Release Notes

We added a new feature that allows patients to schedule appointments through the Patient Portal. If you enable this function, patients will see a new entry in their "My Schedule" page that says: "To Book a New Appointment: Search for available time slot." Clicking this link displays a search form similar to the Find Available Appointment features within ClinicTracker. It allows them to search a list of available time slots with a related staff member, who can be an Intake Clinician, Follow-up Clinician, or anyone else with a Staff Assignment on the case. After the patient creates the appointment, the assigned staff, as well as anyone included in the Scheduling Team (identified via a checkbox on the Additional Options tab of the Staff Info form) will receive a notification through the Scheduler Notifications tab on the message board. They will also see a notification through the "SN" section of the My Messages Widget on the Staff Dashboard.

For more information about this feature or to sign up, please contact us through the Support Portal.

We have partnered with Navicure to offer Insurance Eligibility Verification and Clearinghouse services. Navicure offers an alternate solution to our previous partnership with Trizetto (formerly GatewayEDI). Please contact us for more information regarding the services offered by Navicure.

We corrected an issue that arose when users accessed Patient Contact records from an earlier treatment phase directly from the completed paperwork listing.

Custom forms that contain reference data or conditional values will display a new entry in the Actions menu for "Reload All Reference Fields." This option can be useful if you want to update information in custom forms that pull data form external fields. Using this feature means you can always make sure the data are current, even when accessing an existing record.

We added a checkbox for "Record was completed by patient" to the PHQ-9 and Hamilton Anxiety rating scales that were included in update 743.

You can now right-click a patient name and set the reminder preference (call, sms, or call + sms) within the Scheduler's Event Detail form. This adds to the existing ability to perform this function by right-clicking the patient name in the Scheduler's Resource List.

We added a new setting to the Appointment Reminder Configuration screen (Options form -> Admin Tab -> Configure button) to select the default Reminder Type (Call, SMS, Call+SMS). Previously all new patients were assigned a default type of Call. This new setting will allow you to adjust that default.

We made some improvements in the speed at which schedule data will load.

We made some general enhancements to help improve performance.

We added a new feature that lets you override the Billing Clinician for a claim based on a series of rules. You can configure these rules at: BillingTracker -> File -> Setup -> Billing Clinician Override.

We added a "Load From Previous" button to the toolbar of all Progress Notes. It gives you another way to access this feature, which was previously only available for new Progress Notes. You will not see the button if you enabled "Prevent Loading Previous Progress Notes" at a practice or user level.

We added a "CD" (Claim Details) button to each line item in the 835 ERA form. It lets you access the Edit Claim Detail screen for the currently-selected claim without closing out of the ERA form.

We added PHQ-9 and Hamilton Anxiety rating scales to the Paperwork menus.

We adjusted the taxonomy code on staff records to accept up to 12 characters.

We added a filter for "Insurance Authorization Number" to the Advanced Patient Find form.

We set the "Include Progress Notes" and "Include Collateral Notes" options in the Completed Paperwork form to be checked by default.

When you design Custom Forms, you will find that they update much more quickly.

We added settings to the Preferences tab of the Options form to require Intake Clinician and Follow-up Clinician on the Demographic form.

We added options for Client ID and Primary Insurance Policy Number to the Mail Merge feature (File -> Help -> About -> Export -> Create Mail-Merge).

We made the Segment Terminator (character at the end of each segment in an 837 claim file) configurable in the Electronic Transmission Type Setup form.

If you have enabled the CD compliance feature to schedule a Discharge Plan due within a certain number of days of the Initial Treatment Plan Due Date, you will now receive a prompt asking if you would like to set the due date manually (instead of having the system set it automatically).

This update includes all the changes we've made since those described in the release notes for #741. Because some users are getting all the upgrades for the first time with this update, make sure to review the prior notes.

We significantly improved the speed at which certain messages load in the message board and message preview window.

We corrected an issue with signature request hyperlinks pointing to the wrong patient record when it was created by loading from a prior record.

We added a field to the Urine Screen/Breathalyzer form for "Requested, not provided by client" to indicate when the client refuses to participate in the screening.

We added a feature to the My Schedule page of the Patient Portal that lets patients select their reminder preference (Call, SMS, or Call+SMS).

We added a report at: BillingTracker -> Reports -> Claims -> Balance Assignment Report by Insurer.

Insurance Authorization features will now respect the "Bill Under Supervisor" option. For example, if the clinician has enabled this setting, the system will look for a match on the supervisor when it automatically suggests an authorization code within Patient Contacts. The feature at Reports -> Admin -> Mismatched Insurance Authorizations will also consider the "Bill Under Supervisor" setting when it scans for mismatches.

We added the ability to use Spanish characters within Custom Forms. To enable this feature, select the option for "Allow Special Characters in Form Design" when setting the form properties.

We added a filter for the Appointment Reminder Type (SMS/Call) to the Event Listing and Appointment Reminder log.

We've added a feature many of you have requested. Now the Appointment Reminder Service can send the message via SMS. Right-click a patient name in the scheduler's resource list on the right side of the form and adjust the Reminder Preference to either Call (the default), SMS, or Call + SMS. SMS will be send using the Cell Phone number entered on the Demographic form. If no cell number is available, you will be prompted to enter one before adjusting the Reminder Preference.

Administrators can adjust the content of the message and send test messages by going to Help -> About -> Admin Config -> Options -> Admin tab and using the Configure Button next to the Appointment Reminders option.

We corrected a problem that arose with context menu items not showing properly under certain conditions.

We fixed an issue with the Program dropdown menu on the Collateral tab of Patient Contacts.

We corrected a problem with repeating lists in embedded custom forms.

We rectified an issue with the Patient Contacts form that caused the tabs to be disabled under certain conditions.

The system will now accept a four-digit number for the total sessions you can enter for an Authorization.

If Internal Comments have been entered in the Claim Details of a claim, the date field in the Insurer or Patient Payments screens will display in blue. After you begin disbursing your payment, you will see the note if you place the mouse over the date field.

We corrected an issue that was preventing the Load Previous Information button from properly displaying on certain custom forms.

We've developed a helpful new feature that will track your payroll. You'll find the menu at the top of BillingTracker. Only staff with Payroll Features enabled in the User Responsibilities tab of their Staff Info record will have access to this module. Note that this is a beta release to gather feedback, and includes a limitation on the number of payroll periods you can create.

We added new reports at BillingTracker -> Payments -> Payroll Report and ClinicTracker -> Reports -> Personal -> My Payroll Report. Only staff with Payroll Features enabled in the User Responsibilities tab of their Staff Info record will have access to these reports.

We added an option to List Box controls labeled "Hide Checkboxes." You can use it when you display a list that does not require the user to make a selection.

We added two new types of forms that you can create with Form Builder. "Stand-Alone Forms" are similar to the existing forms, but they are not linked to a patient or staff member. They are useful in building generic forms, such as a collection of meeting notes. Second are "Simple Forms" are not only unlinked to a patient or staff member, but they also remove the DSM and signature features. You can use them to create your own maintenance menu items, such as those related to tracking equipment inventory. Simple forms can be found at Utilities -> Maintenance once created and enabled. All Custom Forms are available as reference data to other Custom Forms and are accessible in the Report Builder.

We corrected an issue with Expected Discharge Criteria options displaying on the MH Treatment Plan.

We fixed a navigation issue with the Eating Disorder tabs of the Mental Health summaries (only applicable when this feature is enabled).

We updated the pharmacy database, which you can search using the icon in the top right corner of the Pharmacy section within the Outside Providers tab of the Demographic form. We also improved the synchronization of pharmacy information for ePrescribing customers.

We added fields for the first kept appointment to the main Patient Demographic views (Patient Demographics With Phase and Patient Demographics Max Phase).

When staff complete a custom form, tabs without active fields will no longer display.

We added a new report at BillingTracker -> Payments -> Fee Schedules.

We added columns for Strength and Frequency to the list at the bottom of the Patient Summary's Medication tab.

The system will enable The Next Payor dropdown as long as the Payor's Updated Balance is other than zero. It will no long require the distribution amount to also be non-zero.

This update includes all the changes we've made since those described in the release notes for #733. Because some users are getting all the upgrades for the first time with this update, make sure to review the prior notes.

We corrected a problem with printing of custom forms.

We improved the speed at which the Patient Contacts form will load.

We also included various other minor improvements.

We corrected a problem with printing of custom forms.

We added a Conditional Visibility button to the Form Builder Field Setup screen that lets you to show or hide a field based on a custom formula.

We have made improvements to the ePrescribing registration process. You no longer have to complete and fax a Word document. You can now submit all the information directly online, including scans of DEA and State License certificates. Go to Staff Info, navigate to the Personal tab, and press the Registration Documents button in the ePrescribing section. Or, navigate directly to https://help.clinictracker.com/eprescribing.

We created a new feature within Custom Forms called Patient Entry Mode. It lets patients complete forms directly within ClinicTracker. If you enable Patient Entry Mode by clicking a new item in the top menu bar of any standalone patient-based Custom Form, these events occur:

• If any other forms are open, you will be prompted to close them so patients will not see other open forms by moving the window around
• The system will disable all top menu items, the list of existing records, and the button to load data from prior records
• Your Staff Dashboard will enable a version of privacy mode that not only hides the four widgets, but also blocks access to all other buttons and links
• The form the patient completes will maximize and prevent resizing or minimizing

To return from Patient Entry Mode, click the same location in the menu bar and enter your password.

To prevent data entry errors, we made it so that a prompt will appear if you try to save an appointment that lists a GAF score at least 5 points higher than the one you entered previously.

We added a checkbox to include Collateral Notes in the Completed Paperwork form.

When you create a linked appointment from a scheduled event, you can now default the supervisor field to the supervisor from the latest appointment for that patient. Go to the Admin Tab, Scheduling Section, and check Default Linked Appointment Supervisor to Latest.

We added an option to include service code add-ons in the allowed amount calculation during transition. To enable this new setting, go to: File -> Setup -> Options and check the box for "Include Add-Ons" in the "Primary Allowed Amount Calculation section."

We added a field for DOB to the Intake Waiting List report within the Admin Reports menu.

This update includes all the changes we've made since those described in the release notes for #730. Because some users are getting all the upgrades for the first time with this update, make sure to review the prior notes.

Right-clicking a Secure Patient Portal Message (from the My Messages widget or the Messaging Center) will display a new option labeled, "Save as Collateral." It automatically converts the message into a Collateral record and links it to the appropriate patient.

In many forms, we added Help menus that will link to relevant online documentation.

We adjusted Custom Form output to properly format date and time fields.

Double-clicking an entry in the Patient Information Access section of the audit log will navigate to the corresponding form.

We moved the new Completed Paperwork button on the Quick View Pane to the top menu bar.

We added a Navigation menu to the top menu bar of the Quick View Pane.

We added a setting to Staff Info for "Bill Under Supervisor" (located on the right side of the Basic Info tab). Checking this option tells the system to store the supervisor as the claim's billing doctor when both a clinician and supervisor are present for an appointment.

We adjusted the feature available at: Help -> About -> Admin Config -> Appointment Save Restrictions -> By Credential. It extends the feature that lets you configure restrictions based on Services to now include those based on Insurers. For example, you can tell the system to reject appointments if Medicaid will not cover services provided by an unlicensed clinician.

We added support for billing Individual Practices. Those data populate the Billing Provider Loop (NM1*85). Enable the new feature at: BillingTracker -> File -> Setup -> Electronic Claim Transmission Setup in the "Individual Practice" section.

If you have a field that is based off of reference data, you can recalculate it according to the most recent data by holding down the Control key and clicking on the field. For example, if you had started a form that displayed the patient's last appointment date as 1/1, but the patient has had appointments since that time, you can have the system update the information to the latest date. Pressing Control and Shift and clicking any reference field will repopulate all reference fields on the form.

We added a description field to the Collateral tab of Patient Contacts that will display after the service name in the Treatment History List.

If you required a GAF score for the Patient Contacts form, the system will only enforce that constraint if the appointment status is "Showed Up."

We added a third grouping option to the Claims and Balances report for Program/Primary Payor.

Individual progress notes created from group appointment records can now display the number of patients who attended group during that session. Go to: Options form -> Preferences tab -> Patient Contacts section -> Group Count on Group Notes.

When you configure fields of a Repeating List, you'll see a preview of the form at the bottom of the screen. This feature makes it much easier to choose column widths in the Formatting for Display/Print/Reporting section.

We added the clinician name to the end of the display grid within Claim Management.

We added a setting that restricts you to using the "Pick From Tx Plan Button" when completing the Tx Plan tabs of Progress Notes. This will eliminate the ability to type or use the dropdown list values. To enable this setting, find Lock Tx Planning Dropdowns to Treatment Plan in the Progress Notes section of the Formats tab.

We added a setting that can prevent locking a Free Form progress note if the narrative section is empty. To turn on this setting, find Free Form Note Requires Content in the Progress Notes section of the Formats tab.

Double-clicking a scheduled event in the Patient Dashboard will open the Scheduler to the date you selected and also include the patient in the list of displayed resources, so the selected event will be present on-screen.

Double-clicking a patient contact in the Patient Dashboard will open the Patient Contact form to the selected record.

We added a link to Completed Paperwork from the Quick-View Pane.

When you select a Progress Note from the Completed Paperwork form, you'll now see the actual Progress Note, as opposed to the associated appointment record.

Double-clicking a scheduled event in the Patient Dashboard always opened the Scheduler to the date you selected. However, it didn't previously include the associated patient as a column in the scheduler. You will now see an additional column for the patient, so you are assured the selected event will be present on-screen.

We significantly improved the performance of Custom Forms throughout the system.

You will find that ClinicTracker and the Patient Contacts form load more quickly because we made some performance improvements.

We added a field for Sexual Orientation to the demographics tab of the Demographic form. We also added a corresponding configuration form at: Utilities -> Maintenance -> Sexual Orientation Input.

We corrected an issue that arose when users exported custom forms to PDF/Word. The problem affected certain form designs that included listboxes.

We added a field for Current Account Balance to the Payment Receipt report, which is available at multiple locations within ClinicTracker (Patient Dashboard -> Financial Info tab) and BillingTracker (Payment History form).

We added a field for Current Account Balance to the Payment Receipt report, which is available at multiple locations within ClinicTracker and BillingTracker.

We added Last Qualification Date and Next Requalification Date (on the Insurance tabs of the Demographic form) to the list of fields that can be custom labeled.

We added the primary diagnosis code to the report: BillingTracker -> Claims -> Claim Detail by Clinician. Note that it will only display DSM-5 diagnoses.

We added a setting for "Override Billing Provider Address with Appointment Location" to the Electronic Claim Options tab of the Insurer Setup form. The Billing Provider Address (in the NM1*85 section) will generally use the Main Location information (if you configure a Main Location). This new setting will use the encounter location instead.

We added a new setting to the "Compliance (CD/Both)" tab of the Options form for tracking the due date of a Discharge Plan Update. This is an additional version of the Discharge Plan that may be due a certain number of days after discharge. If a number is entered here, this document will be added to all CD compliance features including the compliance module, automatic due date/completion date setting, alerts, and reports.

This update includes all the changes we've made since those described in the release notes for #726. Because some users are getting all the upgrades for the first time with this update, make sure to review the prior notes.

We fixed an issue with the "Mental Status" tabs displaying incorrectly when users loaded Progress Notes.

We corrected a problem with some staff-based Custom Forms appearing in the Patient's Completed Paperwork listing.

The staff name displayed improperly on signature requests for Staff Custom Forms sent from the Request button of Digital Signature controls. We resolved that issue.

We corrected a minor display issue with tab coloring on Demographics forms that included embedded custom tabs.

We added a setting to the Treatment Plan Options section of the General tab for "Display Diagnosis on Output." Unchecking it will prevent the diagnosis information from being exported.

When replying to a signature request from the message board, the original sender will automatically be added as the recipient.

We added the ability to create a formula that determines if a field in Form Builder should be required when someone completes the form. To configure a field for this kind of Conditional Requirement, press the button to the right of the "Required" checkbox.

You can now populate Multiline Textboxes by reference data, the way you have been able to for single-line textboxes and other controls. This feature lets you load information in a field by default.

You will find a new feature that detects potential underpayments by an insurer. It will show a red icon in the top right corner of a payment line if the [distribution from 835 payment] + [updated payor balance] is not equal to the [claim allowed amount]. Placing your mouse over this red area will display the corresponding figures. To enable this setting, go to: BillingTracker -> File -> Setup -> Options and check "Highlight 835 Allowed Amount Mismatches."

You now have the ability to split an 835 payment line item into multiple payments. It's useful when a single payment entry is returned in the 835 for multiple claims. Press the new "Split" button on the corresponding line, determine how to split the payment, and press Apply. The system will split the single payment line into two payment lines, which you can apply to different claims. Note that all Adjustments will remain with the original payment line.

We added a "Filter Records" button to the Data Source Table section of the form you use to configure fields. It lets you enter a custom formula to limit the results displayed in the data control. For example, you can use this option to only show a patient's appointments when the Status is 'Pending.'

We fixed an issue with how the staff name displayed on signature requests for Staff Custom Forms.

We fixed an issue with the patient name displayed at the top of the Quick-View Pane which occurred in certain circumstances.

You can now use a port number other than 22 (e.g., 9922) to make SFTP server connections.

We added a setting "Require entry for first linked Goal on Tx Planning Tab" to the Formats tab of the Options form. It forces the user to complete that field prior to saving a Progress Note.

You can now set a maximum length for a field type of Dropdown List when you build a form.

We added a report to BillingTracker -> Reports -> Claims -> Billing Transactions.

We added Payments, Adjustments, and Balance to the "Claim Detail by Clinician" and "Claim Detail by Primary Insurer" reports.

We added Patient Group to the report Admin Reports -> Patients Without Active Treatment Plans.

This update includes all the changes we've made since those described in the release notes for #724. Because some users are getting all the upgrades for the first time with this update, make sure to review the prior notes.

Initial release of integration with Washington State GCBH Data Collection system.

We split the feature at Help -> About -> Admin Config -> Appointment Save Restrictions into two sections: By Insurer and By Credential. By Insurer will bring you to the existing configuration form where you can set up restrictions for a combination of Insurer, Program, and Location. The By Credential feature is new. It lets you establish restrictions for a combination of Clinician Credential and Service Code. These restrictions come into play when a user saves an Appointment record within Patient Contacts.

We added a new feature to Report Builder that allows you to create running totals. For example, you can now get a running sum of appointment durations for each patient in a particular program. You will see options for the summary type (sum, min, max, etc.) when right-clicking a field name in advanced view and selecting "Set as Running Total Field." Once a field is configured as a running total field, you will see an additional right-click option for "Running Total Reset Condition," which defines when the calculation should reset (e.g., reset the sum on change of Group #1).

We added a new report for chemical dependency agencies: Patient -> Urine Screen / Breathalyzer Report.

We updated the Batch Claim Creation utility to work with DSM-5 diagnoses.

We fixed an issue with deleted Release of Information records from the Demographic form.

We added "Referral Source Information" as one of the output types for the Mail Merge feature (Help -> About -> Export -> Create Mail Merge).

When you start to generate a Late Compliance Materials report (Reports -> Admin -> Compliance: Late Compliance Materials), a new prompt pops up: "Would you like to limit the results to only Treatment Plans?" Click "yes" if you indeed only want to see a listing of overdue Treatment Plans or "no" to display everything currently on the report.

We added a field to this report: BillingTracker -> Aging -> Clinician, in Detailed mode. The new field, "PatientOrPayorBalance," is available in the Select Expert. Choose "Is Equal To," then enter "Patient" to filter for only patient-assigned balances or "Payor" to filter for only payor-assigned balances.

We added fields for name, address, phone, and fax to the "Patient Demographic With/Without Phase" views prefixed with "PediatricianPrimaryCare" and "OutsideMenthalHeatlhProvider."

To avoid data validation errors during Oregon MOTS uploads, we added additional validation checks.

We added a new setting to BillingTracker -> File -> Setup -> Options -> Default Next Payor for Insurance Payments for "Current." This will leave any remaining balance with the current payor by default.