Release Notes

When you add a Navigation control to your Custom Form design, you will see an option to link to the Custom Form Graphing utility. Clicking on that link will open the graphing form for the selected patient and form.

We continue to develop the Billing Notes feature into a powerful method for tracking and auditing revenue cycle management. Now you can set a default for the follow-up time frame and responsible staff member associated with a Billing Note type (File -> Setup -> Billing Note Type Setup). You can also assign responsibility for follow-up to a group of staff (configured in Maintenance -> Compliance Groups), rather than to just one individual.

The system will now translate custom forms on the Patient Portal into Spanish. Administrative users can build the translations by going to the Options tab within the Staff Portal.

Our last update included specialized handling of interest payments within ERA files. We have further refined this functionality based on additional file formats customers have sent us. If you happen to process a file from an insurance company that uses a format we have not yet accommodated, please provide us with that file so we can adjust accordingly.

You can now select Custom Form Graphing for inclusion in your Quick-Links.

You can now choose to display Mismatched Claim information in a Performance Measurement Report.

You can now search for a claim by a Claim Number (in addition to the Claim Control Number). Go to: BillingTracker -> Claim Handling -> Search for Claim.

When you delete a Scheduled event, the system will ask if you want to delete any linked appointment that may exist.

A new setting in the options form (Services - Display CPT First) will adjust the display from "ServiceName (ServiceCPT)" to "ServiceCPT (ServiceName).” This option impacts the following areas of the system:

• My Appointments Widget
• Group Appointments
• Patient Contacts -> Appointments (Service and add-ons)
• Scheduler Event Detail Form
• Fee Schedule Form

A new configuration form will populate REF*G2 in loop 2310B for Professional Claims. Go to: BillingTracker -> File -> Setup -> Affiliations -> Rendering Provider PCN (Provider Commercial Number).

The Billing Dashboard now includes filters for Patient Name, Payor, and Clinician. In addition, you can create new Billing Notes within the list of right-click options.

When you create linked appointments from a group appointment, ClinicTracker will automatically insert the session number. We've now given you the option of telling the system not to do so. Search the Options form for: Auto-Increment Session Number for Group Appointments.

By placing your cursor in the Authorization Code field of a newly created appointment, ClinicTracker will search for an available code that matches the current appointment details (date, service, payor, etc.). You can now tell the system to perform that same check upon save either automatically, with a prompt, or never. Search the Options form for: Automatically Insert Authorization Codes for Individual Appointments.

This update contains general enhancements.

A new button on the Financial tab of the Demographics form lets you push the current Responsible Party information into any open claim within BillingTracker.

We’ve developed an exciting new feature for graphing data within Custom Forms. Use it to create charts for analyzing outcome measures or any other data related to patient functioning. To access this feature, go to: Reports -> Custom Form Charting.

Because claims sent to one payor are often paid by another, it can be challenging to apply payments from the payor without an assigned balance. We have developed a solution that does not involve the Bulk Balance Assignment feature. First, set up the payor relationships by going to: BillingTracker -> File > Setup -> Options and clicking the Payor Groups button. Indicate that, when a payment comes from Payor A, the system can use it to satisfy balances from Payors B, C, and D. When you apply payments on the ERA and Insurance Payment screens, the system will consider the relationship between these payors and let you apply a payment to any of them.

You have two new options for contacting our support team: 1) click the "Submit Support Inquiry" link in the top right corner of the ClinicTracker and BillingTracker main screens; and 2) click the "Submit Support Inquiry" button that displays in any error message box you are prompted with.

We now support Interest and Tax payment processing from an 835 file. While these payments will not impact the claim balance, the system will store them as payor adjustments, marking them as "processed" in the ERA module. To import the interest payments when you load a new ERA file, check the "Include" box next to "Claim adjustments payments." The ERA grid will display these lines with a next payor of "INTEREST" or "TAX." Process them like any other payment line, even though they will not deduct from any claim balance assignment.

When you create Billing Notes in bulk, you can now select from a list of all payors. The prior method only associated notes with the patient.

You will find a new entry to collect a Clinical Laboratory Improvement Amendment (CLIA) Number by going to: ClinicTracker -> Utilities -> Maintenance -> Service Input. This value will populate REF*X4 in loop 2300 of electronic claims files, as well as box 23 (Prior Authorization) of the CMS-1500.

You can now conditionally require entering a patient's Cell Phone number on the Demographics form by searching the Options form for "Require Cell Phone Number."

When you right-click a claim-specific Billing Note on the Billing Dashboard, you will see a new option for "Access Claim." It will open the Billing Account and highlight the selected claim.

You can now set defaults for start time, end time, and duration on the Scheduler’s Find Available Appointment form. Search the Options form for: Find Available Appointment.

When an authorized representative associated with multiple patients in the Patient Portal sends a secure message, the system will now prompt them to identify which patient that message concerns. As a result, you can right-click on that message and choose Save as Collateral, both from the Secure Messaging inbox and the Secure Messaging sent folder within ClinicTracker. The system will save the message for the identified patient.

Some primary insurance plans, after paying their part of the claim, automatically send the balance to the secondary payors. You can now configure BillingTracker so it follows the path of payments "crossing over" from primary to secondary payors. Most importantly, it will set the status to Pending rather than Queued when you use the Next Payor feature on the Insurance Payment or ERA screens (because the primary insurance company already sent the balance to the secondary). To make this all happen, we have added a new payer setting named "Auto-Crossover for Non-Primary Claims." Go to: BillingTracker -> Settings -> Insurer Plan -> [select primary payer] -> Plan Requirements tab. Here is where you select the secondary payers to which the primary payers will send crossover claims. Also keep in mind that you can set options to enable this feature for one or more secondary payors.

We've significantly streamlined assigning Claim Format Override Rules by making it easy to apply the same rule to any number of locations, insurers, credentials, or clinicians. When you access: File -> Setup -> Claim Format Override Rules, you will then see that all the dropdown menus have an option for "Multiple Entries..."

If, for any particular insurer, the relationship to the insured references the mother or father, you now have a way of making sure all the parent's information is entered. Configure this setting on the Options form at: Preferences -> Patient Info Form Settings -> Require parent's information on the Parent/Guardian tab if that parent is the insured party.

We have a feature that lets you package services and add-ons so it's easier to record appointments (Go to: Utilities -> Maintenance -> Service Code With Add-On Packages, and read more about it here). We've now made it so you can configure a unit count for each service that will be used when the package is applied to an appointment record.

ClinicTracker has long offered administrators access to audit logs that record system activities. For example, they have been able to view who has logged into ClinicTracker, accessed patient records, or made changes to various system settings. We have now taken auditing to a more granular level. You can see "field-level" details, such as who made changes in the Scheduler, Patient Contacts, Custom Forms, and more. To access this new feature, click the "Advanced Audit Logs" button when you view audit logs (access them at: About -> Maintenance -> View Audit Logs).

You now have four additional fields available to you in Custom Form data sources:

• IsFirstRecordForPatient
• IsFirstRecordForPatientPhase
• IsLastRecordForPatient
• IsLastRecordForPatientPhase

When you transition claims in bulk, the auto-apply copay feature will search for an existing credit balance that can be applied to the patient's copay. If it sees that there is no credit balance on a particular account, it has traditionally stopped the process to ask you to manually enter how much of the copay you have collected. To streamline the process for some of our users, we added an option that tells the system to skip the step of asking for manual input and just move on to the next account. You will find this new "Auto-Applied Copay Only" option when you press the Transition Selected button.

You will find two new settings in the options form, labeled "Display Anticipated Copay Based on Allowed Amount" and "Calculate Copay Requirement Based on Allowed Amount Upon Claim Creation." The first setting will adjust the anticipated copay displayed within ClinicTracker (e.g., Scheduler Event Detail form or Event Preview Window) to calculate percentages based off the allowed amount, rather than the actual fee. The second setting will similarly adjust the copay calculation at the point of transition. By way of example, assume a patient had a 10% copay for a service with a $100 fee and a $75 allowed amount. If you enable the new setting, the balance assignment would be $7.50 assigned to the patient and $92.50 to the payor, rather than $10 to the patient and $90 to the payor.

You will now have more control over the conditions under which Demographic fields will require user input before they can be saved. Specifically, you can stipulate whether that field is always required, never required, or only required for someone with "intake" status, as opposed to "patient" status. You will find these settings in the Option form at: Preferences -> Patient Info Form Settings (e.g., Require Referral Source).

The BillingTracker Options form currently includes two options for how to auto-apply copay: Exact amount and date match, or and any amount covering copay. We have added a third option whereby you can apply any credit balance (regardless of date or amount) towards the copay. In case of multiple credits on the patient account, it will prioritize based on highest credit amount, then oldest to newest.

You can now update multiple fields simultaneously when you design Custom Forms. Hold down the control key and check the box near the top right corner of each control on the designer. The property panel on the right will display only properties that are common to all the controls you selected. The system will apply any changes to all selected controls.

Claim Management now includes the last Billing Note Date and Type for the specific claim/payor associated with each transaction.

The ClinicTracker Formula Language (CFL) now includes a {RAND} function that will generate a random number between 0 and 1, which you can in turn use to create random numbers between any two values. For example, you can use this function to create a random number between 0 and 1,000 as follows:
cast( ROUND( {RAND} * 1000, 0) as int)

The Billing Dashboard now includes filters for the Claim Status and Claim Sub-Status.

The Billing Transmission Type Override screen now allows you to select multiple values for Credential, Service, and Program.

When a claim balance is paid off, the system automatically marks as complete all Billing Notes that have an established follow-up date. We have now made it that you can exempt certain types of notes from being marked as complete when the claim balance becomes zero. Make these adjustments at: BillingTracker -> File -> Setup -> Billing Note Type Setup, using the "Mark Follow-Up Complete on $0 Balance" checkbox.

You now have the ability to drag Repeating List items to reorder them.

This release contains general stability and functionality enhancements.

The Executive Dashboard will now display additional breakdown options (weekly, monthly, and quarterly).

This release contains minor stability and functionality enhancements.

The Appointment Reminder module can now send reminders by text message (SMS) and automated phone call simultaneously.

The Patient Portal is now available in Spanish. Bienvenido al portal del paciente!

You can now use SQRT() (square root) in Custom Form calculations.

The Referral Sources you configure in the BillingTracker Setup menu will now collect a field for "Pre-Qualifier." This value (previously defaulted to "DN") will allow you to adjust the value in Box 17 of the CMS-1500 form and Loop 2310A of electronic claims.

You will find a new Report Source that will show any Assigned Balance that meets these two criteria: 1) the claim is over 45 days old; and 2) no one has recorded a Billing Note for that claim in over 14 days. We labeled the source: BT Balance Assignments Over 45 Days Without Recent Billing Note.

An "Accident Date" you enter on the Financial tab of Demographics will display in box 14 of the CMS-1500 form with a 431 qualifier.

When you discharge a patient via the Demographic form, ClinicTracker will prompt you to remove any events that are scheduled in the future.

When you close a Custom Form design, the system will return you to the list of existing forms, rather than closing Form Builder completely.

If you get a message from the ePrescribing portal about a temporary network communication issue, it either means that the prescribing portal is offline or your server is unable to communicate with it for some reason. These interruptions usually resolve themselves within a few minutes. However, if you as an administrative user feel the connection is actually working (notwithstanding the error message), you can reset that error message by going to: About Form -> Fixes -> Reset ePrescribing Network Error Message.

We made several changes to the Find Available Appointment screen that make this feature far more efficient. For example, you can search the Scheduler for open appointments involving just those staff assigned to a specific patient you select. If you open this form having already identified a patient within Demographics or Patient Contacts, you'll see the patient's name already loaded in the Find Available Appointment screen. Finally, you will find a button near the from/to date that will let you search predefined date ranges (such as one, two, or three months from now).

When you design a form with a Repeating List control, you will be able to pick a Print Option of either Tabular (which mimics the on-screen display) or Narrative (which mimics the on-screen display when viewing a Repeating List item).

Hosting Service Customers Only: If a user's session locks up, an administrative user can access that person’s Staff Info record and go to: File -> Log off Hosting Service Session. The system will clear out that session within a minute and allow the user to log back in.

If you right click on an empty cell in the Scheduler, the menu will display the time associated with the cell (or range of cells) you have selected.

Right-clicking an entry in the Billing Dashboard will display the full Navigation menu.

You can now associate a specific Billing Note with a specific payor. Doing so makes it easier to filter your notes by that payor.

We improved matching on the ERA screen for multi-service claims.

You can add a Billing note associated with one or more entries on the Claim Management Screen just by right clicking on them.

You've been able to tag a report as a Favorite by right-clicking on it and choosing, "Add to Favorites." You'll now know a report has been tagged as a favorite because it will display in blue in the ClinicTracker Report lists.

You'll find a new setting in the BillingTracker Options form that lets you hide the patient's Open Balance on a Payment Receipt.

A new Report Source named "Schedule Availability Information" will give access to Scheduler availability records. It will also include staff who have yet to establish their availability information.

The Compliance Alerts section of the My Messages widget will display in red if there are overdue items. Now it will additionally show in Orange if there are upcoming items due, but none that have yet become overdue.

We developed a new "Billing Dashboard" for BillingTracker that substantially improves your ability to track and follow up on your receivables. It essentially turns Billing Notes into a system for assigning responsibilities and monitoring efforts to collect on claims. You’ll see a whole range of options for displaying and tracking receivables. Access this new feature from a button on the left side of BillingTracker's main screen.

The BillingTracker Notes feature now includes a new section to track follow-up responsibility and due dates.

You'll find that you can now pause/resume and stop/restart recordings you make of telehealth sessions.

To make configuring fee calculations more flexible, we made it so you can configure rules on the Reduced Fee Schedule form based on a Patient Group.

You can delete multiple events on the Scheduler by first highlighting them using your mouse and pressing shift or control. Delete the ones you identified by right-clicking your mouse and choosing delete from the context menu, or by pressing the delete key on the keyboard.

Because our user community has been so enthusiastic about the new Form Builder interface, we have retired the old version.

In a prior update we introduced a global feature for automatic locking of Custom Forms. We have instead made it so you can enable this setting on the Form Details screen for any particular form.

You can now attach multiple files to a Billing Note. If you are a BillingTracker user, you can also filter to see just those items in the Related Documents module.

BillingTracker's Open Balances widget now includes the claim's substatus, along with the date and type of the last billing note.

We added some keyboard shortcut keys for you to use when you work with Repeating Lists or File Attachments on Custom Forms:

• "+" key to add a new sub entry
• "Enter" key to edit a selected sub entry
• "Del" or "Minus" key to delete a selected sub entry

You can add "ePrescribing Portal" to your Quick-Links on the ClinicTracker home screen.

You can also add "ePrescribing Portal" as a navigation link to your Custom Form designs.

We corrected an issue related to billable time calculations for appointments.

In the prior update we introduced automatic locking for Custom Forms. Based on user feedback, we have temporarily removed that feature while we refine it further.

You will see a new option on the Batch Claim Creation form that extends the "Total Duration of At Least X minutes" to "Per Day for Y Days." The upgrade makes it possible to have the system identify patients who received services for a certain amount of time per day for at least a certain number of minutes over a date range (the sort of scenario you need to identify for IOP/PHP billing). For example, you can now batch claims for patients who accessed services at least 30 minutes per day for 5 days over the course of a month.

On this same form you will see a new option for displaying either Matching Patients (the prior functionality) or Matching Patients with Dates (the new feature). When you display matches in the new format, you will also find a new "Match Date of Service." It will disable the claim date field and force it to match the date of the matching appointment. In the case that a patient has multiple appointments on the same day that qualify for claim creation, a single claim will be made per day.

You can now add a photo to External Contact records.

We have made it so you can add the same level of signature locking to a Custom Form that you're used to with stock ones. That means that clinicians who require a co-signature cannot lock a record unless ClinicTracker detects the presence of supervisor’s signature (assuming the form contains a space for a supervisor’s signature).

In update 915 we added a new field to BillingTracker's Additional Info sub-form labelled, "End of Service Date." The system passes that value in DTP03 of DTP*472. You will now see the same field when you record appointments on the Patient Contacts form. The system will automatically transition that value into the corresponding field within BillingTracker.

Based on user feedback, we implemented several changes to the new Form Builder interface that improve stability and extend functionality.

You can now record height in centimeters on the vitals screen.

Insurance Deductible information will be displayed in the Financial Info section of the Patient Dashboard.

With this update, you can limit batch printing based on the primary payor.

You will find a right-click option on the ERA grid to navigate to the Demographics form.

The Find Available Appointment feature will display the day of the week in the results grid.

We were asked to make it so an administrative user could unassign Staff Assignments in bulk (rather than transfer them to another staff member). Toward that end, you will find a new option in the "To" dropdown of the Bulk Staff Assignment form for "None (Unassigned)." Choose that option if you simply want to unassign a case without reassigning it to another staff member.

This update addresses issues identified with update 915. It also temporarily restores access to the older Form Builder interface through the Help -> About -> Form Builder menu.