Release Notes

Trigger a Workflow Using Formula-Based Filters. You can now use formulas to filter your Workflows. As an example, you can say that a Workflow should only be triggered if the date of the form you are completing is within 20 days of the Admission Date, or certain values are entered on the form. Go to: Utilities > Workflow Builder > Step 1 > Add Filters button > Use Formula Builder button.

Use Navigation Links to "Jump" to a Specific Tab. In Form Builder, you can now create a link that will take the user directly to a specific tab within a form. While designing your form, click on the Navigation Link property of a Navigation control. You can now create a link that will send users to the Medication tab of Patient Summary (as opposed to the first tab) or even navigate users to a different tab on the current form.

Report Issues Easily from the Staff Portal. If you encounter an error message in the Staff Portal, you can now submit it, along with additional information, just like you can in ClinicTracker.

New Batch Create Claims Features. We've added a few great new features to Batch Create Claims.

• You can now list the clinician who performed the last individual appointment as the Rendering Clinician. This would be helpful if your clinic sends one claim per month for a patient with multiple appointments with various clinicians and your claim must list the most recent clinician as the Rendering Clinician.
• You will see a new option to set the Diagnosis based on the Qualifying Diagnosis. This would be helpful when a client has SUD, therapy, and casework diagnoses and the monthly casework claim must reflect the qualifying casework diagnosis.
• There is a new option in the "Assign Remaining Balance To" section that will only attach a single payor to the claim, even if the patient has multiple active payors.
• When searching "Matching Patients with Dates" the results list will indicate if the event has been transitioned.

Auto-Create Patient Notes and Staff Messages. Workflow Builder's SmartFlows now support the creation of Patient Notes and internal Staff Messages. Go to: Utilities > Workflow Builder > Step 2: Configure Task Details > Smartflow.

Auto-Update Open Claims When Changing Insurance. When insurance information changes, you can now push the new payor to open claims directly from Demographics. Go to: Patients > Demographics > Insurance > Push To Open Claims.

Display Web Content in Your Forms. To design forms with this new HTML control type, Go to: Utilities > Form Builder > Other Controls > HTML. If you open a forms built with this control in ClinicTracker, you'll see an embedded browser in the form design itself. In the Patient or Staff Portal, images/PDFs will be displayed in-line, while external website will be shown as a clickable graphic that will navigate you to the web page.

Set Workflow Tasks to be Due Based on Day of Week. Using Workflow Builder, you can now make a task on a specific day of the week, after a set number of weeks. For example, you can now make something due on the upcoming Wednesday, or within 3 Fridays from today. When configuring task details, in the "Identify when this task becomes due" section, if you choose the "Within" option, you will see the days of the week available. Choosing "0" and "Wednesday" would mean the upcoming Wednesday. Choosing "1" and "Thursday" would mean the following Thursday.

Trigger Workflows by Nightly Maintenance. You could previously only trigger a Workflow with a specific action that occurred. There was no way to kick off a workflow based on an action that did not take place. Say, for example, you want to trigger a Workflow when a Patient has not been seen in the past 30 days. In Workflow Builder's "Which action on the form selected above triggers the workflow?" section, you can now choose "Nightly Automation".
Combine this with new options within the "If the action occurs multiple times, should duplicates be created" section for "Yes, if no active tasks exist" and "No if assigned within past X days" as well as the formula-based filters and you can create flows that trigger if an active patient in a certain Patient Group has not been seen in 45 days, and the follow-up task will not repeat until the patient is seen and then has another 45 day gap in service.

Enhanced Search of Scheduled Events. Monet, a Clinical Director from Nashville, added an idea to her clinic's wish list. She was looking for a way to search the Scheduler by words in the Subject and Note fields. Thanks, Monet, for the great idea! The Scheduler's Event Listing (Scheduler > File > View Event Listing) now includes a text-based search of the event subject and notes.

Use Formula to Set Requirements Prior to Staff Signature. When adding a Digital Signature control to your Custom Form design, you will see a new property for Allow Signature Formula. This will let you design custom rules around information that needs to be present before a signature can be collected.

Qualifying Diagnosis. You can now identify certain diagnoses as "qualifying". This will be used to highlight the entries in the Diagnosis Assignment forms, and can be used with Batch Claim Creation. To enable this feature, go to: BillingTracker > Settings > Options > Transition > Enable Qualifying Diagnosis. An administrative user can right-click an entry in the diagnosis search screen to mark it as qualifying.

Auto-Create Linked Appointments When Scheduling Events. Previously, you had the option of manually creating a Linked Appointment or auto-creating them a set number of days ahead of the Client’s Appointment. Now, you can create Linked Appointments as soon as you create the scheduled event with the new Option 'Automatically create linked appointments from scheduled events in real-time.'

Prevent Overlapping Kept Appointments. A Clinician can only be in one place at a time, so you may not want to save two overlapping, kept appointments for one clinician, even if they are for different patients. Appointment status must be Showed Up to qualify. To turn on this restriction, go to: Admin Config > Options > Preferences > Patient Contacts Form Settings > Prevent Overlapping Appointments (If Status is Showed Up).

Updated Washington State Data Guide. We now support version 5.3 of the Washington State Data Guide.

Navigate to the First Available Appointment. When searching using the Find Available Timeslot form, you now have the option to Search and Select First Result. This will bypass other search results and take you directly to the first available appointment. Go to: Utilities > Scheduler > Find Available Appointment > Click the dropdown split on the Search button > Click Search and Select First Result.

Grant Staff Specific Permission to Related Documents. Go to: Staff > Staff Info > Permissions tab and you will notice that there are now two separate permissions, one for Related Documents and one for Paperwork. While these both used to be handled by the Paperwork permission, you can now provide access to these items individually.

Filter Bulk Search by Active and Discharged. Using the Custom Form Bulk Search, you can now limit results based on the Patient Status (Active or Discharged). Explore this feature by going to: Utilities > Custom Form Bulk Search.

New Custom Form Templates Available. The following custom form templates are now available in Form Builder for your use:

• Discharge Summary
• Transfer Summary
• School Based: Service Agreement
• Permission to Bill
• Permission to Evaluate
• Suicide Risk Assessment
• Nutrition Progress Note

Click here to learn more about the Custom Form Templates.

Time Zone Abbreviation Added To eliminate confusion, the email notifications sent to patients telehealth events will include the time zone abbreviation for clarity, since the reminder is sent using the Patient’s time zone, which may differ from the clinic's time zone.

See Progress Note Status in the Scheduler. The scheduler now uses three distinctly colored "notepad" icons to represent the progress note status of a linked appointment:

• Green: Locked Note
• Yellow: Unlocked Note
• Red: Missing Note

Avoid Creating Tasks with Weekend Due Dates. Now, move the due date back to the Prior Friday or forward to the following Monday if it falls on a weekend. To apply this adjustment to your non-recurring tasks, see the new option for "if the due date falls on a weekend" in the Task Details of Workflow Builder.

Manage Dropdown Fields From Intake and Demographics. Users with access to manage the Maintenance Menu will see that we've added cog wheel icons to any section of the Demographics form with a dropdown menu controlled through the Maintenance Menu. Simply clinic on the cog icon to adjust the dropdown values, and your changes will be reflected when you return to Demographics.

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

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

Beta Testing: ASAM CONTINUUM Integration. The Arizona Health Care Cost Containment System requires clinics to leverage the American Society of Addiction Medicine (ASAM) Criteria for substance use disorder assessments, service planning, and level of care placement. Our Arizona clinics have asked to integrate ClinicTracker with ASAM CONTINUUM so they'll no longer need to log into a separate system and duplicate effort. While Arizona is championing this effort, the ASAM CONTINUUM is a nationally-recognized assessment tool that allows clinicians, counselors, and other staff to leverage a computerized clinical decision support system (CDSS) to assess individuals with addictive substance use disorders and co-occurring conditions. Let us know if you would like to use this integration.

Collect Open Balances at Your Self Check-In Kiosk. Melanie was looking for a way to prompt her patients to pay on their accounts when checking in at the office. Thanks to her suggestion, when your patients check into your clinic on your Self-Check-In Kiosk, we'll automatically notify them if they have an open balance. If so, the patient will be directed to the payment screen. Let us know if you would like to turn this setting on.

ePrescribing Messages in Staff Portal. Staff Portal users will now have access to ePrescribing Notifications and the Pending Rx Report.

Apply Override Rules to Your UB-04 Configurations. If you have multiple payors that require different UB-04 Configurations, you may now set UB-04 Configuration Override Rules based on variations of Insurer, Program, and Billing Location. For clinics with UB-04 support enabled, go to: BT > Settings > Overrides > UB-04 Configuration Overrides.

Updated: DSM-5 ICD-10 Codes and Descriptions. To ensure you have the most accurate diagnoses, we have incorporated DSM-5-TR revisions into ClinicTracker's diagnosis DSM-5 library.

Hide GAF Score. You may now hide the GAF Score area on the Appointments tab of the Patient Contacts form, by going to: Options > Preferences > Patient Contacts Form Settings > Hide GAF.

Create Tasks Based on One Record from a Series of Records. Ian had a compliance dilemma in NYC. In his office, Treatment plan review #1 is due 365 days after the admission date and Treatment plan review #2 is due 365 days after the lock date of treatment plan #1. To accommodate this scenario, we've added a filter that lets you refer to the completion number of a particular form. For example, you can filter a Workflow to only trigger when completing the first (or third or fourth) version of a form, rather than every time that form is completed. When designing your filters, look for RecordNumberForPatient or RecordNumberForPatientPhase.

New to Staff Portal: Scheduling Groups From The Quick Info Pane. Press Ctrl+Q to open the Quick Info Pane where you'll see the new Scheduling Group button.

Prevent Staff From Recording Overlapping Appointments. In order to prevent a staff member from recording two appointments that overlap in time, we've added a new setting at: CT > Options > Preferences > Patient Contacts Form Settings > Prevent Overlapping Appointments. The setting will give you the option to warn or block this situation from happening. Note that this setting will still allow multiple individual appointments that originated from the same group appointment.

Clone Appointment Save Restrictions to Multiple Insurers. Karen, from ClinicTracker’s Billing Service, noticed that one of her customers had built individual, matching restrictions for each payer. Karen advocated for a simpler solution. Now, when you go to Admin Config > Appointment Save Restriction > By Insurer, you’ll see a Clone to Other Insurers button. You may select any of your existing rules and apply the restriction in bulk to additional insurers, avoiding the need to manually create the rule for each insurer.

Reimagined: Transition Log. We've transformed the Transition Log in BillingTracker to make it more user-friendly. We've added gridlines, filters, coloring, and a formatted PDF export. You’ll be able to easily navigate to specific claims right from the log and distinguish between claims that are created successfully and those that are not.

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

Complete Workflow by Finishing one Task. Workflow Builder has a new option to "Only require one completed task" which you will find in the "Step 1" section when creating a new Workflow. When enabled, completing any one task will complete the entire Workflow. Many thanks to Amber from a large outpatient clinic in Maine for this suggestion.

Create Save Validations. In Form Builder, you will see a new Validations tab on the Form Details screen. This will allow you to create formulas that will warn, prompt, or block when saving based on conditions you specify. For example, if a patient has indicated a certain concern, display a message to the clinician when saving the assessment, or if patient has indicated a concern and you have not indicated follow-up actions, prevent the therapist from saving the record.

New Custom Form Templates Available. The following custom form templates are now available in Form Builder for your use: Diagnostic Evaluation, Discharge Summary, Biopsychosocial, and Treatment Plan. To learn more about the Custom Form Templates available, use this Guide page.

Use Open Notes on Staff Portal. Staff Portal now supports the "Open Notes" initiative for Progress Notes. For more information, click here.

Output Forms in Landscape Mode. Form Builder now supports landscape output. To select between portrait and landscape mode, go to the Formatting Tab of Form Details. Our thanks to Traci, an administrative assistant from a new ClinicTracker community member in Iowa, who was the catalyst for this update.

Protect Records from Accidental Deletion. When this new option is enabled, users who delete records will receive a notification and will be required to type the word "Delete". This may help with unintentional record deletions for Demographics, Patient Contacts, Scheduled Events, and Custom Forms. Search the Options form for: Display Extra Confirmation Prompt when Deleting Records.

Automatically Set New Staff Info Records to Prevent Deletion. When this option is enabled, all new Staff Info records will automatically have the Prevent Scheduler Deletion and Prevent Global Deletions checkboxes checked. This may help with unintentional record deletions. To enable this option, go to: Admin Config > Options > Preferences > Preferences and check the setting: On Staff Info Form, Activate the "Prevent Deletion" Settings by Default.

Remove Financial Information Widget From Your Patient Portal Home Screen. The Financial Widget lists primary, secondary, and tertiary insurances. Paul, Executive Director of a clinic from Texas that only sees self-pay patients, requested to not display this information to prevent confusion. If you would also like to have this widget removed from your Patient Portal, please let us know.

Require Task Completed on Specific Record. Previous to this release, you could require a task to be completed, but could not request the action take place on a particular record. Now, you can now build Workflows that require users to (for example) create a treatment plan and lock that specific treatment plan within 3 days. In the Form Action dropdown of task details, look for the entries showing "of the same record".

Occurrence Counter on Forms. For those of you looking to count certain behaviors or activities in real-time, Form Builder now supports a Counter control. On your form, you'll increment the value using an up arrow and decrement using a down arrow. You can set a specific interval step as well. This is especially helpful for those in Applied Behavior Analysis settings who need to record behaviors as they occur.

View Your Denial Codes. You have access to a new system report: BillingTracker > Reports > Payments > Denial Code Report, which will help you identify frequent denial codes and uncover potential areas that need addressing.

Determine How Far Back to Perform a Bulk Search. If you want to always perform Bulk Searches for a set timeframe (e.g., the previous 10 days) you can set this as a default by going to: ClinicTracker > Admin Config > Options > Preferences > Preferences > Default Number of Days in the Past to set Custom Form Bulk Search to Start.

Deactivating Tasks when a Triggering Record is Deleted. Francesca, the owner of a long time community member in Pennsylvania, suggested this feature. If the triggering record for a workflow is deleted, then any incomplete tasks for that workflow will be automatically deactivated, along with a comment stating the tasks have been deactivated due to a deleted triggering record.

Notify Patients with Open Balances. There is now an Open Balance filter for Campaign Builder which will identify patients with an assigned balance. This will allow you to target messaging campaigns specifically to patients with open balances.

Search and Sign Collateral Records. Custom Form Bulk Search feature (available within the Utilities menu) now supports Collateral records.

Receive a Prompt when Downloading PHI Through Staff Portal. Vikki, Program Manager for a University clinic, brought this suggestion forward. When you take an action that downloads information to your local machine, you will be warned to remove that information after the session.

This release provides stability and performance improvements.

Create a Library of General Forms on Your Patient Portal. Now, in addition to sending a specific form or a packet of forms to your patient’s Portal every time, you can make a selection of forms available to all Portal Users, that can be completed at any time. General Forms allow you to offer a list of commonly used forms to patients, such as Consent Forms, Records Requests, and more. To add a form to the General Forms list on the Patient Portal, when setting up a Patient Form in Form Builder go to the Portal access settings and select Show in General Forms.

Export Formatted Report to Excel from Simple View in Report Builder. When you design a report in Simple View you’ll have the option to export a formatted version of the report, which will closely mimic the on-screen display. We've also added right-click options on fields displayed in Simple View, such as setting the field label and formatting options.

BETA: Embed HTML Content in Your Form Designs. Now, you will be able to include a URL or HTML content to include many things in your forms, such as an online quiz in your staff form, or an emergency exit floor plan in your intake packet. In Form Builder, simply click on the HTML button in controls and enter the full URL or HTML content in the Value property. If you are interested in testing this feature, please let us know.

New to Staff Portal: Manage Program Assignments From The Quick Info Pane. Press Ctrl+Q to open the Quick Info Pane and click the Program Assignments button.

Time-Saving Changes to Eligibility Verification. You'll now be able to more easily update the Last Qualification and Next Requalification dates within your patient's insurance records by going to: Utilities > Insurance Eligibility Verification Review > Review History tab and using the right-click menu on a request item. If you prefer these dates to update automatically each time an eligibility request is run, head over to: ClinicTracker > Options > Eligibility Verification > Eligibility Verification Configuration and enable the setting: Update Last Qualification and Next Requalification dates.
While you're looking in the Eligibility Verification History form, you’ll also notice that the columns have been rearranged and we've added an Include Duplicates checkbox and a Service Type filter to help refine the responses.

BETA: Occurrence Counter on Forms. For those of you looking to count certain behaviors or activities in real-time, Form Builder will soon support a Counter control. On your form, you'll increment the value using an up arrow and decrement using a down arrow. You can set a specific interval step as well. This is especially helpful for those in Applied Behavior Analysis settings who need to record behaviors as they occur. If you are interested in testing this feature, please let us know.

Hold Eligibility Verifications Until Next Requalification Date. Avoid unnecessary automated eligibility requests with this new Option and include only new patients and those whose Requalification Date has passed. To set this new Option for your clinic, Administrators can go to Admin Config > Options > Eligibility Verification > Config button > Eligibility Verification Configuration form and check "Bypass patients with future Next Requalification date". If you need to manually check eligibility for all patients, including those skipped in the automated process, you can go to Utilities > Insurance Eligibility Verification form and choose Verification Actions > Verify All Scheduled Events. This option will run eligibility checks and ignore the new setting, so all of your patients with upcoming scheduled events get checked.

New Option: List Staff in Patient Portal by First Name Only. Daisy from Arizona advised that for security reasons, their clinic prefers to identify staff by first names only on the Patient Portal. To enable this new setting, an administrator can enable the setting for "Hide Staff Last Name In Patient Portal" in the Options form. If this Option is enabled, the Requested By field will show only the staff's first name when completing forms.

Simplify Patient Statements by Suppressing Auto-Adjustments. Want to make your patient statements less confusing? Simply go into BillingTracker > File > Setup > Configure Statements and check the Suppress Auto-Adjustments box. The next time patient statements are run, the statements will be cleaner and easier to understand.

Auto Adjust the Balance Assignment When Service Price Changes. If the Service Price is adjusted up or down in the Billing Account > Edit Claim form, you need to adjust the Balance Assignment manually. This new setting will adjust the payor’s Balance Assignment to match the new Service Price automatically or prompt you to adjust it manually, for claims without a payment record where the balance is fully-assigned to a single payor. Go to BillingTracker > Settings > Options > Auto-Assign Balance When Adjusting Service Price and select None, Always, or Prompt.

Set as Default When Adding a New Credit Card. When adding a new credit card: if no default credit card exists, the system will ask if you want to make this new card the default.

Auto-Fill Payment Amount Box with Expected Copay Amount. The expected copay will now default in the payment amount box when collecting payments during Transition.

Bypass Copay Screen When No Copay is Expected. There is a new setting (enabled by default) that will prevent the copay collection screen from showing if no copay is expected. This setting will be enabled by default. To disable this setting, go to: BillingTracker > Settings > Options > Bypass Copay Screen When No Copay Expected.

Automatically Assign Batch Numbers to Batch Claims. Viktoriya was looking for a more reliable and efficient way to assign a batch number. As a result of her suggestion, you no longer need to choose and enter a batch number or worry about batches with duplicate numbers. Now, you can go to BillingTracker > Claim Creation > Batch Create Claims > Batch Number field and click the Calculator icon to assign a unique, sequential number to your new batch.

Require External Signatures Based on a Formula. During a previous release, we added a Required Formula property for Staff Signature controls in Form Builder. You can now similarly make formula-based save requirements for External Signatures. You will see the new Required Formula property available when selecting External Signature controls. This can be useful if a patient signature is only required under certain circumstances.

Require Appointment Info when using Schedule Event Types. Amber needed a way to ensure staff filled out Program, Service, and Payor on the Event record, but only for certain Event Types. You can now set up Schedule Event Types to Require Appointment Information. If enabled, as you schedule events with this Event Type, the system will require the selection of a Program, Service, and Payor (if there is a single linked patient).

Create Prompts by Staff Type/Assignment & Allow Prompts to Expire. Many clinics use Prompts as reminders for staff. Now, an end date may be added, so that prompts will expire at a set time. Additionally, you may now select to display prompts to users based on either their Staff Type or Staff Assignment (but not both at the same time) These changes are available both within ClinicTracker and the Staff Portal.

Quickly Populate Copay and Deductible Data from Eligibility Verification. It is now very easy to push Copay and Deductible data from the Insurance Eligibility Verification form to the Demographics form. Just go to Utilities > Insurance Eligibility Verification form and right-click on applicable response items to update Copay, Deductible, and Annual Deductible Met fields.

Send Information Automatically to Your Local Health Information Exchange. ClinicTracker can help you send information to your local Health Information Exchange (HIE). Contact us if you're interested in finding out how to integrate with your local HIE!

Split a Single Payment to Multiple Patients. If you see multiple patients from one family, you’ll now have an easy way to collect one payment and split it between the various patient accounts of the family members. First, you’ll accept the full payment for one family member. Then to split the payment, locate the payment in the Payment History (from Billing Account or the Patient Payment form). Select the payment, click Edit Master Payment, then click Split Master Payment. Select the second family member, enter the amount to be split to the second patient, and click Apply Payment.

Reassign Workflow Tasks to a Workflow Group. For tasks that can potentially be completed by more than one person, you can create a Workflow Group and make the Group responsible for the Task. With this update, you can now identify one or more tasks in the Staff Task Dashboard, and reassign them to a group. This capability will be helpful if a user moves to a different role in your agency and you need to reassign their tasks.

BCC Staff Members in Patient Portal Messages from Staff Portal. This feature, originally released in May, is now available in the Staff Portal as well. You can BCC members of your staff when you send a Secure Patient Portal Message. This is a great way to let members of your team know when an issue arises or has been resolved.

Submit Electronic Courtesy Claims. When creating courtesy claims, you'll now notice a check box Use Payor's Default Format (Electronic or Paper). If this box is left unchecked, all claims will be sent to paper (CMS-1500 for professional, UB-04 for institutional. If the box is checked, the claim format will be left in the payor's default format, either electronic or paper.

Easily identify claim batches based on the number of claims. When searching for claim batches within the Review Submissions form, the dropdown of batches will now include the claim count for each batch.

Avoid Saving 'Unspecified Trauma- and Stressor-Related Disorder' as a Primary Diagnosis. Yvonne, who handles Billing and Compliance for her team in Oregon, was looking for a way to notify users when they selected a diagnosis that should not be saved as a primary diagnosis. Because diagnosis F24.9 is not payable as a primary diagnosis, you will now receive a warning prompt.

New Claim Filing Indicator. We’ve added '13 - Point of Service (POS)' to the Claim Filing Indicator list.

Prevent Users From Locking a Blank Diagnosis Assignment. To require users to select at least one diagnosis within a diagnosis assignment, Admins may go to: Admin Config > Options > Preferences > Require at least one diagnosis to lock a diagnosis assignment.

Set the Number of Days that Patients Have to Complete Portal Form Requests Francesca, the owner of a clinic in PA, wanted to have Patient Portal Form Requests due in a certain number of days (not the 7 days the system used as a default). Thanks to Francesca's suggestion, Admins may now adjust this setting by going to: Admin Config > Options > Default Requested Completion Date for Patient Portal Form Requests.

Auto-Select a Block of Appointment Days for Transition. Our billing staff has found that it's easier to transition appointments by selecting a block of time (e.g., the last 30 or 90 days) than to select a specific date range. If you’d like to use this too, go to BillingTracker > Transition Appointments and select one of the Auto-Transition options.

Require External Signatures on Forms. A group in California wanted to ensure that patient signatures were always collected on Federal forms. The Required for Save property is now available for External Signature controls in Form Builder.

New Quick Link Options. Get where you want to go quickly, right from the ClinicTracker Main Screen. Choose your Quick Links by going to ClinicTracker > Quick Links > Customize Quick Links. Check the box for any location you’d like added to your Quick Links menu. During the recent Front Office Staff FastTrack Tour webinar, Sheila brought up that she'd like to see the Billing Dashboard, Claim Management, and Review Submissions Forms added to the list of available Quick Links. Good suggestion, Sheila, we've added them!

Access New Quick Info Pane Features from the Staff Portal. As part of our ongoing expansion of features on the Staff Portal, you'll now have access to Global Notes, Completed Paperwork, and Related Documents from the Quick Info Pane in the Staff Portal. To pull up the Quick Info Pane in the Staff Portal, just press CTRL+Q on your keyboard.

Prioritizing Preferred Names in the Patient Portal. Bailey, the head of Compliance and Strategic Planning for her team, suggested we expand our support of inclusivity to the Patient Portal by displaying the Preferred Name, when available.

Prevent claim rejection with 9-digit ZIP Code validation. You'll typically want to provide the full 9-digit ZIP code in addresses that appear in your claims. You can now retrieve the 9-digit ZIP code, based on the Address, City, and State. Click the green check mark next to the ZIP Code fields in Building Input, Insurance Input, Lab Input, and Radiology Input, and Demographics to validate the 9-digit ZIP code. If the ZIP cannot be determined, we'll let you know on screen, so you can enter it manually.

Track Staff Name and Credential Changes Over Time. This feature will allow you to record multiple versions of the label shown below Staff Signatures on-screen and on printed forms. Brooke, an IT director from New York, wanted to be sure when staff credentials changed over time, they'd still be able to print historical paperwork with their former credentials. The historical Staff Signature Display Name is managed by going to: Staff > Staff Info > Basic Info tab. Click the icon near the name fields to open the Staff Signature Display Name form. Thank you Brooke!

Set Your Scheduling Availability for a Date Range. If you are not available for an extended time, you may now select a date range when setting your scheduling availability, rather than selecting each individual day. You can also preload schedules that won't take effect until some point in the future.

Find Available Timeslots Enhancements. Search for an available timeslot according to Staff Specialty or Gender Identity, and view a Scheduling Description for each staff member. Your clinic's list of Staff Specialties can be managed by going to Utilities > Maintenance > Staff Specialties. Apply one or more Staff Specialties on each individual's Staff Info record. Here you will also find an open text box to enter a Scheduling Description for the Staff Member. When searching for an available timeslot (both within ClinicTracker and the Patient Portal), you will see filters for the Staff Specialty and Gender Identity, and the Scheduling Description will be displayed in the results.

Note: Searching by Gender Identity of the staff member is hidden by default. To enable this new feature, search the Options form for "Hide Gender Identity on the Find Available Timeslot Form".

Pass the NPI and Rendering Provider to Box 19/Loop 2300. This setting will populate the Note Type and Local Use fields during transition, which will meet new payor requirements for our Arizona customers. To enable this setting, go to BillingTracker > Settings > Insurer Plans > Claim Details > Send Rendering Provider in Box 19/Loop 2300.

Copy Eligibility Information to Insurance Notes. With one right-click, you can now append your Insurance Notes with the details of any Insurance Eligibility response. Go to Demographics > Insurance Tab > Verification Button (or Utilities > Insurance Eligibility Verification Review), right-click an Insurance Eligibility response, and select Add Insurance Note. The information will be included on the Insurance tab for the associated payor to increase its visibility.

Generate an Excel or CSV Data Only Export in Report Builder. When running a Custom Report that displays the Parameter Screen, the Preview Report button will show a dropdown menu that allows you to export the report data to Excel or CSV. This will allow you to use Report Builder as a generic export utility, as even if there are more fields than will fit on-screen, you can still export them in a way that will line up the column headers with the data.

Filter Your Reminder Log for Transferred to Reschedule. When your clients receive a voice Appointment Reminder call, they may confirm, cancel, or be transferred to your office. Now you can use the Reminder Log to isolate the Reminders that were Transferred to Reschedule.

Your Access to the Check-In Sheet Matches Your Schedule Permissions. The Check-In sheet now only displays events based on a user's access to the schedules of other staff. Users can no longer see check-in information for a staff member's event unless they've been granted access to that Staff member's schedule.

Status Updates While Applying ERA Payments. The idea for this change came from our conversations with Casey, who often applies over 500 ERA payments at one time. In addition to being faster overall, the ERA form will now provide more interactive feedback when you are applying payments or reverting files with many entries. You'll see the number of records processed, the elapsed time, and the estimated remaining time.

Separate BillingTracker and Admin Access. Previously, all administrative users were granted access to BillingTracker. Amber, an Executive Director in Maine, wanted to give BillingTracker access and Administrative system access independently from one another. To locate the new settings, go to Staff > Staff Info > System Permissions tab. There is also a new checkbox in this area (Can Grant Permissions) to allow Staff to provide BillingTracker access to other users.

Quick Info Pane for Your Staff Portal. We've been working to expand your Staff Portal experience and we are pleased to release the Quick-Info Pane to the Staff Portal. Let us know what you think!

Require an External Signature to Save Your Form. Diane found that requiring a client's signature would ensure that her forms were always compliant. Her clinic collected hundreds of signatures a day. To help Diane make sure that no client signature is forgotten, we've added a property "Required for Save" for External Signatures when designing Custom Forms.

Names Used for Appointment Reminders. Bailey, who leads Compliance and Strategic Planning for her team, reached out to ensure that Appointment Reminders use the name that clients identify with. The order that a name is selected for an Appointment Reminder will now be Preferred Name; if there is no Preferred Name, then the Alias will be used; If there is no Alias, then the First Name (legal name) will be selected.

Calculate the Min/Max Frequency Using Formula Builder. To help you build forms that will calculate the answer to "how many times has the client exhibited this extreme high or low behavior", we've added two new functions to Formula Builder for Repeating Lists and Gridviews: Frequency of the Min Of and Frequency of the Max Of.

Limit Changes to Diagnosis Assignments. If you'd like to add additional security behind Diagnosis Assignments, there is a new Option that only allows the creating user or an administrative user to edit an unlocked Diagnosis Assignment. Go to Utilities > Maintenance > Allow Only Creating Users (or Administrative Users) to Edit Unlocked Diagnosis Assignments.

Use the Cross Reference Control in Staff and Patient Portals. The Cross Reference Control is now supported in both the Staff Portal and the Patient Portal.

BCC Staff Members in Patient Portal Messages. You can now BCC members of your staff when you send a Secure Patient Portal Message. This is a great way to let members of your team know when an issue arises or has been resolved.

New Filters for Staff Tasks. You can now filter the list of tasks on the Staff Task Dashboard according to Program Assignment, Patient Group, and Workflow.

Default Diagnosis Assignment End Date. You can now choose for new Diagnosis Assignments to end after a set number of days by default (as opposed to being open-ended). To enable this feature, search the Options form for: Default Number of Days in Future to set Diagnosis Assignment to End.

A New Custom Label. Brooke, the Director of Technical Services for a large organization in Central New York, asked to apply a Custom Label to update the term Authorized Recipient in her Demographics and ROI, and so we did! To explore Custom Labels, check out this guide page.

Adjusting Referral Sources from Demographics. If you have full access to the Maintenance Menu, you will see a new button within the Referral section of Demographics that will let you adjust the Referral Sources without having to navigate away from Demographics.

Workflow Builder: Filter by Custom Form Data and Demographic Fields. A clinic in Pennsylvania that leverages Workflow Builder, wanted to create tasks based on the data in their Custom Forms. To make this great idea possible, Workflows may now be filtered by the data in the triggering record (e.g., only assign a task when completing a mental heath assessment if the client indicates a moderate to severe level of depression). We also included Demographic fields as filters to provide you with the most flexible workflow options.

Faster Claim Resubmissions. To support the speed and accuracy of claim resubmissions, our internal team of billing experts has designed a new Resubmission Settings tab for the Insurer Plan Settings form in BillingTracker. This tab includes Claim Type; Bill Type Frequency; Local Use; Note Type; Include Remark Codes; Next Payor; and Billing Note Template. We have also made updates to the ERA Form, which now allows you to Correct and Resubmit one line or in bulk and to auto-create a Billing Note based on the selected template.

New: Control Reference in Form Builder. Imagine that you design a custom form with a field that mirrors the phone number field in Demographic form (or any field on any custom form). When you bring up the custom form for a patient, their phone number appears in the form, pulling directly from their Demographics. Now imagine (this is the best part) that changing the phone number in the custom form changes the phone number in Demographics too! The uses for this new Form Control are endless. This feature is now available for general release.

Require a Program Assignment Discharge Reason. About a week ago, Tommy from Spokane asked if we could require users to complete the Discharge Reason field after they've entered a Discharge Date on the Program Assignment Form. Now Tommy can go to Admin Config > Options > Require Discharge Reason on Discharged Program Assignments to enable this requirement.

Set Modifiers Based on County of Residence. Another Pennsylvania clinic made this suggestion. They needed to apply Modifier Rules based on the County of Residence, to comply with payor contract requirements. Now, they can use different Modifier Rules depending on where their patients reside. It was the first time we had heard of this requirement in all our years of processing claims, but we're glad we were able to accommodate it for this clinic.

Entering Credentials and Standard Display Name of Referral Source. Ken, the CEO of a thriving Maryland clinic, asked for a couple of great updates to BillingTracker > File > Setup > Referral Source Setup. Ken was looking for a Credential field, as well as a button that will generate a standardized Display Name based on the First Name, Last Name, Credential, Title, and Agency Name fields.

Ending Insurance Authorization Packages After One Year. Julie, the CFO of a clinic in California, asked if we could offer a way to end an Authorization Package at the end of the year. You will see new options that accommodate this request.

Automatically Verify Eligibility for New Patients. We've added many enhancements to Insurance Eligibility Verification. Visit Admin Config > Options > Automatically Open Insurance Eligibility Verification to have the system automatically prompt you to verify eligibility when creating a new patient record. Also, these choices are now just a right-click away from the eligibility results grid: View Upcoming Scheduled Events; Add Patient Prompt; Send Internal Message; Create Billing Note; Open Provider Portal Link; Navigation.

Delete an Assigned Workflow Task. Matt, a clinic director in California, pointed out that he occasionally needs to delete a workflow task once it has been assigned. Matt explained that it was hard to correct a mistake without a way to delete it. You'll notice we've added a delete button to the Patient Task Dashboard, the Staff Task Dashboard, and the Quick View Pane.

We've made a few updates to improve on the prior release, including adjustments to the scheduler display.

New Staff Portal Capability Staff can now set their scheduling availability directly through the Staff Portal in the Preferences menu of the Scheduler.

New: Control Reference in Form Builder. Imagine that you design a custom form with a field that mirrors the phone number field in Demographic form (or any field on any custom form). When you bring up the custom form for a patient, their phone number appears in the form, pulling directly from their Demographics. Now imagine (this is the best part) that changing the phone number in the custom form changes the phone number in Demographics too! The uses for this new Form Control are endless. Please let us know if your clinic would like to be in the beta testing group for this new feature!

New Override: Billing Location. If the entered Place of Service does not match what your payor requires, you can now set rules to override the Billing Location on the claim based on a series of rules. Once you've entered your rules, this override will be applied automatically at transition. To explore overrides, check out this guide page.

Search by Email and Home Address. Ever wanted to pull up a patient using their email address or street address? Now you can, using Advanced Search.

Set a Date Range for Workflows. Sometimes you need a workflow to only be active only within a set time frame. Workflow Builder now supports this with From and To Date fields for your Workflows.

Notice for Patient Portal Scheduling. Before this release, appointments could be scheduled from the Patient Portal as soon as 24 hours in advance. You now have the ability to modify that timeframe. To set up this option, go to: Admin Config > Options > How Many Days Notice is Required for Patient Portal Scheduling.

New Custom Labels. You already knew you could change the labels in ClinicTracker to the terminology your users prefer. A clinic in Pennsylvania asked us to add Pediatrician, Primary Care Physician, and External Contacts to the list of Custom Labels, and so, we did! To explore Custom Labels, check out this guide page.

Reimagined: Insurance Eligibility Verification. The next time you verify insurance eligibility, you'll see we’ve refreshed the screens and added new features. You can set an option to automatically open the Insurance Eligibility Verification form when you create a new demographic record. You can also choose to open the Insurance Eligibility Verification form directly to the History Tab using another setting. To explore these options, check out this guide page.

Staff Portal: Advanced Search. Attention Staff Portal users! Wish you could search patients by their date of birth or phone number? You can, now that Advanced Search is available on Staff Portal, just like in ClinicTracker.

Not using the Staff Portal today? Check out the benefits by going to the guide page: Getting Started with the Staff Portal.

Campaign Builder: Search for Scheduled Events. During a conversation with a Clinical Director from Arizona, we learned that it would be helpful if Campaign Builder could send messages to patients with upcoming scheduled events. We agreed this would be useful (for example, announcing a cancelation due to weather to everyone scheduled tomorrow), and now you’ll find an "Event Scheduled Between" filter in Campaign Builder.

Handling ERA Provider Adjustments. Tabatha let us know that her clinic was manually posting remits when there was a Provider Adjustment. To make this easier (and electronic), we've added functionality to ERA Provider Adjustments to "Save as Credit Balance" or "Convert to Payment Line" along with an option to revert, if applied incorrectly. Thank you Tabatha for your suggestion!

Scheduling Availability: Select a Default Room. When configuring Scheduling Availability, you can now identify a default room. When selecting a time slot based on an availability record, this default location will be used on the scheduled event. Related to this change, if a specific Event Type is noted on the available record, this too will transfer to the scheduled event.

To use Scheduling Availability, go to: Staff > Staff Info > Additional Options tab > Set Scheduling Availability button.

Print Notes Button In Staff Portal. A Print button next to the Treatment History list on the Staff Portal will now let you export your Progress Notes without having to directly access the note.

Bulk Update Staff Schedule Permissions. This request came from the CEO of an organization in Maryland. We've enjoyed partnering with his group on several projects, because of his eye for efficiency. Users will now be able to update Schedule Permissions for multiple staff permissions at one time.

To Update Staff Schedule Permissions for Multiple Users, go to: Staff > Staff Info > Additional Options tab > Scheduler Settings. When clicking the find button, you will be able to use the Shift or Control keys to select multiple staff to grant a permission.

Share Instructions on the Patient Portal. Here's a great suggestion that came from Kelly at a clinic in PA! Kelly thought it would be helpful to post instructions on the My Accounts tab of her clinic's Patient Portal. Our Development team agreed, and now you can go to Options > Patient Portal > General > My Account Page Description and post a note for your Portal Users.

Explore this Patient Portal feature using this guide page: Setting Up Your Patient Portal.

Bulk Search by Patient Status and Insurer. Clinics across the country have found value in the Bulk Search and Sign feature for custom forms since we first released it in November. In January, a clinic providing intensive inpatient and outpatient services for teens requested to filter out their Intakes and only see Patient records. We've updated the feature to include a field for Patient Status so the clinic (and now you) can search for Patients, Intakes, or both. We have also added the ability to search by the patient's payor.

Explore this feature by going to: Utilities > Custom Form Bulk Search, or see the guide page: Bulk Search and Sign.

New Look and Functionality: Batch Claim Creation. If you create batch claims, you will notice a few changes in this release. We've updated the overall look and layout of the form along with adding the ability to search for Patients with appointments within a minimum or a maximum number of days (previously this only allowed maximum).

Take a look at the new layout by going to BillingTracker > Claim Creation > Batch Claim Creation, or see the guide page: Batch Claim Creation.

Rename General Mailbox for Patient Portal. When a patient sends a message from the Patient Portal, they may send the message to your clinic's General Mailbox (if this feature is enabled). An organization in Michigan asked for the ability to rename their General Mailbox to make it more clear that it was for intake information only.

To change your General Mailbox to something that better suits your needs, go to: Admin Config > Custom Labels > Fields (2) tab > General Mailbox.

Appointment Reminders in Your Patients' Time Zone. Patients will now see and hear their appointment reminders in their own time zone, even if it differs from your clinic's time zone. This idea is especially important for clinics that straddle multiple time zones, and for Arizona, where only certain parts of the state observe daylight savings.

Load Family Member From Family ID. Clicking on a patient's Family ID provides a list of family members using the same ID. Now, you can also double-click a family member from this list to navigate directly to their demographic record.

Find the Family ID by going to: Demographics > Intake tab > Misc section > Family ID.

Uses for the Family ID range from connecting family members in therapy to identifying family members related to a family court number.

Search Specific Payors in Insurer Plan. You can now use the search function to find a specific Payor in the Insurer Plan Form.

Updated Look! We've updated the look of several forms, including the Patient Portal Account Setup, and several configuration screens, to make them easier to navigate.

Rename Intake Disposition. One of our partners in Spokane requested to change the Label for Intake Disposition. This is now available to be renamed using Custom Labels.

To change Intake Disposition to something that better suits your needs, go to: Admin Config > Custom Labels > Fields tab > Intake Disposition.

Auto-fill Event Details. You can now set certain fields, such as Event Type, Program, Service, and Location, to be filled in automatically when you record a scheduled event or appointment. To set the defaults by clinician, go to Staff > Staff Info > Additional Options tab > Staff Event/Appointment Defaults.

Enable Custom Form Bulk Seach by User. Thank you to the users who beta-tested the new Custom Form Bulk Search feature. We have made many enhancements as a result of your feedback. In addition, you may now enable this feature for non-administrative users by going to Staff > Staff Info > System Permissions tab > Custom Form Bulk Search.

Two-Factor Authentication (2FA) in Patient Portal. Two-Factor Authentication is now available in the Patient Portal. This can be set by the patient during the registration process and through the settings menu. It can also be adjusted from the Portal Account Configuration screens within ClinicTracker.

Patient Note Prompts in Staff Portal. Patient Note Prompts will now appear in Staff Portal, as they do in ClinicTracker.

ERA Enhancements. You can now search by either Claim Date or Payment Date.

Denial Report: New Parameters. You can now limit the Denial report using the parameters: Payment Amount, Adjustment/Remark Description, Qualifier Code, and Industry Code.

Open Notes: Locked Notes Only. If you have enabled Open Notes and would like to restrict patients from accessing unlocked notes in the Patient Portal, go to Admin Config > Options and enable the setting to Restrict Open Notes to Locked Records.

Require Referral Email. To set the Referral Email as a required field in Demographics, go to Admin Config > Options > Require Referral Email. This setting and other referral-related fields have also been updated with the options to require never, always, or based on intake/patient status.

Select Multiple Pronouns. In Demographics, you will see we've added a Multiple Pronouns Option so that you may record each of your client’s pronouns.

Prioritize Preferred Names or Legal Name. You now have the option to prioritize a patient’s Preferred Name or Legal Name. Go to Admin Config > Options > Patient Name Format to select the order in which you would like the names displayed throughout the system.

Quick-Info Pane Inclusivity. The Quick-Info Pane now lists both Gender Identity and Pronouns.