Release Notes

We designed a new and more efficient interface you can use to load an 835 file into the ERA module. It shows you which entries on the ERA matched up correctly and which did not. Items that imported successfully will display in green with a checkmark in the first column. Mismatched items will show in white and have the reason listed in the second column. If the 835 file includes entries that are lacking a valid Line Item Control Number (which can be due to a payor error or a claim that was originally sent via a paper form), you will now see an "Include" checkbox that will allow them to be processed. Also, if the reason is a mismatched patient ID, you can click in the "Patient (CT)" column and use the record selector to manually match to a patient.

Regarding the ERA interface we mention in item #2, you will see an "Include" checkbox if your file contains an adjustment such as an interest payment. Checking this option will import the claim adjustment payment so you can apply it against the claim, like any other payment.

Credit card payments post correctly now in all instances.

We corrected an issue with how data loaded into the Patient Dashboard.

We fixed how the date picker displays empty values when it includes a checkbox option.

Dates now format correctly on the Scheduler check-in screen.

We corrected an issue with page margins on paper claims not adjusting properly.

We adjusted the width of the "Applied Amount" label at the bottom of the Payment History screen to accommodate larger amounts.

The Recent Patient list now updates properly after you select a new patient.

We improved the speed of previewing and printing messages in the Unified Messaging System. We also added options for Print Preview and a printer selection dialogue.

We shortened the payment comment stored with adjustments imported from an 835 file. It will now use the format: Contractual Adjustment (CO-45).

IMPORTANT NOTE:
Any item marked with ** is only available in the new version 8.1. Please see https://help.clinictracker.com/clinictracker-new-version for more information about this important upgrade.

** We have a new feature that makes Custom Reports more interactive. You can access it by adding a patient name field (from the Patient Demographics data source) to your report. You can right-click or double-click that field to view navigation options for that patient.

** We added support for Remittance Advice Remark Codes (MOA loop 2320). You can enter this information via the Additional Info button from the Claim Details screen.

** We added a setting to the BillingTracker Options form in the Transition Prompts section. If you enable it, you will get a prompt when you transition claims if there is another appointment for the same patient, date, and primary insurer.

** When you set bulk schedule permissions, you will now see an entry that allows you to select multiple locations, rather than one or all.

** We have merged ClinicTracker and BillingTracker into a single application such that you will only see the ClinicTracker icon on your desktop. After clicking on it, you can then choose which application you want to open first. Assuming you have access to both systems, you can also navigate freely between ClinicTracker and BillingTracker features.

** We added a field for Alias on the Demographic form where you can record a nickname or maiden name. You can search for the alias in the Advanced Find form.

** We added a new security setting called, "Restrict to My Records" in the User Responsibilities tab of Staff info. It limits access and batch-printing to only those records that the user either created or is listed as the clinician or supervisor.

** To improve navigation around the system, you can now press the Control key prior to clicking on the navigation menu if you want to keep a current form open on screen even after you open a new form. For example, if you have the Demographic form open, you can now navigate to Patient Contacts without closing the Demographic form.

** You can now select any printer to print reports, not just the system default.

** We added a new setting to: BillingTracker -> File -> Setup -> Configure Statements named "Display Non-Balance-Affecting Adjustments". If you enable this feature, these adjustments will display on patient and insurer statements.

** To be more descriptive, we changed "Manage Accounts" to "Billing Account." We have also integrated this form into the Navigation menu so you can navigate to and away from the Billing Account form.

** We added the ability to attach files to a claim using the Billing Note function in the Billing Account form. This feature is useful when an insurer requests that you attach supplemental documentation to a paper claim.

** We added the ability to adjust the patient associated with a Master Payment so you can correct a payment recorded under the wrong patient. You can access this feature from the Payment History form by selecting a Master Payment record in the top list, choosing the Edit Payment Master option, then clicking the icon in the bottom right corner of the screen. Note that you cannot transfer a Master Payment record if there are any associated Payment Applications.

We fixed an issue with how the footer displayed on certain system-designed custom forms.

** We added a setting to the Secondary Claims tab of BillingTracker's Insurer Plan setup form for: Suppress Claim Adjudication Date (DTP*573) in Loop 2330B.

We added a way to force ClinicTracker to only use mouse input for signatures, even if your system has been configured to accept input from both a mouse and a Topaz signature tablet.
Access the file located at %UserProfile%\ClinicTrackerOptions.ini and add an entry in the [Main] section as follows:
SignatureTabletDisableCheck=1 If you enable this option, the system will always use the mouse, even if it detects an attached tablet.

When you create a manual claim in BillingTracker, you will now receive a prompt that allows you to assign the balance either to the patient (the prior default) or the primary payor.

The notes entered on a Release of Information entry within the Demographics form will now display on the printed output for the detailed Release of Information record.

** We added a new feature to the Mismatched Claims form that lets you identify and correct the situation in which a claim has no balance assignment, but does have offsetting active transactions.

** We updated the FTP utility to let you pick a pre-stored transmission type from a dropdown. Before you had to enter it manually or access it from the Electronic Claim Transmission setup form.

** We added a button to the bottom right corner of each Insurance section within the Demographics form. It terminates insurance coverage by clearing the fields and storing the cleared information in the notes tab.

We added a "Download/Delete File" button to the FTP utility that will download the file from the remote server to your local machine. It then deletes the file off the remote server in a single step.

We adjusted the signature block on the Incident Report Form to respect custom labeling of "Clinician" and "Supervisor."

** We added a field to: BillingTracker -> File -> Setup -> Insurer Plans -> EClaim Options tab for "Institutional Patient Status." Although the default for this field had been 30, you can now adjust it.

** We added an option to the utility at: ClinicTracker -> Reports -> Admin -> Mismatched Insurance Authorizations. It limits the results to only appointments you have not yet transitioned to BillingTracker. In addition, we added a column at the end of the display grid to show the associated claim number.

When you use the Bulk Balance Transfer form, you'll see a new prompt that lets you select between the new transactions having a status of Queued (the prior default) or Pending.

** We added Schedule Event Type to the list of ClinicTracker's Maintenance Reports.

** We added the Signature Request feature to the Actions menu and toolbar of the Physical Health Inventory Form.

** When the system displays a warning about insurance requalification information, it will now show the specific payor name so you know which one generated the prompt.

To prevent some claim rejections, the system now automatically trims leading and trailing spaces in the patient's first/last name, Client ID, and authorization code.

When you create a new insurer, the system will now default to the 2/12 (rather than the 08/05) version of the CMS-1500 form.

** We greatly increased the speed at which custom forms load and switch tabs.

** We changed the color coding of entries on the Info Releases tab of the Demographic form. Entries without an expiration date (or which are set to expire upon discharge) will now display in blue, not red.

** We adjusted the guardian information section on the Parent/Guardian tab of the Demographics form to accommodate additional phone and email contact information.

** The Navigation menu within ClinicTracker's Insurance Input form has a new option that lets you access billing settings for the selected insurer.

** We split the report at: BillingTracker -> Reports -> Claims -> Claim Details by Clinician into two separate versions, one for Billing Clinician and the other for Rendering Clinician.

** We added settings in the Preferences tab of the Options form to require "Date of Intake Appointment" and "Date of Contact for Appointment" on the Demographic form.

** We added a Credential dropdown to the configuration form at: BillingTracker -> File -> Setup -> Transmission Type Override Rules. This means you can now adjust the Transmission Type based on the credential of the staff member.

** We added a Credential dropdown to the configuration form at: BillingTracker -> File -> Setup -> Claim Format Override Rules. You can now adjust the Claim Format (paper, electronic, etc.) based on the credential of the staff member.

** We added a setting to the Insurer Plan setup form in the UB-04 configuration section that will display the Billing Clinician's NPI in box 57.

** We adjusted the credit card payment form so you can view and, if you want, edit the confirmation email the system will send.

** When you view a linked individual appointment from the Group Appointment form, the system will display the Quick-View Pane just as if you had selected the patient from the Patient Find form.

** The system will now prevent you from saving an appointment without a supervisor if the "Bill Under Supervisor" feature is enabled for the selected clinician.

** When you enable the Bill Under Supervisor flag on a Staff Info record, the system will ask if you would like to adjust any claims already transitioned for that staff member. If you choose "Yes" BillingTracker will identify any claims with the current staff member as the Billing Clinician and switch them to the Rendering Clinician. The Billing Clinician will be updated with the Supervisor on the associated Appointment record.

** The form at: BillingTracker -> File -> Settings -> Modifier Rules will now allow you to create rules with no modifiers entered. This enables you to create a generic rule that applies modifiers, and then a more specific one that overrides that rule without modifiers.

** We added a Clear button above the Distribution column in the Patient and Insurance Payment forms which will remove any values entered in the distribution fields.

You will find that the 835 module displays results much faster than before.

We fixed an issue with the new Clear Balance Assignment feature from the Mismatched Claims form. It now works correctly when processing multiple items simultaneously.

We added a new security setting, called "Restrict to My Records," to the User Responsibilities tab of Staff info. It limits access and batch-printing to only those records that the user either created or is listed as the clinician or supervisor. At this point, the restriction only applies to Appointments, Progress Notes, Collaterals, and Custom Forms.

We fixed an issue with the way eRx notifications were displaying within the messaging system.

We fixed a problem that arose when some users tried to display the reminder log's status column when there were multiple linked patients.

The new feature for batch printing of custom forms was incorrectly prompting users to select a printer for each record. Now the system only asks about the print options once.

We added columns to: ClinicTracker -> Reports -> Admin -> Mismatched Insurance Authorizations for CPT Code and Appointment Duration. We also adjusted the form so that double-clicking an entry will bring you directly to the Appointment record.

If you select a custom write-off from the Batch Balance Transfer form, the system will store the name of that write-off in the payment comments (which can be viewed from the Payment tab of Manage Accounts or within the Payment History forms).

We added a field for IsLinkedIndividualAppointment to the data source qGroupAppointments.

The reports at: BillingTracker -> Reports -> Claims -> Point in Time Receivables will now allow you to group by either Billing Clinician or Rendering Clinician.

We have added Custom Forms to the list of records you can print with the Batch Paperwork Printing Module (Paperwork -> Utilities -> Batched Paperwork Viewing).

We adjusted Batched Paperwork Printing to allow you to export an unlimited number of records in PDF format. The system will show you where all the PDF files are stored after completion (rather than displaying each on-screen). We have also updated the naming convention for PDF files to allow for better sorting by patient, record type, and date. The files will be named as: LastName_First_Name_RecordDate_RecordType_ExportTimestamp.pdf.

To allow you to make multiple diagnosis assignments on the same date, the Diagnosis Assignment form now accommodates a time component as part of the effective date range.

If you design a custom form with the "Allow Locking" feature, you will see a new checkbox on the Field-Setup form, labeled "Required for Locking." This option will allow you to save a record without having the field entered, but will prevent you from locking unless that field is complete.

When using the Mismatched Claims feature of BillingTracker, you will now have a right-click option to Clear Balance Assignments. This option, which is available when choosing "Off-setting Services" or "Off-setting Services (With $0 Claim Balance)," will zero out the Balance Assignments when two payors have matching positive and negative balances. Remember you can use the Control or Shift keys on your keyboard to select multiple entries.

We improved ERA processing in ways that make it easier and faster to deal with large files:

1. We increased the speed at which ERA payments are applied
2. We increased the limit of line items you can process at once (from 3,000 to 6,249)
3. If there are conflicting entries (multiple payment lines for the same claim), you will now have the option of letting the system continue by only processing the first payment in the initial pass (previously the system skipped all related line items)
4. We adjusted the summary information at the top of the form to include the totals for all records you selected, not just those in the current display.

Building large forms could sometimes be a slow process because the system updated the design each time you modified a field. We added a checkbox to suppress the automatic form rendering upon each save. That means you can add as many fields as you want and then preview the design when you're finished. Note that when you enable this setting, editing an existing field requires you to select it from the field list on the top of the form, rather than double-clicking fields in the preview.

We fixed a bug that arose when users imported a multi-part ERA file from the standard Remit directory.

We fixed an issue with Digital Signature lists not exporting properly.

In the Payments tab of Manage Accounts, you'll now find the Adjustment Code and Reason included for Balance-Affecting Adjustments.

The system will now ask if you want to change the title of a Collection Letter from "Collection Letter" to something else. You can also choose to leave the title blank. This prompt will be displayed just before the Collection Letter is displayed on-screen.

BillingTracker's Find form will respect the "Default to Show Discharged Patients on Find Form" setting in the Preferences tab of the Options form.

We added the last name of the user who last modified a payment record to the Patient and Insurance Payment History lists.

We adjusted the Mismatched Claims form so that double-clicking any displayed result will navigate you to Manage Accounts where you can view all relevant information.

To improve speed and give you the option of adjusting filters, the grid will not automatically populate when you first access the ERA form. It will also not populate automatically after importing a new file. Instead, you can manually press the Show Claims button when you're ready to populate the grid.

We added the Batch Number to the Claim Management screen for claims in all statuses besides Queued.

We added external contact demographic fields (address, DOB, etc.) to the qExternalContactsAppointments report source.

The system will display the Quick-View Pane when you're working in the Scheduler and you create a linked appointment record.

We added a "Send Message" menu item to the Group Appointment form. This feature will compose a message with a link back to the currently-selected group and/or group appointment.

We adjusted the Urine Screen/Breathalyzer Report to include a field for Follow-up clinician. We also adjusted the Patient Group parameter to use a dropdown list of available groups, rather than requiring you to hand-enter a value. We also created a new report: Urine Screen / Breathalyzer Report (Including None), which will include patients who do not have a Urine Screen record completed within the entered date range.

We added the Claim Delay Reason Code column as part of the Claim Management form.

We added a new setting to the User Responsibilities tab of Staff Info named "Restrict Settings." It will determine if a user who has access to BillingTracker should be prevented from accessing the configuration settings.

When setting a patient note from the QVP to generate a prompt, you now have the ability to select the user type (Clinician, Supervisor, Clinician & Supervisor, or Other) that will cause the prompt to display. Previously any prompt would display for all users.

The ability to add Authorized Representative within the Patient Portal used to be a Meaningful-Use-Only feature. It is now available to all Patient Portal users.

We added a right-click option for "View Scheduled Event Listing" to the Patient Dashboard's Scheduled Events list. You will therefore find it easier to view, report, and export that information.

We added a setting to the Secondary Claims tab of BillingTracker's Insurer Setup form in order to suppress SBR04 (Insurance Group Number) in Loop 2320 (Other Subscriber Information).

We added another setting to Include SBR05 (Insurance Type Code) in Loop 2000B (Subscriber Information).

When you save a Billing Note, the system will now only update the last modifying user and timestamp if you actually made changes to the content of the note.

You can now add a "High Priority" option when you compose a new message. It will put three exclamation points [!!!] in the subject line.

We added the AIMS form to the list of records that will display in the Completed Paperwork module.

For Demographic records, you will have the option of adding Sexual Orientation and Client Characteristics fields. You enable this option in the Preferences tab of the Options form.

When working within the Lab Order Entry form, you can now right-click an existing entry in the bottom list and "Add Similar." This option speeds up the process of making a new record.

We fixed an issue involving the system clearing out all diagnosis assignments when a user navigated to a new Treatment Phase in the CD Discharge Summary.

We added a form that lets administrators hide existing stock reports - just the way they can hide stock forms. Administrative users can locate this feature at: ClinicTracker -> Help -> About -> Admin Config -> Global Report Visibility.

You can now prevent a field on a form you are designing from exporting/printing. Select "Don't Print" in the Formatting section. You will find this feature helpful if you provided prompts for the clinician in the form that you don't want to appear in the output.

We've added a feature that makes it easier to add travel reimbursements to your claims. You will have to follow several steps:

1. ClinicTracker Options Form -> General Tab: You will see a new setting for the Travel Reimbursement Service. Select the service code (typically H0046) that you have created for travel reimbursements (Utilities -> Maintenance -> Service Input). You cannot use the remaining features described below until you have configured this setting, and you will want to log out of ClinicTracker and back in before proceeding further.
2. BillingTracker -> File -> Setup -> Insurer Plans: You will see a new field on the General tab for Travel Reimbursement Rate $. This is the per-minute charge for travel reimbursement that will be used as a default for appointments recorded for this primary insurer.
3. Patient Contacts: Once you have configured the setting in #1 above, you will see a new button with a clock icon to the right of the date field on the Appointments tab. Click this button to record the outgoing and incoming travel time.
4. When transitioning an appointment into BillingTracker, an entry with a reimbursement rate and reimbursement time will include a service-code add-on for the service identified in #1 and the rate/quantity entered in #3.
5. The new fields from the Travel Time Reimbursement form are available in the "Appointments" Report Source in Report Builder.

The system will now let you manually generate an appointment reminder for patients who have already received one. When you see the warning, just choose to continue and the service will resend the reminder.

We now handle CO-197 as a balance-affecting adjustment when importing an 835 file.

We adjusted the display of the Personal Report field mapping section of Report Builder. While it had displayed in a list on the Report Builder screen, it now uses an "Add Mapped Field" button to open a new form with more space.

In the Review Submissions form, you can double-click on an entry in the main list to access the claim in Manage Accounts.

In the Review Submission Batch form, you now have a right-click option to re-queue selected transactions.

If you run the Point in Time Aging reports in Detailed view, you will see a new column for the Allowed Amount.

We added the payor's assigned balance to the Event Preview window on the Scheduler.

We adjusted the form at: BillingTracker -> File -> Setup -> CPT Override to accommodate Program-Specific overrides. Note that, if a program-specific rule is configured, it will take priority over an "All Programs" rule.

We added adjustment group and reason codes to the Write-off form (accessible via the W/O buttons on the Balance Assignment form).

We added the NPI (National Provider Identifier) from Staff Info to the Employee Information report source.

Sometimes it is hard to locate a patient whose name has changed in the system (either on purpose or accidentally). We now store an audit trail of any name changes. You can view it in the Demographic record by going to File -> View Name Change Audit Log.

Clinics who have licensed the Staff Portal will see a new item in the File menu labeled, "Launch Staff Portal." This shortcut saves you from having to log into portal.clinictracker.com, enter the clinic code, and click the Staff Login link.

We added a new setting at: BillingTracker -> File -> Setup -> Options -> Service Level Adjustments (CAS) Method. You now have two options: a) "Simple" (the current default) which just passes PR*3 for the claim charge less the primary payor payments; and b) "Detailed" (the new method), which displays detailed CAS information based on adjustments and non-balance affecting adjustments. This setting will affect insurers that have the setting enabled for "Include CAS (Line Level)" on the Secondary Claims tab at: BillingTracker -> File -> Setup -> Insurer Plans.

We added an option to embed a read-only custom form into the Patient Dashboard, just like you can do with the Quick-View Pane. In addition, you can now reorder the tabs in the Patient Dashboard at: Help -> About -> Form Builder -> Configure Tab Order.

We added the ability to right-click multiple entries within Review Submission Batches in order to add a Billing Note to all selected entries (rather than needing to enter one note at a time).

We added a new setting to the User Responsibilities tab of Staff Info that gives someone Read-Only access to BillingTracker. Therefore, the staff member can view BillingTracker information, but not make any modifications.

When working with the 835 payment grid, you'll notice that the row your mouse is over will highlight in yellow.

Customers who are still using the retired MH Treatment Plan (the one that allowed only 3 goals and objectives) ran into a problem unlocking records. We fixed that issue.

We added a setting to the Insurance Eligibility Verification Global Configuration form (Options -> Admin Tab). You can now adjust the date range for eligibility requests from the default of zero days (Navicure) or 365 (Trizetto) to whatever number of days you choose.

We added an Export button to the Billing Notes tab of Manage Accounts. It formats the information so it can be copied and pasted into a document or email.

We updated the report at: BillingTracker -> Reports -> Aging -> Insurer to show the insurance policy number when you select "Detailed" mode.

We added a new field for Insurance Type Code at: BillingTracker -> Manage Accounts -> Claim Details -> Additional Info -> Insurance Type Code (SBR05). If you set this option, the value will be passed in SBR05 of loop 2320 in electronic claim files.

We added a setting in the BillingTracker Insurer Setup form's Claim Details tab labeled "Suppress 24j Taxonomy."

We added another entry in the BillingTracker Insurer Setup form's Claim Details tab within the Box 33b Value section. The new option lets you pass the Taxonomy Code of the Billing Provider (as opposed to the Billing Location).

We added the number of claims processed to the end of the electronic claim log file.

We added the ability to right-click the lists at: Claim Handling -> Bulk Balance Assignment Transfer to export the list contents.

We added a menu item labeled "Send Message" to the Insurance Authorization form. It will enable you to send a notification through the messaging system with a link to the Authorization form.

We added support for passing SVD04 in loop 2430 for secondary institutional claims. See: BillingTracker -> File -> Setup -> Insurer Plans -> Secondary Claims tab -> Include Revenue Code SVD04.

If you have enabled the setting described at https://help.clinictracker.com/display-parent-tab-for-adults, you will now see the mother and father options on the Insurance and Financial tabs of the Demographic form.

If you apply $0 payments and leave the Next Payor as the Current Payor, the system will reset any pending transactions to queued. Previously they would remain in pending status.

We added a setting to the Personal tab of Staff Info labeled "Show Pop-Up on New Message." Uncheck this option if you want to prevent the pop-up notifications from displaying each time you receive a message through the Unified Messaging System.

The Common Phrases feature lets you insert phrases you or the administrator have stored in the system (see help.clinictracker.com/common-phrases). You access the feature by pressing F2 from any text box. What we've added is the ability to enter phrases that span multiple lines within a multi-line textbox. You do so by entering the | character (shift + backslash) between each segment of the common phrase. If, for example, you wanted the phrase to display as:
Patient was depressed.
He is still working on his goals.
You would create the common phrase as:
Patient was depressed.|He is still work on his goals.

We extended the height of the Data textbox on the DAP Note.

We have added a feature that loads the Authorization Code and Revision Number (from the linked appointment records) while you're working within the Claim Detail screen of Manage Accounts. Just press F5 when the focus is on the Authorization Code field. You will find this feature useful if the Authorization Code is updated within ClinicTracker once the Appointment has already been transitioned.

We optimized the Patient and Staff Portals for display on mobile devices.

When you run a report, the calendar icon lets you quickly select standard ranges, such as Last Year. We fixed a problem with how the Last Month option handled leap years (it put an end date of 2/28 instead of 2/29).

We made some adjustments to ERA processing to handle non-standard file formats.

We fixed an issue with how the name displayed in signature notifications for a standalone staff custom form.

ClinicTracker lets you put your own header on documents you generate through the system (Help -> About -> Admin Config -> Import Template Headers). Now you can have 10 distinct headers, double the prior limit.

Placing your mouse over an insurer listed on the Financial tab of the Patient Dashboard will show descriptive information, like the address and phone number of the payor.

The dropdown list of Payors on the Patient Contacts form will now append a letter (P for Primary, S for Secondary, or T for Tertiary) after the payor's name.

You can now select .tif files when you import a patient photo through the Patient Dashboard.

We added the payment reference number to the reports at: BillingTracker -> Payments -> Payment Application by Clinician Report.

We added a new report at: BillingTracker -> Reports -> Claims -> Billing Status Report. It shows charge, payment, and balance assignment information by Patient.

We added a field for the total assigned balance for the payor to the report at: BillingTracker -> Payments -> Credit Balance Report

We added a Print option to the File menu of the Diagnosis Assignment form.

We added several fields to the report source qExternalContacts and also linked it to the Patient Demographics Max Phase data source.

We added a checkbox for "Liability Release" to the form at: Patients -> External Contacts.

We added the Appointment's Primary Payor to the report at: Admin -> Appointments - Don't Bill.

For Hosting Service customers: You will find that the system will now process account changes, such as creating a new user or changing passwords, in about 30 seconds instead of what had been 10-15 minutes. ClinicTracker will even notify the user automatically by email (assuming there's one listed in Staff Info) with the username and password they need to connect to the Hosting Service.

Due to a new integration with Navicure's patient statement service, you can now choose to let them print and mail invoices on your behalf. In other words, you can have Billing Tracker send Navicure a file with everything they need to generate and mail the invoice. To enable this feature, go to: BillingTracker -> File -> Setup -> Configure Statements and choose the Export Patient Statements to XML setting. You will need to contact Navicure to enable this feature on your account with them.

We have made it easier to see whether a claim is in "on-hold" status (a concept added in update 775) by displaying the information on the Patient and Insurance Payment forms. Any claim "on-hold" will display in red. You can also right-click on a claim number to toggle the on-hold status.

We updated the ERA form with a new column for "On-Hold." With a claim selected, this column will show a Yes or No to indicate the on-hold status. Click in a cell to display a check-box that you can toggle on or off to adjust the on-hold status.

We have made it possible to add a fee adjustment to billing modifier rules. You can tell the system to adjust the fee according to a percentage or fixed amount. You'll find this new feature at File -> Setup -> Modifier Rules using the Fee Adjustment field.

We added a new feature that lets you put together a package of forms you want a patient to complete on the Patient Portal (before you could only post one form at a time). If you have access rights to Form Builder, you can configure the packet at: Help -> About -> Form Builder -> Patient Portal Form Packages. When you want a patient to complete a package of forms, go to: Patient Dashboard -> Patient Portal -> Configure Account -> Request Forms (or can also access through the Navigation menu). You will see your Form Packages at the top of the Form Name dropdown. Creating a new entry for a Form Package will create individual requests for each form in the group.

Many users have asked us to upgrade Report Builder so they can create a report that includes instances when information is missing. An example would be if you want a listing of all patients who have not completed a particular custom form. With this upgrade, you can now generate these kinds of reports. When you build a report based on the Patient Demographics With/Max Phase report sources, you will see related data sources for all other patient-related data. For example, add "Patient" from the Demographic source, then add "UID" from a custom form. You can then create a filter such as: [MyCustomForm:UID] IS NULL

When copy/pasting an event on the scheduler, the linked appointment icon sometimes copied as well. We corrected the problem.

We've added a new option to the library of fields you can include in a report using Report Builder. This one will list the next scheduled appointment date (it's labeled NextScheduledAppointmentDate in Patient Demographics With/Max Phase). What makes this field a bit different is that it updates about every five minutes, rather than immediately. Either make sure to wait long enough or, if you're an administrative user, force the update by going to Scheduler -> File -> Update Next Scheduled Event Information. Keep in mind you can also set how many days in the future you want the system to search for the next scheduled appointment by going to the Admin tab of the Options form and entering a value for the field, "Days to Search for Next Appointment."

We added a field for Next Scheduled Appointment to the report at: ClinicTracker -> Reports -> Admin -> Intake: Intakes Not Treated. As we indicated above, the update interval is about 5 minutes, unless you force the update.

We added the ability to request a signature on Incident Report Forms at: Paperwork -> Utilities -> Incident Report Form.

We added more fields you can include in a custom report using the Patient Demographics With/Max Phase report sources. These relate to the name, date of birth, and relationship the patient has to the policy holder: InsurancePrimaryPolicyHolderRelationship, InsurancePrimaryPolicyHolderFirstName, InsurancePrimaryPolicyHolderLastName, InsurancePrimaryInsuredDOB, InsuranceSecondaryPolicyHolderRelationship, InsuranceSecondaryPolicyHolderFirstName, InsuranceSecondaryPolicyHolderLastName, InsuranceSecondaryInsuredDOB, InsuranceTertiaryPolicyHolderRelationship, InsuranceTertiaryPolicyHolderFirstName, InsuranceTertiaryPolicyHolderLastName, InsuranceTertiaryInsuredDOB.

We moved the main demographic views (Patient Demographics With/Max Phase) to the top of the Report Source list to make them easier to locate.

Any unlocked items in the Patient Contacts Treatment History list will show in brown.

As part of our continued development of the Staff Portal, we have optimized it for mobile devices like phones and tablets. We have also included the Favorite View feature, which lets you preset a calendar view (see: help.clinictracker.com/resource-views).

Now non-administrative users can gain access to the Form Builder. It just requires an administrator to go to the User Responsibilities tab in Staff info and check the Form Builder box to the right (where you can assign specific access to other features as well). We have also made it easier to access Form Builder by putting it as its own top-level menu item in the About form. That means you will no longer have to find it within the Admin Config menu.

We added a rule to the "Compliance (CD/Both)" tab to control the due date of the Initial Treatment Plan Review. While all Treatment Plan Reviews had been based on completion of the Comprehensive Treatment Plan, you can now choose to base the initial review on the Admission Date.

We added the ability to display provider adjustments (e.g., balance forward information) within an imported 835 file. You will see a new button to display this information if you are viewing a specific file (as opposed to all items of a certain status) that includes this kind of information.

We updated the ERA module to better handle storage of the 835 files. The system will move imported files to the Remit\ImportedFiles directory (which it will create if necessary during the next file import). This new method will also keep the Remit folder better organized because it will only contain files that have not been imported. If you revert a file, it will be restored to the Remit directory. To take full advantage of this feature, you may want to remove any already-imported files from the Remit folder.

If you navigate to the tab that manages consent forms (Demographics -> Info Releases), you will see a new option labeled, "Expires On Discharge." Choosing this option tells the system to set the expiration date for active consents the same as the discharge date, in essence closing them out once the patient's care is terminated.

We added a new report at: Reports -> Patients -> Patient Portal Form Requests. It displays the status of any forms you have requested that patients complete. This report is only available if you have enabled the Patient Portal Forms feature.

If you double click an entry in the payments tab of Manage Accounts, the payment form will now always show the payment record and bold the selected application. Because of this enhancement, you will no longer have to access the Patient Payment History form and then manually search for an item.

Prior to this release, any balance assignment that updated an existing transaction would automatically put the new transaction in "Queued" status. We added a new setting to the BillingTracker Options form that will let you keep a transaction in its current state (e.g., pending transactions will remain pending after the balance assignment, queued will be queued, etc.). For a description of these status options, see: help.clinictracker.com/transactions-tab.

We added support for DSM 5 to the SED form in the Paperwork menu.

We added the dose strength and frequency to the printout from the Patient Summary.

Some users become locked out of their account after too many failed login attempts. We made it so a non-administrative or someone without full access to Staff Info can unlock the file. To grant this access, click the "Unlock Staff Account" checkbox in the User Responsibilities section. When accessing a locked account, a user with this permission will find a new Unlock Account button on the top right of the form when accessing a locked record.

We added support for DSM 5 to the SPMI form in the Paperwork menu.

We added the ability to filter results in the ERA form (BillingTracker->Payments->Electronic Remittance Advice 835). Click the filter icon (it looks like a funnel) at the top of each column to add an exact or partial match. Right-click a filter icon to remove the filter.

To prevent anyone from resubmitting a denied claim that you are still researching, we've created a new "On-Hold" status. You'll find a checkbox that puts the claim in that status at the top of the Claim Detail form, which you can access by double-clicking a claim within Manage Accounts. You will see the "On-Hold" status as a filter option when you search for claims within Claim Management. In addition, you will be notified if you process an on-hold claim from the Transactions tab within Manage Accounts. This new field is also available in the "BT Claims and Balances" and "BT Claim Detail By Insurer" Report Builder data sources.

We added a save button (labeled "SV") at the end of each line in an unapplied ERA entry. It lets you save the claim selection, next payor, and comments without actually applying the payment line. You will find it helpful for leaving notes on payments you are researching before you are ready to apply the payment or record a denial.

We corrected a problem with sending a message board notification to all users simultaneously.

We added the following fields to the External Contacts form: race, ethnicity, age (calculated based on DOB), county, date added, date removed, marital status, sexual orientation, household income, employer, and primary language. You can access the External Contacts form by going to: Demographics -> [select patient] -> Outside Providers/Contacts -> External Contacts Section -> Add, or directly from the Patients menu on the main screen.

You can now request signatures from physicians and/or other medical staff within the Conclusion tab of the Physical Health Inventory. You'll find that form in the Paperwork section of the program. While these signatures were already available, we added the request buttons to assist with the workflow.

Pressing Alt+A on the Patient Payment or the Insurance Payment forms will apply the payment in the same way as if you hit the Apply Payment button near the bottom of the form.

We made some adjustments to handle non-standard ERA files that payors sometimes return.

You now have the option of recording additional signatures on the Closing tab for CD Treatment Plan updates (not just the initial plan).

We added a field to the top of the Mental Health Summaries (Admission Note, Admission Summary, Discharge Summary, etc.) for the Admission Date. For new records, it will automatically populate with the admission date that is recorded in the Demographic record.

We added another setting to the Authorization Alerts (Admin tab of the Options form) if you want the system to display a prompt when you access a client tagged as a Patient without any recorded authorizations. This new setting complements the existing ones that prompt when patients have authorizations that are expiring or expired.

A recent Windows update related to Adobe Flash prevents the charts on the Patient Dashboard from displaying. It can also limit access to the Patient Dashboard entirely. We therefore have had to remove the charts from the Vitals tab of the Patient Dashboard. We hope to restore this feature once a new version of Flash is available or we develop an alternative method.

We corrected an issue that could occur when cloning reports in Report Builder.

When you select a write-off in the "Payor to Transfer To" section of the Bulk Balance Assignment form, you can now record the Claim Adjustment Reason Codes related to the transfer. Access this form via the Claim Handling menu on the top of BillingTracker's main screen.

Whatever is configured as the Document Header at: Help -> About -> Admin Config -> Configure Treatment Recommendations Form will be the title in the Paperwork -> Utilities menu (as opposed to "Treatment Recommendations").

The system will display the insurance policy number when you place your mouse over an insurer name in the Financial tab of the Patient Dashboard.

We added a setting to the Service Input form for "Send as Minutes." Check this new setting to send the service as minutes between start and end time (MJ) as opposed to units based on billable time (UN) in 837 claim files in position SV1-03.

You can double-click a claim number in the Patient or Insurer Payment forms to navigate directly to that claim within Manage Accounts.

We converted all Word templates from the old .doc format to the new .docx format.

You can now store comments for line items that are either applied or erroneous.

The system will include the patient's second address line when you ask it to print envelopes from the Demographic form.

We corrected an occasional issue with patient notes not properly generating a prompting message.

We added a new setting to the BillingTracker Options form labeled, "Apply Adjustments To Secondary Payments." Uncheck this setting to prevent adjustments (regular and non-balance-affecting) from posting for payments from a claim's non-primary payor. If the setting is disabled, you will see the title of the Adjustments form (displayed when clicking the Adj button in the 835 grid) display either "Payment Adjustments" or "Payment Adjustments - NOT APPLIED FOR SECONDARY CLAIMS" depending on the payor and claim.

We added new fields to the Mental Health Compliance module that track an initial and follow-up Diagnostic Evaluation.

We added a field for "Allowed Amount" to the Point in Time Receivables report in BillingTracker's Claims Reports menu.

We added a setting to the Security tab of the options form to require at least one uppercase and one lowercase letter for passwords.

We added a new report: Admin Reports -> Program Assignments and Attendance. It displays the ratio of patients enrolled in a program on a particular day to the number of patients with a kept appointment on that day (over a selectable date range).

We made adjustments for Washington State clinics to the GAIN-SS NTE segment within 837 files.

We removed the requirement for entering a CPT code in the Service Input form. While this value is is often required, some services only bill without one.

We added a setting to the Summaries section of the Formats tab labeled, "Don't Load Clinical Summary Section from Prior Records." The impact of this setting is that, when you load prior data to a new form, it will not carry forward the Clinic Summary Section. We included this section because some payors discourage copying/pasting in narrative sections.

We added the ability to use the Select Expert on the Primary Payor field for the reports at: BillingTracker -> Reports -> Claims -> Claims and Balances (only available when you select the detailed mode).

At BillingTracker -> File -> Setup -> Options, you will find a new electronic claim combining rule for "Insurer, Patient, Clinician, Authorization Code."

We added the write-off type to adjustments displayed in reports at: Payments -> Payment Application by Patient.

We corrected an issue with Custom Reports built for Custom Forms that included parameters.

When you configure a patient note, you can now specify a date when it should start triggering prompts or alerts. You will find this feature useful when you want to enter a record that will not display a pop-up message until later.

We added a new report to the Admin Reports menu named "Productivity: Patients Not Recently Seen, By Follow-Up Clinician."

We added fields for OverdueTreatmentPlanMH and OverdueTreatmentPlanCD to the main patient demographic views.

We added a setting to the Secondary Claims tab of BillingTracker's Insurer Setup form labeled: Prevent AMT*A8 (Non-Covered Amount) for Primary. Check this box to prevent the A8 (non-covered amount) from displaying with the primary payor information for tertiary claims, even if it would typically be included for the secondary per the settings in the secondary claim section.

We added a report to the Patient Reports menu named "Patients Without Active Staff Assignments."

Pressing the 'n' key key will open up the notes section of Manage Accounts when the system focuses on the claim dumber dropdown menu in the ERA form.

You will now find a specific setting on the User Responsibilities tab of Staff Info that allows you to grant non-administrative users access to the Report Builder.