Release Notes

Users can accidentally create two records for the same patient, sometimes because they were not aware of a prior admission (i.e., an earlier treatment phase). Now an administrator user can merge two records together by identifying: 1) the record to keep (the destination); and 2) the record to eliminate (the source) after the system merges all the relevant data into the destination record. Because you can only have one version of certain items per treatment phase (such as the demographic info and compliance record), the system gives deference to information in the record that will remain. In other words, if both the source and destination records have data, the system will retain whatever is in the destination version.
This process is performed by going to: Demographics -> File -> Merge Current Patient into Another.

To enhance security, we added a "captcha" box to the login.

We created a way to tag a report as a "Favorite" so you can access it more quickly. Just right-click on any report and choose "Add to Favorites." You can remove a report as a Favorite by right-clicking on it.

We added a new form at: BillingTracker -> File -> Setup -> Claim Note Configuration. This will allow you to configure a note that should show in the NTE segment of loop 2300 for a location/payor combination.

We improved the performance of the ERA module when handling large files.

We added a button to the FTP section of BillingTracker's Transmission Type Setup form (BillingTracker -> File -> setup) to load the FTP utility with the configured credentials pre-populated.

We added an option to: Options -> Admin Tab -> Scheduling section for "Default Program Assignments." It sets the Program to the Program Assignment that you opened most recently.

This update includes all the changes we've made since those described in the release notes for #768. Because some users are getting all the upgrades for the first time with this update, make sure to review the prior notes.

We split the Clinician Aging report in two: Billing Clinician Aging and Rendering Clinician Aging.

We redesigned BillingTracker's Insurer Plan Setup form to accommodate additional options.

We added a setting to BillingTracker's Insurer Plan Setup form: Don't Send Admitting Diagnosis. Select this option when you choose not to show the Admitting Diagnosis (HI*ABJ) for Institutional claims.

We added a setting to BillingTracker's Insurer Plan Setup form: Don't Send Date of Initial Treatment. Select this option to not show the Date of Initial Treatment (DTP*454) for Professional claims.

We added a setting to BillingTracker's Insurer Plan Setup form: Don't Send Claim ID Number. Select this option if you wish not to display the Claim Identification Number (REF*D9).

We added a setting to BillingTracker's Insurer Plan Setup form: Send Submitter Contact Info for Billing Provider. Select this option to pass Submitter info (PER*IC) in the Billing Provider (NM1*41) loop when a billing location phone number has been entered (the system always shows this information in the Submitter Info (NM1*41) loop).

We added a setting to BillingTracker's Insurer Plan Setup form: Send Service Date as Single Date. Select this option to pass the service date as a single date (D8) instead of a date range (RD8) in DTP*472

We added an option for Washington State clinics to determine which services should include GAIN-SS information on electronic claims. You'll find this setting at: Utilities -> Maintenance -> Service Input.

We added a setting to make Primary Language a required field on the Demographic form at: Help -> About -> Admin Config -> Options -> Preferences tab.

A new button labeled "Rem" will show any Claim Remark Codes associated with an 835 payment line.

We added a way to remove an individual entry from an 835 payment. You will find a new button "Err" on the right side of each payment line. A new status of Erroneous Entries will enable you to locate, and potentially revert, these items you previously removed.

Next time you apply a credit balance from the Patient Payment screen, you will see a new checkbox that will display credits for all patients (instead of just the one that is currently selected). If you choose to apply the balance from a different patient, the Patient Payment form will update to display the selected patient, then apply the credit. This feature makes it easier to apply credit balances for multiple patients with credits, without having to know ahead of time which ones have the credit.

The Goal and Objective dropdowns within the Tx Planning tab of Progress Notes will show a mouseover popup displaying the contents of the selected dropdown item, which will help if the text does not fit completely within the display area.

We added a Payment Method button that will allow you to view/adjust the method associated with an ERA payment from its default of "Electronic Payment." This button will be visible when you are showing payments from a "Pending File" or "Selected File" in the first dropdown menu.

We adjusted the resizing of the Authorization form to extend the Authorized Services window as the forms becomes wider. In addition, placing your mouse over the Authorized Services list will show the full text of the selected item in a popup display.

We enabled importing insurance cards in PDF format on the Insurance tabs of the Demographic form.

We made changes to the Reassign Staff Schedules feature (Help -> About -> Maintenance). You can now highlight specific events to transfer (before you had to transfer all of them to a single staff member).

We made changes to the Reassign Staff Assignments feature (Help -> About -> Maintenance). You can now highlight specific assignment to transfer, rather than having to transfer all assignments to a single staff member. In addition, you can now enter a transfer date. As opposed to simply updating the assigned staff on the existing assignment record, the system will now unassign the original staff member as of the selected date, and create a new assignment for the updated staff member as of the selected date. Finally, you can either choose to maintain the original assignment type or update it to a new one.

We added a form that will allow you to adjust the stored mapping of insurers from imported 835 files. If you ever imported an 835 and selected the wrong payor, choose the Insurer Mapping menu item from the top of the 835 form and you can adjust the mappings to prevent the system from automatically applying the incorrect mapping the next time you import a file.

We imported all ICD-10 F-Codes (even ones not present in the DSM-5) into a new category of codes that will be available in the Diagnosis Assignment module.

We added Patient Status (Active or Discharged) to the Compliance: Late Compliance Materials report. This field is also accessible through the Select Expert.

We added a checkbox to the reports available at: BillingTracker -> Reports -> Payments -> Payment Application by Clinician to group by the Rendering Clinician (as opposed to the Billing Clinician). This can be useful if you use the Bill Under Supervisor option for unlicensed clinicians.

We added a column for Patient Active Status to: BillingTracker -> Reports -> Aging -> Patient. This field will be visible in Detailed mode, but will be accessible through the Select Expert in both Summary and Detailed.

We updated the Oregon MOTS to support ICD-10.

We corrected a problem that arose under certain circumstances with how the scheduler display populated.

We corrected a problem in searching for specific DSM-5 codes whose descriptions contained special characters.

We fixed an issue with navigating to different Treatment Phases in the Physical Health Inventory.

We added a suffix to the Payor column of BillingTracker's Open Balances widget to indicate the payor priority: (P)rimary, (S)econdary, (T)ertiary, or (O)ther.

Double-clicking an entry in Claim Management will open the selected claim in Manage Accounts.

We corrected a problem that arose under certain circumstances with how the scheduler display populated.

We added a suffix to the Payor column of BillingTracker's Open Balances widget to indicate the payor priority: (P)rimary, (S)econdary, (T)ertiary, or (O)ther.

Double-clicking an entry in Claim Management will open the selected claim in Manage Accounts.

We corrected a problem with the navigation buttons not properly advancing the schedule view.

You can now log into ClinicTracker using your Windows Credentials. Your administrator can enable this feature at: Options form -> Security Tab -> Allow Active Directory Integration. You will then find a new field at: Staff Info -> Personal Tab -> Windows Domain\Username. Only users with full access to Staff Info will be able to set this information. When you then log in, you can choose between ClinicTracker Authentication or Windows Authentication. ClinicTracker authentication will require a username and password as always. Windows Authentication will automatically recognize the user account you used to log into Windows. Just click the Log In button or wait 3 seconds and you'll be logged in automatically.

We added a new menu item in the Demographic form to enable Patient Entry Mode, the same feature that is available for all standalone Custom Forms.

We added a report at: ClinicTracker -> Admin Reports -> PHQ-9 Report.

We updated ClinicTracker to support new requirements of the Illinois Mental Health Collaborative.

When you double click an entry in BillingTracker's Open Balances widget, the system will display the Balance Assignment form within Manage Accounts for the selected patient and claim.

We added a new option that lets you edit a locked Diagnosis assignment: File -> Adjust Start Date. This feature functions in a way similar to the existing Adjust End Date option.

We added a new setting to suppress the Patient Reason for Visit in loop 2300 of Institutional Claims. You can enable this setting at: BillingTracker -> File -> Setup -> Electronic Claim Transmission Setup.

We added an entry to the menu-bar of the Insurance Authorization form which will display the DSM-5 diagnosis assignment for the currently-selected patient.

We gave BillingTracker's main screen a major overhaul. It now shares a similar look and functionality to ClinicTracker in that it is resizable and offers widgets that contain useful information. The four widgets offer insights into:

• Unstransitioned Appointments
• Claims
• Collected Payments
• Open Balances

Each one offers different functionality by double-clicking list items, right-clicking list items, or following the hyperlinked labels.

We developed a feature that lets you add a prompt to Patient Notes and General Notes so that other users are assured to see important information. When configuring a note, check the option for "Generate Prompt." You can even select a color for the prompt. Whenever the system displays the Quick-View Pane, it will present these prompts prominently on a separate form. Users can either snooze or dismiss the message.

When staff members leave your agency, it can be difficult to transfer their information over to staff that will be taking on their workload. We already had a method to transfer Staff Assignments from one person to another (About -> Maintenance -> Reassign Staff Assignments). We have added an additional feature to Reassign Staff Schedules that you can enable in that same menu.

We added a setting to the Options form to adjust the ICD-10 Transition Date. While the default date is set to 10/1/2015, you can adjust it temporarily if you want to perform internal testing. Note that you will not be able to submit live claims in ICD-10 format until after the 10/1/2015 transition date.

You can now add signatures to locked custom forms. This feature lets you enact a workflow in which you can collect signatures even after you created and locked the form.

When you right-click an entry in the Transition Appointments screen, you will see a new option to mark the selected items as non-billable and remove them from the transition list.

We added an indicator for Batch Submission Status to the Review Submissions Batch Form. When viewing a batch, you can set the status in the bottom section of the form and press the Update button to save your changes. If you search for batches, you will find a new dropdown box that filters for a specific status.

We added a method for adding new DSM-5 diagnoses at: Utilities -> Maintenance -> DSM-5 Entry.

We introduced a new control type in Form Builder called Grid View. It functions like a repeating list, but is shows all controls directly on the forms (as opposed to a sub-form). Add checkboxes, dropdowns, and date/time pickers that you want to show in a single row. Then add a label control with multiple values separated by a semicolon. When you return to the form preview, you will see multiple rows with the repeating controls as well as distinct values for the labels. For more information, click here.

We added a new feature that will inform providers almost immediately of undeliverable prescriptions. You no longer have to wait until the next time you access that patient's record in ePrescribing. Double-clicking the notification entry will bring you directly into the ePrescribing module where you can review the status details and follow-up as necessary. Once you've addressed the issue, press the Dismiss button to prevent the notifications from continuing to show.

We corrected an issue with the spell-checker not checking certain relevant fields.

We fixed an issue with loading DSM-IV information from a prior record.

In some instances the clinician's name did not appear as a signature option the first time a user accessed a record in various forms. We corrected the problem.

We increased the speed at which the system processes electronic claim batches.

We added a setting to send Admission Information (DTP*435) in electronic claim files. In previous versions, you could do so for institutional claims, but not professional ones. You can now configure it regardless of the claim format.

When you press the "Adj" button from the insurer payment screen, the Payor dropdown will default to the currently-selected payor.

We fixed various tab display issues for Custom Forms and Embedded Forms.

When users first accessed a record in the Diagnostic Evaluation Form, the Spell Check button did not show as enabled. We fixed the problem.

The Retired Fields tab displayed incorrectly on certain locked records. We resolved the issue.

Signatures did not display properly in certain Custom Forms. We corrected the problem.

You'll find a new report at: Admin Reports -> Appointments/Cases by Race Report

You'll find a new report at: Admin Reports -> Appointments/Cases by Ethnicity Report

You'll find a new report at: Admin Reports -> Appointments/Cases by Age Report

You'll find a new report at: Admin Reports -> Appointments/Cases by Gender Report

Certain forms that had been configured to hide tabs (using the Form Builder's Configure Tab Order feature), were not properly hiding. We fixed the problem.

In some circumstances you have to update a linked appointment that a patient canceled after you had already recorded it. We added a more efficient option to update that linked appointment from the scheduler. Right-click the scheduled event and choose the option "Cancel and Update Linked Appointment." The system will remove the event from the schedule then display the linked appointment in Patient Contacts so that you can update the status accordingly.

We made improvements to the performance of schedule data retrieval.

We added support for passing the patient's Social Security Number (REF*SY) in electronic claim files (loop 2010BA - Subscriber Secondary Identification). See: BillingTracker -> File -> Setup -> Insurer Plans -> Electronic Claim Options => Send Patient SSN.

We added insurance requalification information to the main demographic views. The field names are: InsurancePrimaryLastQualification, InsurancePrimaryNextQualification, InsuranceSecondaryLastQualification, InsuranceSecondaryNextQualification, InsuranceTertiaryLastQualification, InsuranceTertiaryNextQualification.

We upgraded the Reminder Call Log to display additional information about reminder status.

This update includes all the changes we've made since those described in the release notes for #752. Because some users are getting all the upgrades for the first time with this update, make sure to review the prior notes.

You can now lock records whether or not you have a signature tab on the form using a new setting for Allow Locking on the Form Builder's Form Setup form.

We removed the "Signature Tab" feature because you can now add internal and external signature controls wherever you would wish (and not just at the end of the form). We've converted all existing forms that used the built-in signature tab to this more flexible format.

We updated the Insurance Authorization Package (available in the Maintenance Menu) to collect an Authorization Code. You can use this feature for insurers that offer a blanket authorization with the same code for all patients.

We restored the prompt to automatically set the supervisor as None Needed on Standard/Free-Form progress notes.

We fixed an issue with the list of record dates properly clearing in the mental health summary forms.

We fixed an issue with the staff name initially showing in the signature list on the Client Rights and Responsibilities form.

We corrected an issue regarding Personal Events not be accessible even with the correct permissions granted.

In the Patient Contacts Treatment History list, the appointments in Pending status will now be displayed in green.

We added an entry for Transaction History Report to BillingTracker -> Manage Accounts -> Reports. It creates a report containing information from the Transactions tab for the current claim or all claims for the selected patient.

We updated how the Event Preview Window displays payor information, to display the patient's primary insurer when an event-specific payor has not been entered.

When accessing the Search for Timeslot feature from Demographics -> Actions -> Schedule Appointment, if the Date of Intake Appointment is not already populated on the demographic form, you will be asked to set it to the selected appointment date.

We added a setting to the Electronic Claims tab of the Insurer Setup form for Match Billing Provider Taxonomy to Rendering Provider Taxonomy." If you check it (which would only be possible if both "Send Taxonomy Code for Billing Provider" and "Send Taxonomy Code for Rendering Provider" were checked), then it would place the Taxonomy Code used in the PRV*PE*PXC (Rendering Provider) into the PRV*BI*PXC (Billing Provider) segment.

We added an extra filter to the Payment Application by Patient and Payment Application by Clinician reports for Additional Patient Group. It lets you filter based on the Additional Patient Groups entered in the Intake tab of the Demographic record.

We added display options to the My Appointments Widget. Previously this section would only display appointments for which the currently-logged in user was the clinician. Now, depending on your user type, you may see options in a new dropdown for Clinician, Supervisor, Last to Edit, or All.

The spell checker for forms will display the misspelled words more prominently.

A new field type for "External Signature" will let you collect patient/guardian/witness signatures in your custom forms without having to add the default signature tab.

We fixed an issue whereby two clients without social security numbers were producing a prompt about duplicate patients.

We fixed an issue with exporting the content of information grids.

We corrected a problem that arose when users viewed certain scheduler notifications.

We added the option to select "--All--" when you select insurers in a Fee Schedule rule (BillingTracker -> File -> Setup -> Fee Schedules -> Configure Fee Schedules).

We added automatic scoring to the DLA20 section of the 2016 version of the Wyoming MIS.

We added support for passing NDC information into electronic claim files. When configuring services at Utilities -> Maintenance -> Service Input, complete the NDC Information section with this information.

We have added support for the FY2016 version of the Wyoming State CIS.

We fixed an issue with authorization notes extending to multiple lines.

We corrected an issue with duplicate checking of service-specific copays across Treatment Phases.

At BillingTracker -> File -> Setup -> Options, you will find separate settings for paper and electronic claim combining rules. These previously used to be combined into a single setting.

We added an Admin Report "Scheduled Events and Linked Appointments with Mismatched Dates." It shows all instances in which dates for scheduled events fail to match up with the date of their linked appointments.

If a patient schedules an appointment from the Patient portal, the system notifies the staff member through the message board. That notification will now contain a hyperlink that opens the Scheduler to the appointment.

We added the patient's assigned balance to the Copay Collection form in ClinicTracker and BillingTracker.

You can now check a client in or out by right clicking on an event in the Staff Dashboard's My Scheduled Events widget and the Patient Dashboard's Scheduled Appointments Within Range list.

We added a new setting to the BillingTracker Options form for "Payment Receipts, Display Follow-Up Clinician." Selecting that option will add the name of the follow-up clinician to patient payment receipts.

Because of an unresolved bug in DrFirst, we had to make some temporary changes in how their ePrescribing portal interacts with ClinicTracker. With this change, you can use ClinicTracker to set the pharmacy when you first enter a patient into the system. However, once you access the patient in DrFirst, ClinicTracker will lock the pharmacy fields from further editing. You must make subsequent changes to the patient's pharmacy selection in the ePrescribing portal, which will continue to sync back to the Demographic form in ClinicTracker.

In the Custom Form Field Setup form, we have added two new labels. One will display the amount of vertical space remaining on the tab selected in the Tab dropdown while configuring a field. The other will display the amount of vertical space remaining on the tab currently displayed in the preview window.

When cancelling an appointment online, patients will be prompted to send a message to the clinician and scheduling team.

We corrected an issue with the signature box on Collateral notes not populating correctly for new records.

We fixed a problem that arose when saving/loading certain text fields.

We added a checkbox option to automatically spell-check when saving fields while designing a Custom Form.