Release Notes

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.

Find Available Timeslot. In Scheduler, the Find Available Appointment feature has been renamed to Find Available Timeslot.

Patient Alerts from Scheduler. Patient Alerts will now appear when navigating to Patient Contacts from the Scheduler.

Patient Preferred Name. When a Preferred Name is indicated in Demographics, the Patient will be listed in Search according to their Preferred Name. The Legal Name will now also be included in parenthesis at the end.

New: Form Builder Templates. We are beginning to publish standard Custom Form templates that can be enabled or customized. The first four templates are now available within Form Builder as disabled forms: Consent for Treatment, Grievance Policy, Group Contract, Rights and Responsibilities.
We value your feedback. Please reach out if you have suggestions of future templates that would benefit the ClinicTracker User Community.

Printing From Staff Portal. You can now opt to show or hide the Print buttons in the Staff Portal using the new Option "Prevent Printing In Staff Portal."

Advanced Find Form Export. You can right-click the Advanced Find Form search results to export the list contents.

This release includes other minor stability and performance updates.

Faster Signature Collection (Topaz tablets). The performance of Topaz signature tablets over a remote connection may be improved by disabling the LCD screen. We have made a more straightforward way to enable/disable the LCD for each individual user by going to: Help > Signature Tablet Configuration > LCD Display. Screenshots and instructions may be found here.

This release includes minor stability and performance updates.

Find and Bulk Sign Custom Forms. Sign several forms at once! Check out this new functionality by going to Utilities: Custom Form Bulk Search. Search for completed forms based on the form tags you've added in Form Builder. You can set tags on signature fields, search for forms that have not been signed, and sign in bulk using this new utility. For more information, click here.

Bypass Transition Warnings. This new setting will allow you to transition appointments in bulk and move ahead with those that are ready for processing. The appointments that trigger warnings are left unprocessed, to be reviewed, corrected, and processed later. You can adjust this setting on the transition screen, and adjust the default within the Options form.

Workflow Builder Language Filter. You can now use the patient's primary language as a filter when configuring Workflows.

Use Advanced Find by Default. If you prefer searching patients with the Advanced Find Form, you can set it as your personal default by going to: Staff > Staff Info > Personal tab > Preferences section > Default to Advanced Find Form.

Program-Specific Services. You can now associate specific services to a Program (see: Utilities > Maintenance > Program Specific Services). When recording appointments, only Services associated with the specific Program will be displayed as options.

Unlimited Services on Appointments. We have redesigned the Patient Contacts screen to accommodate an unlimited number of services. Corresponding updates have been made to the Service Code with Add-On Packages Maintenance form.

Require Patient Forms During Online Registration In Form Builder, you can now identify forms that must be completed before a patient may finish the online registration process through the Patient Portal.

Hiding Details from Patient Portal. Enable any of the three new Options available for hiding information in the Patient Portal.

• Hide Details Column in Kept Encounters Section of Clinical Info tab in Patient Portal
• Hide Statement Column and Statements buttons in Patient Portal
• Hide Payment History button in Patient Portal

Patient Entry Mode Added. The Physical Health Inventory Form can now be completed by the patient, by turning on Patient Entry Mode.

Ensure Portal Forms Are Complete. When using both Staff Portal and Patient Portal, users will see the Save and Submit buttons greyed out until all required fields are answered.

Save Events Without Closing the Form. We have altered the Schedule Event screen so that it now has a Save button as well as a Save & Close button This new addition will allow you the option to save without closing the form.

Turn Locking Prompt Off. You now have the option to display this message to users when saving a record; "If you proceed with save, this record will be permanently locked as soon as you close it. Would you like to continue?"

Auto-Select Workflow Task to Complete. When this new option is enabled, users will only be prompted to select a task to complete if the system cannot uniquely identify the single task that should be completed. Otherwise, the task will be automatically marked as complete and no prompt will be shown.

Require Authorized Services. We've added a new setting to require at least one item in the Authorized Services list when saving Insurance Authorizations.

Faster Portal Forms. Following this release, your staff and patients will notice significant improvements in the load times of Custom Forms in the Staff and Patient Portals.

Faster Signature Collection (Topaz tablets). Working with our partner, Topaz, we have found a way to reduce the delays some customers have experienced when collecting external signatures over a remote connection. The performance of the Topaz tablets is improved when disabling the LCD screen. The instructions may be found here.

Quick-View Pane: Reimagined. Use the all-new, fast-loading, Quick-View Pane to see Notes, Compliance Alerts, Diagnosis Assignments, and more. You can even add your own custom tab to give access to additional information. To access the new Quick-View Pane, click the Quick Info menu at the top of a form, or press the F12 key.

Restrict Access to Individual Records. After completing a custom form for a patient, you may limit access to specific ClinicTracker user types, Staff Assignments, or to specific individuals by going to Actions > Record Access Security. The Restrict Access to Individual Records Field will be checked by default. Uncheck the box to view additional security options.

Global Distribution Lists. Administrative users are now able to create Global Distribution Lists for all users. When composing a message, click the To button and choose: Select Distribution List > Manage Global Distribution List. Global Lists may be accessed by all users within ClinicTracker and the Staff Portal.

Printing from Staff Portal. You'll now have the ability to Print Custom Forms and Progress Notes from the Staff Portal.

Limit Insurance Authorizations to Specific Programs. Use the new Program dropdown on the Insurance Authorization Form to allow authorization on all or a specific program. The Staff Info form has also been updated with a setting named "Limit Insurance Authorization Alerts to Assigned Programs." The user will only receive expiring authorization warnings for Programs in which they have a Staff Assignment.

Upload Your Logo. Administrative users can now upload their custom clinic logo to the ClinicTracker and BillingTracker main screens by hovering over the existing logo and selecting the edit icon. You can also configure a hyperlink to navigate to when clicking the logo.

Automate Patient Portal Account Creation. Use the new SmartFlow option in Workflowbuilder to create a patient portal account automatically, based on conditions you specify.

New Automations for Appointments. New features will automatically apply the Authorization Code and Session Number on any status that transitions to BillingTracker and does not charge a cancellation fee, eliminating the need to enter into the Authorization area or wait until receiving a prompt upon save. Admins: go to Admin Config > Options and search for "Auto-Insert Authorization Code on Change of Status" and "Auto-Increment Session Number on Change of Status" to enable these new settings.

New Option: Bypass Active Authorization Code Prompt. Enabling this setting will automatically insert available active authorization codes, without prompting the user to associate it with the appointment.

Allow Form Access Despite Restrictions. If you have a form that should be visible to all Staff, even those who can only view their own records, go to: Form Builder > Form Detail Page > Advanced Settings > Exclude from Restrict to my Records. This will override the Restrict to My Records setting and make your form accessible to everyone.

Superbills. You can now create a Superbill within Billing Account by going to Reports > Superbill.

This release also includes minor stability and performance updates.

Cures Act: Carequality Query. You can now request patient information from other organizations within the Carequality network. Once this feature is activated, go to: Patients > Carequality Query. Audit logs have been updated to include tracking of these requests. Contact us for more information.

Backfill Authorization Codes. When viewing an Insurance Authorization, use the new Search for Eligible Appointments menu item to find and select appointments to apply the current authorization, up to the authorization limits.

Unread Message Indicator. The My Messages Widget will now display [unread] if a sent message has not been read by the recipient. This feature may be turned off by an administrator in the Options form.

Inclusive Fields. Several new inclusive fields have been added throughout ClinicTracker to better reflect the diversity of your staff and clients. One example is the Preferred Name field, which we've added to the Intake and Parent sections of Demographics. When the Preferred Name has been populated, it will be used throughout ClinicTracker in place of the First Name (with the exception of Claims, which will use the legal name). You will also find space to record pronouns, gender identity, and sexual orientation for patients, external contacts, and staff records.

New Variables in Form Builder. When creating a Custom Formula for your forms, you will see a new section to add "Environment Variables". One of these variables is the Associated Appointment ID. For Custom Form Progress notes, this will allow you to refer to information from the Appointment record, for example, to display the primary service from the appointment within your note.

More Flexible Insurance Authorization Packages. Choose the start and end date of a package and create a custom formula to calculate the number of allocated sessions. Update these settings at: Utilities -> Maintenance -> Insurance Authorization Package Input.

Carequality Consent in Patient Portal. Patients can adjust their own Carequality consent directly from the Patient Portal.

Quick-View Pane on Staff Portal. The Quick-View Pane will display demographic information, along with Program and Staff Assignments. Access this feature using the new button in the top-right corner of the Staff Portal or by pressing Control+Q on your keyboard.

Self Check-In From Patient Portal. Patients can use the Patient Portal to "Check-In Now" for same-day appointments. In ClinicTracker, there is no difference in the prompts and visual updates generated when the patient is checked in, whether on the Patient Portal or by a staff member.

Export Staff Task List. To export a list of Tasks from the Staff Task Dashboard, just right-click on the search results pane and select Export List Contents.

Telehealth from Remote Sessions. Use the new automatic install process to begin joining telehealth sessions from your local machine, even when working from a remote session like the ClinicTracker Hosting Service.

Edit Demographics from Patient Portal. Patient Portal users can now click a button in the Contact Information section to submit a request to update their Demographics information (similar to how they can submit update requests for insurance information).

Auto-Generate Client ID. You now have the option to automatically generate a Client ID for new patients, to be prompted to create one, or not to be prompted. Set your preferences at: Admin Config > Options > Preferences > Demographics Form Settings > Auto-Generate Client ID.

Active Records Indicator. Each of the following buttons on the Demographic form will now turn green and show a count if there are active records available: Staff Assignments, Insurance Authorizations, Program Assignments, Scheduling Groups, Patient Portal Account, and Foster Home Placement.

Tag Fields on Custom Forms. Make a note or add a private description to fields in your custom form by using the new "tag" field in the Properties Panel. The tag will not be visible to users.

We've resolved an issue recently discovered with keyboard combinations for copy/cut/paste.

Patient Portal Version 2.0. You value your clients' experience and we've updated the look and feel of the Patient Portal with your clients in mind. We've introduced a simpler, more intuitive, and responsive interface. User documentation is available at: https://guide.clinictracker.com/using-patient-portal.

Open Notes Initiative. To make Custom Form Progress Notes, excluding the Psychotherapy Notes tab, available via the Patient Portal, enable the "Open Notes" feature in the Options Form. Custom Form Progress Notes will then be tagged, by default, as "Open Notes" with a checkbox at the top of the note. You can selectively restrict any particular note from being accessible in the Portal by unchecking this box.

Add New ClinicTracker Licenses Instantly. You no longer need to contact us to add licenses to your system. Administrative users can now add users, register ePrescribers, or add Telehealth Connector licenses by going to: Admin Config > License Manager.

Launch Telehealth Sessions Directly from Remote Session Telehealth Connector users no longer need to copy/paste a URL from ClinicTracker into their local browser when using the Hosting Service (or any other remote desktop connection). You can now launch telehealth sessions instantly from your remote session. The first time you try and access a telehealth session, click the "Open on Local" button and follow the prompts.

Referring/Supervising Clinician Affiliation. Typically, the Referral Source from Demographics will become the Referral Source on a claim. To override this value under specific conditions, go to: BillingTracker > File > Setup > Referral Source > Referring/Supervising Clinician Affiliation. This override applies to the CMS1500, the UB04 as well as electronic claims.

Apply Modifier Automations to Existing Claims. You will now be able to adjust modifiers on existing claims, applying the current rules, even if they have changed since transition. Locate this new feature at: BillingTracker > File > Setup > Modifiers > Apply Modifier Rules.

Workflow Builder in Staff Portal Patient Contacts within Staff Portal will now handle the completion of assigned tasks.

View Related Documents on Staff Portal. Staff portal users can now access the Related Documents feature.

Track Patient Portal Usage. Research has shown that Portal use increases when patients are actively invited to use them. We've added this new report so you can see which patients would benefit from an invite and which are actively making use of this service. To view the report, go to: ClinicTracker > Reports > Admin > Patient Portal Account Status.

Trigger Workflows from Automatically-Linked Appointments. Workflows based on appointment creation will now trigger whether the appointment is created manually or using the Auto-Create Linked Appointment feature.

Improved Responsiveness: Options Form. We've updated the Options Form to load more quickly and be more responsive.

Pending Prescription Report. With the switch to Rcopia4, DrFirst has adjusted how to run the Pending Prescription report. You can now access this feature using a new icon in the top toolbar of the Messaging System.

Load Prior Custom Progress Notes. The prompt to load from an existing Custom Form Progress Notes is now available once you're working within the note. You can access this feature from a new icon in the top toolbar of your Custom Form Progress Note.

CMS-1500 Updates for Billing Provider NPI A new setting on the Claim Details tab of the Insurance Plan Setup form will allow you to force the Billing Provider NPI (box 33a) to use the same value as the Rendering Provider NPI (box 24j).

Capture Additional Signatures on Locked Stock Treatment Plans. You can now request and collect additional signatures on Treatment Plans, even once they're locked.

Prevent Portal Portal Messaging to Specific Staff. In addition to messages to the General Recipient and Billing Team distribution lists, the Patient Portal Messaging Feature allows your patients to communicate with staff members listed as Assigned Staff, Intake Clinician, Follow-up Clinician, or as a Clinician on an Appointment Record. To limit messaging strictly to the General Recipient and Billing Team distribution lists, enable the feature at: Admin Config > Options > Patient Portal > General > Prevent Messaging Associated Staff.

We've made updates to improve the fee calculation process for self-pay clients.

Coming Soon: Patient Portal version 2.0. You value your patients' experience and we've updated the look and feel of the Patient Portal with your patients in mind. We've introduced a simpler, more intuitive, and responsive UI.
Look for this update to your system over the next couple weeks.

Introducing: Carequality Response. Automatically reply to incoming requests for patient information from other facilities in your region. Satisfy this requirement of the CURES act and avoid being labeled as an "Information Blocker." Once configured, set your clinic level defaults at: Admin Config > Carequality Configuration. Per-patient settings may be changed at: Demographics > Actions > Carequality Configuration. Please contact us to learn how to license this new feature.

Introducing: My Feature Dashboard. We built this feature to offer a bird's-eye view of your current features as well as new features to explore. Find this new summary at: Help > My Feature Dashboard.

Restrict Showing Inaccessible Patient Names. Now, in addition to restricting staff from accessing patient records by Patient Group, you have the ability to hide the patient names entirely from the user’s view. This new setting can be enabled at: Admin Config -> Options -> Only Show Patients In Accessible Patient Groups.

Patient Contacts on Staff Portal. The Patient Contacts form can now be accessed within the Staff Portal.

Introducing: Workflow Builder (formerly Compliance Builder). In addition to the existing features of Compliance Builder, you can now use Workflow Builder to trigger "SmartFlows" which consist of patient portal form requests, as well as email, text, voice, and secure patient portal messages.

Patient Task Dashboard (formerly Patient Compliance). We've changed the look and feel of the Patient Task Dashboard and have included tracking for the "SmartFlows" that can now be initiated for patients through Workflow Builder. This new layout gives more insight into the pending tasks for a patient, and lets you more easily interact with them.

Automatic download of ERA files. We've added a checkbox to the Electronic Claim Transmission Setup screen that allows you to automatically download ERA files. You can see the number of downloaded files that are available for import via a numeric badge on BillingTracker's Payments button. To be notified by email when new ERA files are available, go to: BillingTracker > Options > Email address to notify when new ERA files are available.

Bulk-Clone Controls. Creating a form that needs many of the same type of field? Save time and create the first field, right-click the name in the field list, and select one of the Bulk Clone options. You will be able to easily clone the control up to 25 times.

NAIC Number Override. Override the Primary NAIC Number when submitting Secondary Claims. The Override NAIC field can be found on the Insurer Plans screen, under Settings > Insurer Plans.

Patient Portal File Uploads. Patients can now upload files up to 10MB in size and those in HEIC format (the default for iPhones).

Bulk Update Revenue Codes. Now, select all or multiple insurers when adding or updating revenue codes for service/insurer relationships.

Update to Recurring Tasks. When configuring recurring tasks in Workflow Builder, you can now base the next occurrence on the completion date of the previous recurrence.

Payroll by Percentage of Allowed Amount. Payroll calculations now include Percentage of Allowed Amount as a reimbursement method.

New Look: Advanced Search. We have redesigned the advanced search screen. You can now determine which items to search by. You can also save and recall favorite searches.

Access Form Builder context menus more easily. You can now right-click on the label of a control in the main designer to view the context menu you see when right-clicking in the Fields panel.

We've made a few minor updates to improve upon our most recent release.

New Customization Tool: Campaign Builder. Now, administrative users can schedule and track campaigns to be sent via SMS, Email, or Voice. You can customize campaigns by Patient Group, Programs, Primary Place of Service, Staff Assignments, and more. Communicate office closures, introduce new services, and make clinic-wide announcements. We have enabled a trial version of this feature (which lets you send to up to five recipients) for you to explore. To learn more about adding this feature to your system, please contact us.

Auto-Apply Multiple Credit Balances to a Copay. To turn this setting on, go to: BillingTracker -> Settings -> Billing -> Auto-Apply Credit Balance to Copay Rule and select Any Amount. Credits will be applied automatically, (largest first, then oldest) until the credits are exhausted or the payment is satisfied.

Restrict Form Locking. When building a Compliance Workflow, you can select forms that should not be locked until all past due tasks on the workflow have been completed.

Trigger Workflows With Signature Capture. You can now build a workflow that begins when a form is signed by a Clinician, Supervisor, "Other" Staff, or All Staff.

Trigger Workflows with Custom Form Date Fields. Build a compliance workflow that begins based on a date field within your Custom Form.

"Always Send Quantity as 1" setting is now enforced on Processing. This allows you to apply the setting individually for each insurer on a claim.

Auto-Assign Staff. To configure automatic Staff Assignment rules, go to: Admin Config -> Automatic Staff Assignments (or visit the Additional Options tab of Staff Info). When creating new appointments, these rules can be used to automatically create Staff Assignments.

Preview and Process Paper Claim Forms with the Form Image. Preview or process your paper claims over the background of CMS-1500 or UB-04 claim form. Set the background default by payor using the Insurer Plan form, or override the default and select the background manually at the time of claim creation. Note: previewing will not change the transaction status from queued to pending.

Use Navigation Links in Staff Portal. Now, from the Staff Portal, you can use Navigation Links in a Custom Form to access other patient forms, set a reminder, and send a message to staff or patients.

Send Text and Voice Reminders in Spanish and Vietnamese. Communicate with your clients based on the Preferred Language on their Demographics Form. If your clinic is interested in supporting languages beyond English, Spanish and Vietnamese, please let us know.

Auto-Fill an Individual Appointment GAF Score. Choose to automatically populate the GAF score when a linked Individual Appointment is created from a Group Appointment. This setting can be enabled by searching the Options form for: Auto-Fill GAF from Linked Group Appointments.

Patient Contacts on the Staff Portal. The wait is over. Access the Patient Contacts form (both Appointments and Collaterals) from the Staff Portal. Contact us to enable this feature in your Staff Portal.

Set a Default Primary Place of Service. To set a default location go to: Utilities > Maintenance > Building / Billing Location Input. The default location will auto-fill the Primary Place of Service field on a new Demographic record or Patient Portal registration.

Search by External Contact. The Advanced Find form now allows you to search based on External Contact.

Simplified: Scheduling Group Setup Form. To make it easier for you to manage your wait lists, we have made a few changes to: ClinicTracker -> Patients -> Group Appointments -> Group Setup.

Simplified: Staff Compliance Form. You'll find a new look for the Staff Compliance screen.

New Claim Allowed Amount on Performance Measurement Reports. New Claim Allowed Amounts will now show on the Performance Measurement Reports. Configure this new metric by going to: Reports -> Performance Measurement Reports -> Configure Settings.

Override the Submitter Identifier. You can now send an alternate Submitter ID in NM109 of NM1*41 as required by your companion guide. If not configured, the Interchange Sender Code from the Electronic Claim Transmission Setup Form will continue to be used.

Form Builder Improvements. You can design forms faster now that the data source form loads almost instantly. Use the F2 search feature to see possible data sources, or type a keyword in the dropdown to see a filtered list of items.

We've made a few minor updates to improve upon our most recent release.