Release Notes

You will see a new "WO" (write-off) button on the Patient and Insurer Payment screens. Press it to process a partial write-off prior to applying a payment. You then can decide what to do with the remaining balance.

BillingTracker's Insurer Plan setup form -> Claim Details -> CMS-1500 options section has a new setting: Show Other Insurance Info Even When Primary. With this box checked, primary claims sent to the payor will include a checkbox in box 11 and secondary insurance information in box 9 on the CMS-1500 form (if a secondary payor is associated with the claim).

You can now link a scheduled event to a collateral in the same way you've always been able to link a scheduled event to an appointment. You will find the features you need to create a linked collateral (as well as add/remove associations to it) in the right-click menu of a scheduled event. The schedule widgets on the Staff Dashboard and Demographics form will now indicate the type of linked patient contact (Appt., Group, Coll., None) instead of just showing a yes or no. And finally, if you use Report Builder to generate reports from the "Schedule Data" report source, you will see four related fields available: flLinkedAppointmentRecord (yes/no for a linked appointment), flLinkedAppointmentRecordShowedUp (yes/no for a linked appointment with a status of 'Showed Up'), flLinkedCollateralRecord (yes/no for a linked collateral), and flLinkedAppointmentOrCollateralRecord (will display Appt., Group, Coll., or None).

When marking a staff member as inactive in Staff Info, you will see a prompt asking if you would like to mark all their open staff assignments as being unassigned as of the current date.

When you discharge a patient, the system will ask if you want to remove the discharged patient from scheduling groups, scheduling group wait lists, and future scheduled events.

You can now process credit card payments without the cardholder name.

We have redesigned the Patient Contacts form to make it easier to see and manage.

To manage very large ERA files (more than 1,000 payment lines and multiple checks), the system will break them into individual files for each check. You can then import those files as distinct entries.

We had implemented what was suppose to have been an upgrade to a third party component we use for the Scheduler. It ended up causing problems that the vendor was unable to correct. We therefore put back the prior version. However, we made other changes to the system that alone will improve your experience with the Scheduler.

The My Messages widget will only show the category buttons in red when there are unread messages.

If you request a patient to complete a form through the Patient Portal, but you then delete the request, a message box appears that gives you the option of sending a notification message to the patient.

We increased the maximum size of a message thread in the Messaging System. In the bottom status bar, you can see "Characters Remaining in the Message Thread."

We increased the maximum size of a message thread. When composing a message, you will see a count of available characters in the bottom statusbar.

We corrected an issue that prevented adding new entries to a repeating list.

We corrected an issue that prevented adding new entries to a repeating list.

You can have ClinicTracker automatically email patients (and their authorized representatives who have access to their Financial Info) when you process their Patient Statements. Please contact us to enable this feature.

ClinicTracker will send patients or authorized representatives an email notification whenever they receive a Secure Patient Portal Message (including those from Patient Portal Form Requests). These messages will simply refer them to their Patient Portal account for more information.

Some users have computer systems that might not have sufficient available resources to handle the Scheduler. If you are having problems with the calendar running too slowly, you can speed it up by turning off the color coding. Once you are in the Scheduler, toggle off the color coding completely by pressing the F6 key or selecting Calendar -> Show Availability Color-Coding. To restore color coding, press F6 again. We added a new feature that temporarily lets you see the color coding even you disabled it: hold the control key and click anywhere on the calendar. The color coding displays until you move your mouse off that area. This option should help those users whose computers have had problems with the Scheduler.

You can now save "Favorite Views" when you use the Scheduler's "Find Available Appointment" feature.

We added a new button to the Demographic Form's Scheduled Events section. Click it to display a list of upcoming appointments that you can search and/or print. As such, you'll now have the same options as for the View Event Listing on the main Scheduler.

We added two settings to: BillingTracker -> File -> Setup -> Configure Statements. One is labeled "Display Patient DOB" and the other is "Display Clinician NPI."

The Batch Paperwork Printing feature now handles these forms: Diagnostic Assessment, Physical Health Inventory, Nutritional Assessment, and Change of Diagnosis.

This update includes general stability and efficiency improvements.

We have given the Demographic form a major face lift by re-organizing all the fields into more logical sections and allowing for maximizing the form. A new panel on the right side will also give you access to many features, including an image of the patient, a list of scheduled appointments, and navigation options.

We have changed the name of the "Service Specific Copay" form to "Service Specific Fees." It now collects a fee and allowed amount, in addition to the existing Copay value. Remember that patient-specific fees are calculated after a price-override (entered on the appointment record), but before any other fee schedules (including reduced fee, fee schedule, and default pricing).

The Insurance Tab of the Demographics form has three sub-tabs that store information about the primary, secondary, and tertiary insurers. You will see a new button, labeled "Move/Swap," that makes it easy to exchange information among the tabs. For example, you can move information in the primary tab to the secondary tab (assuming it's empty). You can also swap the contents of two tabs if, for instance, you want to make the primary tab become the secondary tab, and vice versa.

The Info Releases tab has a new button, labeled "Load Info." Pressing this button will present a list of any contacts on the Outside Providers/Contacts tab. The idea was to make it easier to load information about these external contacts.

We added two changes to the Billing Account form: 1) the bottom status bar now shows the date, charge, and balance (in addition to the claim number); and 2) the form is now fully resizable.

When you check in an individual patient via the My Patients Widget, Scheduler, or Event Detail form, ClinicTracker will automatically load any alerts from the Quick-View Pane.

The CD (Claim Details) button will now be visible for both unapplied and applied entries. Similarly, pressing the "n" key on your keyboard (the feature that displays claim-specific notes) will also work for both types of entries.

This update includes general stability and efficiency improvements.

When you create a report, you no longer have to enter a time-related parameter value manually (such as StartTime from the Appointments data source). Now the parameter entry screen offers an easy-to-use time picker.

A new checkbox in the top corner of the parameter entry screen lets you toggle between showing all reference data or only active data (which is the default). For example, if you have a parameter for the BuildingName field from the Appointments report source, you can toggle between showing all buildings or just active ones. This new checkbox will only show if you have a parameter based on reference data.

The Scheduler Group Setup form (available in the Utilities menu from the ClinicTracker main screen) now has two new features that let you: 1) configure a maximum group size to limit how many patients you can add to a group; and 2) create a list of patients who are waiting to join a group. You can easily switch patients between the active and wait lists.

Patient Statement Auto Requeue is a new feature that requeues a pending Patient Statement transaction after a set number of days have elapsed since it was last processed. You can configure it on the BillingTracker Options form according to these options:

• No Automatic Requeue
• Requeue after a certain number of days have elapsed since the last processing
• Requeue on a given day of the month as long as a certain number of days have passed since the claim was last processed.

BillingTracker will requeue these transactions during nightly system maintenance. However, if you want to process them immediately, go to: BillingTracker -> Claim Handling -> Auto Requeue Patient Statements.

We updated the "Claims and Balances" report with a new field on the service detail level that shows the number of days between when the claim was originally queued for processing and when it was reconciled. It displays for any service line with a zero balance. The field serves as a basis for understanding how long a claim took to process (typically referred to as "Net Days in Accounts Receivables" or "Days Sales Outstanding"). It is also accessible in Report Builder as a field named "DaysUntilClaimReconciled" in the "BT Claims and Balances" data source.

ClinicTracker now supports Telehealth Services. Click here to learn more.

We made two changes to the CPT Override feature at: BillingTracker -> File -> Setup -> CPT Override. You can now: 1) select an "All Insurers" option to create a rule that applies to all insurers; and 2) create rules based on Patient Group. BillingTracker works through a decision tree in identifying the CPT Code to apply. It will first try using a matching CPT Override when it processes paper or electronic claims. Otherwise it will use the "Internal Code" stored on the Service Input record. If that is unavailable, the software will use the default CPT Code from the service record. In the case of multiple matches, the "least generic" one gets selected. For example, a match on specific insurer and program with a generic patient group would be selected over a specific insurer match with generic program and patient group. That hierarchy is represented by a "score", with the most specific having the lowest one. In the case where two entries have the same score, BillingTracker will use a priority of insurer, program, patient group.

BillingTracker's transition screen will now let you roll back all the transitioned appointments listed in the log at once. Before it only let you roll back one at a time.

New Compliance Customers Only: We have adjusted the Compliance Builder with a new "Compliance Set Is Based On Form" of "Group Appointments." The "Action to Complete" will have a "Based On" value option of "Date of Group Appointment." This feature will allow you to trigger Compliance rules for your Group Appointments, the same way you can for Individual Appointments.

The play buttons on the Group Appointment form let you create/view the linked individual appointment. If you would like to update already-created Progress Notes with the latest information from the group appointment record, hold down the control key as you click on the red play button. As long as the individual Progress Note is unlocked, it will update the note with the latest information. This feature is available for individual patients as well as for all patients (if you use the play button above the list of patient names).

The expanded text windows now support spell check. Remember, you can always give yourself more room to enter text by pressing F4 in any textbox.

We have made the Patient Education Resources feature available to all ClinicTracker userse through the Medical menu on the Staff Dashboard.

Signing Mental Health Discharge Summaries and Transfer Summaries as well as Chemical Dependency Assessments will now work the way it does for Treatment plans, such that the system will ask if you will need a supervisor's signature. If you choose no, it will allow for locking of the record.

We improved the speed at which the Scheduler saves and displays information.

The BillingTracker Options form now includes new options in the "Paper Claims: Combine Same..." section that let you determine if multiple claims should be included on the same claim form or not.

The ICS Sanitization feature always changed linked patient names to a more generic "ClinicTracker Patient" when it displayed in the description of an event in your external calendar. This feature will now also replace the event subject with the patient patient initials and client ID, rather than what is displayed within ClinicTracker. Contact ClinicTracker Support to enable the ICS Sanitization feature.

The Scheduler has a "Find Available Appointment" feature you can use to search for open appointments. Among other attributes, you can search for appointments limited to a certain Event Type. To save a step, if you searched for a specific Event Type, the system will now automatically load the it into the event you create.

This update also includes general stability and efficiency improvements.

We added two new menu options to Utilities -> Insurance Eligibility Verification. They are: “Verify All Active Intakes" and "Verify All Active Patients."

When you write off a credit balance, either from the Billing Account or Manual Payment screens, the system will prompt you to enter the amount to write-off. You therefore now have a way to perform partial write-offs.

If you write off a credit balance, either from the Billing Account or Manual Payment screens, the system will now prompt you to enter optional comments to store with the write-off record.

The Group Appointment form has a new button labeled "Add Patient" so you can manually add a patient who is not in the Scheduling Group.

To make logging in to the Patient and Staff portals easier, we upgraded the Recaptcha function (the security method to verify you're not a robot).

We added a new column to the Completed Paperwork form to indicate if each item is Locked.

The "Appointments" report source now includes a new field named, "GroupAppointmentGroupName." If the appointment is associated with a group appointment, this field will display that group’s name. Another field, "GroupAppointmentGroupCollectionName," will show any associated Scheduling Group Collection names.

We added a new setting to the "Electronic Claims: Combine Same Date..." feature within the BillingTracker Options. It is labeled "None" and will prevent any claim combining.

The Billing Account screen will now display a "View" button next to the Credit Balance if there is a credit on the account.

We created a new report source named "qAuthorizationReportWithServiceList." It is the same as "qAuthorizationReport," but includes an extra column named "AuthorizedServiceList," which is a comma-separated list of authorized services.

We added the Allowed Amount to all of BillingTracker's aging reports.

We added a new setting to the General tab of the Options form for: Allow overlapping Diagnosis Assignments. While we typically recommend leaving this setting unchecked, there are cases when you may want to record different diagnosis assignments that span the same date range. Enabling this setting will warn when you are creating overlapping assignments, but allow you to continue with the save operation. ICW

We implemented various performance and stability enhancements.

Good news! As of 11/13 we'll respond to support tickets between 8 am and 8 pm Eastern, Monday through Friday.

The Additional Claim Info screen now includes fields for all elements of the CMS-1500 form's box 10 (Patient's Condition Related To). You can still use the Insurer Plan Setup form's "Worker's Compensation Indicator" to default 10a to "Yes." However, you can now adjust this value for an individual claim.

The Insurer Plan setup form has always given you the option of requiring an authorization code based on a setting in the Plan Requirements section. You can now limit that requirement to a certain age range. For example, you can now indicate that Blue Cross requires an authorization code, but only if the patient is older than twenty one. Like the original setting, violations of a requirement will generate a warning when you try to save an appointment or transition to BillingTracker.

We've made it easier for administrative users to access Admin Config settings. You can now access them directly from the top menu bar of the ClinicTracker Staff Dashboard. They’re also still available through the About form,

You can now adjust the Claim Delay Reason for one or more claims by right clicking on them in the BillingTracker's Claim Management screen.

For customers using our integrated lab feature, you can now store "favorite lists" of tests by using the new controls beneath the test grid. This feature makes it easy to recall test panels you use frequently.

We improved the speed of the Scheduler's "Find Available Appointment" feature.

We implemented various performance and stability enhancements.

We have an exciting new feature called Performance Measurement Reports. We designed it to help administrators keep close tabs on their operations. In essence, you can configure ClinicTracker to send you regular emails that report on whether metrics you selected (such as the number of unsigned progress notes) fall outside a range you established. The email, which will go the address you have listed in your Staff Info record, will look something like what you see here. You can also access prior reports or generate new ones in real-time on your desktop through this form, which you access at: ClinicTracker -> Reports -> Performance Measurement Reports (administative users only). Results that fall within your target range will show in green, while those out of range will show in red. For each metric, you can generate charts that look like this one. The system lets you print these graphs or export them in a variety of formats. You can also right-click the on-screen results grid to export the data to an external application for analysis.

To configure the system, click the Configure Settings button and follow the directions for telling ClinicTracker which metrics you want included, the range of acceptable results, and how often you want to receive the notification emails. You can always re-configure this feature by coming back to this form.

You can now filter for Appointment Location on the Batch Claim Creation form.

We added the name of the Responsible Party to the list of searchable fields on the Advanced Find Form.

We greatly improved the speed at which the F2-search screen loads and refreshes when entering a search term.

We updated the Batched Claim Creation utility with new features designed to support IOP billing. First, with the "Include Only Patients Receiving Services" option, you can now select one or more specific services that occurred within the chosen date range. Second, a new option labeled "Mark Matching Appointments Non-Billable" will set as non-billable any kept appointment with the service code and date range you selected (once the system creates the batch claim). The goal of this feature is to avoid double-billing for individual appointments that are used to create the batch claim.

You will find a new setting on the Plan Requirements tab of BillingTracker's Insurer Plan Setup form, named "Provider Level Credentialing." If you check this box, it will indicate that the payor requires providers have specific credentialing to offer services and process a claim.

If you enable this setting for at least one payor, you will see a new button on the Additional Options tab of Staff Info named, "Credentialed Payors." It displays a list of all payors that require Provider Level Credentialing. You can place a checkmark next to each payor for which the staff member is credentialed.

ClinicTracker will prevent you from scheduling an event or recording an appointment involving a provider who is not credentialed for that client's payor.

You can now hide the Additional Patient Group list on the Intake tab of the Demographic form by using a new setting in the Preferences tab of the Options form.

The Balance Assignment form will display previous/next buttons in the top right corner if there are multiple services for the current claim. This new feature makes it easier for you to navigate between services because you will not have to first exit the Balance Assignment form.

We updated the Box 31 Value section of BillingTracker's Insurer Setup form with a new option for "SOF." It will print "Signature on file" in that location of the CMS-1500 form.

BillingTracker has always prompted you on the Edit Claim Screen to update Balance Assignments when adjusting the payor mix. Now the system will also ask if you want to navigate directly to the Balance Assignment form so you can make changes.

We added a column for Service to the Claim Management display grid.

BillingTracker's Transition Appointments screen now has a new column for "Transition Status." If an appointment fails to transition, the system will list the reason. You can view this additional information both on the main transition list as well as by right-clicking that list and choosing to Export List Contents.

If you want to clear or recapture a staff, patient, or guardian signature on a custom form, right-click on it and choose the option to clear or recapture.

We added fields on the Parent/Guardian tab of the Demographic form to capture separate e-mail addresses for the mother and father.

BillingTracker's Review Submissions grid will now display an extra column with a "Yes" to indicate if there is an unapplied ERA associated with each claim.

We corrected a display issue with the "Mini Note" version of the Mental Health Discharge Summary.

You can now hide the Additional Patient Group list on the Intake tab of the Demographic form by using a new setting in the Preferences tab of the Options form.

We created a new data/report source named, "Completed Paperwork." You can use it to display all completed paperwork (both stock and custom) within Form Builder and Report Builder.

The ePrescribing portal contains new functionality that will allow providers to send a confirmation text message to patients after sending a prescription to the pharmacy. Click here for more information.

In update #856, we introduced a new method for printing Custom Forms that dramatically increased output speed. It also allowed the printed output to look more like the on-screen layout. This new method has now officially replaced the older "beta" version.

You will find an additional Excel export option at the top of reports. While the original Excel export option retained the formating/positioning of the report, the new option exports only data, which makes it easier to manipulate the data after export.

You can now make the Intake Service optional using a new setting in the Preferences tab of the Options form.