Release Notes

You can now opt to break down data by Ethnicity in Admin Reports -> Productivity: Statistics.

We fixed an issue with a compliance alert displaying when creating linked individual appointments.

In the Electronic Claim Transmission Type form, the option for whether or not to send the Provider Commercial Number in the REF*G2 segment was previously a yes/no option. We have converted it to a 3-way option for Always, Never, or Unlicensed Only. This third option will only include the Provider Commercial Number if the N/L (Not Licensed) checkbox is selected on the billing provider's Staff Info record.

This update includes all the changes we've made since those described in the release notes for #646. Because some users are getting all the upgrades for the first time with this update, make sure to review the prior notes below.

Fix to issues with sending messages and displaying paperwork alerts.

We made updates to the Patient Contacts form to improve the loading speed. Only the 100 most recent records will be displayed when first selecting a patient. If there are more than 100 items, you can use the green buttons on the right to either show the next 100 or show all records.

We made updates to the messaging system that should make the Message Board (and My Messages widget) load much faster. One of these changes uses the same "paging" feature mentioned above for Patient Contacts. The Widget and Message Board will also be kept in sync instantly, so for example if you delete a message on the Message Board it will be immediately removed from the Widget as well.

We fixed an issue with signature request links in messages sent from Custom Forms.

We added a new feature at BillingTracker -> File -> Setup -> Insurer Plans in the Plan Requirements section named 'Link All Diagnoses.' Without this option, only the primary diagnosis is linked to the service code (i.e. box 24E on the CMS-1500 will display a "1"). With this setting enabled, if the option to Transition All Axis 1 Diagnoses is set on the BillingTracker Options form, all entered Axis 1 Diagnoses will be linked to the Service Code (and any add-on codes).

A new option for County of Financial Responsibility will give you more control over setting up Reduced Fee Schedules.

We added a setting at BillingTracker -> File -> Setup -> Options named 'Block Rule Out' which will determine if diagnoses indicated as Rule-Out diagnoses on the Patient Contacts form will be transitioned into claim records.

You'll find a new setting at BillingTracker -> File -> Setup -> Insurer Plans in the Electronic Claim Options section labeled New Segment For Add'l Diagnoses. Per the 837 specification, when multiple diagnoses are passed, they are displayed as follows: HI*BK:99999*BF:88888*BF:77777~ Enable this setting to modify the format to display as follows: HI*BK:99999~HI*BF:88888*BF:77777~

We updated the printer dialogue to avoid issues with printing to non-default printers on certain networks.

You'll no longer see multiple messages regarding duplication of patient records with similar names and DOBs. Now just one message will pop up.

We've added a column for Primary Insurer to Patient Appointment History reports.

You'll see that the Patient Contacts form loads more quickly when accessing patients with a large number of appointments.

Miscellaneous system improvements.

Scheduler performance enhancements.

Prior to this update, you could define reduced fee schedules for Group, Individual, or All service types. A new fourth option for Specific services will give you more control over setting up fee schedules.

The My Messages widget will now show the message type for eRx notifications.

My Aging has been added to the Personal Reports menu.

We corrected a refresh issue on the My Messages widget.

The Review Submission Batches form will show the included claim count in the footer if it is different than the number of included transactions. This scenario occurs when multiple transactions are merged into a single claim because of duplicate items for the same patient/date/service/insurer combination. Some payors require you to include the total claim count when uploading the 837 file.

To make the input of data easier, the number of people in family used for reduced fee schedules can now be a range, rather than a specific number.

You will see that the input for Primary Language has been moved to the Demographics tab.

This update contains the initial release of functionality designed to make ClinicTracker compliant with the Illinois Mental Health Collaborative data capture and upload requirements.

We have enabled a free trial of our fully-integrated Automated Call Reminder Service. It automatically places calls based on parameters you establish. For example, you can tell it to contact all clients three days prior to a scheduled appointment. The module also lets you manually place a call from the Scheduler by right-clicking an event and choosing "Generate Reminder Calls." This trial offer pertains only to the manual calling feature. After 100 free calls you can contact us if you want to sign up for the service. To disable the free trial at any point, go to Help -> About -> Admin Config -> Options -> Admin tab and uncheck Reminder Calls. If you decide to try the Call Service, you should practice by telling the system to route all calls to one of your own phones. An administrator can enter a Testing Phone number in the Reminder Call Configuration screen (and set other details like the displayed caller ID and agency name. When you go live (and uncheck the Testing Phone), the system will call whatever number you have on file for the scheduled patient. See the training video for additional information: https://clinictracker.com/video/ReminderCalls/.

Compliance alerts when accessing a patient have been restored.

On the Info Releases tab of the Demographics form, the system now displays active consents in blue and inactive ones in red.

We added a calendar icon next to the date range on all report filter screens. This button makes it easier to select standard options, such as Today, Tomorrow, or Last Month.

The message form link now include intakes (if you've configured the option to allow Intakes access to Patient Contacts.

We added the Navigation menu to the scheduler.

Prior to this update you could only digitize signatures using Topaz Signature Tablets. You can now capture patient/guardian signatures on Treatment Plans, Discharge Summaries, Appointment Records, and eForms using any type of input device (e.g. a mouse, touch-screen device, pen tablet, or Topaz tablet). For more information on how to enable this feature for your agency, please view our current newsletter.

Right-click options are available for items in the My Messages widget. They give you the option of setting read/unread status, reply, forward, etc.

Now you can save messages as drafts for those times you want to store your text because you're not ready to send it. When composing a message, click the Save as Draft button, or go to File -> Save as Draft. The message will be saved to a new Drafts folder in your Message Board.

Since patients may have different fee schedules for various services based on their county, we added County of Financial Responsibility to the Fee Schedule utility in BillingTracker.

We added a new option that automatically defaults to the primary insurer when you record a new appointment - even if the patient's demographic record lists other payers. Prior to this update, the system defaulted to the primary payor if the patient had only one insurer. To enable this option, go to Help -> About -> Admin Config -> Options -> Preferences tab. On the top right, you'll see the check boxes that modify the Patient Contacts Form settings. Check the box for "Always Default Primary Insurance." (Also described in update #640)

We added a filter for the progress note status (all/missing/unlocked/locked) to the My Appointments Widget.

On Appointment records, the diagnosis will now default to the patient's most recent diagnosis, regardless of where in the system it was entered. You therefore no longer have to click the "Load Latest Diagnosis" button.

We added an option to collect patient copays from the Patient Contacts Actions menu (also accessible using Control + Y).

You now have the ability to set a read/unread status for Signature Requests and Scheduler Notifications (if enabled). This feature will help you manage items that still require follow-up. You can set the read status on both the main Messaging System as well as the My Messages widget.

Modifier Rules can now also be based off the Credential of the clinician.

To help you remember the various rules you have set in the Reduced Fee Schedules feature, the system lets you enter a description for each configuration you have established.

Before this release, reference numbers the system generated were only unique to a specific payor. It was therefore possible for two patients to have the same reference number. For example, the system allowed a reference #1000 for Patient A and reference #1000 for Patient B, as long as Patient A did not have two reference numbers of #1000. A new system option will require reference numbers to be unique across all payors. It can be enabled in BillingTracker by changing the setting at File -> Setup -> Options -> Generate Unique Reference Number from "For Payor" to "Globally."

Prior to this update, the system would prompt you about any Auth Codes that were available for a future date. Now the prompt appears only if the service date falls directly within the authorized date range. (Also described in update #639)

The Staff Based Values Input form will now display the categories in the same order as the tab display on the Staff Based Activity Form.

We added a new option that automatically defaults to the primary insurer when you record a new appointment - even if the patient's demographic record lists other payers. Prior to this update, the system defaulted to the primary payor if the patient had only one insurer. To enable this option, go to Help -> About -> Admin Config -> Options -> Preferences tab. On the top right, you'll see the check boxes that modify the Patient Contacts Form settings. Check the box for "Always Default Primary Insurance."

Prior to this update, the system would prompt you about any Auth Codes that were available for a future date. Now the prompt appears only if the service date falls directly within the authorized date range.

Various miscellaneous enhancements.

We developed a new feature that makes it easier to work with Service Add-On codes. In essence, you can pre-store combinations of Service and Add-On codes so you don't have to enter them individually each time. For example, you might create a combination called "Psychotherapy 30 Interactive" that automatically enters the Psychotherapy service code with two add-on codes to reflect a session duration of 30 minutes along with Interactive Complexity. You can configure these pre-stored code combinations at Maintenance -> Service With Add-On Codes. The next time you record an appointment, you will see a Find icon to the right of the Service dropdown that allows you to select the pre-stored combination.

If you go to Staff Reports -> Clinician Reports and select a Report Type of Patient Contacts, you will find that we added the Service Add-On codes to the report output.

Review Submission Batches screen will show the total service amount billed in the bottom status bar in addition to the total assigned balance included in the batch. (also described in update #637)

Addition of phone number to Advanced Search screen (also described in update #637).

Custom Labeling has a new option: The Change of Diagnosis form (also described in release notes for update #635)

Fixed issue with signature printing on eForms.

Addition of phone number to Advanced Search screen.

Review Submission Batches screen will show the total service amount billed in the bottom status bar in addition to the total assigned balance included in the batch.

Scheduler updates.

Custom Labeling has a new option: The Change of Diagnosis form.

Various minor updates.