Access All Appointment Fields on One Screen. Based on your feedback after a recent release, we have brought all of the appointment details back on a single screen. Instead of navigating across multiple tabs, users can now enter and update appointment information more quickly, and with fewer clicks. This video and screenshot will help your teams become familiar with the updated design.

Staff Portal

Redesign

Staff Portal: Stock Forms Now Available. Many stock forms available in ClinicTracker are now available in the Staff Portal. You can now access: Mental Health Treatment Plan, CD Screening Tools, Mental Health Summary Forms (Consultation Summary, Admission Note, Admission Summary, Transfer Summary, Discharge Summary), CALOCUS, CDLOCADTR, CD Initial Determination, CD Discharge Plan, and other rating scales. This update ensures that those who want to begin using the web-based Staff Portal can continue using the same forms they currently use in ClinicTracker today.

Staff Portal

New Feature

New Widgets with Multiple Views. The new "Messages: All" and "Patients: All" Widgets allow you to toggle through multiple different views (for example assigned patients, recent patients, etc.) in a single widget, using a category icon near the top right corner.

Staff Portal

Enhancement

Also Viewing/Editing Notification (Beta). You will see icons indicating when other users are viewing or editing the same record that you are accessing. This notification appears at the top of the left panel and helps teams avoid accidental overwrites or duplicate work. This enhancement helps support better coordination when multiple staff members are involved in a patient's care. If you are interested in Beta testing this feature, please let us know.

Staff Portal

New Feature

Remember Trusted Devices. You can now recognize a trusted device, which will reduce the frequency of needing to enter a Two-Factor Authentication code. An administrator can enable this feature by going to: Options > Security > Security > Two-Factor Authentication: Remember My Device For x Days. Enter a "1" to only require a 2FA code to be entered once per day.
Users will see a "Remember my Device" checkbox on the 2FA login screen, and can manage trusted devices from their Profile menu.

Staff Portal

New Feature

Easily Identify a Record Number. If you've ever wondered if you are working in the first, the sixth record, or if you are creating a new record, you will now have more clarity. The left panel of documentation records will show the record number of the current record out of the total number of records in the current phase. For example, #6 of 42.

Staff Portal

Enhancement

Access Two-Factor Authentication Backup Codes You can now generate and save a set of backup codes for your own use in case you are unable to access your SMS or email due to an outage, lost device, or other service interruption. To locate your backup codes in ClinicTracker, click the Profile link in the top right corner and choose Generate 2FA Backup Codes. Be sure to save or print the codes, as you won't be able to retrieve them later (although you can always generate new ones). In the Two-Factor login screen, you will see a new "Use Backup Code" button that will allow you to enter and authenticate using a backup code.

ClinicTracker

New Feature

Send Claim Attachments via BillingTracker. BillingTracker now supports sending claim attachments directly through the system. Users can upload administrative or clinical documents to accompany claims, helping support payer documentation requirements and improving claim processing workflows. Note: Print-and-mail options are available when required by the payor. Please reach out to ClinicTracker support if you are interested in enabling this new feature, or for pricing information to automatically send attachments through your clearinghouse.

BillingTracker

New Feature

Mark Claims Pending in Bulk. This feature allows users to quickly mark multiple transactions as Pending without creating a claim file. Transactions can be updated across multiple claims through Claim Management and within the patient's Billing Account via the Transactions tab.
To use the feature, navigate to Claim Management > Filter Queued Claims > Highlight multiple claims (left-click + Shift/Ctrl) > Right Click > Mark Selected as Pending. To use the feature via the Billing Account: Open the Billing Account > Highlight the claim and click on the Transactions Tab > highlight multiple transactions > Right-click > Mark All Queued Transactions as Pending.
Note: This option will only appear for Queued transactions (not Pending, Canceled, or Reconciled).

BillingTracker

New Feature

Set a Default Payment Type. A Clinical Director in Nashville noticed that when taking payments, the method defaulted to "Check" and sometimes staff overlooked changing it to the proper type. She said it would help her if the default were blank. We love to help, so you can now set a default payment type to appear in the Collect Payment screens (either a specific type, or blank to force a selection). Go to Options > Admin > Administrative Settings: Default Payment Method on Collect Payment Screen.

BillingTracker

Enhancement

Prevent Transitioning Cancellation Fee by Payor. A new Insurer Plan setting allows users to prevent appointments that include a Cancellation Charge from being transitioned to BillingTracker. When enabled, appointments with an appointment status that includes a cancellation fee will not transition, preventing the patient from being billed. Enable this setting at: Insurer Plans > Requirements Tab > Prevent Transitioning Cancellation Fees.

BillingTracker

Enhancement

CPT Override Form – Excluded Patient List. The CPT Override Setup feature has been enhanced to allow users to exclude specific patients from a CPT override rule (rather than only including certain patients). This gives users more flexibility by allowing exceptions to a rule. When a patient is added to the Excluded Patient List, the CPT override rule will not apply to that patient. Navigate to BillingTracker > Settings > Overrides > CPT Overrides. Thank you to Viktoriya for sharing your suggestion so we could make this change!

BillingTracker

Enhancement

Final Preparation for the New Basys Credit Card Integration. We have added the finishing touches to the integration with our new credit card processing partner. Your team will be able to securely accept card payments within ClinicTracker and the Patient Portal, with competitive rates and responsive support. Be on the lookout for communications about migrating to the new platform beginning the week of March 23rd.

Credit Card Integration

New Feature

Redesigned: Staff Portal Custom Forms and Demographics. All Custom Forms (as well as Demographics) now display using the updated Staff Portal layout with new controls, left-pane navigation, and improved performance. These updates make forms easier to navigate and complete, helping clinicians spend less time navigating the system and more time focusing on documentation and patient care. Watch this quick video to learn more.

Form Builder

Redesign

Redesigned: Staff Portal Patient Contacts. Patient Contacts (both Appointments and Collaterals) have been updated with a new layout that uses modern controls, left-pane navigation, and other efficiency improvements. One of the most significant updates is tighter integration between the Appointment record and the Progress Note, which are now organized within the same left-panel tab structure. This makes it easier for clinicians to move between appointment details and session notes while maintaining focus on the patient's record. Watch this quick video to learn more.

Staff Portal

Redesign

Redesigned: Staff Portal Group Appointments. Group Appointments has been redesigned in the Staff Portal for enhanced usability, navigation, and performance. These improvements aim to streamline the coordination of group-based mental health and prevention services. Watch this quick video for more information.

Group Appointments

Redesign

Redesigned: Staff Portal Quick Info Pane. The Quick Info pane is now located in a panel on the right side of the screen. This section provides quick access to important patient details by providing navigation shortcuts to other parts of the system. By keeping essential information visible while you work, clinicians can more easily reference key patient data without interrupting their workflow. Watch this quick video to learn more.

Staff Portal

Redesign

Redesigned: Staff Portal Scheduler Event Details. The Scheduler's Event Details and Recurrence forms have been redesigned in the Staff Portal, based on your feedback, for improved usability, navigation, and performance. The updated layout helps staff more quickly review event information, manage recurring events, and make updates with fewer clicks.

Scheduler

Redesign

Basys Credit Card Integration. After hearing your feedback, we have partnered with a new credit card processor named Basys. We are excited to be partnered with this customer-focused team that shares our mentality around providing the best possible support. This new integration allows your team to securely accept card payments within ClinicTracker, BillingTracker, and Patient Portal, with competitive rates and responsive support. Stay tuned for the availability of credit card terminals that accept tap, chip, Google Pay, and Apple Pay!

Credit Card Integration

New Module

Redesigned: Staff Portal Messaging System. The internal messaging system has been redesigned in Staff Portal to improve usability, navigation, and overall performance. The updated interface makes it easier for staff to review messages, communicate with colleagues, and stay informed about patient-related updates.

Staff Portal

Redesign

Staff Portal: Stock Reports Now Available. All stock reports available in ClinicTracker are now available in the Staff Portal. This update ensures that clinicians and administrators can quickly retrieve the information they need from any device.

Staff Portal

New Feature

Staff Portal: Stock Progress Notes Now Available. All stock Progress Notes available in ClinicTracker are now available in the Staff Portal. This update ensures those who want to begin using the Staff Portal can continue to document using the same Progress Note they currently use in ClinicTracker today.

Staff Portal

New Feature

Concurrent Record Viewing Notification. You will now be notified in the Staff Portal when other users are viewing or editing the same record you currently have open. This notification appears at the top of the left panel and helps teams avoid accidental overwrites or duplicate work. This enhancement helps support better coordination when multiple staff members are involved in a patient's care.

Staff Portal

New Feature

Patient Selection Retention. Staff Portal will now retain your patient selection as you navigate between forms throughout the system. This meaningful improvement reduces the need to search for patients to complete various documentation, helping clinicians move more quickly between tasks.

Staff Portal

Enhancement

Prevent Creating Appointments for Discharged Patients. You will now have the option to prevent staff from creating new appointments for patients who are discharged. See: ClinicTracker Options > Preferences > Preferences: Restrict Appointment Creation for Discharged Patients.

Demographic Form

Enhancement

Image Upload for Staff and Patients. You can now upload profile photos for both Staff and Patients in Staff Portal. Adding images helps teams quickly identify individuals within the system, improving clarity when working with patient records or coordinating with colleagues across your organization.

Staff Portal

New Feature

Clinical Scribe: Vitals Awareness. Clinical Scribe can now reference the three most recent vital records, which allows the use of AI prompts in your forms to ensure identify meaningful changes in a patient's health status. An example of a prompt would be: Summarize recent, clinically significant, changes to the client's blood pressure.

Clinical Scribe

Enhancement