Release Notes

Add Condition Codes to Claims. The billing department of a partner clinic in New York City has a Medicaid payer whose guidelines require Condition Codes on claims. There is a new setting available at: BillingTracker > Settings > Condition Code Rules which will allow you to apply Condition Code Rules at the time of claim creation (both UB-04 and 837I claims).

New Tabs on Progress Notes. Now, Medication and Psychotherapy Notes tabs are available for Progress Notes on the Staff Portal.

Clinical Scribe Can Automatically Select Answers in Dropdown Lists. Clinical Scribe, powered by AI, can now use your session or dictation information to select the appropriate choice from a listbox or dropdown menu (in addition to completing text boxes, checkboxes, Date Pickers, and Time Pickers) on your form designs. It will also have access to more context about your Treatment Planning goals/objectives when completing documentation.

Medical Features in Staff Portal. Medical features have started rolling in to the Staff Portal. You will see Family Health History, Immunization History, and Patient-Specific Education Resources. The remaining medically-oriented items will be coming soon!

Calculate CMS Relative Value Units (RVU). One of our partner clinics needed to associate RVUs with services and include those values in reports. If you would benefit from this too, go to: Utilities > Maintenance> Service Input > RVU. You will find RVU available in various report sources, such as "Appointments".

Chart Vitals in Years. You can now chart vitals in either years or months.

Locate Recently Used Forms Quickly. Always using the same few forms? Now, you won't need to search for them. When you click on the Forms icon in the Staff Portal, you'll see a Recent Forms section on the top of the Form Search, which lists the last 10 forms you've opened.

Prompt On Overlapping Authorizations. Before saving an Insurance Authorization, the system will alert you if there is an existing authorization for the same Payor, same Service(s), and overlapping dates. You will be notified and asked if you want to continue saving changes. To turn this prompt on for your clinic, go to: ClinicTracker Options > Admin > Alert Checks > Insurance Authorization Confirm Overlapping Dates.

Use Your Terminology on Patient Portal. Various locations in the Patient Portal (Account Registration, My Financial Information, Form Requests, Payment History, etc.) will now follow your custom labels.

Use Your Terminology on Staff Portal. Various locations in the Staff Portal (Messaging and Patient Contacts) will now follow your custom labels.

Compliance Alerts Display Task Name. We had some great feedback from one of our educational agencies. As a result, Workflow tasks will now display the friendly "Task Name" (rather than the "Action Name") in the Compliance Alert messages.

Manage Staff Info Settings from Staff Portal. Staff Portal Users can now manage all aspects of a Staff Account, including creating/updating user accounts, setting up signatures, managing integrations, and configuring permissions.

New Feature: Clinical Scribe. We are excited to introduce our new, HIPAA-compliant, AI-Powered Clinical Scribe. Clinical Scribe is integrated with Form Builder, allowing you to tell the AI the purpose of the form along with specific directions for individual fields. Turn on Clinical Scribe while you dictate your notes or during a session (either in-person or via telehealth). At the conclusion of your session, Clinical Scribe will complete your note based on your instructions, where you can review and approve, or change if necessary. This will be a huge time-saver for staff, and will minimize errors, and allow you to focus on talking with your client rather than completing documentation during the session. The session recording is only used to generate the output, and is subsequently deleted. Note that this feature is available within the Staff Portal, and currently works with Patient Custom Forms and Progress Notes.

Please reach out to us using this form if you are interested in obtaining more information about activating your Clinical Scribe.

Manage Auto Reply Settings in Staff Portal: Users can now manage their message auto reply settings from within Staff Portal.

Update: Patient Portal Registration. Based on your input, we have made several enhancements to the Patient Portal Registration flow, which are designed to make a smoother process for your patients.

FTP Utility: New Connection Methods. To better support your file transfer needs, we've added more connection methods and ciphers to the FTP utility.

Updates to Apply Modifiers. When you click the Apply Modifiers Button on Claim Management, BillingTracker will now remove modifiers (if there are no matching Modifier Rules for the current state of the claim), in addition to replacing modifiers.

Form Builder in Staff Portal (Beta Version). We've added our Form Builder utility to the Staff Portal so you can create and edit your form designs without leaving the Portal. You'll have the full Form Builder functionality, but with a refreshed and more efficient interface. Access this utility in the Utilities menu of Staff Portal. Please let us know if you don't use Staff Portal today and want to learn more.

Note: We're excited to share an early preview of this upcoming feature with you, as we continue to refine it for its official release. This is your chance to explore this part of the system ahead of time, and share your thoughts and suggestions which may help shape the finished product. As it is still in Beta release, you may experience unexpected behavior or other limitations, which we encourage you to share with us during this period. We appreciate your understanding and look forward to hearing about your experience with this new feature!

Connect Travel Reimbursement and External Contacts with Patient Contact Records in Staff Portal. Now, when you record an Appointment in the Staff Portal, you will see new buttons to access the Travel Reimbursement and External Contacts features.

Change Treatment Phase. Staff Portal will now let you update the Treatment Phase of an existing record.

Track Prescription Type and Prescription Numbers on the Patient Summary. You can now further categorize your Patient's manually-entered medications. Go to: ClinicTracker > Maintenance > Substance Type Input to add Prescription Types, such as Antidepressants. You will find the new Prescription Type and Prescription Number fields on the Medications tab of Patient Summary.

Set Your Clinic Options From Staff Portal. If you are a system Administrator and you currently go to ClinicTracker > Admin Config > Options to update your Clinic Options, you can now access those same settings from the Staff Portal. Go to Staff Portal > Utilities > Clinic Options.

Bulk Reassign Staff Assignments and Staff Schedules from Staff Portal. When a Staff Member changes roles, you can manage the changes from the Staff Portal, including the reassignment of Staff Assignments and Schedules. Go to Staff Portal > Staff > Reassign Staff or Reassign Schedules.

View Appointment Reminder Logs in the Staff Portal Scheduler. Need to see what time a Patient's Appointment Reminder was sent? Check that information without leaving the Staff Portal. From the Event Details form, right-click on a Patient's Name and select Reminder Logs.

View Check-In Sheet from the Staff Portal Scheduler. While you are in your Staff Portal schedule, you can check clients in from the Schedule Event Details. Just right-click on the Client's name in the event detail and select Check-In. You can see the Check-In Sheet from the Scheduler now as well.

Combine Like Paper Claims. Users can now combine Paper Claims based on Date of Service, Payor, Patient, Clinician, Location, and Service. We've also expanded Courtesy Claims to apply all Paper Claims Combining Rules.

Set and Use Text Templates from the Staff Portal. System Administrators can set up Text Templates in the Staff Portal as shortcuts for Staff (these are predefined statements that are tied to a specific form on a field, as opposed to a Global Common Phrase). Simply place your cursor in a text box on any form, press Shift + Esc, and then Configure. In the Text Template Configuration box, enter a title for your template in the Display Name field and use the Text Template field to enter preset text for users to quickly add to their form. Users can access the templates you've built for each text box by putting their cursor in the text box, pressing Shift + ESC, and selecting the preset text you've stored for them.

Transfer Records to Another Patient in Staff Portal. A new "Transfer Record" button will allow you to move a record to a different patient, in case it was accidentally saved on the wrong chart.

Prevent Transitioning Appointments with 0 Billable Time. Previously, BillingTracker would default appointments with 0 billable time to 1 hour upon transition. There is now a setting to prevent appointments with 0 billable time from transitioning, which you can access at: BillingTracker > Settings > Prevent Transition of Appointments with 0 Billable Time.

Send Medical Record Numbers in Electronic Claim Records. Because some payors may require the client Medical Record Number to be sent with a claim (Loop 2010BA, REF*EA), we've added a new setting at: Insurer Plans Detail > Eclaims Tab > Send Medical Record Number.

Manage All Insurer Details in One Place. There is now a single form where all information about an insurer is housed. Previously, some information was located in BillingTracker's Settings menu and some was in ClinicTracker's Maintenance menu. Now both locations link to one, combined form.

Manage Patient Portal Accounts and Forms from Staff Portal. Great news for Staff Portal users! You can set up and manage Patient Portal accounts and send Form Requests to the Patient Portal without leaving the Staff Portal.

Recalculate Reference Data and Formulas. Staff Portal users will notice a new 'Recalculate' button at the top of Custom Form designs. This button will allow you to select fields and recalculate the reference data and formulas. This is useful when the underlying information has been updated since you originally saved the form. This is the equivalent of the 'Control + Click' functionality within ClinicTracker.

Patient Portal Messaging Options. Previously, if Secure Messaging was enabled, messages could be sent from the Patient Portal to any individual clinical staff member associated with the patient, including:

Workflow Performance Improvements. In a continuous effort to optimize system performance, we have made adjustments to the timing of workflow task assignments and notifications to anyone other than a specifically-designated staff member (for example, a staff group type or assigned staff type). These activities will now occur within several minutes after completing a triggering action.

View Completed Clinicom Assessments. Your Client's completed Clinicom Assessments are now available in Completed Paperwork by selecting the checkbox to 'Include Completed Clinicoms'. Thank you Brooke for the great idea! For more information about Clinicom Assessments, please click here.

Treatment Type Custom Label. We've added the ability to change the label for "Treatment Type" to anything you'd like using a Custom Label. For more information about Custom Labels, see this guide page.

Service Codes on Authorization Screen. Now, when you review the Authorization screen, you can see which Service Codes are associated with each Authorization in the list. If there is one authorized service, the CPT code will be displayed. When there are multiple authorized services, hover over 'Multiple Services' and the full list of CPT codes will be displayed.

Refinements: Transition Appointments. Double-clicking a transition list entry will automatically transition the appointment. To prevent appointments from being transitioned by accident, we’ve added a confirmation prompt. We’ve also added the ability to navigate to a patient's Billing Account by right-clicking on an entry in the list.

Staff Portal Optimization. The Staff Portal has been improved with an updated look and feel, and better support for mobile devices.

General Updates. This latest version includes a few updates regarding Custom Form formula calculations.

Leverage Appointment Save Restrictions When Saving Scheduler Events. The Save Restrictions created at Admin Config > Appointment Save Restrictions can now be triggered when saving a Scheduled Event, not just when recording the Appointment. In other words, users will not be able to save an Event with a Service, Diagnosis, Location, or Program that has been restricted. To enable this option, go to: ClinicTracker Options > Admin > Scheduling > Respect Appointment Save Restrictions for Scheduler Events.

Comply with the "No Surprises Act" using Fee Estimation Utility. Now you have the ability to estimate the fee and copay based on various scenarios. The Fee Estimation utility is available from the Actions menu of Demographics and Patient Contacts, as well as the Scheduler's Find Available Time Slot screen.

Clone Scheduling Availability. To save you time and to make it easier to enter a Staff's Scheduling Availability, we've added the ability to copy Scheduling Availability data from one staff member to another. Many thanks to leaders from our partner clinics in Michigan and Connecticut for sharing this request with our team.

Appointment Save Restrictions on Group Appointments. Previously the Save Restrictions respected the creation of new Individual Appointments from the Group Appointment. Now, the Save Restrictions created at Admin Config > Appointment Save Restrictions will also trigger when synchronizing the Linked Appointments.

DSM-5-TR Codes Updated. The DSM-5 Library reflects recent code updates. We encourage you to review the updates as they may impact your practice.

Update to Point In Time Aging Report. We've added the ability to group the Point in Time Aging Report by the Billing Location NPI. You will find the report by going to: BillingTracker > Reports > Aging > Point in Time. We appreciate the suggestion provided to us by a clinic partner from Illinois.

Form Request Notification on Linked Profiles. Thanks to feedback from a partner intermediate unit in Pennsylvania, we've redesigned the Linked Profile tiles to notify Authorized users when there are form requests that need to be completed. If there are open form requests, the lower part of the linked patient profile tile will be yellow and a red badge will indicate the number of open form requests.

Min/Max Billable Time by Payor. In addition to being able to set a minimum and maximum billable time when configuring a service (Maintenance > Service Input), now you can also configure an override based on the payor (Maintenance > Override Service Min/Max Time by Insurance). This will be reflected when saving scheduled events and appointments in ClinicTracker and the Staff Portal.

Staff Portal Demographics Supports Custom Tabs. The Demographic form in the staff portal now fully supports embedded tabs from your custom form designs (previously these forms would be read-only).

Staff Portal Enhancements. You will find many more forms now available within the Staff Portal. Use the form search in the left navigation to see all the new options. Stay tuned, as there are more to come!

Email Receipts. You now have the ability to send your patient's payment receipt directly to their email.

New Workflow Builder Option. Workflow Builder now has a "For the Same Record Of" option when assigning tasks. This will ensure that the action completed is relevant to the record needing to be actioned. For example, you can have an Appointment be your triggering form, and then ensure that a Progress Note be locked within 2 days for that specific appointment (as opposed to that no for any other appointment.

Audit Log Permission. Audit logs have previously only been available to administrative users. We have added a new permission setting on Staff info, "View Audit Logs", where you can assign the ability to staff members of your choosing.

Auto Create Linked Appointments in Pending Status. When auto-creating linked appointments, the system will refer to the setting: ClinicTracker Options > Admin > Scheduling > Default Linked Appointment Status to Pending.

Search Your Workflows. Workflow Builder now includes a search feature for locating Workflows in a long list.

In-Apps in Staff Portal. You will now see In-App Notifications appear on the Staff Portal, to ensure users of the Staff Portal are kept up to date with important announcements.

Service Specific Fees in Billing Account. You can now navigate from the Billing Account screen to the Service Specific Fees form for each of the patient's payors.

Fixed: Appointment Time Fields. The existing appointment time will not change unintentionally when updating the appointment primary service in certain scenarios.

Option to Disable: Prompt to Email a PDF Copy to Patient. Our last update included a new feature to prompt for sending a payment receipt email to the patient. We've added a setting for clinics that would like to disable this prompt at: BillingTracker Options > Billing > Claim Handling > Payment Receipts: Prompt to Email a PDF Copy to Patient.

Maintenance Input Forms Available on Staff Portal. To provide as much functionality to users as possible in the Staff Portal, we have made the first wave of Maintenance Input Forms available. Users with Maintenance access will find these forms by going to: Staff Portal > Forms > Maintenance. Among the Maintenance Input forms available in the first wave are: County, Services, Gender Identity, Reason for Referral, Referral Service, Sexual Orientation, and Symptoms.

Staff Custom Forms Available on Staff Portal. The capabilities of the Staff Portal continue to expand, now you can view, create, and save Staff Custom Forms.

Preview Claims Without Submitting. BillingTracker users can now preview electronic claims in either a raw or a structured format using the dropdown option on the Process button within Billing Account and Claim Management.

Build Forms, Reports, and Workflows based on Level Of Care (Beta). The Staff Portal will display a new button at the top of the Demographic form to access Level of Care tracking. Please reach out to support if you would like access to this new feature.

Send a Receipt When Collecting Payments. When generating a receipt after collecting a payment on the Collect Copay screen, you will now be asked if you would like to have a copy emailed to the patient. This will be a formatted PDF, which may be sent in addition to the credit card transaction confirmation email which will be sent for all credit card payments.

Fee Estimation Utility (Beta). Estimate the fee and copay based on various scenarios to help comply with the No Surprises Act. This Fee Estimation utility is available from the Actions menu of Demographics and Patient Contacts, as well as the Scheduler's Find Available Timeslot screen. Please reach out to support if you would like access to this new feature.

Patient Demographics on Staff Portal. The Demographics form within Staff Portal continues to expand, including the ability to adjust based on the various Options form configuration settings, for example showing/hiding or requiring fields.

New Custom Form Templates. We published a template for the Adverse Childhood Experience Tool (ACE) in Form Builder: Templates may be used as a starting point, and then edited to meet your needs. To learn more about using the available Custom Form Templates, review this Guide page.

Last Note on Claim Management. The Director of Revenue Cycle and Billing Claim Management of a partner clinic in Maryland pointed out that it would be more helpful for the Last Note field on the Claim Management form to reflect the most recent note from any payor, rather than from a specific payor. Our Billing Experts agreed!

Return to Previous Scheduler View. Your last view of the scheduler will be remembered, so that when you return to the scheduler it will present the same view you were previously working with (even if you log off and back on!).

New Option: Validate Appointment Billable Time on Lock of Progress Note. Previously, Appointment Billable Time could be validated only on Save of a Kept Appointment, but with this new option, you can instead perform this validation later on when locking the Progress Notes. See: ClinicTracker Options > Preferences > Patient Contacts Form Settings > Enforce Appointment Min/Max Time.

Print Completed Paperwork from Portals. Now, you and your patients can download and print Completed Paperwork items from the respective Portals.

Signature Validation for Patient and External Signatures. Now, in Form Builder, you can set up a signature validation for Patient and External Signatures, just as you can for Internal Signatures. This change will allow you to automatically lock forms once a patient signs, for example.

Suppress Time on Appointments. A new setting named "Suppress Time for Appointments" on the Service Input form will allow you to hide the start/end times when recording an appointment using that primary service. This update supports the need to tally all services provided across a single day (which may happen on the progress note), rather than in a single appointment.

Assess Clients Quickly, Securely, and Accurately with Clinicom! An exciting new integration with Clinicom allows you to invite clients to complete an informative, peer-reviewed assessment using adaptive augmented intelligence to screen for up to 80 conditions. Please reach out if you are interested in adding this integrated feature which will both improve patient outcomes and present revenue-generating opportunities for your agency.

Patient Demographics on Staff Portal. The Demographics form within Staff Portal continues to expand, now with the ability to add/update patients, and access related screens, such as Insurance History and External Contacts.

New Prompt When Deleting Schedule Events. One of our partner clinics shared that users may not understand that deleting a Scheduled Event removes it from the schedules of all Staff linked to the Event. We thought that was a good point. Now, when deleting an Event, users may choose between deleting the entire event, or simply removing themselves as an associated staff member.

Additional Quick Info Pane Details on Staff Portal. Now, users with BillingTracker access will see a Patient's Open Balance details in the Staff Portal Quick Info Pane.

Additional Detail on Bulk Insurance Verification. Now, when processing a Bulk Insurance Verification Request, you will find the details of all verification errors displayed in the history list, such as "Subscriber policy number is not recorded." and "NPI number for this billing entity is invalid." Previously these validation errors encountered before even reaching out to the payor were not displayed.

Redesigned: Billing Account. To see the redesigned screens, go to: BillingTracker > Billing Account, and also double click a claim to view the updated Claim Details screen.

Redesigned: Patient Summary. To see the new look, go to: ClinicTracker > Medical > Patient Summary. In addition to the new layout, we've added a new dropdown at the bottom of the Medications tab to track Efficacy.

Click Staff Dashboard Statistic Widgets for Deeper Insights. Now, you can investigate the details behind numbers displayed in certain Individual Statistic Widgets in the Staff Dashboard and filter the results. For example, when the Widget indicates 10 Appointments, click the icon to see a table of the 10 appointments that made up that stat, and then click again to filter or to navigate to a specific appointment.

Enhanced Flexibility for Assigning Workflow Tasks. When configuring a workflow task, you have many options for assigning who is responsible. Previously the dropdown for "Who is responsible for this task" had a "Multiple Selections" option which let you pick multiple staff member names. This feature has been enhanced to display all possible options, meaning you can now assign a task to 3 specifically named individuals, a compliance group, and the assigned case worker.

Restored: Multi Select Control. We have restored the ability to select multiple controls in a custom form when designing a form, allowing you to perform bulk actions on all selected controls.

Back Online: Integrated Lab Orders/Results. Change Healthcare has confirmed that the lab connectivity has been restored, and we have made the necessary changes to bring the integrated service back online. We recognize this extended outage's impact on our partner clinics, staff, and clients and sincerely apologize. If you have questions, additional information from Change Healthcare is available at: https://www.unitedhealthgroup.com/changehealthcarecyberresponse.

Identifier Prefix on Claims. The Building/Billing Location Input form has a new field on the Business/Billing tab for "Identifier Prefix". If "Send Location Identifier" is enabled for a Payor in the Insurer Plan setup, this will replace the Type of Location code on CMS-1500, UB-04, and electronic claims.

Bill Type Frequency on Batch Claims. When creating claims using Batch Claim Creation, the Bill Type Frequency will now be set based on the insurer-level configuration.

Export Audit Logs for Analysis. Recent There is now an icon in the top toolbar of the Advance Auditlog form. This audit log display has new options for exporting this data in various formats for display or analysis.

Search Batch Claims By Additional Patient Groups. When searching for patients on Batch Claim Creation, in addition to searching by a Patient's Primary Patient Group, you can now include members of Additional Patient Groups in your search results.

Send Specific Values to Claims/Box 19. Head over to BillingTracker > Settings > Insurer Plans > Requirements Tab > Box 19/Loop 2300 NTE and you will see a new "Send Explicit Value" section. If you have not chosen to "Send Rendering Provider" and "Send Location Identifier", you will be able to enable this setting in order to specify a value to display on all of your claim files for this Payor.

Consider Location and Service When Combining Claims. You can now opt to consider the location or the location and service when combining electronic and paper claims. Go to BillingTracker > Options > Electronic Clams (or Paper Claims) Combine Same Date and you will see two new settings:

• Insurer, Patient, Clinician, Location
• Insurer, Patient, Clinician, Location, Service

These options will give you additional flexibility for combining claims.

Rollup Same-Day/Same-CPT To Single Service on CMS-1500. You can now take services that share the same CPT and day, and sum up the charge, quantity, and the amount paid as if it were a single service. The Service Code Rollup setting is available at BillingTracker > Settings > Insurer Plans > Claim Details > CMS-1500 Options (Paper Claims) panel.

View Demographics Detail on Staff Portal. We are excited to release the first version of Patient Demographics to the Staff Portal! This is a Beta version that allows read-only access, but there are many more enhancements to come to Demographics and the Staff Portal in general in the near future.

Send an Insurance Claim even when Patient is Responsible for 100% Coinsurance. This change is applicable to you if you are tracking deductibles in the Insurance tab of the Demographics and you have Patients who are 100% responsible for Individual or Group Coinsurance. You can now specify, per payor, whether or not to send a claim to insurance. Go to BillingTracker > Settings > Insurance > Assign Full Balance to a Patient when 100% Coinsurance. If this setting is checked, no claim will be sent to insurance and a patient statement will be generated. If this setting is not checked, claims will be created and sent to the insurance company for the full amount and no patient statement will be created. In this case, the insurance company will process the claim (applying it to the patient's deductible), assign the balance back to the patient, and you can then send out the patient statement.

Automatically Send Your Clinic's City, State, and Zip on claims when the Client is homeless or the address is unknown. To replace the client's missing address, go to Admin Config > Options > Preferences > Demographics form Settings > Handling of Homeless or Unknown Address. You can insert the missing address, the address of the clinic (from the Options form), or the Billing Location.

Present on Admission Indicator for Diagnoses. When assigning a diagnosis to a patient, the Additional Coding Information section now includes a dropdown for "Present on Admission" with the following options:

• Y = present at the time of inpatient admission
• N = not present at the time of inpatient admission
• U = documentation is insufficient to determine if the condition is present on admission
• W = provider is unable to clinically determine whether the condition was present on admission or not
• Blank

The Add/Edit Diagnosis form accessible from BillingTracker > Billing Account > Claim Details will include the same new "Present on Admission" dropdown, which will be populated during the transition process. This value will be placed in box 67 of the UB-04 and loop 2300 segment HI01-9 on 837I.

Custom Form Graphing Updates. You can now select between the Y-axis auto-scaling or displaying a specific minimum/maximum value. You can also add vertical phase lines to your graph using a new button, or by right-clicking a record in the results list.

Hide the Check-In Now Button on the Patient Portal. On the Patient Portal, clients can see their upcoming appointments and a button to check in. If you’d like to prevent clients from checking in from their Patient Portal, you can now hide the Check-In Button. Go to: Admin Config > Options > Patient Portal > Online Scheduling > Prevent Portal Users from Checking in via Patient Portal.

Updated: ANSI 837 Reference. Go To BillingTracker > Help > ANSI Reference to see a description of each loop, segment, and field present on an 837 claim file. Our Billing Experts have updated this guide to provide more complete guidance.

New Report Source: Appointments with Daily Appointment Count. Victoria needed to be able to identify patients that had a certain number of appointments per day. There is a new report source in Report Builder: Appointments with Daily Appointment Count. This report source is the same as the Appointments report source, but with the addition of NumAppointmentsOnDay which indicates how many appointments occurred for a patient on the same day.

Export and Print from Advanced Audit Log Viewer. Have you ever wanted to share or follow up on research you've done in the Record-Specific Audit Log Viewer? You'll see a print preview button to export and print a PDF. Thank you, Tina, we hope this makes your audit prep just a little simpler!

See Claim History from Patient Dashboard. The Financial tab of the Patient Dashboard will now include a grid of the client's Claim History. Authorizations have been relocated to the Session Info tab. To check this out, go to: ClinicTracker > Patient > Patient Dashboard.

Manage Your Signature Request Messages with Labels. You can now create and label subfolders in the Signature Request folder of your Messaging Board, the same way you can with other folders. Use these subfolders to organize and keep track of your messages. Right-click on the folder, and you will have the option to create a label. For more information about Unified Messaging, please check out this Guide Page.

Navigate to a Client's Refill Request from the ePrescribing Message. Amy, from a partner clinic in Ohio, mentioned that ePrescribing notifications direct her staff to the general ePrescribing portal when it would be more efficient to link to the specific client requesting the refill. We listened and worked with our ePrescribing partners to include a client-specific link. Thank you, Amy, for this feedback!

Navigate to the Advanced Audit Logs from Group Appointments and Insurer Plan Setup. You now have access to this useful auditing tool in these new locations.

Patient Portal and Superbill Show Payments and Adjustments Separately. On the Superbill and Patient Portal Account Statement, your patients will see two columns, one for Payments and one for Adjustments. Previously, these were combined into a single column.

Redesigned: Billing Notes. Our Development Team continues to improve the layout and look of BillingTracker. To use the redesigned Billing Note go to: Billing Account > > Notes tab and click on Create Note.

Options When Deleting a Patient Portal Form Request. Emily, an Office Manager from a Mental Health clinic in WI, wanted the ability to remove a Patient Portal form request without deleting the associated form itself. We now provide the option to delete the request on its own (leaving the form and its data intact) or to delete both the request and the form. Thank you, Emily, for sharing this suggestion with us!

Telehealth on Staff Portal. Telehealth features accessible in ClinicTracker are now available in the Staff Portal Scheduler. You can associate an event with a Telehealth account, copy join links, and join sessions directly from the portal.

More Graphing Options. A partner organization in PA needed to graph more than three variables at a time, add a custom title and X-axis label, and easily spot if student behaviors were increasing or decreasing. As a result of these requests, our graphing module, now has unlimited variables, custom labels, and a trend line (as well as a new visual look).

Two-Factor Authentication on Patient Portal Set Up. Continue to protect the security of your organization using Two-Factor Authentication, which you can now configure on behalf of a patient when creating their portal account. Your client will still have the option to adjust their preferences on their own directly through the portal.

As a reminder, Two-Factor Authentication is available in ClinicTracker. We highly encourage our clinic partners to implement this enhanced level of security and protection.

Keep Working During Bulk Insurance Verification. For our partner clinics focused on optimizing collections, insurance eligibility verification is an impactful tool to implement. Lisa, from a large agency serving children in 14 counties in Illinois and Iowa, mentioned that they run their Bulk Insurance Verification at night so it doesn't prevent them from using ClinicTracker while the requests are processing. We've moved the Bulk Insurance Verification to a background process so Lisa and her team can work in ClinicTracker while the verification runs during the day. To try this out, head over to: Utilities > Insurance Eligibility Verification Review and click the Verification Actions button in the top right corner.

Auto-Save for Custom Forms. You now have access to a highly-requested feature in the Patient and Staff Portals. Forms will now automatically save every few minutes, to ensure that data will not be lost, even if you lose your internet connection or close your browser.

New CMS-1500 Adjustment. To meet new regulations, a new setting will allow you to set Box 19 of the CMS-1500 form to use the value from Box 33B. You will find this available at: BillingTracker > Settings > Insurer Plan Setup > Claim Details tab > CMS-1500 Options group: Set 19 to same value as 33B. Note that this rule will be processed after all other rules. Our revenue cycle experts are here to support you, so feel free to reach out.

Check Status in Real-Time. ClinicTracker and our integrated partners work to provide access to the tools you rely on, 24 hours a day, 7 days a week. We're excited to let you know we've launched a ClinicTracker Status Site to share with you in real time the status of our systems and integrations. You'll have access to historical incidents and their resolution and can set up email notifications for service alerts for tools like the ClinicTracker Hosting Service, clearinghouse partners, and ePrescribing. Simply head over to status.ClinicTracker.com and press the Subscribe button in the upper right corner.

General Updates. This latest version includes a variety of general updates and performance improvements throughout the system. These updates are designed to enhance the user experience by improving usability and adding new efficiencies. We greatly appreciate the valuable input and feedback that we have received from our user community, which we have incorporated into this release.
Note: This update has only been released to Hosting Service customers.

View Clinician On Transition. Now, when you transition your ClinicTracker Appointments to Claims in BillingTracker, the Transition Log will include the Clinician.

Check Status in Real-Time. ClinicTracker and our integrated partners work to provide access to the tools you rely on, 24 hours a day, 7 days a week. We're excited to let you know we've launched a ClinicTracker Status Site to share with you in real-time the status of our systems and integrations. You'll have access to historical incidents and their resolution, and can set up email notifications for service alerts for tools like the ClinicTracker Hosting Service, clearinghouse partners, and ePrescribing. Simply head over to status.ClinicTracker.com and press the Subscribe button in the upper right corner.

Event Types by Client Type. If you ever wanted to make certain Scheduler Event Types only pertain to intakes (as opposed to patients), you now can. This is especially helpful when allowing newly-registered individuals (in Intake status) to schedule through the Patient Portal. Head over to Utilities > Maintenance > Scheduler Event Type Input and use the new "Eligible for Patient Type" dropdown.

Import Initial Patient Balances in Bulk. If you need to associate a starting balance with a patient, you can now do this in bulk by loading information directly from a spreadsheet. Head over to: BillingTracker > Settings > Set Initial Patient Balance.

Navigation Links to Specific Graphs. You can now configure your navigation links in Custom Form designs to refer to a specific Favorite view. This way, rather than every navigation link simply opening the Custom Form Graphing feature, you can have individual links automatically display specific graphs.

Advanced Search for Phone Numbers. The Advanced Patient Search feature will now let you search for a specific phone number (Main, Cell, or Other). Kim, from our partner clinic in MD, identified this as a way to support their front end team for ease of scheduling and client support. Thanks, Kim, for your continued collaboration!

Prompting for Unsaved Changes in Patient/Staff Portal. To avoid mistakenly navigating away from a form being completed, you will now receive a warning if you attempt to leave a form with unsaved changes.

Default Date Range in Patient Dashboard. Evan, from our partner clinic in Massachusetts, suggested the ability to adjust the default date range displayed when accessing the Patient Dashboard. Now you can head over to the Options form and search for: 'Patient Dashboard: Default Start Date' and 'Patient Dashboard: Default End Date' to adjust the default displayed date range.

Campaign Builder Updates. Campaign Builder has been updated to work more similarly to Appointment Reminders. The "Main Phone" from Demographics will be used for voice calls, while the "Cell Phone" will be used for SMS communication. Thanks to Brooke, from our longstanding partner in Cortland, NY, for this great suggestion.

Advanced Audit Log Access Button. Forms that support Advanced Audit Logging will now have a new icon in the top toolbar that will allow you to quickly access the audit logs. This should help save you time and avoid having to input the keyboard combination (Shift + Control + Q) to access the audit log.