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 #995
Released: 11/11/2022
Version: 8.03.034
Details
Module
Type

 

Trigger a Workflow Using Formula-Based Filters. You can now use formulas to filter your Workflows. As an example, you can say that a Workflow should only be triggered if the date of the form you are completing is within 20 days of the Admission Date, or certain values are entered on the form. Go to: Utilities > Workflow Builder > Step 1 > Add Filters button > Use Formula Builder button.
Workflow Builder
New Feature

Use Navigation Links to "Jump" to a Specific Tab. In Form Builder, you can now create a link that will take the user directly to a specific tab within a form. While designing your form, click on the Navigation Link property of a Navigation control. You can now create a link that will send users to the Medication tab of Patient Summary (as opposed to the first tab) or even navigate users to a different tab on the current form.
Form Builder
New Feature

Report Issues Easily from the Staff Portal. If you encounter an error message in the Staff Portal, you can now submit it, along with additional information, just like you can in ClinicTracker.
Staff Portal
New Feature

New Batch Create Claims Features. We've added a few great new features to Batch Create Claims.
  • You can now list the clinician who performed the last individual appointment as the Rendering Clinician. This would be helpful if your clinic sends one claim per month for a patient with multiple appointments with various clinicians and your claim must list the most recent clinician as the Rendering Clinician.
  • You will see a new option to set the Diagnosis based on the Qualifying Diagnosis. This would be helpful when a client has SUD, therapy, and casework diagnoses and the monthly casework claim must reflect the qualifying casework diagnosis.
  • There is a new option in the "Assign Remaining Balance To" section that will only attach a single payor to the claim, even if the patient has multiple active payors.
  • When searching "Matching Patients with Dates" the results list will indicate if the event has been transitioned.
BillingTracker
New Feature

Auto-Create Patient Notes and Staff Messages. Workflow Builder's SmartFlows now support the creation of Patient Notes and internal Staff Messages. Go to: Utilities > Workflow Builder > Step 2: Configure Task Details > Smartflow.
Workflow Builder
New Feature

Auto-Update Open Claims When Changing Insurance. When insurance information changes, you can now push the new payor to open claims directly from Demographics. Go to: Patients > Demographics > Insurance > Push To Open Claims.
Demographic Form
New Feature

Display Web Content in Your Forms. To design forms with this new HTML control type, Go to: Utilities > Form Builder > Other Controls > HTML. If you open a forms built with this control in ClinicTracker, you'll see an embedded browser in the form design itself. In the Patient or Staff Portal, images/PDFs will be displayed in-line, while external website will be shown as a clickable graphic that will navigate you to the web page.
Form Builder
New Feature

Set Workflow Tasks to be Due Based on Day of Week. Using Workflow Builder, you can now make a task on a specific day of the week, after a set number of weeks. For example, you can now make something due on the upcoming Wednesday, or within 3 Fridays from today. When configuring task details, in the "Identify when this task becomes due" section, if you choose the "Within" option, you will see the days of the week available. Choosing "0" and "Wednesday" would mean the upcoming Wednesday. Choosing "1" and "Thursday" would mean the following Thursday.
Workflow Builder
New Feature

Trigger Workflows by Nightly Maintenance. You could previously only trigger a Workflow with a specific action that occurred. There was no way to kick off a workflow based on an action that did not take place. Say, for example, you want to trigger a Workflow when a Patient hasn’t been seen in the past 30 days. In Workflow Builder’s "Which action on the form selected above triggers the workflow?" section, you can now choose "Nightly Automation".
Combine this with new options within the "If the action occurs multiple times, should duplicates be created" section for "Yes, if no active tasks exist" and "No if assigned within past X days" as well as the formula-based filters and you can create flows that trigger if an active patient in a certain Patient Group has not been seen in 45 days, and the follow-up task will not repeat until the patient is seen and then has another 45 day gap in service.
Workflow Builder
New Feature

Enhanced Search of Scheduled Events. Monet, a Clinical Director from Nashville, added an idea to her clinic's wish list. She was looking for a way to search the Scheduler by words in the Subject and Note fields. Thanks, Monet, for the great idea! The Scheduler's Event Listing (Scheduler > File > View Event Listing) now includes a text-based search of the event subject and notes.
Scheduler
New Feature

Use Formula to Set Requirements Prior to Staff Signature. When adding a Digital Signature control to your Custom Form design, you will see a new property for Allow Signature Formula. This will let you design custom rules around information that needs to be present before a signature can be collected.
Form Builder
New Feature

Qualifying Diagnosis. You can now identify certain diagnoses as "qualifying". This will be used to highlight the entries in the Diagnosis Assignment forms, and can be used with Batch Claim Creation. To enable this feature, go to: BillingTracker > Settings > Options > Transition > Enable Qualifying Diagnosis. An administrative user can right-click an entry in the diagnosis search screen to mark it as qualifying.
ClinicTracker
New Feature

Auto-Create Linked Appointments When Scheduling Events. Previously, you had the option of manually creating a Linked Appointment or auto-creating them a set number of days ahead of the Client’s Appointment. Now, you can create Linked Appointments as soon as you create the scheduled event with the new Option 'Automatically create linked appointments from scheduled events in real-time.'
Scheduler
New Feature

Prevent Overlapping Kept Appointments. A Clinician can only be in one place at a time, so you may not want to save two overlapping, kept appointments for one clinician, even if they are for different patients. Appointment status must be Showed Up to qualify. To turn on this restriction, go to: Admin Config > Options > Preferences > Patient Contacts Form Settings > Prevent Overlapping Appointments (If Status is Showed Up).
ClinicTracker
Minor Update

Updated Washington State Data Guide. We now support version 5.3 of the Washington State Data Guide.
Misc
Minor Update

Navigate to the First Available Appointment. When searching using the Find Available Timeslot form, you now have the option to Search and Select First Result. This will bypass other search results and take you directly to the first available appointment. Go to: Utilities > Scheduler > Find Available Appointment > Click the dropdown split on the Search button > Click Search and Select First Result.
Scheduler
Minor Update

Grant Staff Specific Permission to Related Documents. Go to: Staff > Staff Info > Permissions tab and you will notice that there are now two separate permissions, one for Related Documents and one for Paperwork. While these both used to be handled by the Paperwork permission, you can now provide access to these items individually.
Related Documents
Minor Update

Filter Bulk Search by Active and Discharged. Using the Custom Form Bulk Search, you can now limit results based on the Patient Status (Active or Discharged). Explore this feature by going to: Utilities > Custom Form Bulk Search.
ClinicTracker
Minor Update

New Custom Form Templates Available. The following custom form templates are now available in Form Builder for your use:
  • Discharge Summary
  • Transfer Summary
  • School Based: Service Agreement
  • Permission to Bill
  • Permission to Evaluate
  • Suicide Risk Assessment
  • Nutrition Progress Note
Click here to learn more about the Custom Form Templates.
Misc
Misc

Time Zone Abbreviation Added To eliminate confusion, the email notifications sent to patients telehealth events will include the time zone abbreviation for clarity, since the reminder is sent using the Patient’s time zone, which may differ from the clinic's time zone.
Telehealth
Misc

See Progress Note Status in the Scheduler. The scheduler now uses three distinctly colored "notepad" icons to represent the progress note status of a linked appointment:
  • Green: Locked Note
  • Yellow: Unlocked Note
  • Red: Missing Note
Scheduler
Enhancement

Avoid Creating Tasks with Weekend Due Dates. Now, move the due date back to the Prior Friday or forward to the following Monday if it falls on a weekend. To apply this adjustment to your non-recurring tasks, see the new option for "if the due date falls on a weekend" in the Task Details of Workflow Builder.
Workflow Builder
Enhancement

Manage Dropdown Fields From Intake and Demographics. Users with access to manage the Maintenance Menu will see that we've added cog wheel icons to any section of the Demographics form with a dropdown menu controlled through the Maintenance Menu. Simply clinic on the cog icon to adjust the dropdown values, and your changes will be reflected when you return to Demographics.
Demographic Form
Enhancement

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Update #994
Released: 10/05/2022
Version: 8.03.033
Details
Module
Type

 

General Updates. This release includes minor stability and performance improvements.
Misc
Misc

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Update #993
Released: 10/02/2022
Version: 8.03.032
Details
Module
Type

 

General Updates. This release includes minor stability and performance improvements.
Misc
Misc

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Update #992
Released: 09/30/2022
Version: 8.03.031
Details
Module
Type

 

Beta Testing: ASAM CONTINUUM Integration. The Arizona Health Care Cost Containment System requires clinics to leverage the American Society of Addiction Medicine (ASAM) Criteria for substance use disorder assessments, service planning, and level of care placement. Our Arizona clinics have asked to integrate ClinicTracker with ASAM CONTINUUM so they'll no longer need to log into a separate system and duplicate effort. While Arizona is championing this effort, the ASAM CONTINUUM is a nationally-recognized assessment tool that allows clinicians, counselors, and other staff to leverage a computerized clinical decision support system (CDSS) to assess individuals with addictive substance use disorders and co-occurring conditions. Let us know if you would like to use this integration.
ClinicTracker
New Module

Collect Open Balances at Your Self Check-In Kiosk. Melanie was looking for a way to prompt her patients to pay on their accounts when checking in at the office. Thanks to her suggestion, when your patients check into your clinic on your Self-Check-In Kiosk, we'll automatically notify them if they have an open balance. If so, the patient will be directed to the payment screen. Let us know if you would like to turn this setting on.
Patient Portal
New Feature

ePrescribing Messages in Staff Portal. Staff Portal users will now have access to ePrescribing Notifications and the Pending Rx Report.
Staff Portal
New Feature

Apply Override Rules to Your UB-04 Configurations. If you have multiple payors that require different UB-04 Configurations, you may now set UB-04 Configuration Override Rules based on variations of Insurer, Program, and Billing Location. For clinics with UB-04 support enabled, go to: BT > Settings > Overrides > UB-04 Configuration Overrides.
BillingTracker
New Feature

Updated: DSM-5 ICD-10 Codes and Descriptions. To ensure you have the most accurate diagnoses, we have incorporated DSM-5-TR revisions into ClinicTracker's diagnosis DSM-5 library.
ClinicTracker
Misc

Hide GAF Score. You may now hide the GAF Score area on the Appointments tab of the Patient Contacts form, by going to: Options > Preferences > Patient Contacts Form Settings > Hide GAF.
ClinicTracker
Enhancement

Create Tasks Based on One Record from a Series of Records. Ian had a compliance dilemma in NYC. In his office, Treatment plan review #1 is due 365 days after the admission date and Treatment plan review #2 is due 365 days after the lock date of treatment plan #1. To accommodate this scenario, we've added a filter that lets you refer to the completion number of a particular form. For example, you can filter a Workflow to only trigger when completing the first (or third or fourth) version of a form, rather than every time that form is completed. When designing your filters, look for RecordNumberForPatient or RecordNumberForPatientPhase.
Workflow Builder
Enhancement

New to Staff Portal: Scheduling Groups From The Quick Info Pane. Press Ctrl+Q to open the Quick Info Pane where you'll see the new Scheduling Group button.
Staff Portal
Enhancement

Prevent Staff From Recording Overlapping Appointments. In order to prevent a staff member from recording two appointments that overlap in time, we've added a new setting at: CT > Options > Preferences > Patient Contacts Form Settings > Prevent Overlapping Appointments. The setting will give you the option to warn or block this situation from happening. Note that this setting will still allow multiple individual appointments that originated from the same group appointment.
Scheduler
Enhancement

Clone Appointment Save Restrictions to Multiple Insurers. Karen, from ClinicTracker’s Billing Service, noticed that one of her customers had built individual, matching restrictions for each payer. Karen advocated for a simpler solution. Now, when you go to Admin Config > Appointment Save Restriction > By Insurer, you’ll see a Clone to Other Insurers button. You may select any of your existing rules and apply the restriction in bulk to additional insurers, avoiding the need to manually create the rule for each insurer.
ClinicTracker
Enhancement

Reimagined: Transition Log. We've transformed the Transition Log in BillingTracker to make it more user-friendly. We've added gridlines, filters, coloring, and a formatted PDF export. You’ll be able to easily navigate to specific claims right from the log and distinguish between claims that are created successfully and those that are not.
BillingTracker
Redesign

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