Release Notes

We developed a Payment Adjustments form that allows you to track Group, Reason, and Amount of any Payment Adjustments. It is available via a new "Adj" button on the right side of the Patient and Insurance Payment forms, as well as on the Edit Service form. While these adjustments do not affect the claim balance, they will be used for secondary claim submission if you enable the setting for "Send Primary Info" in the insurer plan setup.

Any non-automatically-applied adjustments will be stored in the new Payment Adjustment screen for the corresponding service.

You can now edit and display the Adjustment Group and Adjust Reason on the Edit Payment Application window.

You'll find a new setting in the Transmission Type Setup screen called: Suppress NPI For Unlicensed Attending. Check this option if you want to prevent the NPI number for an unlicensed staff member from appearing in the NM108/NM109 of NM1*77 (Attending Information).

We added a new option to the "Tx Plan Review Due X Days After" section on the second Compliance tab of the options form. It accommodate clinics that require the next Treatment Plan review to be scheduled X days after the Report Date noted on the record, regardless of when the final signatures are actually collected and the record is locked.

We added support for collecting the Adjustment Group and Reason when you record an Adjustment in the manual payment screens. You can modify the OA-2 default by clicking the Edit button in the new Adjustment Info section. If you select Payment Type of Adjustment, you will see it to the right of the comments box.

We created a link from the Insurer Payment History form to the new Bulk Balance Assignment Transfer form. If you right-click a master payment record from the top list, a popup menu will allow you to open the Bulk Transfer form and display only services that the payment was applied to.

We added a new setting in the Insurer Setup form labeled: Don't Send Admission Date. This setting tells the system to prevent passing admission information in DTP*435 for institutional claims.

We added Appointment Status to the top list on the Session Info tab of the Patient Dashboard.

We included Treatment Phase support to the form that stores vital signs.

This update includes all the changes we've made since those described in the release notes for #666. Because some users are getting all the upgrades for the first time with this update, make sure to review the prior notes.

We created a new setting at File -> Setup -> Insurer Plans. It is named CMS-1500 Options: Use Main Building Info. Use this option if you want details for the Main Building to apply to all appointments, even if they took place in another location. Any agencies that have configured Main Building details will have this setting enabled by default for all insurers (to match with the existing functionality). Uncheck this option if you would like to instead pass appointment-location-specific information.

We added the ability to suppress reminder calls based on Patient Group. You will see a new checkbox for "Suppress Calls" on the Patient Group Input form within the Maintenance Menu.

We fixed a display issue with secondary/tertiary diagnoses that affected certain Patient Contact records.

You will find that we reorganized the Illinois Mental Health Collaborative form.

We implemented performance improvements across the system, especially to the Patient Contacts screen.

We added adjustment CO-94 to the group of codes that will auto-adjust.

We added a link from the ERA module to the new Bulk Balance Assignment Transfer form. If you select any service line item within the 835 form, clicking the Bulk Balance Assignment Transfer menu on the top of the form will open the transfer form for those claims (rather than prompting for a date range).

We added the same link to the Bulk Balance Assignment Transfer form from the manual patient/insurer payment screens.

The Reminder Call Log (accessible through the Scheduler's File menu) now shows additional details about the calls. You will find when the call was scheduled, who scheduled it, the expected time for placing the call, and when it was actually made.

Right-clicking a patient or staff name in the Resource Display List of the Scheduler will show a new option for "View Reminder Call History." It displays all calls that were either scheduled or placed over the date range displayed on the Scheduler.

We added a report at: Admin Reports -> Reminder Call Eligibility that shows all events within a date range that will receive a reminder call. It also displays the reason for any events that will not receive a call (for example, an appointment for a patient on the no-call list). This report can also be accessed for a single patient through the Demographic form's Actions menu.

We added a new setting in the Options Form, Admin Tab, Reminder Call Configuration for "Delay Between Calls." It establishes the number of seconds the system should wait between placing multiple, scheduled calls. The time window this delay creates prevents too many clients at once from trying to talk to a staff member or leave a message.

We added help menus to various screens in the system (Options Form, Form Builder, Report Listing, etc.) that will allow you to access FAQ Search, Step by Step Guides, and Training Videos.

We added the Primary Diagnosis to Patient Reports -> Encounters by Insurer, By Patient and Encounters by Insurer, By Service Report when choosing a Report Type of Appointments and a detail level of Detailed.

CO-45 adjustments are the only entries the ERA module will apply automatically (before it included any non-PR adjustment).

This update includes all the changes we've made since those described in the release notes for #662. Because some users are getting all the upgrades for the first time with this update, make sure to review the prior notes.

We added a setting for "Enable Verification" to the form available at Utilities -> Maintenance -> Insurance Input -> Eligibility Verification. The automated verification module will only process insurers for whom this setting has been enabled. Payors who already have a GEDI Payor ID are enabled by default.

We fixed the problem whereby a prompt had incorrectly warned users saving appointment records that the appointment had already been transitioned to BillingTracker.

Updates to reminder call service.

We created a new form at BillingTracker -> Claim Handling -> Bulk Balance Assignment Transfer. It allows you to transfer Balance Assignments from one payor to another. You might find this feature helpful if you receive payments from an insurer different from the one you billed (in the case of an umbrella insurer that has many sub-plans).

The form at BillingTracker -> File -> Setup -> Custom Write-Off Setup has a new setting to indicate if the specific item should be used as the default for Auto-Adjustments within the Electronic Remittance Advice (835) module.

A prompt will be displayed if you try to change an appointment record that has already been transitioned to BillingTracker.

We added support for CLM20 Claim Delay Reason. You can enter this value for claims by using the Additional Info button within the Claim Detail form. This value will only output on Medicaid claims.

We added a new setting in the Insurer Setup form labeled: Default Value Code Information - Always Use Default. This setting tells the system to always pass the insurer defaults into claim files, even if you had manually adjusted the claim-specific information (through the Additional Info section of the Claim Details). You will likely find this feature most helpful when you are submitting to a secondary payor after having configured the value codes for a primary payor.

Electronic Remittance Advice: This module will now automatically create an Adjustment Record for the payor which covers all non-PR (Patient Responsibility) adjustments. This will happen prior to calculating the updated balance assignments which will be transferred to the chosen Next Payor.

You now have two options in the BillingTracker Options form for Default Next Payor for Insurance Payments: 1) Next in Sequence (Patient Default) that proceeds in this sequence: Primary -> Secondary -> Tertiary -> Patient; and 2) Next in Sequence (Write-off Default) that follows this order: Primary -> Secondary -> Tertiary -> Write-off. If you previously had enabled the setting Next in Sequence, the system will default to the existing behavior of Next in Sequence (Patient Default).

Reports that you run from the Scheduler Event Listing will now use whatever time filters you had entered. The reports will therefore match what is displayed on screen.

The patient's DOB now displays on the Staff Appointment Listing and Event Listing reports.

Custom Form Builder Hyperlink fields now allow for both web and file links (web has previously been the only option).

We added a setting for how long to retain eligibility information (1-30 days). This value is set at a default of 14, but can be adjusted on the Insurance Eligibility Configuration form.

We added the Event Type to the Client Appointment Listing report.

You'll find a new form at File -> Setup -> CPT Override. It allows you to substitute the CPT displayed on claim files on a per-insurer basis.

We added a new setting at Utilities -> Maintenance -> Patient Group Input that requires a Patient Group ID on the Demographic form.

We restored the Sent folder for Signature Requests, which was removed in the previous update.

We've added the Scheduler to the list of data sources upon which you can build a customized report using the Report Builder. By selecting "General scheduler information" as the data source, you can run a report on any scheduler data. For example, you can generate a list of all appointments for tomorrow, alongside the patient?s address, phone number, and insurance as well as other details from the demographic record.

Various fixes/improvements.

The BillingTracker Find Form now matches the ClinicTracker version in that it shows the middle initial and DOB (if setting for Show DOB on Client Listing is enabled in Preferences tab of Options form).

In the Patient Reports section, we've created a new report: Patients Without Diagnostic Evaluations.

We added an integrated FAQ search to the Staff Dashboard. You can access it via the FAQ link near the top right corner of the form. You can also go to Help -> FAQ Search.

Changed 837 field DTP*96 to DTP*096 to explicitly meet the ANSI specifications.

On the Event Detail screen we added a 45-minute time increment as an option in the dropdown menu for End Time.

You now have the full array of export functions (Word, PDF, etc.) within reports created using the Report Builder.

We made adjustments to increase the efficiency of the messaging system.

Form Builder users can now change the order of existing and custom tabs within stock forms (even those that have not been enhanced with an embedded custom form). As such, your embedded custom tabs can now appear anywhere in the record, not only at the end of a form. To use this feature, navigate to the Form Builder Configuration utility by going to Help -> About -> Admin Config -> Form Builder. Press the Edit Tab Order button and select the stock form from the dropdown at the top of the screen. Once you select a Form Name, the Embedded Form field will display the Custom Form Name or to indicate that no Custom Form has been embedded. The Tabs list will display a listing of all the stock tabs and embedded tabs (if the form has an embedded Custom Form). Click a tab name in the list and use the up and down arrows to change the order in which the tabs appear. After saving your changes, the updated tab order will take effect whenever that form is accessed. To reset the tab order to the ClinicTracker default, press the Reset button and save your changes.

You can now track insurance authorizations by Allowed Amount Dollars (in addition to the number of sessions, session duration, etc.). Use the Insurance Authorization module to enter the allotted funding. Each time an appointment is transitioned to BillingTracker, the Allowed Amount from the Fee Schedule will be recorded on the claim and visible within the Claim Details screen. This amount will then be deducted from the Allotted Amount total for the authorization. Use the Options form (Admin tab, Alert Checks section) to configure an Expiring Insurance Authorization Allowed Amount threshold. A warning prompt will display whenever anyone accesses a patient record for which an authorization has fallen below a certain number of remaining dollars.

We added support for the upcoming NYS Medicaid requirement that all Medicaid Fee For Service claims must include in the referral section the NPI of the physician or other Medicaid-enrolled healthcare professional. See BillingTracker -> File -> Setup -> Affiliations -> Clinician Referral Source.

This update includes all the changes we've made since those described in the release notes for #653. 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 access the Edit Services screen directly from the Patient Payment or Insurer Payment screen. To the right of the BA button on the claim grid you'll find a button labeled Ser. It allows access to the Edit Service form, where you can modify any of the services you select from the drop-down list. Other fields allow you to adjust modifiers, quantity, and unit fee.

If you make a change to the Quantity or Unit Fee in the Edit Services screen (when accessing from the Payment forms), the system will advise that you have altered the charge of an existing service and will ask if you'd like to go to the Balance Assignments form. If you answer Yes, you can adjust the assignments of the open balance.

The Edit Service form will now display a message if the selected service has an associated payment. It advises you that you will be unable to alter the charge for this service. You will have the option of navigating to the Payment History screen to delete the existing payment records so you can make the necessary modification.

Updates for customers using Credit Card processing module.

This update includes all the changes we've made since those described in the release notes for #653. Because some users are getting all the upgrades for the first time with this update, make sure to review the prior notes below.

We added Navigation to the right-click menu on the My Patients widget.

We made a new setting that blocks the "Load from Previous Progress Note" prompt that normally pops up when you access a new progress note. Go to: Options -> Formats tab -> Progress Notes section -> Prevent Loading Previous.

You can now re-order either existing or custom tabs that are embedded in stock forms. Go to: Help -> About, Admin Config -> Form Builder, click Edit Tab Order button.

We added the Initial Contact Name to the detailed views of two reports: The Intake Report by Referral Source and the Intake Report by Referral Reason. If you prefer a label other than Initial Contact Name, you can always change it by using the Custom Labels feature (https://clinictracker.com/video/CustomLabels)

We fixed an error that occurred when printing custom templates in certain circumstances.

Various fixes.

When you delete a payment, the system will now also reverse all associated changes related to it. Let's say you had collected a $20 payment and had written off $10. If you delete the $20 payment, the system will now also delete the write off. The original payor will have $30 restored to the balance assignment. Similarly, if a secondary payor had been assigned the $10 balance, that balance would be transferred back to the primary payor.

The Appointment Reminder Call Configuration screen now includes a Send Sample Call button. It allows you to test your settings without going through the scheduler or enabling the testing number feature.

We added a new control type of Hyperlink to the Custom Form Builder.

You can create new Scheduler events by first right-clicking a Staff, Patient, or Room in the Resource Display, then selecting Create Event With and choose from any resource the calendar displays.

The scheduler Resource List, which had only allowed you to select collections of patients based on scheduling group, now also lets you select them based on the Primary Place of Service (from the Patient Demographics Form).

We created a new form available at Paperwork -> Utilities -> Referral Form that will track outgoing referral information.

We created a new report available at Admin Reports -> Five Axis Diagnosis Report. It displays information from all five DSM axes, grouped by patient.

Because of this new form, we added a Maintenance entry for "Referral Service."

We added a new option to the Patient Resource list in the dropdown menu of the Add button. In addition to selecting Scheduling Groups (as you could before), you can now also select patients based on the Primary Place of Service noted on their Demographic record.

We added a field for Cell Phone Number on the Demographic form. You'll also find it in the Preferred Method of Contact field, Demographic Face Sheet, and Patient Summary Reporting: Reminder Lists.