and use the Text Template field to enter preset text for users to quickly add to their form. Users can access the templates you've built for each text box by putting their cursor in the text box, pressing Shift + ESC, and selecting the preset text you've stored for them.

Staff Portal

New Feature

Transfer Records to Another Patient in Staff Portal. A new "Transfer Record" button will allow you to move a record to a different patient, in case it was accidentally saved on the wrong chart.

Staff Portal

New Feature

Prevent Transitioning Appointments with 0 Billable Time. Previously, BillingTracker would default appointments with 0 billable time to 1 hour upon transition. There is now a setting to prevent appointments with 0 billable time from transitioning, which you can access at: BillingTracker > Settings > Prevent Transition of Appointments with 0 Billable Time.

BillingTracker

Minor Update

Send Medical Record Numbers in Electronic Claim Records. Because some payors may require the client Medical Record Number to be sent with a claim (Loop 2010BA, REF*EA), we've added a new setting at: Insurer Plans Detail > Eclaims Tab > Send Medical Record Number.

BillingTracker

Minor Update

Manage All Insurer Details in One Place. There is now a single form where all information about an insurer is housed. Previously, some information was located in BillingTracker's Settings menu and some was in ClinicTracker's Maintenance menu. Now both locations link to one, combined form.

ClinicTracker

Redesign