Release Notes

Scheduler Updates We have continued refining the recent scheduler updates, including addressing a refresh issue when navigating back to a prior date.

View Detailed Audit Logs in Specific Records. You can now access record-specific Advanced Audit Logs directly from the individual record (without having to search through the full logs). When viewing a specific record saved within a Custom Form (or any other form that supports Advanced Audit Logs, such as Demographics, Patient Contacts, and several billing configuration forms) press Control + Shift + Q to see a history of the changes made to the record.

Linked Appointment Correction. We have corrected a reported issue with creating linked appointments from the scheduler. Any events that were previously not showing the proper linkage should now show the expected icon.

NEW Staff Portal Dashboard and Navigation Updates. We are thrilled to announce our reimagined Staff Portal with customizable dashboards. When you launch the Staff Portal, you will now see the brand-new Staff Dashboard Builder. This tool allows portal users to create their own dashboards based on their preferences and role types. Upon logging in, you will land on a new page that explains the new Staff Dashboard tool. To customize your dashboard, simply click on "Get Started" and follow the Dashboard Layout Library steps. We believe that these new updates will provide a more enhanced and efficient user experience while using the Staff Portal.
Please see this Guide Page for additional information.
For our clinic partners who have not utilized the Staff portal, we encourage you to reach out for a demonstration of how impactful it will be for your staff and overall operations.

Multiple Payors and Authorization Codes on Appointments and New Coverage Type Concept (Staff Portal). We introduced this new feature to ClinicTracker in a recent release, and it is now available in the Staff Portal:

One of our partner clinics in Pennsylvania needed to handle situations where patients may not have their services covered by a payor based on their insurance authorization. The Primary payor needs to be then bypassed, and the claim submitted directly to the secondary payor as if the primary payor did not exist. This clinic also encounters other scenarios in which the primary payor still needs to be associated with the claim (for COB purposes), but will not cover the cost, so they want to directly submit to the secondary payor.
In addition, when associating multiple payors with a claim, each one may have its own authorization codes. This is now supported.


We know this type of situation can happen for many of our clinic partners, so we have added a new concept of "Coverage Type" which includes the following options:

• Covered: Insurance will attach to the claim and receive the calculated balance.
• Non-Covered: Insurance will attach to the claim, but the balance will be assigned to the next payor in sequence when transitioned.
• Bypass: Insurance will not be attached to the claim at all.

You will see this Coverage Type option next to the payor selection on Patient Contacts as well as on the Insurance Authorization and Authorization Package forms. Not sure what to do with this? Just leave it as "Covered" and everything will work exactly how you're used to.

As part of this change, we also made it so the Primary, Secondary, and Tertiary payers will be available on Patient Contacts. This will allow you to set a specific payor priority, or exclude a certain payor from being associated with the claim. Again, not sure what to do with this? Just leave the defaults the system suggests in place, and the payors will be associated with the claim based on how they are configured in the patient's demographic record.

Lastly, you will see authorization code fields next to each of the three payors. Any authorization you attach to the secondary/tertiary payor will flow through to the claim and will be included when creating a paper or electronic claim. The Claim Detail form within BillingTracker has been updated to show this information within the Claim-Specific Insurance information section. This will eliminate the need to manually go into the claim and update the authorization code before sending it to a non-primary payor.

To use the new Coverage Type feature, go to: Staff Portal > Click the Patient Icon > Patient Contacts and go to the Billing Details section. You will see three Payor dropdowns, Authorization Code fields, and Coverage Type dropdowns.

Please see the explanatory video below: Coverage Type

Prevent Staff from Editing Payor and Authorization Fields. One of our partner clinics in Pennsylvania asked us for a way to prevent their staff from editing Payor information and Authorizations on Patient Contact records. To assist with this, we have added two new settings in the Staff Info form on the System Permissions tab.
To enable these settings, go to: ClinicTracker > Staff > Staff Info > System Permissions > Prevent Updating Authorizations and Prevent Updating Payors. Thank you, Jessica and Carm for this suggestion!

Update to Auto-Insert Authorization Codes Now Including Non-Primary Payors. We received feedback from Jessica and Carm in Pennsylvania, to automatically insert authorizations for non-primary payors on Appointments. New Patient Contact Form Settings can now be found at ClinicTracker > Admin Config > Options > Preferences > Patient Contacts Form Settings as follows:

• Automatically Insert Authorization Codes for Individual Appointments On Focus Authorization Field (Non-Primary Payors)
• Automatically Insert Authorization Code on Change of Status (Non-Primary Payors)
• Bypass Active Authorization Code Prompt (Non-Primary Payors)
• Automatically Insert Authorization Codes for Individual Appointments On Save (Non-Primary Payors)
• Automatically Insert Authorization Codes for Linked Group Appointments (Non-Primary Payors)

These mirror the existing settings available for the primary payor.

Staff Portal: Filter Scheduling Locations by Distance. Like in ClinicTracker, you can now limit your building locations by the distance from the patient in the Staff Portal. Go to: Scheduler > Find Available Time Slot > Select a patient > Click the filter button next to the location list, and enter a search radius. Thanks to Joel, a valued partner of ours from California, for the feedback on this feature!

View Super Bills in the Patient Portal. Your Patients will now be able to view Super Bills from their Patient Portal. You can instruct your clients to view this information in their portal by going to: My Account > Statements > Super Bill.

Prevent Double Booking Rooms. Amanda, from one of our longstanding partner clinics in New Orleans, asked us for a solution to prevent staff from double-booking rooms when scheduling. We have added a new Prevent Double-Booking setting on the Room Input form in the Maintenance menu. When this setting is enabled, the Scheduling Conflict Alert prompt prevents the double booking (rather than just presenting a warning). To locate this new setting, go to: ClinicTracker > Maintenance > Room Input > Prevent Double-Booking. Thanks, Amanda for this valuable suggestion that we know many of our clinic partners will appreciate!

Insert Location Identifiers in Claims. Kyoko, from one of our partner clinics in Arizona, asked us for a solution to handle the billing requirements for Box 19/Loop 2300 NTE. To meet these requirements, we added a new setting so now you will be able to insert Location Identifiers into Box 19 of the CMS-1500 or Loop 2300 NTE of Electronic Claim 837 on a per-insurer basis. These settings are located at: BillingTracker > Settings > Insurer Plans > Double-Click Insurer Entry > Requirements Tab > Box 19/Loop 2300 NTE: Send Rendering Provider > Box 19/Loop 2300 NTE: Send Location Identifier.
We've also added a Location Identifier Field at: ClinicTracker > Utilities > Maintenance > Building/Billing Location on the Business/Billing tab. Thank you to Kyoko for this important suggestion!

Manage Workflow Builder Versions. When you use Workflow Builder and assign Workflows for compliance tracking, many times requirements change, and updates to Workflows are needed. Workflow versioning provides you with the ability to update existing Workflows and not impact the existing assigned Workflow tasks or even upgrade them. To use and create new Workflow versions go to Utilities > Workflow Builder and add new workflows.
Please see this Guide Page for additional information.

Merge Duplicate Patient Information. There may be instances when you come across duplicated patient records in ClinicTracker. Based on the feedback we received from Jenny, an RCM director, we have added a feature that allows you to identify and merge these duplicates. This screen will display a list of patient names that are duplicated, along with the client identifier and phase information. Simply double-click an entry to navigate directly to the Demographics form for that Patient. You can then make necessary adjustments to the patient name or run the "Merge Current Patient Into Another" option, which can be found at: Patients > Demographics > File.
To view the list of patients with duplicate names, go to: ClinicTracker > Help > About > Maintenance > List Patients with Duplicate Names. We would like to express our gratitude to Jenny for all the valuable feedback she has provided us... please keep it coming!

Complete Pending Patient Portal Registrations and Portal Forms. In some situations, patients forget to submit their portal registrations and required forms, which leaves them in a pending status. To ensure that this patient information can be processed through the system, we have updated the registration and portal form process, allowing you to complete the pending registration and forms on behalf of patients.
To use this new feature, go to: Staff Portal > Patient > Patient Registrations > Set filter to Pending > Click the View button next to the status column. Once you have reviewed the patient’s information and it’s ready to be submitted, go to Step 3 at the bottom of the screen and submit.

Automatically Mark Open Tasks Representing the Same Action as Complete. We have added a new feature that allows you to complete open Workflow Builder tasks of the same action automatically. This setting can be found under Admin Config > Options > Compliance (General) > MH & CD Compliance Rules > Auto-Complete All Workflow Tasks. If you choose to enable this option, any action that applies to multiple open tasks will automatically mark them all as complete, without requiring any user interaction. This will save you time while ensuring that all relevant tasks are marked as complete. Thanks to Matt from one of our longstanding partner clinics in California for the suggestion!

Display Primary Authorizations on Transition Appointments. Elizabeth, from one of our longstanding partner clinics in California, wanted to be able to view the Primary Authorization in the Transition Appointments list. With this feedback, we added a new "Auth Code Primary" column to the Transition Appointments list. To view this newly added column, go to: BillingTracker > Transition Appointments, and you will see Auth Code Primary in the last column. Many thanks to Elizabeth for the feedback on this enhancement!

Store Comments When Adding Controls in Form Builder. Would you like to add helpful comments on your form designs? Now you can, with the newly added "Comments" property in Form Builder. You will find a new "Comments" row in the Property Panel on the right side of Form Builder. Please note that these are internal comments that will not be visible when using the form.

Automatically Update the Submission Status When Uploading Claim Batches. When you upload claim batches, the Submission Status will now be automatically updated on the claim batch. This new enhancement eliminates the need to manually set the submission status, which can lead to potentially missing or applying an incorrect status.
To take advantage of this time-saving feature, go to: BillingTracker > Review Submissions > FTP > Select a file > Click Upload. When you upload your file, you will be prompted: "Would you like to update the Submission Status to 'Submitted' for this batch?". If you click Yes, it will reflect the Submitted status in the Submission Status dropdown on Claim Submission Batches. Thanks so much for this suggestion, Amy, a valued partner of ours in Maryland!

Limit Event Type Color to Past Events. Ken, a leader and long-standing partner from Maryland, requested that our team apply the Event Type Color Override only to events that are scheduled for the current day or in the past. A new setting named "Only apply color override for past events" has been added in the Appointment Status Input form. When enabled, it will apply the color override only to events in the past. When using this setting, it is based on the current moment in time you're viewing the schedule. For example, if the start time was in the past, the color override would apply, otherwise it would not. To activate this new setting, go to: Utilities > Maintenance > Appointment Status Input, and select the "Only apply color override to past events" checkbox. We are very grateful to Ken for this excellent suggestion and collaboration throughout this project!

Report on Open Insurance Accounts Receivable. Review your accounts receivable using our newly added Insurance Open AR report. This report displays claim and balance information. Locate this report at: BillingTracker > Reports > Aging > Insurance Open AR.

New Fields for Payment Date and Reference Number on the Payment Adjustment Screen. Jenny, from one of our long-standing partner clinics in Maryland, wanted a way to distinguish the date of COB information without going to multiple places to research. It made perfect sense to us, so we have added two new fields to the Payment Adjustment Screen. You will now see the Pay Date (Date on the ERA) and the Reference Number (ERA Number) columns, which will be imported from the ERA module. This will help identify which ERA is associated with each denial/adjustment reason, for Non-Balance Affecting Adjustments. To locate these new fields, go to BillingTracker > Billing Accounts > Double-Click a Service > Adjustments. Many thanks to Jenny for the feedback on this feature, and we hope this will help with identifying (and preventing) denials!

Clone Additional Services in Revenue Code Setup. In the Revenue Code Setup form, you will see a new clone button, which will let you easily copy a rule. This new feature will provide a way to assign a revenue code to multiple services and insurers without having to go into each service separately. To take advantage of this feature, go to: BillingTracker > Settings > Revenue Code Setup, where you will see the newly added Clone button. We would like to extend our gratitude to Jenny, from one of our partner clinics in Maryland, for providing us with helpful feedback on this feature. It is much appreciated!

Billing Clinician Override Enhancements. Some helpful features have been added to Billing Clinician Overrides:

• The ability to filter a list view based on the Clinician to Use selected for a record.
• A new legend that will define the different color coding.
• You will now be able to use an appointment's Supervisor as an override.

To locate these time-saving enhancements, head over to BillingTracker and go to Settings > Billing Clinician Overrides.

Identify Task for Completing and Ending Workflows. We have added a new Workflow task setting for completing an entire workflow. This new enhancement will provide a way to define a specific task (or tasks) in your Workflow that when completed, will complete all tasks associated with the workflow. It is similar to the existing feature of "Only Require One Completed Task for Workflow", but provides a bit more control, since you can identify the task(s) that will complete the Workflow. You can locate this enhancement when you go to configure the task details in Step 2 of the Workflow. There you will see an option: "Will completing this task complete the entire workflow?". Our thanks to Viktoriya, from one of our longstanding partner clinics in New Jersey, for the helpful input on this item!

New CMS 1500 Enhancements. We are happy to share that you can now add Box 17a Qualifiers and Values to Referral Sources and include them on CMS-1500 claims. On the Referral Source form, we've added two new fields for the Box 17a Qualifier and Box 17a Value. To access these new features, head over to BillingTracker, and go to: Settings > Referral Sources > Referral Source Setup. There you will find these two new fields. Furthermore, we have added a checkbox in the Insurer Plan Setup section to include Box 17a. Please note that this setting is disabled by default. You can find this new setting by going to BillingTracker > Settings > Insurer Plans > Claim Details > CMS-1500 section: Send box 17a. Thanks so much, Jessica and Carm, from one of our partner clinics in Pennsylvania! We appreciate your valuable feedback and help with this feature.

Nightly Workflow Automation Safeguard. To ensure you've properly configured your workflows that are based on nightly automations, the system will now prompt you with an estimate of how many tasks will be processed on the next execution of the workflow. This can help to ensure you do not create an automation that will impact more records than you anticipated.

Navigate to Diagnosis Assignments in Custom Forms. Form Builder will now accommodate adding Diagnosis Assignments as a Navigation Link. You can add the Diagnosis Assignment as a Navigation Link to your form by going to Utilities > Form Builder > Link Controls: Navigation. In the Properties Panel, click the box next to Navigation Link and select Diagnosis Assignment from the "Navigate To" dropdown. Many thanks for the helpful feedback to Ginny and Ruth, from one of our partner clinics (and neighbors) in Central New York!

Scheduler Performance Improvements. The Scheduler has been updated to store and present data more efficiently. This should provide a generally-better experience when working within the scheduler and running schedule-based reports.

Save Form Designs with Improved Efficiency. In Form Builder, we have made enhancements to the saving process for Custom Form designs, resulting in faster speeds and the addition of a progress indicator. When saving and loading forms an on-screen dialog box will detail the status while the system is updating the layout. These enhancements should provide a noticeable improvement, especially when you are saving large form designs. Many thanks to Matt in California for the feedback on this enhancement!

General Updates. This version also includes general updates and performance improvements across the system. These updates are designed to offer a better user experience by improving usability and adding new efficiencies. We greatly appreciate the valuable input and feedback from our user community, which we have incorporated in this release.

Staff Portal: Collect Payments from the Scheduler. Staff portal users are now able to collect payments directly from the Scheduler. To collect a payment (and view the newly-updated Service Specific Fee information), go to: Staff Portal > Scheduler > Right Click on the event > Collect Payment > Select an Insurer, and the Service Specific Fee window will load.
If your organization is not utilizing the staff portal in its processes and would like more information on how this can positively impact your revenue cycle, please reach out to our support team.

Find Available Timeslot: Ability to Limit Locations Based on Patient Distance. In the Find Available Timeslot feature, you can now limit your building locations by the distance from the patient. Go to: Scheduler > Find Available Time Slot > Select a patient > Click the filter button next to the location list, and enter a search radius. Thanks to Joel, a valued partner of ours from California, for the feedback on this feature! You'll see this same functionality rolling out in the Patient Portal soon.

Multiple Payors and Authorization Codes on Appointments and New Coverage Type Concept. One of our partner clinics in Pennsylvania needed to handle situations in which patients may not have their services covered by a payor based on their insurance authorization. The Primary payor needs to then be bypassed, and the claim submitted directly to the secondary payor as if the primary payor did not exist. This clinic also encounters other scenarios in which the primary payor still needs to be associated with the claim (for COB purposes), but will not cover the cost, so they want to directly submit to the secondary payor.
In addition, when associating multiple payors with a claim, each one may have its own authorization codes. This is now supported.

We know this type of situation can happen for many of our clinic partners, so we have added a new concept of "Coverage Type" which includes the following options:

• Covered: Insurance will attach to the claim and receive the calculated balance.
• Non-Covered: Insurance will attach to the claim, but the balance will be assigned to the next payor in sequence when transitioned.
• Bypass: Insurance will not be attached to the claim at all.

You will see this Coverage Type option next to the payor selection on Patient Contacts as well as on the Insurance Authorization and Authorization Package forms. Not sure what to do with this? Just leave it as "Covered" and everything will work exactly how you're used to.

As part of this change, we also made it so the Primary, Secondary, and Tertiary payers will be available on Patient Contacts. This will allow you to set a specific payor priority, or exclude a certain payor from being associated with the claim. Again, not sure what to do with this? Just leave the defaults the system suggests in place, and the payors will be associated with the claim based on how they are configured in the patient's demographic record.

Lastly, you will see authorization code fields next to each of the three payors. Any authorization you attach to the secondary/tertiary payor will flow through to the claim, and will be included when creating a paper or electronic claim. The Claim Detail form within BillingTracker has been updated to show this information within the Claim-Specific Insurance information section. This will eliminate the need to manually go into the claim and update the authorization code before sending it to a non-primary payor.

To use the new Coverage Type feature, go to: Patients > Patient Contacts and go to the Billing Details section. You will see three Payor dropdowns, Authorization Code fields, and Coverage Type dropdowns.

These changes are available in ClinicTracker and are coming soon to the Staff Portal.

Please see the explanatory video below:

We are happy to meet with you directly to discuss this change and help you streamline your billing practices. Please reach out to our BillingTracker Product Expert team via our support portal at any time.

Prevent Transitioning Old Appointments. Amber, owner, of our longstanding partner clinics in Maine, asked us for a way to prevent transitioning appointments for a given insurer that are older than a certain number of days. A new setting, "Prevent Transition After X Days", has been added to the Insurer Plans setup form. To configure this setting, go to: BillingTracker > File > Setup > Insurer plans > Requirements tab.

Two-Factor Authentication in Patient Portal - Send SMS. Peter, from one of our partner clinics in Tennessee, asked us to be able to send SMS for Two-Factor Authentication in the Patient Portal. With this feedback, we have now added the ability for Administrative users in ClinicTracker to enable an Options setting for sending SMS two-factor authentication. To adjust this setting go to: Admin Config > Options > Security: Security > Allow Two-Factor Authentication within Patient Portal. When patients click the cog wheel icon on the top right corner of the Portal, they can then click Two-Factor Authentication, and choose to send by SMS. Thanks so much, Peter, for your feedback on this feature, and we hope this will improve your patient collaboration and engagement!

Apply Overrides in Claim Management. For some billing scenarios, you may need to submit a claim to the primary insurer, and then it goes to a secondary insurer that enforces different rules. For example, you may submit service code 1 to the Primary but the Secondary only accepts service code 2. As a solution, the Claim Management screen has a newly added "Apply Overrides" feature, which will let you apply the overrides after the point of transition based on the current payor (even if it's a secondary). This new feature will allow you to apply the following automations in order:

• Service Override
• Billing Location Override
• Billing Clinician Override
• Modifier Rules

To apply these overrides for billing scenarios like this, go to: BillingTracker > Claim Management, select the relevant transactions, and click Apply Overrides

New ERA Setting for Transaction Status. Thanks again to Jenny, one of our valued partners. When applying an ERA payment in which the next payor receiving the remaining balance is the same as the current payor being applied, you may want the resulting transaction to be set to Pending Status (rather than Queued). Now, you can! Find this new setting at: BillingTracker > Settings -> Insurer Plans > EClaims(2) Tab > ERA Open Balance Same as Next Payor > Mark as Pending. We are grateful for your ideas Jenny... keep them coming!

Prevent Auto-Creation of Linked Appointments. Jennifer, from a clinic in Pennsylvania, needed a way to prevent the automatic creation of linked appointments when the scheduled Event Type is set to "cancellation". The 'Auto-Create Linked Appointment' setting has been added to the Scheduled Event Type Input form in the Maintenance Menu. To prevent the appointment auto-creation, leave this box unchecked in the Scheduled Event Type Input. For appointment auto-creation to work, there are several settings that need to be configured.

1. The first setting needed is The Default Auto-Create Linked Appointment for New Services options setting in Admin Config > Options > Admin > Scheduling.
2. Additionally, the Service Input and Scheduled Event Type Input need to have the Auto-Create Linked Appointment setting enabled. To locate this new setting, go to: Utilities > Maintenance > Scheduled Event Type Input.

Thanks very much to Jennifer for this helpful suggestion! Please reach out to our support team if you would like any assistance in enabling this helpful automation for your clinic.

View Display in High Contrast Mode. For some of our users, colorized objects in software can cause difficulty in viewing text. The ClinicTracker team created a per-user setting in the Staff Info form that will lock the forecolor to black to make the text easier on the eyes and distinguish it from the background. To enable this new setting go to: Staff > Staff Info (or Profile > My Profile) > Personal tab > High Contrast Mode.

Filter by Status and Total Balance. We added new filters to the ERA form to save you time. You can now filter by status and the total balance columns. To use these new filters go to: BillingTracker > Payments > Electronic Remittance Advice (835) > Show Filters, and click the filter icons next to the Status and Total Balance columns (or right-click on the columns and choose Configure Filter).

Remark and Adjustment Codes Added to Billing Notes. To help ensure complete detailed billing notes, we have added remark and adjustment codes. When Automatic Detailed Billing Notes are enabled in BillingTracker, you will see these two new values displayed when applying or resubmitting payments. To use these new enhancements, first ensure that Automatic Detailed Billing Notes are enabled by going to: BillingTracker > Settings > Billing: ERA Settings > Enable Automatic Detailed Billing Note. Special thanks to Jenny, a leader and expert in Revenue Cycle Management from our long-standing partner clinic in Maryland, for this great suggestion!

New Formula Sample Strings. To assist with building formulas in Form Builder, we have added new formula samples to the Strings section. These include Starts With, Ends With, and Contains. For example, if you want to find data that starts with ABC, you would choose: Starts With ("ABCDEF" LIKE "ABC%"). To use these formula sample strings, go to: Utilities > Form Builder > Formula Settings > Custom Formula tab, go to the Formula Samples section, and expand the "Strings" section.
Form Builder new to you? No problem! Our Form Building experts would welcome the opportunity to work with you on your specific needs. Reach out to us and we will get you connected!

Prevent Locking Diagnosis Assignment for Other Users. If you choose to Load Diagnosis Information from a previous assignment, the system will auto-select the Assigning Staff based on the Latest Diagnosis Assignment. Should you want to prevent this, a new Options setting has been added that will only allow the user set as the Assigning Staff to lock the Diagnosis Assignment. Check this option to prevent one user from marking a Diagnosis Assignment as locked when someone else is set as the Assigning Provider. To enable this setting, an Administrator can go to: Admin Config > Options > General > Clinic Information > Allow Only the Assigning Staff to Lock Diagnosis Assignment. With this setting enabled, other staff members will be prompted to set themselves as the Assigning Staff when locking the Diagnosis Assignments. This feature is available in both ClinicTracker and Staff Portal.

Prevent Disabling Patient Portal Forms. To ensure active form requests for Patient Portal users aren't inadvertently disabled, we now enforce that users are not able to remove Form Request rights from Patient Portal Accounts if there is an active form request. If there is an active form request and you go to Patients > Patient Dashboard > Patient Portal > Configure Account and try to remove access to forms a prompt will display saying, "You cannot disallow access to Form Requests while there are pending forms requested for the patient. Please wait until the patient has submitted the requested forms, or remove the request."

Update Reference Numbers and Bulk Add Detailed Billing Notes. For efficiency and time-saving while you are billing, new updates and bulk actions in the ERA (835) module have been added. On the right side of the ERA form, click the Actions button, and you will be presented with the option to update the associated Reference Number. We have also added a bulk action for detailed billing notes. Once you've selected entries in the grid, click the Bulk Actions button. You will see the option to "Add Billing Notes (Automatic)."

Delete Patient Portal Form Requests in bulk. Monet, Director of Clinical Services with one of our valued partner clinics in Tennessee, provided impactful feedback that it would be helpful to be able to delete portal form requests in bulk from the Patient Portal Form Request screen. Based on her input, you now have the ability to delete Patient Portal Form Requests in bulk by highlighting multiple entries in the list of existing requests and clicking the delete button. Thank you, Monet!

Close Active Diagnosis When Staff Deactivated. Casey from Maryland requested that when a staff member is disabled in ClinicTracker, the system also closes any open Diagnosis Assignments created by that staff member. Based on this request, when a staff member is set to Inactive in Staff Info, a prompt will display asking "Would you like to end all active diagnosis assignments associated with this user as of today?" Thanks so much, Casey, for this suggestion!

Updates to Schedule Availability: Real-Time Changes. When you make updates to your Schedule Availability, it will now reflect on the Scheduler immediately. Previously, you would need to restart ClinicTracker to see the changes take effect, but not anymore! Try this change out by updating your Schedule Availability at: Scheduler > File > Set Scheduling Availability (or Staff > Staff Info > Additional Options tab). After making an update to your availability, you will see it reflected in the Scheduler immediately. Thank you, Laura, from a clinic in Texas, for the feedback on this feature!

Mark Lab Notifications as Read/Unread or Deleted. For some added flexibility and assistance with organization, you are now able to mark lab notifications as read/unread or deleted in My Messages. To mark the lab notifications, go to: My Messages > Click the LR radio button > Right-click the Lab Results messages. A menu will load and provide the options to mark the message Read, Unread, or Delete. Thank you Laura from a clinic in Texas for this feedback on this feature!

Patient Contacts: View Linked Claims. To view linked claims on a Patient Contacts record, there are now multiple options available. In addition to clicking the Claim status bar, there is now a new View Linked Claim button located in the Billing Details section of the Patient Contact Record. To access this button and view linked claims, go to Patients > Patient Contacts and look at the Billing Details section. Simply click on the magnifying glass button to navigate to the associated claim.

Update Payment Comments in Bulk. A new bulk action has been added for updating payment comments in the ERA (835) module. When using this time-saving enhancement, you will be prompted to enter a Payment Comment that will be applied for all selected line items. To use this bulk action go to: BillingTracker > Payments > Electronic Remittance Advice (835) > Click the checkboxes next to the payment lines > Bulk Actions > Update Comment.

Modify Fields With Reference Control Relationships. We have updated Form Builder so that you can modify fields used in Repeating Lists involved in Reference Control relationships (as long as structural changes are made consistently between the two locations). Now, when using a form, if you try to access a repeating list that is structurally mismatched with a referenced/referencing control, you will get a detailed explanation of what is causing the mismatch with proper guidance on how to correct the situation. In Form Builder, you will be able to access and update the sub-items of a repeating list that references another control. This will allow you to create formulas as necessary in the referencing controls. Thank you to Matt from California for providing your feedback on this item!

Billing Dashboard Redesign. The Billing Dashboard has been redesigned for an enhanced user experience, including the ability to filter your search results by Billing Location. To use this newly redesigned dashboard, go to: BillingTracker > Billing Dashboard. Many thanks to the teammates from our clinic partner in Maryland (Casey, Ken, and Jenny) from all of us at ClinicTracker for your collaboration on this redesign.

Redesigned Insurer Plan Setup Form. The Insurer Plan Setup form has been redesigned. This new design will provide a clean new look for ease of use, enhance searching, and make it easier to organize your Insurer Plans. These new changes will include:

• The insurer list will appear on the left side of the Insurer Plans form
• There's a search bar
• A color legend will distinguish between enabled (green) and disabled (red) entries, and allow you to focus on only the active items.

To view these new changes, navigate to: BillingTracker > File > Setup > Insurer Plan Setup. We look forward to your feedback.

New Design: Maintenance Menu. The Maintenance Menu items have been redesigned with a clean new look and helpful features added. The new design includes:

• Newly designed Maintenance forms with color coding and a legend.
• The bottom of the Maintenance forms will provide a color key indicating the enabled and disabled items, with the ability to filter out disabled entries.
• Search filters were added so you can limit items in the Maintenance Menu to make them easier to find. These filters can also be pinned while you search so that the filter stays on the screen even when you interact with the form.

To view these new changes users with access to Maintenance can go to: Utilities > Maintenance.
For our longstanding clinic partners: Has it been a while since visiting the Maintenance menu (perhaps since initial ClinicTracker onboarding)? Please reach out. Our dedicated Customer Experience and Implementation teams would love to review items that may be impactful to you and your organization as the years have passed.

Service Input: Redesigned. The Service Input form has been redesigned! In addition to the new look, ability to search, and color coding, it now also supports an unlimited price history (which was previously limited to 6 entries). To use the redesigned Service Input form, go to: Utilities > Maintenance > Service Input.

New Controls Layout in Form Builder. We redesigned the layout of the controls in the left panel of Form Builder by grouping similar controls together. This has been applied to:

• Textbox Controls
• Single-Column/Multi-Column Listbox
• Timer/Counter controls
• Staff Signatures

You will see dropdown menus on the right side of each button that will provide access to the related control types.

Medication Refill Request Distribution List. Patients will now see a new mailbox when sending a secure Patient Portal message for “Medication Refill Request.” To add a staff member to this distribution list, go to: Staff > Staff Info > Basic Info tab > Patient Portal Messaging section > Refill Request Recipient. This mailbox will only be available as an option to patients if there is at least one staff member added to the group. Our thanks to Bailey from a clinic in Missouri for this helpful suggestion!

Override Services in BillingTracker. This new override allows for automatically adjusting one service to another based on a variety of factors, such as: payor, patient group, and location. Unlike the CPT override that simply adjusts the CPT code at the point of claim creation, this override will be applied at the time of transition, allowing the substituted service to be used for fee schedules, modifier rules, and other adjustments applied at transition or claim creation. To access this feature, go to: BillingTracker > File > Setup > Overrides > Service Overrides. Thank you, Francesca, from Pennsylvania, for your feedback on this feature!

Send Two-Factor Codes by SMS. Previously, two-factor codes could only be sent via email. Now, you have the option of receiving the code through text message. To select your preference, go to Staff Info > Additional Options. As a reminder, Two-Factor Authentication can be enabled using the Options form setting “Two-Factor Authentication Option”. SMS will only be available if you participate in the Appointment Reminder service (and will be billed according to your messaging plan). Please reach out via the support portal for further assistance. Should your practice administrators want to prevent SMS as an option, you can enable the setting "Two-Factor Authentication: Prevent SMS" in the Options form. Thanks to Peter, a valued partner of ours in Nashville, for encouraging us to include this capability.

View Appointment Info From the Progress Notes. When writing your progress note, if you wanted to view or change details of the appointment (such as the time or diagnosis), you previously needed to close your note, return to the appointment, make the adjustment, and then return to the note. You can now click a new toolbar icon for “Appointment Info” which will let you see and update that information without ever leaving the note. Many thanks to Kim and Ken from our partner clinic in Maryland for this suggestion!

Updated Duplication Check in Workflow Builder. The Duplication Check is now able to prevent a duplicate task from being triggered, based on both the individual record and the patient as a whole. For example, you can make rules that say:

• When I save changes to a Treatment Plan, notify the clinic director, but not if they’ve already been notified about this specific record.
• When I create an assessment, send out a notification message, but not if a message has already been sent out for this patient previously.

You can view all the available options by going to: Utilities > Workflow Builder > Duplication Check section > Edit. Thank you, Bailey, from one of our longstanding partner clinics in Missouri for the feedback on this item!

Assign External Staff Assignments. Ken, from our partner clinic in Maryland, needed a way to create Staff Assignments for individuals that were not employees of his organization. A new checkbox on the Staff Assignment Type Input maintenance form has been added, to indicate that an assignment type is only for external users. When creating Staff Assignments for a patient, selecting an “external” Staff Assignment Type will restrict you to selecting only users that have been assigned a “Limited License” in their Staff Info record.

End Recurrences for Workflow Tasks. In both the Staff Task Dashboard and the Patient Task Dashboard, you can now end recurring Workflow items whenever needed. To do this in the Staff Task Dashboard (available in the Staff menu), locate the task you want to end in the search results, right-click on the Workflow line item, and select "End Recurrence Here." For the Patient Task Dashboard, locate the Workflow Task in the right pane, and click the "End Recurrence Here" button.

Filter Based on Payment Type. The Patient Dashboard’s Financial tab now accommodates filtering based on payment type (payment, adjustment, or both). We appreciate the feedback on this item from Casey and Ken from one of our partner clinics in Maryland!

Distinguish Between Payments and Adjustments. The Balance Assignment tab of the patient’s Billing Account previously included both payments and adjustments in a single column. We have separated these into two columns.

New Modifiers Column Added to Claim Management. In BillingTracker, a new column for modifiers has been added to Claim Management. To view this new Modifiers column, go to BillingTracker > Claim Management > Modifiers column.

Search for Preferred Name in Advanced Search. Users will be able to search for Patients by Preferred Name on the Find Form in Advanced Search. From the Patient Find form, click the button in the top menu for Advanced Search and select the Preferred Name filter in the dropdown. We appreciate this suggestion from Kim in Maryland!

Link Group Appointments from Staff Portal Scheduler. We have added the functionality to link and view Group Appointments in the Staff Portal Scheduler. These options will be available in the Event Detail form and right-click menu on a scheduler event.

View Assigned Workflow History. You can now view the history of Workflow assignments from Workflow Builder using a new “View Assigned Workflows” button. The Assigned Workflows form will have a dropdown to filter the results by status and date. The Workflow assignments form will display the Patient Name, Date Workflow Assigned, Date Workflow Completed, and if the Workflow is active or not.

SmartFlow Form Request Notification Options in Workflow Builder. Workflow Builder will now accommodate a SmartFlow to send form requests without notifying a patient. This can be helpful if you want to create a document to start working on before notifying the patient. In the SmartFlow dropdown, you will see that there are Form Request options that will say "with notification" or "without notification". To use these SmartFlow options, go to Utilities > Maintenance > Workflow Builder > Step 2 > Add Task to Complete > Click the SmartFlow radio button and select from the dropdown.

Initial Contact Method Field Update. The Initial Contact Method field, located on the Intake tab of the Demographics form, can now accept user-entered values, making this a more flexible option for tracking this information. To configure new Contact Method options, go to: Utilities > Maintenance > Contact Method.

Filter Patient Registrations by Pending Status. When reviewing Patient Registrations in the Staff Portal, you can now limit to showing only Pending registrations (registrations that were started, but never submitted). If accepting online registrations, you will find this available at: Staff Portal > Patient > Patient Registrations in the status filter dropdown. Thanks so much, Rachelle, from a clinic in New York, for your feedback on this feature!

Customize Column Display Width. In Form Builder, you now have the ability to customize and control the width of columns displayed in data grids. To use this new setting, go to: Utilities > Form Builder, add a List Box control, set the “Show as Table” feature to “Yes”, and click to adjust the data source. When using a Data Source, you will see a field for the “Primary Field Width %”, and you will see a new “Column Width %” column that can be adjusted from the default of all columns being equal width. If using List Values, you will see a new button on the right side that will let you make this same type of adjustment. This great suggestion came from Matt at one of our longstanding partner clinics in California!

New ERA Enhancements. The ERA (835) module has been updated with enhancements to support efficiency and save you time.

• New columns to distinguish between the total amount paid (Cur Paid $), and claim adjustments (Cur Adj $). Originally the full total (payments and adjustments) was included in a single column.
• A toggle button for showing and hiding filters in the column headers (previously you would always see the filter buttons at the top of the screen).
• Right-click a column header to access the option for sorting and filtering.
• Moved the Split Payment functionality within the new Actions button on the right side of the row.
• You can now filter for the adjustment codes (column name 'Adj Codes').
• You can toggle the color coding of the ERA grid on or off by clicking the Color Key header.

You can access these new time-saving enhancements by navigating to BillingTracker > Payments > Electronic Remittance Advice (835).

ERA Update. We have restored the bulk selection checkbox in the ERA form to allow easier selection of multiple items. To use the bulk selection check box go to: BillingTracker > Payments > Electronic Remittance Advice (ERA) > Display > Click the check box on the top left corner of the ERA screen.

Copy Patient Name from Billing Account. Right-clicking a patient name in their Billing Account will allow you to copy it to the clipboard for pasting into other applications. To copy a patient to your clipboard from their Billing Account go to: BillingTracker > Billing Account > Select a Patient > Right-Click on the Patient name in the Patient section of the Billing Account.

Updates to Scheduler Event Listing. The scheduler event listing screen now includes right-click options to check patients in/out, collect a payment, and view linked appointments. To view these new options go to: Utilities > Scheduler > File > View Event List > Right-Click line items in the Event List and the menu will display.

New Signature Tablet Partner. We are excited to announce a new signature tablet partnership with Scriptel. ClinicTracker will now offer Scriptel signature tablets as a compatible solution, which will enhance performance, save time, and provide an improved user experience. Many thanks to Diane from DTR Services for all of the time and effort spent collaborating with us on this new partnership!

Prevent Future Dated Appointment Creation. You can now prevent future-dated appointments from being saved with specific Appointment statuses (for example, not allowing an appointment to be saved as "Showed Up" when the appointment date is two days from now). When creating an Appointment set for a date in the future with a status configured with this new feature, a warning message will be displayed and the appointment will not be saved. To prevent future dated appointments for a specific Appointment Status, go to: Utilities > Maintenance > Appointment Status. Check this box and click save. Thank you, Ken, from our partner clinic in Maryland, for this great suggestion!

Prevent Printing Override Setting Added to Custom Forms. Users with access to Form Builder will now see a check box titled "Allow Printing for Users with Restricted Printing Permission". In the event you need a form to be printed by all staff, including those with the "Prevent Printing Records" restriction enabled, this new override will assist. To use this setting, go to: Utilities > Form Builder > Edit Details > Advanced tab. Thanks to Amber from one of our longstanding partner clinics in Maine for this suggestion and collaboration!

Staff Related Documents System Permissions. Tracina, from a clinic in Maryland, asked us for the option to limit access to Staff Related Documents. Thanks to Tracina’s suggestion, we have separated permissions for Patient Related Documents and Staff Related Documents so they can be configured separately. Users with Full access to Staff Info will now see that you can grant users Full, Read-Only, or No permissions. To locate this new system permission, go to: Staff > Staff Info > System Permissions > Program Access > Rel.Documents Staff dropdown.

Group Appointments Now Available in Staff Portal (beta). We have added all of the Group Appointment functionality into the Staff Portal. To view and use Group Appointments while working in the Staff Portal, go to: Staff Portal > Patients > Group Appointments.

Allow Patients to View Their Submitted Patient Portal Forms. Patients are no longer blocked from seeing forms they have previously submitted (if you prefer). To enable this new feature, go to: ClinicTracker Options > Patient Portal > Online Forms > Allow viewing of submitted Patient Portal form. Thanks to Jake and Amber from our partner clinic in Maine, for all of their time and input on this important enhancement relating to the CURES Act.

Configure Default Fonts in Form Builder. Users with Options form access are now able to adjust the default fonts for your custom form designs. To do so, go to: Admin Config > Options > Preferences: Preferences > Form Builder Default Font. You will see the options to update the Form Builder Default Font for the Label, Description, Data, and Section Headers.

Require CPT Code for Appointment Transition. We added a new setting to safeguard against missed CPT codes for claims that will be submitted to payers, which is intended to prevent rejections. This new feature will prevent the transition of an appointment and the creation of batch claims that do not have a CPT code when required by a payer. To configure this setting on a per-insurer basis, go to: BillingTracker > File > Setup > Insurer Plans > Plan Requirements > Require CPT for Transmission. Thanks to ClinicTracker's own billing expert team for this request.

View Medication Summary in the Patient Portal. Amy identified the need for patients to view additional medication information in their Patient Portal. Now, Patient Portal users will see a new button within their portal account at Clinical Info > Medications in the Summary column. Time-Saving Tip: Use Campaign Builder to send an update to your clients on this important new addition.

Require Insurance Authorization Codes for Locking Notes. This setting will prevent users from locking Progress Notes if there is no Authorization Code for an Appointment with a kept status. They will still be able to save the appointment and progress note but will be prevented from locking until an Authorization Code is added. To configure this setting, go to: BillingTracker > Settings > Insurer Plans > Plan Requirements tab. You will see a checkbox labeled "Require Auth Code for Transition." Thanks again to Amber for this great suggestion!

Automate Program-Based Scheduling Group Enrollment. With this new automation, when a patient is assigned to a Program (from Program Assignments), the patient can be automatically enrolled in one or more Scheduling Groups. To configure, go to: Maintenance > Automatic Program-Based Scheduling Group Enrollment. You can also access this feature from the Program Actions menu of Maintenance > Program Input. Thanks to ClinicTracker guru, Alycia, for this huge time saver!

Update to the Require Admit Date on Demographics Option. Previously, the Date Admitted field could only be set as "always required" or "never required". You now have the ability to also set this field to be required only for patients or only for intakes. To adjust this setting, go to: Admin Config > Options > Preferences > Demographics Form Settings > Require Date Admitted. Thank you, Sarah and John, from our clinic partner in Illinois, for suggesting and working with us on this improvement!

Additional Filters for Staff Event/Appointment Defaults. The Event/Appointment Defaults feature includes new inputs for the payor as well as Mental Health vs Chemical Dependency (for those clinics configured for both types). To use this new feature, go to: Staff > Staff Info > User Responsibilities > Automations > Event/Appointment Defaults.

Configure Default Fonts in Report Builder. Users with access to the Options form can now adjust the default fonts for use in Report Builder. To do so, go to: Admin Config > Options > Preferences: Preferences > Report Builder Default Font. You will see the options to change the Report Builder Default Font for Data, Page, Header, and Column fields.

ERA Enhancements. Users with access to the Electronic Remittance Advice (835) module will see several updates, including new colors, grouping all available actions in an "Actions" button with detailed descriptions of each possible action that can be taken, a status column with an icon to indicate any potential issues, and a new information bubble when hovering over the file name dropdown (which displays when using the "Show Selected File" display option).

Modifiers Displaying on Claim Management. BillingTracker's Claim Management screen will now display the service modifiers. This enhancement will help ensure the correct modifier has been added before processing a claim.

Display Additional Options Pop-Up Menu. We updated the "Profile" link on the ClinicTracker main screen to display pop-up menu items from the Additional Options tab of Staff Info. This new menu will give users easy access to their Staff Info record, scheduling availability, password reset, and more! To access this new menu, go to: ClinicTracker > Main Screen > Profile.

Filter Billing Note Automations Based on the Adjustment Group and Reason Codes. The Billing Note Automations can now be filtered based on the Adjustment Group and Reason codes. To configure, go to: BillingTracker > File > Setup > Billing Note Automations > Adjustment Created or Non-Balance Affecting Adjustment Created.

Override Insurance by Credential. Vikki reached out and asked for the ability within BillingTracker to override insurance by credential. You'll now have the ability to set up new insurer overrides based on the Insurer, Program, and Clinician Credentials. To configure this override go to: BillingTracker > File > Setup > Overrides > Insurance Override by Credential. Alternatively, please reach out to our support team and we would be happy to help you with this configuration. Thank you, Vikki for this suggestion!

Enable Smart Tips for Keyboard Shortcuts in Staff Portal. Staff Portal users can now enable Smart Tip Keyboard Shortcuts by going to: Staff Portal > Options > Show Smart Tips. After enabling this feature, interactive tip bubbles about key shortcuts will display as you navigate through the system. We appreciate the feedback provided by Ken in Maryland and hope this is helpful to all our users.

Automatically Grant New Staff Access to Specific Patient Groups or Places of Service. Users with access to the Maintenance menu are now able to determine if a Patient Group or Place of Service should be accessible to new users by default. To enable this feature, go to Utilities > Maintenance > Patient Group Input or Building/Billing Location Input and select the checkbox that says "Grant Access by Default." This may eliminate the need to access The Patient Group Permissions or Place of Service Permissions on the Additional Options tab of Staff Info for each newly-created staff member.

Schedule Color Override for Linked Appointment Status. We have added new functionality for linked appointments so you can override the color coding based on the appointment status. This color will be displayed both on the scheduler (in place of the Event Type's color) as well as within the Billing Info panel header on Patient Contacts. You can configure this color by going to: Utilities > Maintenance > Appointment Status.

Set Scheduling Availability to Every Other Week. You can now set Schedule Availability based on odd or even weeks of the year. Users will see a new dropdown that includes the options All, Odd Weeks, and Even Weeks. To access this new feature go to: Staff > Staff Info > Additional Options > Scheduler Settings > Set Scheduling Availability (or File > Set Scheduling Availability from the Scheduler). Thanks to Karen, an Executive Director in Colorado for this idea!

Manually Activate Patient Portal Accounts From ClinicTracker. Users with Administrative privileges can now manually activate Patient Portal accounts for users that need assistance in activating their account. There is a new "Activate Portal Account" button located on the Patient Portal Account setup form, accessible from Demographics or the Patient Dashboard. If you are interested in this feature, you will first want to go to: Options > Admin > Administrative Settings > Default password for offline Patient Portal user and enter a value.

Override Value Codes. Users with Full BillingTracker access can set up new rules to override the Value Codes set for an insurer, based on the Place of Service, Program, Insurer, and Primary Service. To set the Value Code Overrides go to: BillingTracker > File > Setup > Overrides > Value Code Overrides. Thanks to Debbie from a partner clinic in NY for this suggestion.

Remove Inactive Users from Distribution Lists. We added new functionality for removing inactive staff members from distribution lists when the staff member's status has changed from Active to Inactive. When setting the staff member to Inactive, click save, and if the staff member is in a Global or Personal Distribution List, a new prompt will display that will allow the user to easily remove the staff member from all distribution lists. In addition, when managing Distribution Lists, you will see a new button that allows you to remove all inactive staff from the list.

Configure Custom Form Colors. When setting a color formula within Form Builder, you will now be able to save user-defined colors for reuse across your agency. This will help to create consistent branding across your form designs. To locate this new update go to: Utilities > Form Builder > Formula Settings > Color Formula.

Prevent Saving When The DSM and Record Date Do Not Match. We've added functionality to prevent saving or locking custom forms when the DSM Assignment date does not include the date of the record it's referenced in. Many thanks to Casey from one of our long-standing clinic partners in MD for your collaboration on this project.

Improved System Performance For Goal/Objective Loading. We've made system improvements so that you should see treatment plans and progress notes load quicker —especially when working with large sets of goals and objective information (such as multiple Wiley Treatment Planners) in Treatment Plans and Progress notes. Thanks so much to Patti from Arizona for collaborating with us on this project.

Add Location-Specific Authorizations. You can now indicate that an insurance authorization is only valid for a specific Place of Service. You will see this new capability when you access the Authorization Form (from Demographics, Patient Dashboard, Patient Contacts, etc.).

View Audit Logs In Your Agency Time Zone. For users with Admin privileges, you will now see Audit Logs displayed based on the time zone of your agency location. To view this update go to: Utilities > View Audit Logs. Thanks to Hilary from our clinic partner in Illinois for this suggestion!

Save and Load Favorite Views In Staff Portal Scheduler. We have added the "Save Favorite View" and "Load Favorite View" buttons to the Preferences window in the Staff Portal Scheduler. To locate these new buttons go to: Staff Portal > Scheduler > Preferences (Cog-wheel button).

Exclude "SELF" Payor as Default in Patient Contacts. We added a new setting to allow clinics to exclude the "SELF" payor from the system (Appointments, Collaterals, Scheduler Event Details, etc.). To remove "SELF" as a default payor go to: Admin Config > Options > Preferences > Patient Contacts Form Settings > Remove the default "SELF" option from Payor dropdowns.

Adjust Default for Patient Note Prompts. When configuring Patient Notes (available from the Quick-Info Pane), you have the ability to limit the prompting of that note based on the Staff Type or Staff Assignment. You can now adjust the default selection to Staff Assignments if this is used more often. See: Options > Admin > Administrative Settings > Default for Limit Prompt to Specific Staff in Patient Notes.

Apply Workflow When a Form Has been Signed or Locked. Within Workflow Builder, you can now filter for when External Signatures are collected, or based on the form's Locked status. To locate these new filter options, go to: Utilities > Workflow Builder > Add Filter. Thanks to Jodi in Arizona, for her input and collaboration on this enhancement!

Add Future Assignments and Assignment End Dates in Reassign Staff Assignments. Users with full access to ClinicTracker will see several new enhancements added to the Reassign Staff Assignments form. These include a Current Assignment Type filter and the ability to set the end date for both the current and future assignments. As an example, you will be able to reassign Staff Assignments in bulk when staff members are on PTO. These new enhancements will assist with limiting the assignment types being updated and also set end dates for the existing and new assignments. To view these new enhancements go to: Help > About > Maintenance > Reassign Staff Assignments.

Easily Find Fields for Formulas. When building custom formulas in your forms and reports, you can now easily search through the list of available fields, rather than scrolling through a long list.

Find Available Timeslot Available in Staff Portal. All the functionality of the Find Available Timeslot feature from ClinicTracker is now available in the Staff Portal, including the option to Search and Select First Result. You will find this feature by clicking the magnifying lens at the top of the Staff Portal's scheduling screen.

Upload Multiple Related Documents at Once. Users can now upload multiple files at once in Related Documents. You will see a newly-added button with a magnifying glass icon that says "Upload Multiple Files." You can also select multiple files in the "Find File" dialogue to access this new feature. This time-saving option can be found at: Patients > Related Documents.

Auto-Set ePrescribe Location by Patient Primary Place Of Service. If you have multiple ePrescribing locations, you can now determine which one is selected by default, based on the Primary Place of Service for the patient you are accessing. The ePrescribing location will come from the Primary Place of Service on the patient’s Demographics record. If you are interested in configuring this feature, please contact us.

Manage ASAM CONTINUUM & Wiley Treatment Planner Licenses Directly Through License Manager. We have added license breakdown sections for both ASAM and Wiley, as well as buttons to acquire additional licenses. These enhancements are located at: Admin Config > License Manager.

Improved System Performance For Workflow Task Processing. Workflow tasks can now be assigned by a background process (which should happen within a minute), rather than real-time when completing the triggering action (which requires you to wait until the tasks have all been assigned). This will significantly improve system performance. If this is not desired, you can disable this new functionality by going to Admin Config > Options > Compliance (General): MH & CD Compliance Rules > Workflow Task Assignment Processing In The Background.

Hide The Homeless Checkbox On Demographics. You have the option to hide the Homeless checkbox from displaying in the Demographics form. To enable this setting go to Admin Config > Options > Preferences > Demographics Form Settings > Hide Homeless Checkbox.

Auto-Lock Diagnosis Assignments By Default. There is a new setting on the Personal tab in the Preferences section of Staff Info for "Lock Diagnosis Assignments by Default." This setting will default new Diagnosis Assignments to be locked.

Access Options Quickly. We have added a new shortcut as a quick way to access the ClinicTracker Options form. To use this shortcut, simply press Control + Shift + The Letter "o" on your keyboard from the ClinicTracker main screen.

More Easily Clone Staff Records. This change lets you more easily create staff profiles by prompting for the new user name when using the feature: Staff Info > File > Copy From Another User. The cloned account will still be set as inactive by default, but will include the user's first name, last name, and user name to save an extra step.

Identify Events Booked By Patients On The Portal. If your clinic allows patients to book appointments online, you can now display a visual indicator tag on the scheduled event to show that an event was booked on the Patient Portal. The "(Portal)" tag will display at the end of the event description. To turn this feature on, go to Admin Config > Options > Patient Portal: Online Scheduling > Include (Portal) Tag In Event Description.

Faster Sync Between ClinicTracker and ePrescribe. We have improved the speed at which information will sync back to ClinicTracker when returning from ePrescribing, so you should notice much faster performance.

New Related Documents Interface: Open Linked Custom Forms. We have added a thumbnail icon that you can use to view a Related Document as well as a View File button to navigate to a document's linked Custom Form (if applicable).

Filter Open Balances by Program and Claim Substatus. The Open Balance Widget in BillingTracker now includes new filters for Program and Claim Substatus. In addition, you can right-click on any BillingTracker widget to access a patient's Billing Account.

This update contains minor stability and performance improvements.

Add New Related Documents To Locked Forms. You now have the ability to add a Related Document after a custom form has been locked. When a document is added after the form is locked, users can add extra notes to the comments section of the form, but not replace or remove the document itself. Additional audit log entries will be created to track post-lock Related Document activities. To turn this feature on for your clinic, go to Admin Config > Options > Preferences: Preferences > Allow Related Documents To Be Added To Locked Custom Forms.

Load From Prior Progress Notes On Staff Portal. The Load From Prior feature that is available for Progress Notes in ClinicTracker is now also available on the Staff Portal. You will now see a Load From Prior button when writing your Progress Note that will load the data from either the most recent, or any prior record, into your current note. This respects the current setting which can be toggled on and off for your clinic (Admin Config > Options > Formats > Progress Note Settings > Prevent Loading Previous) or for a single user (Staff Info > System Permissions > Prevent Loading Previous Progress Note).

Set Payor-Specific Payroll Rules. A clinic in Maryland needed to be able to set different payroll rules for each of their payers. As a result, you now have the ability to set unique rules for different payors. Additionally, a new "Clone" button will make it easier for you to copy rules to apply to other payors or clinicians.

Use Forms With Timer Controls on the Staff and Patient Portals. Back in December, we released the ability to create forms with a timer, for use in ClinicTracker. Now, forms with timer control can be used on both the Patient and Staff Portals as well.

Populate List Boxes With Multiple Columns. We have added a new property on Custom Form List Boxes named "Show as Table". This new feature provides you the ability to populate a list with multiple columns as a table, instead of one column with semicolon delimiters. This can greatly enhance the visual appeal of your form designs. To locate this new feature, set the "Show As Table" property to "Yes" and then click into the Data Source or List Values sections.

Wiley: Per-User Licensing. You asked for more flexibility - we heard you! The Wiley Treatment Planner Integration is now available on a per-user basis. If you'd like to know more about how Wiley can help your clinic make treatment planning easier let us know.

Schedule Appointments Using Find Available Timeslot in Staff Portal. All the functionality of the Find Available Timeslot feature from ClinicTracker is now available in the Staff Portal, including the Search and Select First Result feature. You will find this feature by clicking the magnifying lens at the top of the Staff Portal's scheduling screen.

New Performance Measure: 90-Day Old Open Balances. The Performance Measurement Report now includes a metric that identifies the percentage of your open insurance balances that are over 90 days old. You can view this metric to help understand the efficiency of your revenue cycle by going to ClinicTracker > Reports > Performance Measurement Report.

Add A New Line In Your Formula Output. If you'd like to insert a new line in your Form Builder formula, switch over to the Custom Formula Editor tab, and search the Formula Library for "Add a new line ( (Char (13 ) )" in the Strings section. Note that while you can use the code "13" for a newline, you can use any other ASCII code as well (see: ASCII Codes).

New Custom Label: Billing Team. Our friends in Michigan asked if we could add a new custom label to the system. We've added the ability to change the label for "Billing Team" (one of the general mailboxes for Patient Portal messages) to anything you'd like. For more information about Custom Labels, see this guide page.

Display Open Balance Plus Upcoming Copay on Patient Portal. A clinic recently asked for the functionality to display any previous Open Balance as well as the upcoming copay to patients on their Scheduled Events page. We've added an option (Patient Portal > Online Scheduling > Collect Amount Before Appointment) which can display either no information, Copay For Upcoming Event, Open Balance, or both the Upcoming Copay and the Open Balance.

Learn about Changes to ClinicTracker. As you know, we're always making improvements to the system. You can access this page to view Release Notes directly from the Staff Portal by using the new Help menu.

Patients: Import Your Appointments Into Your Calendar. We've added a button on Scheduled Events in the patient portal that lets your patients download an ICS file from the patient portal. The ICS file can then be used to import the event into the patient's calendar of choice.

Search Multiple Tags In Custom Form: Bulk Search. We have added the ability to search using multiple Tags, Field Types, and Field Values in the Custom Form Bulk Search utility. This will allow you, for example, to search for records where the clinician signature is present, but the supervisor signature is missing. To locate this new feature, go to ClinicTracker > Utilities > Custom Form Bulk Search > Click the green plus sign within the "Additional search result filters" and preview the new search flexibility.

Wiley Treatment Planner Integration. We are excited to announce that we've integrated the Wiley Treatment Planners into ClinicTracker. You can now quickly create treatment plans within ClinicTracker by selecting from Wiley's catalog of problems, goals, objectives, and interventions. If you'd like to learn more about licensing this integration, please reach out to us for a demonstration or register now for the Wiley Treatment Planner Integration Webinar on Friday, February 24th, 2023 at 1 PM ET.

Transition Appointments: Favorites. You can now create favorites on the Transition Appointment screen that will be shared by all users. They will also be accessible from the Transition Appointments menu in BillingTracker.

Timer Control: Count Up, Count Down, and Reset. We've added a property to the Form Builder Timer Control called Timer Direction. This allows you to set a timer to count up or count down. We've also added a Reset Button property that determines if the timer can be manually reset to its original value.

Retain Formulas and References When Cloning Forms. We've updated the Custom Form cloning function to ensure that the integrity of formulas is maintained on the cloned form.

Restrict "Load From Prior" for Specific Staff on Specific Forms. When creating a custom form, you may now prevent individual Staff from using the "Load From Prior" feature. Go to Form Builder > Custom Form > Edit Details > Advanced tab > Prevent Selected Staff From Using the "Load From Prior" Feature. You can adjust this restriction on a per-user basis from the User Responsibilities tab of Staff Info.

Prevent User From Printing. We've added a setting to Staff > Staff Info > System Permissions tab, called Prevent Printing of All Records. If this setting is enabled, the staff member will be restricted from using the Print, Export to Word, and Export to PDF functions on all documentation, including Custom Forms and Batch Paperwork Printing.

Update ERA Reference Number. When importing an ERA file, you now have the ability to edit the reference number if needed. You can also do this for a previously-imported file using the File Adjustments button when viewing a specific file.

Common Phrases on Staff Portal. Staff Portal users can now leverage the Common Phrases feature to make data entry easier! For more information on Common Phrases, please visit this guide page.

Select Payor on Bulk Billing Note. You will now have the ability to select a specific payor when applying Billing Notes in bulk, rather than having the notes always associated with the primary payor.

Automatically Activate Portal Tasks Once Portal Account is Created. A workflow may generate a task to complete a portal form. If the patient doesn't have a portal account, the task will be marked as invalid. Now, these tasks will be activated once a portal account exists.

Improvement to sending recordings. Need to send us a recording of what you see on your screen? Head over to: ClinicTracker > Help > Screencast Recording. We have integrated with a new partner that will turn your recording directly into a support ticket that will be received by our team.

Pay Copay Online Before Appointment. Patients can pay their anticipated copay ahead of their appointment using the Patient Portal. On the Schedule tab, the patient will be presented with a new Pay Copay button. If you would like to use this option, go to Admin Config > Options > Patient Portal > Online Scheduling > Collect Copay.

Patient Pronouns on Staff Portal Quick Info Pane. The Pronouns field is now available on the Quick Info tab of the Quick Info Pane for easy reference.

Batch Print Patient Summary. Matt was looking for a way to print patient Medications through the Batched Paperwork Printing process. Thanks to Matt's suggestions, you will now see the Patient Summary included in Batched Paperwork Printing.

Access Billing Clinician Overrides from Staff Info. Users with access to both Staff Info and BillingTracker will be able to view the Clinician Overrides for a specific Staff Member by going to Staff > Staff Info > Additional Options tab > Billing Clinician Overrides button.

Refresh Diagnosis Assignment. No need to exit and reload your record when a Diagnosis is changed by another user or on another form! Now, simply click the refresh button in the diagnosis assignment control.

Mark Claims On-Hold. Sara, an Office Manager from Rochester, added a suggestion regarding marking claims on hold in bulk. We thought this made sense too, so now when you go to BillingTracker > Claim Management > Display Claims, you can highlight multiple claims (using Shift or Control) and right-click to find options to mark the selected claims on-hold or not on-hold.

Identify Self and Linked Portal Profiles. On the Patient Portal, we want to be sure it is easy for a client to tell when they are looking at their own Patient Profile and when they are looking at a Linked Profile. We've applied a different color theme to the Linked Profiles and added clarification at the top of the screen to make it easier to know which profile you are viewing.

Beta Testing: Payroll Redesign. Based on feedback received from our user community, we've been working on a new experience for processing Payroll. If you're interested in a sneak-preview, you can access the new beta version from the Payroll menu in BillingTracker. If you are interested getting started with Payroll, contact us for a demo.

General Updates. This release includes minor stability and performance improvements.

Collect Payment at Kiosk Prior to Check-In. You now have the option to display a patient's open balance and to request or require payment when they check in using the kiosk. If you would like to use this feature, please reach out to the support team and let us know which option you would prefer:

• Do not display open balance (default)
• Display open balance, offer the option to pay
• Display open balance, require partial payment
• Display open balance, require full payment

Patient Portal Updates. Based on feedback from our user community during a recent webinar, we've implemented the following changes:

• Your patients will now see a button on the My Accounts page to request a payment plan.
• Patients can easily send a refill request to the prescriber (or in the absence of a prescriber, to the general recipient mailbox) using the new Request Refill button in the Medication list.
• You can add a custom description at the top of the My Schedule page. To configure this option go to: ClinicTracker > Options > Patient Portal > Online Scheduling > Display a Message on the Schedule Tab.

New: Margins in Form Builder. Forms can now be built with Top, Bottom, Right, and Left Margins on controls. You'll be able to make your Custom Forms more easily mirror your paper forms with this new capability. It gives you the ability to space the fields on your forms without needing to use complicated workarounds.

Notify Admin Users When Patient Access Permissions Change. We've added an extra layer of security that your clinic can opt into, which will notify users with administrative permission whenever there are changes made to a staff member’s Patient Group or Place of Service Permissions. To turn on this option, go to: Admin Config > Options > Admin > Administrative Settings > Send message when Patient Access Permissions change.

Add a Timer to Your Forms. The Counter/Timer control in Form Builder now allows you to add a timer to your form if you change the Display Style to Timer. Your form will show users a Start/Stop button and the time will be displayed in the format you select.
Note: This feature is currently in beta testing. If you would like it enabled on your system, please contact us.

Set Location-Specific Caller ID. If you would like your Appointment Reminder calls to show a location-specific caller ID, rather than the global caller ID configured on the Appointment Reminder Configuration form, simply go to: Utilities > Maintenance > Building/Billing Location Input > Reminders tab and enter the caller ID for each location.

Staff Preferred Names on Appointment Reminder Text and Calls. Brooke reached out to ask if Appointment Reminder calls could reference the Staff Preferred Name if one is entered. That made perfect sense to us, so Appointment Reminder SMS messages will now display the Preferred Name if available, and the Legal Name if not. Reminder calls will work similarly, although if a phonetic spelling is entered, that will be used instead. Thanks, Brooke!

See Details of a Recurring Series of Scheduler Events, Even on Exceptions. When viewing a series occurrence or exception, you will still be able to access the recurrence pattern details from the Event Details screen.

Set Expected Hours Using Automatic Staff Assignment. If your clinic uses Automatic Staff Assignments (Staff Info > Additional Options tab > Automatic Staff Assignments) you now have the ability to set Expected Hours for the assignment.

Auto-Apply Modifiers When Resubmitting Claims. You no longer need to manually reapply modifiers in the ERA form when resubmitting or correcting a claim because BillingTracker will do it for you!

Control Staff Access to Patient Portal User Management. You can now change which staff members have the ability to manage Patient Portal Accounts by going to: Staff > Staff Info > System Permissions > Patient Portal User Management. You can also access the Patient Portal User Management form directly from the Utilities menu.

New Custom Form Templates. We published the following new templates in Form Builder:

• Nutrition Assessment
• Child Development
• Family and Living
• ACT/MOBILE Treatment - Adult Concurrent

Templates may be used as a starting point, then edited to meet your needs. To learn more about using Custom Form Templates available, review this Guide page.

Auto-Fill Treatment Type Using Staff Event Defaults. If your clinic uses the Treatment Type field, you can now auto-fill the Treatment Type on Patient Contacts by going to: Staff > Staff Info > Additional Options Tab > Staff Event Defaults. If you'd like to begin using the Treatment Type field, you can go to: Admin Config > Options > Patient Contact Form Settings > Display Treatment Type.

Enhanced ERA Filtering. You can now filter ERA columns with more flexibility, such as before a date, after a date, or within a date range, as well as greater than/less than a dollar amount or within a specified dollar range.

Clone Modifier Rules. Save time by using the new Clone button when creating Modifier Rules (BillingTracker > Settings > Modifiers > Modifier Rules).