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.

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Update #1016
Released: 02/10/2024
Version: 8.03.055
Details
Module
Type

 

General Updates. This latest version includes a variety of general updates and performance improvements throughout the system. These updates are designed to enhance the user experience by improving usability and adding new efficiencies. We greatly appreciate the valuable input and feedback that we have received from our user community, which we have incorporated into this release.
Note: This update has only been released to Hosting Service customers.
Misc
Minor Update

View Clinician On Transition. Now, when you transition your ClinicTracker Appointments to Claims in BillingTracker, the Transition Log will include the Clinician.
BillingTracker
Minor Update

Check Status in Real-Time. ClinicTracker and our integrated partners work to provide access to the tools you rely on, 24 hours a day, 7 days a week. We're excited to let you know we've launched a ClinicTracker Status Site to share with you in real-time the status of our systems and integrations. You'll have access to historical incidents and their resolution, and can set up email notifications for service alerts for tools like the ClinicTracker Hosting Service, clearinghouse partners, and ePrescribing. Simply head over to status.ClinicTracker.com and press the Subscribe button in the upper right corner.
Misc
Misc

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Update #1015
Released: 01/19/2024
Version: 8.03.054
Details
Module
Type

 

Event Types by Client Type. If you ever wanted to make certain Scheduler Event Types only pertain to intakes (as opposed to patients), you now can. This is especially helpful when allowing newly-registered individuals (in Intake status) to schedule through the Patient Portal. Head over to Utilities > Maintenance > Scheduler Event Type Input and use the new "Eligible for Patient Type" dropdown.
Scheduler
New Feature

Import Initial Patient Balances in Bulk. If you need to associate a starting balance with a patient, you can now do this in bulk by loading information directly from a spreadsheet. Head over to: BillingTracker > Settings > Set Initial Patient Balance.
BillingTracker
New Feature

Navigation Links to Specific Graphs. You can now configure your navigation links in Custom Form designs to refer to a specific Favorite view. This way, rather than every navigation link simply opening the Custom Form Graphing feature, you can have individual links automatically display specific graphs.
Form Builder
New Feature

Advanced Search for Phone Numbers. The Advanced Patient Search feature will now let you search for a specific phone number (Main, Cell, or Other). Kim, from our partner clinic in MD, identified this as a way to support their front end team for ease of scheduling and client support. Thanks, Kim, for your continued collaboration!
Misc
Minor Update

Prompting for Unsaved Changes in Patient/Staff Portal. To avoid mistakenly navigating away from a form being completed, you will now receive a warning if you attempt to leave a form with unsaved changes.
Patient Portal
Minor Update

Default Date Range in Patient Dashboard. Evan, from our partner clinic in Massachusetts, suggested the ability to adjust the default date range displayed when accessing the Patient Dashboard. Now you can head over to the Options form and search for: 'Patient Dashboard: Default Start Date' and 'Patient Dashboard: Default End Date' to adjust the default displayed date range.
ClinicTracker
Minor Update

Campaign Builder Updates. Campaign Builder has been updated to work more similarly to Appointment Reminders. The "Main Phone" from Demographics will be used for voice calls, while the "Cell Phone" will be used for SMS communication. Thanks to Brooke, from our longstanding partner in Cortland, NY, for this great suggestion.
Messaging
Minor Update

Advanced Audit Log Access Button. Forms that support Advanced Audit Logging will now have a new icon in the top toolbar that will allow you to quickly access the audit logs. This should help save you time and avoid having to input the keyboard combination (Shift + Control + Q) to access the audit log.
ClinicTracker
Minor Update

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Update #1014
Released: 12/15/2023
Version: 8.03.053
Details
Module
Type

 

Double-Clicking an Event Issue in Scheduler Corrected. We have corrected a long-standing issue in the Scheduler where when you double-click an event, but quickly move your mouse to another event, the double-click can be registered on the second event rather than the first. We have improved this behavior significantly, ensuring double-clicking consistently registers on the intended event.
Scheduler
Fix

General Updates. This latest version includes a variety of general updates and performance improvements throughout the system. These updates are designed to enhance the user experience by improving usability and adding new efficiencies. We greatly appreciate the valuable input and feedback that we have received from our user community, which we have incorporated into this release.
Misc
Misc

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Update #1013
Released: 12/06/2023
Version: 8.03.052
Details
Module
Type

 

Scheduler Updates We have continued refining the recent scheduler updates, including addressing a refresh issue when navigating back to a prior date.
Scheduler
Fix

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Update #1012
Released: 12/04/2023
Version: 8.03.051
Details
Module
Type

 

View Detailed Audit Logs in Specific Records. You can now access record-specific Advanced Audit Logs directly from the individual record (without having to search through the full logs). When viewing a specific record saved within a Custom Form (or any other form that supports Advanced Audit Logs, such as Demographics, Patient Contacts, and several billing configuration forms) press Control + Shift + Q to see a history of the changes made to the record.
Misc
New Feature

Linked Appointment Correction. We have corrected a reported issue with creating linked appointments from the scheduler. Any events that were previously not showing the proper linkage should now show the expected icon.
Scheduler
Fix

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Update #1011
Released: 12/01/2023
Version: 8.03.050
Details
Module
Type

 

NEW Staff Portal Dashboard and Navigation Updates. We are thrilled to announce our reimagined Staff Portal with customizable dashboards. When you launch the Staff Portal, you will now see the brand-new Staff Dashboard Builder. This tool allows portal users to create their own dashboards based on their preferences and role types. Upon logging in, you will land on a new page that explains the new Staff Dashboard tool. To customize your dashboard, simply click on "Get Started" and follow the Dashboard Layout Library steps. We believe that these new updates will provide a more enhanced and efficient user experience while using the Staff Portal.
Please see this Guide Page for additional information.
For our clinic partners who have not utilized the Staff portal, we encourage you to reach out for a demonstration of how impactful it will be for your staff and overall operations.
Staff Portal
New Module

Multiple Payors and Authorization Codes on Appointments and New Coverage Type Concept (Staff Portal). We introduced this new feature to ClinicTracker in a recent release, and it is now available in the Staff Portal:

One of our partner clinics in Pennsylvania needed to handle situations where patients may not have their services covered by a payor based on their insurance authorization. The Primary payor needs to be then bypassed, and the claim submitted directly to the secondary payor as if the primary payor did not exist. This clinic also encounters other scenarios in which the primary payor still needs to be associated with the claim (for COB purposes), but will not cover the cost, so they want to directly submit to the secondary payor.
In addition, when associating multiple payors with a claim, each one may have its own authorization codes. This is now supported.


We know this type of situation can happen for many of our clinic partners, so we have added a new concept of "Coverage Type" which includes the following options:
  • Covered: Insurance will attach to the claim and receive the calculated balance.
  • Non-Covered: Insurance will attach to the claim, but the balance will be assigned to the next payor in sequence when transitioned.
  • Bypass: Insurance will not be attached to the claim at all.

You will see this Coverage Type option next to the payor selection on Patient Contacts as well as on the Insurance Authorization and Authorization Package forms. Not sure what to do with this? Just leave it as "Covered" and everything will work exactly how you're used to.

As part of this change, we also made it so the Primary, Secondary, and Tertiary payers will be available on Patient Contacts. This will allow you to set a specific payor priority, or exclude a certain payor from being associated with the claim. Again, not sure what to do with this? Just leave the defaults the system suggests in place, and the payors will be associated with the claim based on how they are configured in the patient's demographic record.

Lastly, you will see authorization code fields next to each of the three payors. Any authorization you attach to the secondary/tertiary payor will flow through to the claim and will be included when creating a paper or electronic claim. The Claim Detail form within BillingTracker has been updated to show this information within the Claim-Specific Insurance information section. This will eliminate the need to manually go into the claim and update the authorization code before sending it to a non-primary payor.

To use the new Coverage Type feature, go to: Staff Portal > Click the Patient Icon > Patient Contacts and go to the Billing Details section. You will see three Payor dropdowns, Authorization Code fields, and Coverage Type dropdowns.

Please see the explanatory video below: Coverage Type
Staff Portal
New Feature

Prevent Staff from Editing Payor and Authorization Fields. One of our partner clinics in Pennsylvania asked us for a way to prevent their staff from editing Payor information and Authorizations on Patient Contact records. To assist with this, we have added two new settings in the Staff Info form on the System Permissions tab.
To enable these settings, go to: ClinicTracker > Staff > Staff Info > System Permissions > Prevent Updating Authorizations and Prevent Updating Payors. Thank you, Jessica and Carm for this suggestion!
Misc
New Feature

Update to Auto-Insert Authorization Codes Now Including Non-Primary Payors. We received feedback from Jessica and Carm in Pennsylvania, to automatically insert authorizations for non-primary payors on Appointments. New Patient Contact Form Settings can now be found at ClinicTracker > Admin Config > Options > Preferences > Patient Contacts Form Settings as follows:
  • Automatically Insert Authorization Codes for Individual Appointments On Focus Authorization Field (Non-Primary Payors)
  • Automatically Insert Authorization Code on Change of Status (Non-Primary Payors)
  • Bypass Active Authorization Code Prompt (Non-Primary Payors)
  • Automatically Insert Authorization Codes for Individual Appointments On Save (Non-Primary Payors)
  • Automatically Insert Authorization Codes for Linked Group Appointments (Non-Primary Payors)
These mirror the existing settings available for the primary payor.
ClinicTracker
New Feature

Staff Portal: Filter Scheduling Locations by Distance. Like in ClinicTracker, you can now limit your building locations by the distance from the patient in the Staff Portal. Go to: Scheduler > Find Available Time Slot > Select a patient > Click the filter button next to the location list, and enter a search radius. Thanks to Joel, a valued partner of ours from California, for the feedback on this feature!
Staff Portal
New Feature

View Super Bills in the Patient Portal. Your Patients will now be able to view Super Bills from their Patient Portal. You can instruct your clients to view this information in their portal by going to: My Account > Statements > Super Bill.
Patient Portal
New Feature

Prevent Double Booking Rooms. Amanda, from one of our longstanding partner clinics in New Orleans, asked us for a solution to prevent staff from double-booking rooms when scheduling. We have added a new Prevent Double-Booking setting on the Room Input form in the Maintenance menu. When this setting is enabled, the Scheduling Conflict Alert prompt prevents the double booking (rather than just presenting a warning). To locate this new setting, go to: ClinicTracker > Maintenance > Room Input > Prevent Double-Booking. Thanks, Amanda for this valuable suggestion that we know many of our clinic partners will appreciate!
Scheduler
New Feature

Insert Location Identifiers in Claims. Kyoko, from one of our partner clinics in Arizona, asked us for a solution to handle the billing requirements for Box 19/Loop 2300 NTE. To meet these requirements, we added a new setting so now you will be able to insert Location Identifiers into Box 19 of the CMS-1500 or Loop 2300 NTE of Electronic Claim 837 on a per-insurer basis. These settings are located at: BillingTracker > Settings > Insurer Plans > Double-Click Insurer Entry > Requirements Tab > Box 19/Loop 2300 NTE: Send Rendering Provider > Box 19/Loop 2300 NTE: Send Location Identifier.
We've also added a Location Identifier Field at: ClinicTracker > Utilities > Maintenance > Building/Billing Location on the Business/Billing tab. Thank you to Kyoko for this important suggestion!
BillingTracker
New Feature

Manage Workflow Builder Versions. When you use Workflow Builder and assign Workflows for compliance tracking, many times requirements change, and updates to Workflows are needed. Workflow versioning provides you with the ability to update existing Workflows and not impact the existing assigned Workflow tasks or even upgrade them. To use and create new Workflow versions go to Utilities > Workflow Builder and add new workflows.
Please see this Guide Page for additional information.
Workflow Builder
New Feature

Merge Duplicate Patient Information. There may be instances when you come across duplicated patient records in ClinicTracker. Based on the feedback we received from Jenny, an RCM director, we have added a feature that allows you to identify and merge these duplicates. This screen will display a list of patient names that are duplicated, along with the client identifier and phase information. Simply double-click an entry to navigate directly to the Demographics form for that Patient. You can then make necessary adjustments to the patient name or run the "Merge Current Patient Into Another" option, which can be found at: Patients > Demographics > File.
To view the list of patients with duplicate names, go to: ClinicTracker > Help > About > Maintenance > List Patients with Duplicate Names. We would like to express our gratitude to Jenny for all the valuable feedback she has provided us... please keep it coming!
Misc
New Feature

Complete Pending Patient Portal Registrations and Portal Forms. In some situations, patients forget to submit their portal registrations and required forms, which leaves them in a pending status. To ensure that this patient information can be processed through the system, we have updated the registration and portal form process, allowing you to complete the pending registration and forms on behalf of patients.
To use this new feature, go to: Staff Portal > Patient > Patient Registrations > Set filter to Pending > Click the View button next to the status column. Once you have reviewed the patient’s information and it’s ready to be submitted, go to Step 3 at the bottom of the screen and submit.
Patient Portal
New Feature

Automatically Mark Open Tasks Representing the Same Action as Complete. We have added a new feature that allows you to complete open Workflow Builder tasks of the same action automatically. This setting can be found under Admin Config > Options > Compliance (General) > MH & CD Compliance Rules > Auto-Complete All Workflow Tasks. If you choose to enable this option, any action that applies to multiple open tasks will automatically mark them all as complete, without requiring any user interaction. This will save you time while ensuring that all relevant tasks are marked as complete. Thanks to Matt from one of our longstanding partner clinics in California for the suggestion!
Workflow Builder
New Feature

Display Primary Authorizations on Transition Appointments. Elizabeth, from one of our longstanding partner clinics in California, wanted to be able to view the Primary Authorization in the Transition Appointments list. With this feedback, we added a new "Auth Code Primary" column to the Transition Appointments list. To view this newly added column, go to: BillingTracker > Transition Appointments, and you will see Auth Code Primary in the last column. Many thanks to Elizabeth for the feedback on this enhancement!
BillingTracker
Minor Update

Store Comments When Adding Controls in Form Builder. Would you like to add helpful comments on your form designs? Now you can, with the newly added "Comments" property in Form Builder. You will find a new "Comments" row in the Property Panel on the right side of Form Builder. Please note that these are internal comments that will not be visible when using the form.
Form Builder
Minor Update

Automatically Update the Submission Status When Uploading Claim Batches. When you upload claim batches, the Submission Status will now be automatically updated on the claim batch. This new enhancement eliminates the need to manually set the submission status, which can lead to potentially missing or applying an incorrect status.
To take advantage of this time-saving feature, go to: BillingTracker > Review Submissions > FTP > Select a file > Click Upload. When you upload your file, you will be prompted: "Would you like to update the Submission Status to 'Submitted' for this batch?". If you click Yes, it will reflect the Submitted status in the Submission Status dropdown on Claim Submission Batches. Thanks so much for this suggestion, Amy, a valued partner of ours in Maryland!
BillingTracker
Minor Update

Limit Event Type Color to Past Events. Ken, a leader and long-standing partner from Maryland, requested that our team apply the Event Type Color Override only to events that are scheduled for the current day or in the past. A new setting named "Only apply color override for past events" has been added in the Appointment Status Input form. When enabled, it will apply the color override only to events in the past. When using this setting, it is based on the current moment in time you're viewing the schedule. For example, if the start time was in the past, the color override would apply, otherwise it would not. To activate this new setting, go to: Utilities > Maintenance > Appointment Status Input, and select the "Only apply color override to past events" checkbox. We are very grateful to Ken for this excellent suggestion and collaboration throughout this project!
Scheduler
Minor Update

Report on Open Insurance Accounts Receivable. Review your accounts receivable using our newly added Insurance Open AR report. This report displays claim and balance information. Locate this report at: BillingTracker > Reports > Aging > Insurance Open AR.
BillingTracker
Minor Update

New Fields for Payment Date and Reference Number on the Payment Adjustment Screen. Jenny, from one of our long-standing partner clinics in Maryland, wanted a way to distinguish the date of COB information without going to multiple places to research. It made perfect sense to us, so we have added two new fields to the Payment Adjustment Screen. You will now see the Pay Date (Date on the ERA) and the Reference Number (ERA Number) columns, which will be imported from the ERA module. This will help identify which ERA is associated with each denial/adjustment reason, for Non-Balance Affecting Adjustments. To locate these new fields, go to BillingTracker > Billing Accounts > Double-Click a Service > Adjustments. Many thanks to Jenny for the feedback on this feature, and we hope this will help with identifying (and preventing) denials!
BillingTracker
Minor Update

Clone Additional Services in Revenue Code Setup. In the Revenue Code Setup form, you will see a new clone button, which will let you easily copy a rule. This new feature will provide a way to assign a revenue code to multiple services and insurers without having to go into each service separately. To take advantage of this feature, go to: BillingTracker > Settings > Revenue Code Setup, where you will see the newly added Clone button. We would like to extend our gratitude to Jenny, from one of our partner clinics in Maryland, for providing us with helpful feedback on this feature. It is much appreciated!
BillingTracker
Minor Update

Billing Clinician Override Enhancements. Some helpful features have been added to Billing Clinician Overrides:
  • The ability to filter a list view based on the Clinician to Use selected for a record.
  • A new legend that will define the different color coding.
  • You will now be able to use an appointment's Supervisor as an override.
To locate these time-saving enhancements, head over to BillingTracker and go to Settings > Billing Clinician Overrides.
BillingTracker
Minor Update

Identify Task for Completing and Ending Workflows. We have added a new Workflow task setting for completing an entire workflow. This new enhancement will provide a way to define a specific task (or tasks) in your Workflow that when completed, will complete all tasks associated with the workflow. It is similar to the existing feature of "Only Require One Completed Task for Workflow", but provides a bit more control, since you can identify the task(s) that will complete the Workflow. You can locate this enhancement when you go to configure the task details in Step 2 of the Workflow. There you will see an option: "Will completing this task complete the entire workflow?". Our thanks to Viktoriya, from one of our longstanding partner clinics in New Jersey, for the helpful input on this item!
Workflow Builder
Minor Update

New CMS 1500 Enhancements. We are happy to share that you can now add Box 17a Qualifiers and Values to Referral Sources and include them on CMS-1500 claims. On the Referral Source form, we've added two new fields for the Box 17a Qualifier and Box 17a Value. To access these new features, head over to BillingTracker, and go to: Settings > Referral Sources > Referral Source Setup. There you will find these two new fields. Furthermore, we have added a checkbox in the Insurer Plan Setup section to include Box 17a. Please note that this setting is disabled by default. You can find this new setting by going to BillingTracker > Settings > Insurer Plans > Claim Details > CMS-1500 section: Send box 17a. Thanks so much, Jessica and Carm, from one of our partner clinics in Pennsylvania! We appreciate your valuable feedback and help with this feature.
BillingTracker
Minor Update

Nightly Workflow Automation Safeguard. To ensure you've properly configured your workflows that are based on nightly automations, the system will now prompt you with an estimate of how many tasks will be processed on the next execution of the workflow. This can help to ensure you do not create an automation that will impact more records than you anticipated.
Workflow Builder
Minor Update

Navigate to Diagnosis Assignments in Custom Forms. Form Builder will now accommodate adding Diagnosis Assignments as a Navigation Link. You can add the Diagnosis Assignment as a Navigation Link to your form by going to Utilities > Form Builder > Link Controls: Navigation. In the Properties Panel, click the box next to Navigation Link and select Diagnosis Assignment from the "Navigate To" dropdown. Many thanks for the helpful feedback to Ginny and Ruth, from one of our partner clinics (and neighbors) in Central New York!
Misc
Misc

Scheduler Performance Improvements. The Scheduler has been updated to store and present data more efficiently. This should provide a generally-better experience when working within the scheduler and running schedule-based reports.
Scheduler
Redesign

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