Release Notes

Options Form: Compliance Tab - Updated with setting for "Prevent Creating Appointments When Overdue Treatment Plan". This will prevent saving of any additional appointment records if there are any overdue Comprehensive Treatment Plans or Treatment Plan Reviews.

Options Form: Compliance Tab - Updated with new setting for scheduling the Comprehensive Treatment Plan based on the Nth kept appointment (where N is the user-defined number of appointments). Enable this setting to automatically update the Compliance record to reflect the Comprehensive Treatment Plan due date upon creation of the Nth kept appointment.

Options Form: Preferences Tab, Patient Contacts section - Updated with new setting for "Don't Allow Duplicate Services. This will prevent saving an appointment where the service code and add-on codes match.

BillingTracker: Insurance Setup form, Plan Requirements section includes a new setting "Disallow Service Add-Ons". This will prevent saving an appointment for this insurer where any service add-ons are recorded.

Addition of Payment History Report in Financial tab of Patient Dashboard (BillingTracker customers only).

Added a new Custom Label option: Initial Contact Name. This field is found on the "Intake" tab of the Patent Information screen.

On the Staff Dashboard's "My Messages" widget, two new buttons have been added to support "Tasks on Demand". By clicking the mail icon, you can compose a new message and by clicking the task-list icon, you can create a new reminder. These are both performed directly from the homescreen without having to first access the messaging system.

Update to Insurance Authorization form. Additional color coding of orange for authorizations "nearing expiration". This will be displayed if you have warning limits setup on the Options form, Admin tab, Alert Checks section. If you enable the "Check for Expiring Insurance Authorizations" setting and enter a number of days and/or number of units, these are the limits that will be used to check for an authorization nearing expiration.

BillingTracker: Update to Point in Time Aging Report when filtering by a large number of programs.

ClinicTracker: A new option has been added to the Preferences tab of the Options form (Help -> About ClinicTracker -> Admin Config -> Options) for "Require Primary Place of Service". Checking this will make the "Primary POS" field on the Intake tab of the Demographic screen required to save a record.

Correction to issue with recording custom write-offs.

Correction to issue with printing progress notes directly from the Patient Contacts form.

BillingTracker: Addition of form at File -> Setup -> Transmission Type Override Rules. This will allow you to create rules for selecting an Electronic Claim Transmission Type, based on the insurer and billing location recorded on the appointment. If a match is found, this will be used instead of the Transmission Type configured on the insurer-plan level. This will avoid the need to create multiple insurance records if you send claims differently based on the billing location.

BillingTracker: If you have configured custom write-off codes, they will be displayed on the Edit Master Payment Record form (accessible from Payment History form).

Various functionality enhancements to support CPT code changes.

Changes to support new CPT coding rules starting in 2013. Two new service code add-on fields will be displayed on the Appointment tab of the Patient Contacts form. These will transition to BillingTracker with fees just like any other service, and be associated with the claim.

New setting in Options form, preferences tab, for if there should be a prompt when saving a new appointment without a service code add-on.

Note: Program administrators should disable old service entries and create new ones on 1/1/2013 by going to Utilities -> Maintenance -> Service Input. Any associated fee schedule rules will need to be entered as well.

New option: Patient Info: Display Parent Tab for Adults - Display a tab to collect parent information even if client is marked as an adult.

Form Builder: New interface when designing forms that will display a preview window of how your form will look.

Form Builder: Right-click option on a field name in the list to move to a different tab.

Added Client ID to Patient Appointment History reports.

Expanded entries for Service Price History (Maintenance Menu -> Service Input).

Add "Strategies" section and target "Due Date" to Objectives on CD Treatment Plan.

Form Builder: Ability to embed a custom form within an existing form (only certain forms are currently available). See new field "Embed in Form" on Configure Custom Form utility.

BillingTracker: New feature available at File -> Setup -> Claim Format Override Rules. This function will allow you to adjust the default claim format (CMS-1500, UB-04, 837, patient statement, insurer statement) for a given insurer/billing location combination. When transitioning an appointment, if a match is found for the insurer/billing location combination on the claim, this claim format will be assigned, as opposed to the default configured for the insurer.

Added Active Status to Admin Reports -> Intake: Intakes Not Treated. Accessible via Select Expert.

Fix to hyperlinks on message board.

BillingTracker: Added option to display Patient aging information on patient statements. See File -> Setup -> Configure Statements, Additional Options section.

New System Option for eForms Users. On the General tab of the Options form you will now see a setting labeled: ROI Default Notes: Insert by Default. Checking this option will automatically add the default notes that have been configured for the Release of Information form through the Maintenance Menu.

Addition of search bar to the top of messaging system.

Added Place of Service to the Encounters by Service report (detailed view). This value is also available as a filter through the Select Expert.

Added Place of Service to the "Supervisor and Clinician" report. This value is also available as a filter through the Select Expert functionality of the report

Added Place of Service to the "Productivity: Statistics" report, when run for Age or Age CC (detailed view). This value is also available as a filter through the Select Expert.

Ability to collect an additional signature on Collateral records.

BillingTracker: Ability to change the default value of UB-04 Box 55 if an insurer is present from -1.00 (current default) to blank. See UB-04 Options section of Insurer Setup form.

Added links to online training videos throughout the system.

ClinicTracker Insurance Setup Maintenance Form: If you have fully configured an insurance record (including billing-related settings), you can right-click an item in the list on the bottom of the form and choose the "Clone Item" option to create a duplicate copy of the insurance record. This can save you time if you are setting up an insurer that is very similar to one you have already configured.

Custom Forms: Form Setup - Ability to configure multiple tabs.

Custom Forms: Field Setup - Ability to insert a "Repeating Section" which can include its own sub-form.

Demographic form: Ability to scan separate images for the front and back of insurance cards.

Maintenance Menu: Added item descriptions and associated forms.

Added "Direct/Indirect Time by Staff" report to personal reporting menu.

BillingTracker: Addition of multi-program selection for Payment Application by Patient/Clinician reports.

Custom Forms: Form Setup - Ability to insert Diagnosis block.

Custom Forms: Field Setup - Ability to set a "Data Source Table" for a listbox or dropdown menu, for example to populate a list with your predefined strengths, weaknesses, discharge recommendations, etc. Note: only certain reference data is currently available, but this list with continue to expand.

BillingTracker: Additional option in CMS-1500 box 31 setting of Insurer Plan setup for passing the letter "Y"

Addition of Primary Insurance as a filter for the Mail-Merge routine.

ePrescribing Users: As part of our participation in the Surescripts White Coat of Quality program, we are dedicated to helping achieve high standards of e-prescribing clinical quality and accuracy. Please review the latest educational materials related to creating quality prescriptions by clicking here.

Addition of "Checked In By" column to Scheduler Check-In Sheet.

When creating a linked Patient Contact from a scheduled event, you will be asked if you want to mark all linked patients as "checked-out" if any are currently "checked-in".

Scheduling Group Setup form: Added ability to "clone" an existing group.

Scheduling Group Setup form: Changed default list to show only enabled groups, added 'Show Disabled' check box to show both enabled and disabled groups.

Adjustments to notification for checked-in patients to be more noticeable.

BillingTracker: Addition of new button labeled "Raw" in Eclaim File section of Review Submission Batches form. This will display the raw EDI data stored after processing a claim batch. This will allow youto view the file contents even if the physical file was moved or deleted from disk. Note that this information will only be available for claim batches created in the future.

Addition of "Common Phrases" feature. From any text box in the program, press the F2 key to display a list of phrases you commonly use. This one form will allow you to both populate the list as well as insert a common phrase into the text box that currently has focus.

Ability to have unlimited number of Scheduler Favorite Views (see Scheduler -> Calendar -> Save Favorite View / Load Favorite View). When choosing "Save Favorite View", a form will be displayed allowing you to enter a name for the view. You can view/edit/delete existing favorite views by going to Load Favorite View -> Manage.

Addition of report Staff Reports -> Group Appointment Report by Patient.

Added Primary Place of Service to Admin Reports -> Treatment Plan Status.

Added Policy Number to Patient Reports -> Patients By Insurer.

Additional claim file handling for clients with an address of homeless or unknown. In this case, pass address as homeless/unknown, and pass city, state, and zip using the clinic's information.

Addition of Summary/Detailed option to Intakes by Referral Source and Intakes by Referral Reason Reports.

Addition of School/Employer to Intake Face Sheet report.

Addition of new report Staff Reports -> "Direct/Indirect time by Staff".

Addition of "Other/Unknown" to gender dropdown.

Addition of "Common Phrases" feature. From any text box in the program, press the F2 key to display a list of phrases you commonly use. This one form will allow you to both populate the list as well as insert a common phrase into the text box that currently has focus.

Additional claim file handling for clients with an address of homeless or unknown. In this case, pass address as homeless/unknown, and pass city, state, and zip using the clinic's information.

Addition of new report Staff Reports -> "Direct/Indirect time by Staff".

Addition of report Staff Reports -> Group Appointment Report by Patient.

Addition of Summary/Detailed option to Intakes by Referral Source and Intakes by Referral Reason Reports.

Addition of School/Employer to Intake Face Sheet report.

Ability to have unlimited number of Scheduler Favorite Views (see Scheduler -> Calendar -> Save Favorite View / Load Favorite View). When choosing "Save Favorite View", a form will be displayed allowing you to enter a name for the view. You can view/edit/delete existing favorite views by going to Load Favorite View -> Manage.

Addition of "Other/Unknown" to gender dropdown.