Release Notes

BillingTracker: New option in insurer setup form for "Box 32b/33b: Prepend Qualifier". If selected, this will prepend a ZZ (for Taxonomy Code) or 1D (for Provider Commercial Number) to the value in box 32b and 33b on the CMS 1500 form.

ClinicTracker: New option to set the age for what the system considers the cutoff between child and adult (default value is 18). See Options Form -> Preferences Tab -> Intake/Patient Info section -> Age Cut-Off for Adults.

Additional field in insurance setup for "Description". If entered, this description will show after the insurance company name on the demographic form and well as in BillingTracker's Insurance Payments screen and other locations throughout the program. This will help distinguish between different variations (locations, plans, etc.) of an insurance company.

Addition of Treatment Type field to Group Appointment form (if the option is enabled to show this field on the individual appointment form). When moving from a group to individual appointment, Treatment Type will now be pulled from the specific value entered in the group appointment record, rather than the most recent individual appointment as it was previously.

All progress note templates (except for "Specialty Note") have been adjusted so "Current Medication" section has been enlarged and moved to its own tab.

Addition of payment history to Financial tab of Patient Dashboard, along with ability to reprint a receipt. This is only visible for BillingTracker-enabled customers.

BillingTracker: Added option to the "Configure Statements" screen to toggle the visibility of a credit card payment block on patient statements. The default value for this option is unchecked, or to not display.

Update to show negative-balance claims on Patient Statements (previously only showed claims with a balance greater than $0).

Miscellaneous report adjustments.

New scheduler feature called "Event Preview" has been enabled by default for all users. If this option is enabled, when selecting an event on the calendar, a preview window will be displayed containing additional details related to the event (linked patients along with their contact and payor information, location details, etc.). This window can be toggled using the F12 key, or by going to Calendar -> Show Preview Window. A setting for whether to enable this feature by default can be configured on your Staff Info Record, Personal tab, within the Scheduler Settings area.

Addition of DOB/Age to scheduler event preview form.

If a service is marked as not requiring a progress note (in Service maintenance menu), the "Note" column in BillingTracker's Transition Appointments screen will show an "nr" for "Not Required". For these records, no prompt about progress note status will be displayed, even if the note status is Missing or Unlocked.

Update to print routine for old Outpatient Summary to standard format, including barcode and footer.

BillingTracker: Aging reports will display location and program filters on the report header.

ClinicTracker: Patient Appointment History report will now display the billable time for the appointment record.

Addition of billable time to Appointment History report.

Addition of "Not Recently Seen" filter to Mail Merge form. This will allow you to limit the results to only patients who have not been seen in X days.

New Report: Clinician Reports -> Group Appointments by Staff.

Addition of "Add Similar" button for Consent records on the Info Releases tab, just above the grid. This will function the same way "Add Similar" does for Patient Contacts, but will allow you to easily renew consents.

Clicking on a signature notification link for a progress note will now load the actual appointment record (rather than just opening the Patient Contacts form). Note: This will not affect existing signature requests sent prior to this change.

Update to Patient Reports -> Non-Billable Patient Listing

Update to saving demographic records for clinics not requiring a DOB to be entered.

BillingTracker: New option in Insurer setup form for "Force 24j to have the same value as 33a". Selecting this option will force box 24j (rendering provider NPI) to have the same value as box 33a (Billing Provider NPI) as opposed to the default of using the NPI/Affiliation code for the rendering provider and payor.

New options on general tab of Options form to require Modality and Time Frame on MH Treatment Plan prior to saving.

ePrescribing customers will see a new icon in the ePrescribing section of Staff Info that will open the ePrescribing registration document.

Addition of new substances to Urine Screening module.

ePrescribing: Updates related to "default pharmacy" bug in DrFirst system.

BillingTracker: Added third option to Payment Application reports to use the entered date range to filter based on "Payment Application Date". Original two options of "Claim Date" and "Payment Collection Date" are still available. These options will be presented just prior to the report being displayed.

Addition of new form available at Paperwork -> Utilities -> Staff Log. This will allow for recording general notes related to a staff member. Associated maintenance list for Staff Log Type added to Maintenance menu.

Addition of CD Paperwork -> ASAM Level of Care.

Addition of link to new ASAM Level of Care on Schedule of Services tab of CD Treatment Plan.

Added initial and final GAF scores to Admin Reports -> Clinic Productivity -> Discharge Report.

Addition of program enrollment filters to mail merge module.

Addition of "Add Similar" feature to group appointment form.

New prompt for clinics set up to serve both children and adults. If you save a record for a client under 18 years old and have them marked as an adult, you will receive a prompt asking if you would like to set them as a child (and vice versa).

Addition of the Intake Notes (up to 200 characters) to the Scheduler Preview window.

Addition of Physical Characteristics form, accessible via Actions menu of Demographics form.

Addition of Personal Property form, accessible via Actions menu of Demographics form.

Initial release of a new feature called "Event Preview". If this option is enabled, when selecting an event on the calendar, a preview window will be displayed containing additional details related to the event (linked patients along with their contact and payor information, location details, etc.). This option can be toggled using the F12 key, or by going to Calendar -> Show Preview Window. A setting for whether to enable this feature by default can be enabled on your Staff Info Record, Personal tab, Scheduler Settings.

Added field for taxonomy code on Building/Billing Location input form.

Added option on BillingTracker's Insurance Setup form for CMS-1500 Box 32b and 33b to populate with taxonomy code (as opposed to PCN).

Added option on BillingTracker's Insurance Setup form (CMS-1500 Options section) for "Show Other Insurance Info When Not Primary". If this option is checked and you create a CMS-1500 form for a non-primary insurer, box 11d will be marked as "Yes", and boxes 9a-d will be populated with the primary insurer information.

Include "Other Phone" on Face Sheet report.

Include Client ID on scheduler event cell (if option to display patient name is enabled) and mouseover text.

Addition of two new reports accessible via Staff Reports -> Clinician Quick-View -> Appointments -> Service Detailed/Summary. This will show appointments grouped by clinician and sub-grouped by service.

When typing a name into the patient find form, the selected entry will now appear at the top of the list, rather than the bottom to allow for seeing all matching names below.

Fix to calculating next available client id on certain systems.

Inclusion of Supervisor name in Missing Progress Notes reports.

Add "referred by" information to Intakes by Referral Source/Reason reports.

BillingTracker: New setting in Options form for "Paper Claims: Combine Same..." This will determine which claims will be combined on the CMS-1500 or UB-04 claim forms. The options are: 1) Insurer, Patient, Clinician: This is the current default behavior. These three values will need to match in order for two claims to appear on the same printed form. 2) Insurer, Patient: Only these two values will need to match (i.e. services rendered by multiple clinicians can be combined on the same printed form).

BillingTracker: New feature for "Auto-Apply Copay" Depending on your agency's workflow, you may collect patient payments prior to the transition process. If transitioning an appointment with the "Auto-Apply Copay" option selected near the top left of the transition screen, BillingTracker will search for an unapplied patient payment to automatically apply during transition. There are two settings that can be configured on the BillingTracker options screen which will control what constitutes a match: 1) Exact Date/Amount Match: Payment date must match the appointment date and full payment amount must match expected copay. 2) Any Amount Covering Copay: Unapplied payment amount must be greater than or equal to the expected copay. If a corresponding match exists, it will be automatically applied to the current claim. Otherwise, the copay collection screen will be shown as normal. An additional setting is available to default this setting to on or off on the transition appointments screen.

Addition of cell phone and email address fields to Personal tab of Staff Info form.

When linking the first staff member to a scheduled event, the location will default to the room configured in their Staff Info record.

For individual appointment records created by linking from the Group Appointment record, the Group Name will be displayed at the top of the Progress Note output if the option for "Group Info on Group Notes" is enabled in the Options form.

BillingTracker: Addition of date filter to Payments -> Credit Balance Report.

Related Documents module will remember the last selected path when locating multiple documents in a row.

BillingTracker: Support for UB-04 Box 17 (Patient Status). See Insurer Plan setup, UB-04 Options.

BillingTracker: A new button will appear in the bottom right corner of the Claim Management form that allows you to requeue all pending transactions of the selected claim format. This is available when selecting "Patient Statement" or "Insurer Statement" as the claim format on the top of the form.

Add "Display Patient Dashboard" as option when right-clicking a patient name in the scheduler's event detail form.

BillingTracker: New options to default CMS-1500 boxes 12, 13, and 27 (current behavior) or have them pull from the Additional Information section on the Financial tab of the Demographic record. Options can be set at File -> Setup -> Options in the "CMS-1500 Defaults" section.

BillingTracker: Addition of Aging by Clinician report.

Correction when exporting to tab-delimited file.

Addition of Patient Payments and Insurer Payments to Executive Dashboard.

Addition of Patient Group filter to patient-related Executive Dashboard widgets.

Additional setting added to last tab of Staff Info form labeled "Only Access Assigned Patients". Select this option to block access to any patient to whom this user is not currently assigned in the Staff Assignments section on the Intake tab of the demographic form. This will allow you to enforce per-user security and define specifically which patients they are allowed to access. This option has been defaulted to off for all existing user accounts.

BillingTracker New Report: Point in Time Receivables. This report is accessed by clicking on the "Claims" button found in the reporting area of the main screen, and then choosing "Point in Time Receivables". This report allows for the option of reporting on ether open claims only, or all claims. This report displays the same type of information as the Claims and Balances report, however, it captures the status of receivables at a given point in time. This will allow you to judge what the unpaid claim balance was on a given date, even if the claims have since been paid.

BillingTracker New Report: Point in Time Aging. This report is accessed by clicking on the "Aging" button found in the reporting area of the main screen, and then choosing "Point in Time". This report allows for the option of reporting on historical aging, grouped by clinician or patient. This report displays the same type of information as the Aging reports, however, it captures the status of receivables at a given point in time. The one key difference is that the entire open balance for a claim is associated with the patient, not split out among their insurers (since the balance assignment at the given point in time is not known).

New system option on the Preferences Tab in the Patient Contact section: Prompt When Changing Appointment Date. Checking this option will alert end users when attempting to alter the date on an existing appointment within Patient Contacts. This is intended to guard against users accidentally updating a record when they intend to create a new one.

BillingTracker: Addition of security screen feature present in ClinicTracker when idle for a set amount of time.

New option to hide timestamp information (signature dates and last modified date) when exporting/printing paperwork. See Options form, Security tab.

New Option on Formats Tab, Progress Note Section for "Populate Tx Planning Tab When Loading From Prior". This determines if the treatment planning tab should be populated when loading from a prior Progress Note for the current patient. This setting has been defaulted to off, which is the current behavior.

BillingTracker: Update to Sage MIP Export when using "Payment Application" export rule.

Scheduler notifications for created/updated events will cause the new message indicators to appear.

New options in insurer plan setup to send Box 29, 32, and 33b on the CMS-1500 form.

Statistics reports (Admin Reports -> Clinic Productivity -> Statistics) will allow for status filter prior to running report.

Added Additional ID field to Advanced Search form.

ClinicTracker Mobile: Addition of Diagnosis Rule-Outs (Please choose "Refresh Apps" option on your mobile device).

Addition of F2 combobox search feature throughout BillingTracker.

Addition of "Entering User" to payment receipt report.

Addition of "20 Minutes" as option for default event length on Scheduler Settings form.

Ability to override the charge for an appointment with Patient Contacts. To enable this feature, select the option for "Allow Price Override" on the Admin tab of the Options form. This will display a new "Override Price" field on the Appointment tab of Patient Contacts. Any user with the "Allow Price Override" option enabled on the User Responsibilities tab of their Staff Info record will be allowed to set an override price. If a price is entered at the time of appointment, this will be used instead of any other fee-schedule calculation rules.

The report at Staff Reports -> General Staff Information has been split into two versions: 1) By Primary Place of Service (as noted on the Staff Info record) and 2) By Accessible Place of Service (as noted in the Place of Service permissions within Staff Info).

New option to display credit balance information on patient/insurer statements. See File -> Setup -> Configure Statements. This option has been defaulted to No, which will leave existing statements unaffected.

The report at Admin Reports -> Intake Information -> Intake Waiting List now has a option to sort the report data by either Name or Date Entered.

Addition of Client ID to payment receipt.

Updates to display of security screen for Windows XP.