Release 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.

You can now add Staff and External signatures to a Report Builder report. To do so, right click a field containing signature data and choose "Load Staff Signature Image" or "Load External Signature Image." You will also find an option for "Load External Signature Date" that displays the timestamp for when the external signature was captured.

When configuring the Header/Footer for a custom form, you will see a new option in the "Type" dropdown for "Custom Text." Enter whatever text you would like to display.

We've made it so that administrators have more flexibility in setting the due date for a CD Discharge Plan. The default has been (and continues to be) that the plan is due on the date of a successful discharge. A new setting in the Compliance (MH/CD) tab of the Options form gives you the choice of: 1) delaying the due date to a specified number of days after a successful discharge; or 2) scheduling the due date of the Discharge Plan a certain number of days after the due date of the Initial Treatment Plan (which will be scheduled once it is completed). For example, you can now configure a rule that sets the Discharge Plan due date at 3 days after a successful discharge. You could also make it for 5 days after the due date of the Initial Treatment Plan. For more information, see: help.ClinicTracker.com.

We addressed an "Out of Memory" error that could occur if a user frequently accessed a repeating list within a Custom Form.

We made a slight adjustment to the denominator calculation on the Stage 1 Meaningful Use Dashboard for the "Electronic Copy of Health Info" metric so it properly accommodates Patient Portal accounts.

We fixed a problem that arose around numeric calculations on textboxes (for example, Field1 times Field2), even if both textboxes had a "numeric" validation.

We fixed an issue that could occur when not explicitly clearing the record for the current patient prior to moving on to the next patient.

We added "Service Description" to the Progress Note Treatment Plan Linking report found under Reports -> Admin (when run in Detailed view).

We extended the maximum number of List Values you can enter manually when you populate a dropdown or listview.

The reports at: Patient -> Demographic Information and Patient Demographics by Clinician now lets you use the Select Expert to filter for city, state, and zip.

We added the Assigning Clinician to the "DSM 5 Diagnosis by Patient" report under Reports -> Admin.

"Notes" were relabeled to "Quick-View Pane" in the Navigation menu to keep the terminology consistent throughout the system.

We added a new Payment Report, titled "Non-Balance-Affecting Adjustment Report." It displays information based on 835 reports regarding various kinds of adjustments tied to factors like patient responsibility and contractual specifications. You can filter on the Adjustment Group, Reason Code, and other parameters.

Using the "Trigger Field" option, you can now have a dropdown menu populate another dropdown menu, not just a label or textbox.

We added options to suppress a section and conditionally format the background color of a section based on a formula. These options are both available in the context menu when you right-click a section.

The Form Builder Header/Footer configuration now includes "Page M of N" as a format option.

We added a setting to the Preferences tab for "Require Program (Col.)" If you check this option, the Program field will be required on the Collateral tab of the Patient Contacts form.

Fields configured as a dropdown list in a Custom Form will now be accessible as a Grouping field within Report Builder.

We added a setting to the Summaries section of the Formats tab for "Update Admission Information from Admission Note." When you lock an Admission Note with this option checked, the system will automatically set the Type as "Patient" and update the Admission Date to the report date.

We added a new Patient Report entitled "Patient Portal Accounts." It displays patients with and without an account on the Patient Portal.

If the contents of a single-line textbox are longer than the width of the textbox, the full content will be exported in Report View, but only if you select "Auto" for the height in the Form Builder's Field Setup form for that field.

When creating a new Treatment Phase, additional fields from the Intake tab (such as Initial Contact, Referral Source, etc.) will be copied over from the previous phase.

The staff security setting for "Update Insurance Authorizations" that restricts which users can update Authorizations, now also controls which users can delete Authorizations.

If you offer your patients a discount for paying their bills in full within a set number of days, head over to BillingTracker -> File -> Setup -> Configure Statements. Enable the discount feature and set the number of days as well as the discount percentage.

We fixed a minor issue with the Repeating List Items button not showing properly when a user configured a Custom Form.

We fixed an issue that arose when users scrolled to the bottom of a custom form that incorporated a non-standard font size.

We corrected an issue whereby reference data in labels were not updating properly whenever a user closed and re-opened a custom form.

We added a new button to the toolbar of the Compliance module. It lets you send a message that contains a link to the current record.

We added a report at Admin Reports -> Staff Assignment Productivity. It displays information similar to what's shown on the Assigned Patients widget. However, it also includes the expected hours and actual hours logged in Kept Appointments for actively assigned patients.

We added a setting to the Admin tab of the Options form (Help -> About, Admin Config -> Options) labeled, "Display Prompt for Patient Portal Account Creation." If this option is checked (the default), a user will receive a prompt about configuring a Patient Portal account for new patients. It also displays when the user saves a Demographic record for an existing patient who does not have a Patient Portal account. Uncheck this option to suppress the prompt.

We added a setting to the Formats tab for "Prompt on Pending Status." It will display a prompt when you try to create a Progress Note for an appointment in "Pending" status. This option will prevent users from accidentally completing a progress note and locking the record without properly setting the appointment status.

We added Staff Assignments and Program Assignments to the navigation menu whenever a patient is selected.

We added the following fields to main patient demographic views: FirstAppDate, FirstAppClinician, and FirstAppService

We added Appointment Status to the Admin Report "Productivity: Progress Note Treatment Plan Linking." This field can be accessed by the Select Expert to filter for a particular appointment status.

We added a new entry in the Admin Reports menu for "Treatment Plans Missing Patient Signatures."

The "Create Envelope Label" feature in the Actions menu of Demographics and Patient Contacts will display the name and address that's listed in whatever treatment phase you're viewing (not just what was stored for the initial phase).

We added Date Discharged to the Patient Listing report.

We added a column named "Program" to the Review Submissions Batches grid.

When you readmit a patient for a new Treatment Phase, the system will pull information from the most recent Treatment Phase, not the original one.

You'll see a new setting on the Preferences tab for "Require Anticipated Hours." This will affect the behavior of the Staff Assignments form which is accessible through the Intake tab of the Demographic form.

The "Load Latest Data" feature within Custom Forms now lets you import information from a specific prior record (not just the most recent one). Use the dropdown option of the button beneath the list of record dates on the left side of the form.

We added a new data source for Foster Home Parents which is accessible in Form Builder and Report Builder.

This update includes all the changes we've made since those described in the release notes for #719. Because some users are getting all the upgrades for the first time with this update, make sure to review the prior notes.

We addressed the "Out of Memory" error that occasionally arose upon accessing Custom Forms.

You can now export the contents of any list in the Insurance Eligibility forms by right clicking on it.

When configuring Insurers at Utilities -> Maintenance -> Insurance Input, you can now set one of the entries as the default Primary Insurer on the Demographics form when creating new patients. Just right click on the insurer you want to "Set as Default" from the list of insurers on the bottom of the form. Right-click on that same insurer to "Clear Default."

We added a new button to the Related Documents module that lets you send a message with a link to the current record.

You'll be pleased to discover that you can now transfer ClinicTracker scheduler data to Outlook and other personal calendar applications. Right-click an event on the scheduler and choose "Export Event (.ics)." After you respond "Yes" to the prompt to open the event, you can review the details. Press Save when you're ready to import the event.

We fixed an issue that arose around signature request links from Custom Forms that were embedded in Progress Notes.

We significantly improved the speed at which you can review the Insurance Eligibility Verification history.

When you create an authorization from an Authorization Package or a Master Authorization Package, the Notes field will include the name of the Authorization Package. The authorization history at the bottom of the Authorization form will also display the Notes field in the mouseover text.

We added the following fields to main patient demographic views: LastKeptAppDate, LastKeptAppClinician, and LastKeptAppService.

This update includes all the changes we've made since those described in the release notes for #716. 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 add a "Logo" field to a Custom Report. Right-click in the designer area and choose Add Special Field -> Logo. This will function like Template Headers for all documentation. If you have one header configured, it will be added by default. Otherwise, you will be prompted to select one of the options.

Navigation links now include messaging options. Select between a message, reminder, secure patient message or, external Direct message.

The Customize Quick Links form has a new button labeled "Hyperlinks." Use it to create hyperlinks you can add to your Quick Links menu.

You will see a new "Rich Text" checkbox to the left of the description box when you add a Field Type of "Label." Check this box to paste in rich-text (which can include fonts, formatting, bullets, etc.) from a program such as Word. If you leave it unchecked, the Set Font button to the right of the description will allow you to set the font, size, and other properties uniformly for the entire contents of the label.

You can now use a date or time field as reference data to populate a datepicker or timepicker control.

The Patient Contacts Treatment History report will list, from newest to oldest, multiple collateral records written on the same day.

You will see a new setting for "CLM*01 Value" on the Electronic Claim Options tab of the Insurer Plan setup form. It lets you change from a System Assigned Value to a User-Assigned Value for the Client ID. In other words, the system will update CLM*01 (Patient Account Number) to use the Client ID from the Demographic form as opposed to a system-generated unique ID. This feature can be useful in reconciling paper EOBs from a payor, since you will be able to match the ID on the EOB with the Client ID you have assigned. Please note that using Client ID's you have assigned prevents proper matching of 835 ERA remit files. Therefore, you should not enable it for any payor who provides ERA files.

You will now be able to keep a Progress Note open while you navigate to other parts of the system. This also enables form and report links in embedded custom tabs to function on Progress Note forms. While you can navigate to other forms, you will still need to close the Progress Note before also closing the Patient Contact form or selecting another appointment record.

We added the Admission Date to the output of the CD Discharge Summary.

The Lab/Radiology Order Entry form now includes a print routine in the File menu.

You'll see a new setting on the Preferences tab for "Default to Always Display Patient Quick View Pane." Typically, the Quick View Pane (QVP) will only display when you access a patient record if: 1) At least one of the notes are marked to "Generate Alert"; or 2) Custom Form Fields which have been completed for the patient were flagged to display in the QVP. The new setting tells the system to display the QVP whenever a user accesses a patient record. You might find the option useful if you always want to display a Custom Form that you embedded in the QVP.

You'll see a new setting on the Preferences tab for "Require Program for Staff Assignments." This will affect the behavior of the Staff Assignments form which is accessible through the Intake tab of the Demographic form.

We fixed an issue with the spell checker that affected the Social History tab of the mental health summaries.

The customizable header/footer has two new options for "Date Printed" and "Completed By".

You'll notice that listbox controls configured with the "Data Only" option take up less space when printed to the report format.

We added a control type for "Time Picker" to the list of available control options.

We added a new setting to the Form Setup screen to "Allow Word Export Options." It lets you use the Word-based export functions that we had removed in the last system update.

We added a new setting to the Form Setup screen for "Print Tabs on Separate Pages". Unchecking this option will remove the page breaks that currently appear on the report output.

We added a setting on the Custom Form Header/Footer Configuration screen for "Show on First Page Only".

We added a setting on the Field Setup screen for "Read Only". It prevents anyone from editing controls, such as textboxes, dropdowns, etc.

We added a setting on the Field Setup screen in the "Formatting for Display/Print/Reporting" section labeled "Don't Print if Empty". This will prevent empty fields from being included in the output.

This update includes all the changes we've made since those described in the release notes for #713. Because some users are getting all the upgrades for the first time with this update, make sure to review the prior notes.

When you right-click on fields in the Field Setup Form, you can now clone them within the current form as well as to different ones.

You can now populate a control with reference data based on the selection of another reference data field. For example, you can populate a dropdown with the current patient's appointment dates. When that date is selected, you can populate another control with the service and clinician associated with that appointment. To do so, create the first dropdown with a reference data source. Now create the second control and select the first item as the "Based On" field.

You can now customize the header and footer of Custom Forms that you output. Go to: Help -> About, Admin Config -> Form Builder (Patient) -> Configure Header/Footer. You'll find that Word is no longer an export option because the Form Builder and Report Builder now completely handle the output.

The Form Builder now enables you to embed a read-only custom form in the Quick View Pane. When configuring a form, choose "Quick View Pane" from the "Show in Form" list. This new feature allows you to display reference data (e.g., a list of patient appointments) as well as navigation links to forms, reports, or websites.

Administrative users can now hide unwanted forms that are not relevant to your agency. Navigate to: Help -> About, Admin Config -> Set Global Form Visibility. Uncheck any items you want to hide.

You will see a new item at Paperwork -> Utilities -> Set Form Visibility. By removing the checkmark next to an item, it will allow you to hide items from your personal navigation menus.

You will notice a new button at the top of the Staff Dashboard, labeled Quick Links. Initially the menu that appears when you click the button will be mostly empty. However, if you select the option for "Customize Quick Links," you can place a checkmark next to the items you want displayed in this menu. You can even drag items to position them in the order you prefer.

We now offer validation options for Phone and Social Security Numbers.

If you choose to enforce a "Numeric" validation on a field, you can enter a minimum and maximum value. For example, you can stipulate that a number falls between 1 and 10.

Sometimes users create a linked appointment from a scheduled event that is subsequently modified. Because the appointment had already been linked to from event, the user was unable to link another event to the Appointment. You can now correct the issue on your own by selecting the appointment record in Patient Contacts and going to: File -> Remove Linked Calendar Event.

When you click an entry in the Quick View Pane, a preview window will display the note contents, without requiring you to double-click to view the details. The first entry in the list will be selected by default.

The Hyperlinks and Navigation links used to show in blue and turn red when you placed your mouse over them. You can now customize the links with colors of your choosing.

We corrected an issue with the Referral Source field on the Demographic form.

The Quick-View Pane feature we described in release #712 is now available within BillingTracker. You'll find it in Manage Accounts and the Payment forms. The Quick-View Pane will also display General Billing Notes you enter through the Billing Notes tab of Manage Accounts.

We redesigned the Mental Health Treatment plan to allow for unlimited goals and objectives (before the tabbed interface only permitted 4 goals with 3 objectives per goal). To switch to the new format, go to: About Form -> Compliance (MH) tab, and check "MH Treatment Plan Format - Unlimited Goals/Objectives."

We added the ability to create a second tab for Release of Information (ROI) consents. It allows two different services (e.g., MH and CD) to be covered by a single consent.

The Maintenance Menu has two new entries related to ROI consents:
1) ROI: Default Note (Tab 2)
2) ROI: Statement to Initial

The system will display a second authorization tab only if you configure either of the options. An authorization is locked when all visible signatures are entered. For existing records, this will only require three signatures. If you have enabled the new tab, then all six signatures will be required to locked the record.

When configuring a Custom Form, you will see a new checkbox named "Pre-Fetch in Background." Selecting this option will cause the system to load the design of the Custom Form automatically when ClinicTracker is idle, thereby speeding up the time it subsequently takes to load the form. You'll want to use this feature for very large, complex custom forms that would otherwise take too much time to load initially.

We've extended the feature that allows you to select a Reference Data field to populate a custom field. You can now include multiple fields in the description. For example, you could previously display a list of appointment dates (e.g., 1/1/2014), Now you can display the date along with the Clinician and Service (e.g., 1/1/2014 | Dr. Smith | Individual Therapy).
To use this new feature, after selecting the reference field, press the Add button to the right of the Additional Fields box. Pace a checkmark next to any field you want included. If you've selected multiple fields, drag the items to set their order in the display.

You can now populate a Custom Form Field based on the selection of another field on the form. For example, if you have a dropdown that displays appointment dates, you can populate another field with the service performed on that date.
To use this new feature, first create a "Trigger Field" (e.g., Appointment Date). Next, create another field and set the "Trigger Field" to be the first field you created. Then select the Display Fields (e.g., Clinician). Note that the Display Field can take advantage of the new feature related to including multiple fields in the output, as explained above.

Some of the required fields from Form Builder extensions did not properly display in red the first time a user accessed the form. We've corrected the issue.

If you place your mouse over the Service Charge column of the Patient and Insurance Payment forms, you'll see the claim allowed amount for the Primary Payor.

We added a new setting to the Compliance tab of the Options form. It prevents locking an Admission Note unless a user first enters an Admission Date within the Demographic form.

You will find a new option for "Mark as Pending" when you right click on a Queued transaction within the Transaction tab of Manage Accounts. It lets you change the status of a transaction from Queued to Pending without actually generating a claim. This feature can be useful when the primary payor doesn't require you to resubmit the secondary claim because they automatically forward it.

We added a new button next to the ZIP code field on the Demographics form that will populate the city, state, and county fields automatically based on the entered ZIP code.

We've very substantially upgraded the Patient Note feature. What was a single text area with no historical tracking or formatting is now a far more sophisticated note system with extensive options for:
1) Formatting (Bold, Italic, Underline, and Red font)
2) Locking
3) Deleting (while retaining a history)
4) Selecting under what conditions the note should display (automatically upon accessing a patient record or when specifically accessing the Quick-View Pane itself). You can set this preference by checking the "Generate Alert" checkbox in a note you create.

You have many options for accessing the revamped Patient Note feature. As before, you can still right-click a patient name in the My Patient widget, My Appointment widget, and Patient Find form. You'll just notice that the popup menu item has been relabeled Quick-View Pane (instead of Note). You can also use the F12 key from any patient-related form in the system. If the patient has a note set to "Generate Alert", the note will be displayed in the Quick-View Pane automatically.

ClinicTracker now presents Patient Notes/Alert messages within a new feature called the Quick-View Pane. It will display: 1) Patient Notes; 2) General Notes; and 3) Specific Custom form Fields (see release notes for the "Mark For Patient Note" feature in update #711). The Quick-View Pane displays on the right side of the screen. So you can refer to the notes while you work on the record, the pane stays visible even after the system displays the requested form. If you have multiple forms open simultaneously for different patients, the Quick-View Pane will only show information relevant to whichever patient record you have open. If the Quick-View Pane does not appear automatically (because no alerts have been posted), you can manually display it by pressing the F12 key. The Patient Notes have been removed from BillingTracker, as the Billing Notes tab of Manage Accounts is used to store notes regarding billing.

We added a related feature named "General Patient Notes." These are notes (that may optionally generate an alert that is automatically displayed) for any patient in the system. They will be displayed in the Quick-View Pane along with Patient Notes. A user with full access to the Maintenance menu can configure these records at Utilities -> Maintenance -> General Patient Note.

The My Assigned Patients widget will now show the expected number of hours (based on the new field added in release #711), the actual number of billable hours, and the ratio of those two numbers.

The External Notes on a Patient statement will now grow to the number of lines necessary to display the content. To make the notes more prominent, we've put them in red.

Administrative users can now delete claims that have an associated "sent transaction" or payment application. You'll no longer have to submit a support request to handle these deletions.

We added Program to the Patient and Insurer Payment History forms. You'll also see it if you mouse over the Service name in the claim grid of the Patient and Insurance Payment forms.

This update includes all the changes we've made since those described in the release notes for #711. Because some users are getting all the upgrades for the first time with this update, make sure to review the prior notes.

Custom Form Builder now has the ability to create standalone Staff forms (as opposed to Patient forms). You can therefore design documents such as Supervision Logs, Performance Reviews, etc. To access this feature: About Form -> Admin Config -> Form Builder - Staff.

We added a new field type to Form Builder for Navigation Links. It lets you add hyperlinks to any Report or Form (stock or custom) in the system.

When you populate controls, you can now use Repeating List values as Dynamic Reference data.

Form Builder now enables you to set the background color based on custom conditions. For example, if a field's value is greater than 100, you can display it in red.

Form Builder now allows you to set the value of a field based on a calculation. That calculation can even reference other fields on the custom form. For example, you could configure a Field3 to show the sum of Field1 and Field2.

You can populate a Patient Note alert with information from a Custom Form Field. The system will display whatever that field contains from the most recent record. For example, you might have a field labeled "Critical Information" as part of a custom form embedded into your Intake form. You can make it such that, whenever anyone tries to access a patient record, the information contained in the "Critical Information" field will display. To enable a field for this feature, right-click on it in the list of fields (within the Form Builder - Configure Fields screen) and choose "Mark For Patient Note." The field will turn blue to indicate it has been enabled.

To make custom layouts for your Custom Forms, you can use Report Builder to create a record-specific report. With the Custom Form as your main data source in Report Builder, create a Parameter using the "UID" (Unique Identifier) field. The report will then display in the Custom Form under Actions -> Custom Reports.

If you select a patient who has expiring insurance authorizations, the warning message will now give you the reason for the expiration (e.g., the authorization end date lapsed or the unit allotment was exhausted). It will also display the payor and authorization code.

To increase the system's speed processing large files, it will not display more than 1,000 records at one time. While you will still be able to import files with over 1,000 records, you will process them in increments of 1,000.

Custom Form output (Preview/Print/Export to Word) now fully supports the new control types. These include File Lists, Signatures, and Signature Lists.

We have re-engineered the display performance of Custom forms so they load faster.

The signature tab is now optional for standalone Custom Forms.

We identified and corrected a display issue that occurred after saving records which had embedded Custom Forms.

We resolved an issue that arose when some users scheduled appointments while in Privacy Mode.

The custom naming for Progress Notes that we added in Release #708 now applies to the Group Appointment form.

We added settings to the Formats tab of the Options form to determine which Progress Note formats are available when recording Group Appointments.

We have increased the display performance for Custom Forms so they should load faster.