Release Notes

A new setting for "Auto" height enables a listbox to expand to include all the values you've assigned to it. It works both for a static list of values (e.g., a list of your buildings) and dynamic values (e.g., appointment services for the current patient). The size of the listbox is limited only by the maximum height you've set for the form. You will find this new checkbox next to the section that allows you to enter a fixed height.

You can populate a label or textbox with both static and dynamic reference data of the sort described above. The system will select the top value (based on sort order) from the selected reference data.

You can hide tabs on existing forms by using the Configure Tab Order feature of Form Builder. Just right click a tab name in the list and choose Hide Tab. Note that some tabs cannot be hidden, in which case the pop-up menu will not display when you right-click. This form is available at: About Form -> Admin Config -> Form Builder -> Configure Tab Order (Stock-Forms).

We added a new field type to Form Builder for Digital Signatures. It lets you add a signature block that includes the signature request feature you'll recognize from Treatment Plans.

We've added a new field type in Form Builder for Digital Signature Lists. It allows you to collect an unlimited number of Digital Signatures (see above).

We added to the Staff Assignment reports the actual time in appointments, the expected time in appointments, and the ratio of expected-to-actual. This information comes from the new "Expected Weekly Hours" field within the Program Assignments module (see update in release notes #703). It's also available on the Personal version of the report (My Staff Assignments).

The Configure Tab Order feature of Form Builder lets you reorder tabs by dragging them to where they belong (before you could only use the up/down buttons). This form is available at: About Form -> Admin Config -> Form Builder -> Configure Tab Order (Stock-Forms).

We added the ability to filter based on Appointment Status on the report at Patient Reports -> Appointments by Program and County with External Contacts.

On the Configure Form page, you can select which of the four staff signatures should be displayed on the signature tab. You can also choose if Patient and Other staff signatures should be displayed.

To help distinguish between similarly-named insurers, you'll see the address in the mouseover text when you select an insurer from the dropdown on the Fee Schedule utility.

We added a new setting to the User Responsibilities tab of Staff Info, labeled "Prevent Loading Previous Progress Notes." With this setting enabled, the system will not prompt the user to load information from an existing Progress Note. With the addition of this feature, you now have two ways to prevent loading previous data. You can set it for all users by going to the Formats tab of the Options form, Progress Notes section. If you want to select the option for just certain users, you can do so through each one's Staff Info form.

We added a new option in the DSM 5 Settings section of Staff Info that determines if a user is allowed to lock a DSM-5 Diagnosis Assignment.

When completing a form created in Form Builder, you can now right-click on any listbox control to Select All or Select None.

The DSM-IV option for transitioning all diagnoses or just the primary one now applies to DSM-5 diagnoses.

The DSM-IV option for preventing rule-out diagnoses from transitioning has been updated to apply to DSM-5 provisional diagnoses.

The Custom Labels module now includes the ability to rename the Progress Note formats. When you create a new Progress Note, you'll see the custom descriptions in the popup menu. They will also display in Completed Paperwork.

We added a setting to the Preferences tab of the Options form to require the "Additional ID" field on the Demographic form.

This update includes all the changes we've made since those described in the release notes for #707. Because some users are getting all the upgrades for the first time with this update, make sure to review the prior notes.

We've released the initial installment of support for version FY2015 of the Wyoming Client Information System.

We added a "Masters" checkbox beneath the Data Source Table list. By checking this option, the list will populate with all patient-linked tables/fields available within the Report Builder. This feature vastly expands the number of elements you can use as the data source for a dropdown or listbox. For example, you can populate a list with patient-related items, such as all services performed for a patient or all the patient's appointment dates.

When selecting a Data Source Table, you can sort by either ascending or descending order.

You can now limit the number of entries to display when you select a Data Source Table. The "N" of the "Top N Record" refers to how many entries you want to show. Leave "N" as 0 to display all available options. You can also enter whatever number you prefer as the limit. For example, entering 5 will select only the top 5 entries.

We corrected an issue that occurred when accessing a custom form from the Completed Paperwork screen.

We included some changes to the export format for the Illinois Mental Health Collaborative.

We updated the Bulk Balance Assignment Transfer form (Accessible from the Claim Handling menu) to include an additional entry for "Write-Off." It will allow you to write off multiple claims in one operation. You'll find this new entry at the end of the "Payor to Transfer To" dropdown list.

Certain insurance companies allow for a number of sessions or hours prior to requiring an authorization number. To automate the tracking of these preliminary sessions, we added the ability to associate an Initial Authorization to an Insurance company on the Insurer setup form within ClinicTracker. You can select either a single Authorization Package or a Master Authorization Package (which contains several Authorization Packages). When saving a patient record on the Demographic form, if you are entering an Admission Date for the first time and the patient's primary insurer has an Initial Authorization configured, you will be prompted if you would like the system to automatically create the authorization records for you.

We added a new field type to Form Builder for File Attachments. It lets you collect an unlimited number of files and associate them with the current record. All the files are stored in the Patient's Related Documents record. Using a dropdown menu near the bottom right side, you can filter them according to which form they were linked from.

When you are configuring a new field, you'll see any List Values you previously used as a custom data source for a dropdown menu or listbox displayed in the List Values dropdown. This enhancement makes it easier for you to select a custom data source you had already created.

We corrected an issue with saving a Diagnostic Evaluation when the DSM-5 format was enabled.

We made Program a required field on the Foster Home Placement Activity form.

The Custom Labels module now includes the Date of Intake Appointment field from the Demographic form.

We fixed some display issues with the Form Builder.

We added the following items from the Demographic form to the Custom Labels module: Intake By, Follow-up Clinician, Intake Service, and Primary POS.

We fixed an issue that arose when trying to write off a charge for more than $1,000.

We corrected an issue with the positioning of the spell-checker on certain forms.

We added a new setting for "Send Box 24I" to the CMS-1500 Options section on the Claim Details tab of the Insurer setup form. If you select this option, the system will add "ZZ" to the shaded area in 24I.

If you have configured Default Notes for a Release of Information consent, they will be automatically added to the Consent Authorization the first time you access the full Consent form if you select the setting "ROI Default Notes: Insert By Default" on the General tab of the Options form.

You can now sort the list of Consents on the Info Releases tab of Demographics by clicking on a column header.

When you export a consent form, the words "Release Of Information" will display on the page footer, thereby making it easier to follow documents that span multiple pages.

We added a new button on the bottom right corner of the Collateral tab of Patient Contacts to send a notification through the Messaging System. That message will be linked to the current record.

You now can create a document that provides the patient with information about how to connect to the Patient Portal. Just press the "Info Sheet" button when configuring a patient's account for Portal access.

We added a setting that configures box 32b and 33b on the CMS-1500 form. A new button on the Insurer setup form's Claim Details tab, labeled 'Specific,' allows you to record a fixed value that you can include on claims for each insurer.

We added a new field to the Staff Assignment form to track the anticipated number of appointment hours per week for a particular staff member and patient.

We added a new setting to the Admin tab of the Options form labeled "Restrict Financial Access." This option will prevent users without BillingTracker access from seeing: 1) the Financial Info tab of the Patient Dashboard; and 2) the Open Balance information on the Financial tab of the Demographic form.

We have included all changes required for successful validation of file uploads to the Illinois Mental Health Collaborative.

You will find a new feature within Claim Management that allows you to requeue all Queued or Pending claims. Pressing the "Requeue ALL Claims of Selected Type" button forces all matching entries to be requeued. This option can be helpful if you made changes to the Insurer Plan setup (such as switching an insurer from paper to electronic) that you want applied to all the queued claims. This feature is available for queued claims of any format, and pending claims of patient/insurer statement format prior to displaying a list of claims in the grid. Once the system displays the claims matching your search criteria, this button will be available for queued claims of any format.

In release #688, we added the capacity to pre-store "Authorization Packages" of recurring insurance information, including a default end date, set of services, and authorized units. We now created a new feature, called Master Authorization Packages (MAPs), which lets you group Insurance Authorization Packages. You can create an MAP at: Utilities -> Maintenance -> Insurance Authorization Package Master Input. When you work within the Insurance Authorization form, you will notice the Select Authorization Package button now has a dropdown arrow on the right side. Clicking this area will allow you to choose between loading an Authorization Package (as you could before) or a Master Authorization Package. As long as you have entered a Start Date and Authorization code, choosing a MAP will create a record for each of the Authorization Packages you selected, along with the Auth Code and an incrementing revision number.

We fixed an issue that arose when a user, having embedded a custom form in a Progress Note, tried to create a new Progress Note by loading information from a prior one.

We identified and corrected some spell-checker issues when custom tabs were embedded in a Progress Note.

We added a checkbox to filter the My Appointments Widget for only Kept Appointments.

When you spell check a form, the dropdown or text box being checked will turn yellow instead of gray so it's more visible. We also prevented the spell check box from ever overlapping the control which contains the misspelled word.

We added a new Navigation option to the right-click menu on a patient name within the Event Detail form.

We have added a new system option on the Preferences tab of the Options form, labeled "Block Saving a Patient Contact with a Mismatched Authorization." With this option activated, you will not be able to save a patient contact record if the authorization does not exactly match the appointment data.

We added settings to make Ethnicity, County of Residence, and County of Financial Responsibility required fields on the Demographic form.

We added a field for the service description to the report: Appointments By Program and County with External Contacts. Because this was also added to the Parameters screen, you can now use this field to show all services or only certain ones.

You can now verify eligibility over a date range by going to Utilities -> Insurance Eligibility Verification Review. A new menu item at the top of the form lets you enter a custom date range.

Right-clicking on a field in the Report Designer (in Advanced View) will now show a new option for "Preview Field Data." It will display an example of the kind of data that field includes.

To assist with building a filter formula, we added a feature that lets you preview the data that would be included in that field. Just press the binocular icon next to the field dropdown.

Some users experienced an issue when switching to month view. We corrected it.

We added the patient's cell phone number to three locations: 1) Patient Dashboard -> Contact Information; 2) Scheduler Event Preview; and 3) Scheduler Event Detail -> Right-Click Patient Name -> View Contact Information.

We created two new reports in the Patient Reports module: 1) Foster Parent Reimbursement Receipt; and 2) Foster Parent Contract Services Billing by Program Report.

We made it easier to delete many fields at once. You can now select multiple entries in the field list, right-click, and choose Delete.

We've improved Report Builder significantly by letting you expand the fields you can incorporate into a report. Now you can include any field from a Custom Form extension embedded into the Demographics form.

Previously you could only group by the primary data source when building a report. Now a new form will allow you to also select fields from any of the linked data sources.

You can now use Form Builder to extend the Mental Health Compliance form.

We added a History of Violence tab to the Social History section of the Mental Health Summary templates.

By default, the Scheduler's Event Preview window displays whatever was recorded in the Notes tab of the Demographic form. You can now turn that feature off by going to the Admin tab of the Options form and unchecking "Show Intake Notes in Event Preview" in the Scheduling section.

The system will now always show the Reduced Fee Schedule information in the Financial tab of the Demographics form, once the income and number of people in the family are entered. The data will display in blue if the client is marked as being reduced fee eligible. Otherwise, the numbers will be gray.

The Primary Allowed Amount displayed at the bottom left corner of the Claim Detail form is based on the Total Charge minus the Copay. You now have the option of having it represent the Allowed Amount minus the Copay. Go to: BillingTracker -> File -> Setup -> Options -> Primary Allowed Amount Calculation.

We made several changes to the Foster Home Placement Activity screen, including a new section for Foster Parent Payments. You'll also find an associated report on those payments at Patients -> Foster Parent Reimbursement Report.

The Scheduled Appointments list on the Session Info tab of the Patient Dashboard will now show the primary Staff Member associated with the event.

You can resize Report Builder fields by holding Shift and pressing the arrow keys.

If you want to align multiple Report Builder fields, hold Shift and Control and press the corresponding arrow key (e.g., up arrow to align the tops of the fields).

We adjusted the output of Custom Forms to properly handle entries that exceeded the width of the display area. They will now wrap to multiple lines rather than being cut off.

We fixed an issue with creating events on the scheduler when in Privacy Mode.

We added a link to the Patient Summary from the Medical menu.

We added two new fields to the BillingTracker Options form so you can display custom messages in the footers of patient and insurer payment receipts. An example might be, "For Mental Health Services."

We now allow for an additional text match when configuring Clinical Decision Support rules.

We made some adjustments to the Appointment Reminder Call service.

The system will now calculate the associated copay on the Event Detail screen when you first open it.

We increased the height of the textbox that prompts a patient to reply. As a consequence, long entries will wrap to multiple lines.

The more exact copay estimate released in update #695 will now also display on the ClinicTracker Copay collection form that you can access from the Actions menu within Patient Contacts. However, it will only appear on that form if the system has all the information necessary for the calculation (i.e., date, time, service, payor, program, staff, and location).

The new Service-Specific Copay form now includes a button that will let you select a Service Category (just like you can on the Authorization form). You can configure these categories at Utilities -> Maintenance -> Service Category.

ClinicTracker now offers a more exact estimate of a copay (including the new service-specific copay data) when you have entered sufficient information required for that calculation. The anticipated copay will display in the three places on the Scheduler that such information has always appeared (mousing over an event, the Event Preview window, and the Event Detail screen). If the copay is a percentage of the service charge, the system will now calculate the actual dollar amount (rather than just showing the percentage).

The more exact copay estimate we mentioned above will now display on the ClinicTracker Copay collection form that you can access from a scheduled event. However, it will only appear on that form if the system has all the information necessary for the calculation (i.e. date, time, service, payor, program, staff, and appointment location).

We added a checkbox in the Service Input menu that will require a user to enter vital signs prior to locking an appointment's Progress Note.

We fixed an issue that arose when batch printing psychotherapy notes.

The system will now recognize both clinical and non-clinical staff when it defaults to the user's name on a Collateral note.

We adjusted the captions of the categories in the My Messages Widget to make room for some new messaging options that you will see soon.

We made it possible to give a staff member permission to see the Executive Dashboard without also giving access to all the other Administrative reports. The checkbox that makes this feature possible is in the User Responsibilities section of Staff Info.

Until this update, the software did not offer a field for Employer when the client was a child (you could only enter information about the school). Since it can be useful to collect employment information about adolescents, we now make the Employer dropdown available to all clients on the Demographics tab. We moved the School information section to the Parent/Guardian tab. It will only display when the client is a child.

If you place your mouse over a name in the Payor list within Claim Management, a popup will display the payor's address.

We added a button on the Lab Order Entry Screen to the right of the Frequency dropdown. It lets you compose a reminder with a link to the current lab order.

We added Smoking Status and Primary Language to the Intake Face Sheet report.

We added Admission Date to the Follow-up Clinician Listing report.

Appointment Reminder Calls/New Feature We added a new tab at Utilities -> Maintenance -> Building/Billing Location Input for you to enter a location-specific description to include in reminder calls. For example, you could add "in our downtown location at 123 Main Street" to the call script. Keep in mind that you will have to select the location on the scheduled event for that information to be included. Also, for this feature to work, we need to update a few files in your system. If you're interested, let us know by opening a ticket.

You can now establish patient-specific Reduced Fee Schedule rules in much the same way you can for County of Financial Responsibility. See the Specific Patients section within BillingTracker -> File -> Setup -> Fee Schedules -> Configure Reduced Fee Schedules.

We added a Place of Service option for when you configure Fee Schedules.

You will see a new button on the bottom left corner of the Insurer tabs within the Demographic form that will open a new Service-Specific Copay form. Previously you could only record two copay values (one for individual services, another for group services). Now you can enter a unique copay for each service/payor combination. You can also access this form from the new Copay Info buttons on the Financial tab of the Patient Dashboard.

We made custom forms available to clients in both Patient and Intake status (previously there were some restrictions on Intakes).

We updated the ClinicTracker copay collection screen with a new dropdown menu that displays the patient's payors. Selecting an entry from the list will lead you to the new Service-Specific Copay form so you can see the relevant copay information.

We updated the BillingTracker copay collection screen. Previously it would show the default individual and group copay values in the top right corner. It would also highlight in red the expected value based on the service type. The system will now display the one relevant copay, searching both the Service-Specific copay as well as the default individual/group copays.

When you build a custom report based on a custom form, you can now select checkboxes and text fields as grouping fields (as long as you defined the maximum length of the textbox when you created the form).

We developed a new option at Patient Contacts -> Actions -> Send Scheduling Notification. It lets you advise the front-office staff to schedule a patient on your behalf.

We added many more fields to the main demographic views available in Report Builder.

Some users who connect via RemoteApp technology noticed that the mouse pointer jumped to the wrong position when they clicked the navigation buttons on the left side of the Staff Dashboard. To correct this issue, go to Help -> About, Fixes -> RemoteApp Mode. After you click on this menu item, a checkbox should appear next to it.

We updated the formula that generates new Family ID Numbers on the Demographic form to ensure that values you generate by clicking the calculator button will be unique. If you would like to update the starting value used for the calculation, an administrative user can go to Help -> About, Fixes -> Reset Family ID Counter.

We added fields to the Referral Form (Paperwork -> Utilities -> Referral Form) that let you track if "Transition of Care" summaries were sent to the referral destination.

When configuring Fee Schedules (BillingTracker -> File -> Setup -> Fee Schedules -> Configure Fee Schedules), the insurer dropdown used to show all insurers ever entered in the system. Due to user request, it will only show active insurers.

We added a new setting to the Options form on the Preferences tab, Patient Contacts section. It's labeled, "Check for Assigned Program." If you enable this setting, you will see a prompt whenever you create a new Appointment within Patient Contacts for a patient who doesn't have an active Program Assignment (from the Demographic form) for the program you selected.

We added a checkbox to the Appointments tab of Patient contacts labeled "Medication Review." It allows you to indicate if you reviewed and charted all the patient's medications.

We added a checkbox to the Appointments tab of Patient contacts labeled "Risk Assessment." It lets you indicate if you assessed the patient for suicide risk.

We added a "Date Referred" field to the Staff Assignments form (Demographics -> Staff Assignments).

You'll see a new button within the Foster Home Placement Activity form that lets you navigate to the Foster Home information form.

We added Insurance Policy Number to the list of items you can search for on the Advanced Search Screen within ClinicTracker and BillingTracker.

Form Builder now offers an option for configuring the values displayed in a dropdown or list box populated by a Data Source Table (e.g. Referral Reason, County, etc.). You'll notice a new checkbox labeled "Include Inactive Values." It lets you choose if all values, or only active ones, should populate the list.

To prevent tampering and detect unauthorized changes, we've increased security around the Audit Logs.

We've made it easier to tag and display related documents that are linked to lab orders. If you press the new Linked Documents button from the CPOE (Computerized Physician Order Entry) screen, you'll see all documents that are associated with that specific order. You can also add new ones that are designated as linked to that order. In connection with this new feature, we've added a drop down in the general Related Documents screen (Patients -> Related Documents) that lets you limit the results to only those documents that are linked to a lab order.

We fixed the non-responsive hyperlinks in Signature Request messages. Note that this will not correct previous messages that experienced the issue.

To enable Meaningful Use Automated Measure Calculations, we added two checkboxes to the CPOE screen: 1) Valid CPOE: Prescribers will check this box if CPOE was used to create the first record of the order and before any action was taken on the order; and 2) No Imaging Results Available: Checking this box verifies that imaging results were not returned and that the record should not be included in the denominator for the MU Dashboard.

We added a Services tooltip to the Claims tab in the Manage Accounts form. If you place the mouse over a row, a popup message will show the services associated with the claim.

We've added the ability to attach documents to a staff member's record in the same way Related Documents works for patients. To add items (such as images of a professional license, DEA card, or other certification) to a staff member's record, go to: Staff -> Staff Info and select the staff member. You'll find the Related Documents feature on the Additional Options tab under the Certifications / Documents section. You can establish descriptors for the types of documents you will be saving through the Maintenance screen (Utilities -> Maintenance -> Staff Related Documents Category Type Input). For example, you might set up one category for licenses/certifications, another for DEA paperwork, and another for materials related to patient feedback or job performance reviews.

We added the label "Measurement" from the Treatment Plan form to the list of customizable labels. As such, you can change the name of this label to whatever you'd prefer by going to: Help -> About -> Admin Config -> Custom Labels

You can now search for any word or phrase in whatever form or record you're working on by pressing F3. Pressing this key brings up the Search Within Record screen. After you enter the search phrase, the system will highlight it for you in the record (even searching across tabs).

We have implemented a powerful resource for clinicians who want immediate access to the latest information about a particular psychiatric disorder, medication, or allergy. You will now find an "InfoButton" (that looks like a small italicized "i") within all tabs of the Patient Summary. We also put them on the Lab Order Entry screen, next to the lab/radiology test dropdown. Finally, the InfoButton is available on the Patient Education Resources -> Search for Resources form and the Clinical Decision Support alert window (Meaningful-Use Edition only).

We removed support for the old ANSI 4010 format for electronic claims. That format has been discontinued.

ClinicTracker has a Maintenance mode for when users must be off the system while we apply an upgrade or local IT staff make network changes. To prevent an administrative user from accidentally pressing the button that puts the system in that mode, we've moved the "Shut Down For Maintenance" button from being directly on the About form to a menu item within the About form's Maintenance menu. The button that returns the system to normal operation will still be displayed on the About form.

We improved the performance of the 835 module and adjusted the options for how many records will display per page. We also added an Apply Payment button to each line item. It will make it easier to process a single payment.

If you right click on a name listed in the My Patients widget or Patient Find form, you have the option of seeing any Notes that have been entered for that client. We've added that same feature to the Event Detail screen of the Scheduler. Right clicking on a name in that list will now also bring you to the Notes screen.