Release Notes

Presence Indicators: See Users Accessing the Same Record. You'll now see avatars on the top left of the screen that represent other users who are viewing or editing the same record. These notifications help prevent accidental overwrites and duplicate work, and improve coordination when multiple staff members are involved in a patient's care.
Note: This feature will be rolled out in stages over the coming weeks. Contact us if you'd like to participate in the early release program.

Improved Favorite Views. Your Favorite Views are now available directly from data tables, making it quicker to access the filtered lists you use most. You can also create, edit, manage, and set default Favorite Views for yourself or the whole team (administrators only), without leaving the lookup screen.

Graph Builder is now available in Staff Portal. The feature previously known as Custom Form Graphing has been renamed Graph Builder and is now available in Staff Portal with the same capabilities. You will find Graph Builder within the Reporting menu.

Require Diagnosis to Lock Appointments The current "Require Diagnosis for Saving" option prevents users from saving an appointment without a diagnosis. A new "Require Diagnosis to Lock a Record" option is also now available, allowing users to save an appointment without a diagnosis while requiring a diagnosis before the record can be locked. Both settings are available under ClinicTracker Options > Preferences > Patient Contacts Form Settings.

Prevent Duplicate CPT Codes on an Appointment The existing "Don't Allow Duplicate Services" option prevents users from saving an appointment which includes the same service entry multiple times (within the Primary Service or Add-on Services). A new "Don't Allow Duplicate CPT Codes" option is now available that offers a similar restriction but based on a matching CPT Code (even if they are not identical entries as defined in the Service Input maintenance menu).

Improvements to Data Tables. Data tables throughout Staff Portal now support resizable columns (drag the column edge) and sortable columns (click the column header), making it easier to view and organize information. You can also hold the shift key and click additional column headers to sort by multiple columns. You will also notice that the header row will stay in view, even as you scroll down the list.

Stock Forms Available in the Staff Portal Several "Stock Forms" have been added to the ClinicTracker Staff Portal. The following forms are now available through the Paperwork menu:

• Urine Screen/Breathalyzer
• Behavioral Health Assessment
• Placement Criteria Checklist
• Chemical Dependence Discharge Plan
• Chemical Dependence Screening Tools (AIMS, CAGE-AID, CRAFFT, CRAUD, DALI, and SATS)

Available in Staff Portal: Add Addendum. You can now create an Addendum from the Locked Record menu on Custom Forms, allowing you to document updates while preserving the original locked record.

New Document Viewers for Related Documents. New options to View C-CDA/CDA/CCR have been added to the More Actions menu within Related Documents, allowing you to quickly view imported clinical documents using standardized healthcare formats.

Now Available in Staff Portal: Google Maps Integration. This integration is available within the Staff Portal Schedule.

Default Credit Card Terminals. Users now have the ability to set and unset a default Basys terminal when making credit card payments in Staff Portal. This is helpful when there are multiple credit card terminals in use across your agency.

Current Time Indicator. The Staff Portal Schedule will now have a line on the left side of the calendar to indicate the current time.

View Contact Information on Scheduled Events. A new "Display Contact Info" option has been added to the right-click menu for events on the Staff Portal Scheduler, making it easier to quickly view a scheduled contact's information.

Available in Staff Portal: Contracted Clinical Hours Tracking The Contracted Clinical Hours Tracking form is now available in the ClinicTracker Staff Portal and can be accessed through the Staff menu.

Credit Card Payments Using a Terminal. The Basys credit card integration now supports collecting payments using a terminal device, allowing your patients to swipe, tap, or dip their cards (or smartphones) when making in-office payments. You can view the available terminal options here and can reach out to Basys Support at CustomerSupport@BasysPro.com to order new devices.

Leverage Your Topaz Tablet in Staff Portal. With this release, you can now collect signatures in Staff Portal using your Topaz tablets. You can also view signatures in the Staff Portal that were previously collected using a Topaz tablet.

Access Two-Factor Authentication Backup Codes in Staff Portal. You can now generate and save a set of backup codes for your own use in case you are unable to access your SMS or email due to an outage, lost device, or other service interruption. To locate your backup codes in Staff Portal, click the Profile link in the top right corner and choose 2FA Backup Codes. Be sure to save or print the codes, as you won't be able to retrieve them later (although you can always generate new ones). In the Two-Factor login screen, you will see a new "Use Backup Code" toggle that will allow you to enter and authenticate using a backup code.

CPT Overrides on Paper Claims. CPT Overrides will now be applied to CMS-1500 and UB-04 paper claims. Previously these only applied to 837 electronic claims.

Widget: Kept Appointments Missing Progress Note. Ever wish you could see Missing Progress notes for only kept appointments? Now you can! Thanks to one of our University partners, we've added a widget named "Prog. Note: Missing (Kept Appointment Statuses)", which shows you all of your kept appointments that don't have a locked progress note attached.

Fee Schedule Enhancement. Users can now clone existing Fee Schedule rules, making it faster and easier to create new rules from existing configurations. To access this feature, navigate to BillingTracker > Settings > Fee Schedule > Configure Fee Schedule and select the Clone option on an existing rule. This suggestion came from our billing expert, Tonya, who realized it would help one of our partners in Missouri.

Access All Appointment Fields on One Screen. Based on your feedback after a recent release, we have brought all of the appointment details back on a single screen. Instead of navigating across multiple tabs, users can now enter and update appointment information more quickly, and with fewer clicks. This video and screenshot will help your teams become familiar with the updated design.

Staff Portal: Stock Forms Now Available. Many stock forms available in ClinicTracker are now available in the Staff Portal. You can now access: Mental Health Treatment Plan, CD Screening Tools, Mental Health Summary Forms (Consultation Summary, Admission Note, Admission Summary, Transfer Summary, Discharge Summary), CALOCUS, CDLOCADTR, CD Initial Determination, CD Discharge Plan, and other rating scales. This update ensures that those who want to begin using the web-based Staff Portal can continue using the same forms they currently use in ClinicTracker today.

New Widgets with Multiple Views. The new "Messages: All" and "Patients: All" Widgets allow you to toggle through multiple different views (for example assigned patients, recent patients, etc.) in a single widget, using a category icon near the top right corner.

Also Viewing/Editing Notification (Beta). You will see icons indicating when other users are viewing or editing the same record that you are accessing. This notification appears at the top of the left panel and helps teams avoid accidental overwrites or duplicate work. This enhancement helps support better coordination when multiple staff members are involved in a patient's care. If you are interested in Beta testing this feature, please let us know.

Remember Trusted Devices. You can now recognize a trusted device, which will reduce the frequency of needing to enter a Two-Factor Authentication code. An administrator can enable this feature by going to: Options > Security > Security > Two-Factor Authentication: Remember My Device For x Days. Enter a "1" to only require a 2FA code to be entered once per day.
Users will see a "Remember my Device" checkbox on the 2FA login screen, and can manage trusted devices from their Profile menu.

Easily Identify a Record Number. If you've ever wondered if you are working in the first, the sixth record, or if you are creating a new record, you will now have more clarity. The left panel of documentation records will show the record number of the current record out of the total number of records in the current phase. For example, #6 of 42.

Access Two-Factor Authentication Backup Codes. You can now generate and save a set of backup codes for your own use in case you are unable to access your SMS or email due to an outage, lost device, or other service interruption. To locate your backup codes in ClinicTracker, click the Profile link in the top right corner and choose Generate 2FA Backup Codes. Be sure to save or print the codes, as you won't be able to retrieve them later (although you can always generate new ones). In the Two-Factor login screen, you will see a new "Use Backup Code" button that will allow you to enter and authenticate using a backup code.

Send Claim Attachments via BillingTracker. BillingTracker now supports sending claim attachments directly through the system. Users can upload administrative or clinical documents to accompany claims, helping support payer documentation requirements and improving claim processing workflows. Note: Print-and-mail options are available when required by the payor. Please reach out to ClinicTracker support if you are interested in enabling this new feature, or for pricing information to automatically send attachments through your clearinghouse.

Mark Claims Pending in Bulk. This feature allows users to quickly mark multiple transactions as Pending without creating a claim file. Transactions can be updated across multiple claims through Claim Management and within the patient's Billing Account via the Transactions tab.
To use the feature, navigate to Claim Management > Filter Queued Claims > Highlight multiple claims (left-click + Shift/Ctrl) > Right Click > Mark Selected as Pending. To use the feature via the Billing Account: Open the Billing Account > Highlight the claim and click on the Transactions Tab > highlight multiple transactions > Right-click > Mark All Queued Transactions as Pending.
Note: This option will only appear for Queued transactions (not Pending, Canceled, or Reconciled).

Set a Default Payment Type. A Clinical Director in Nashville noticed that when taking payments, the method defaulted to "Check" and sometimes staff overlooked changing it to the proper type. She said it would help her if the default were blank. We love to help, so you can now set a default payment type to appear in the Collect Payment screens (either a specific type, or blank to force a selection). Go to Options > Admin > Administrative Settings: Default Payment Method on Collect Payment Screen.

Prevent Transitioning Cancellation Fee by Payor. A new Insurer Plan setting allows users to prevent appointments that include a Cancellation Charge from being transitioned to BillingTracker. When enabled, appointments with an appointment status that includes a cancellation fee will not transition, preventing the patient from being billed. Enable this setting at: Insurer Plans > Requirements Tab > Prevent Transitioning Cancellation Fees.

CPT Override Form – Excluded Patient List. The CPT Override Setup feature has been enhanced to allow users to exclude specific patients from a CPT override rule (rather than only including certain patients). This gives users more flexibility by allowing exceptions to a rule. When a patient is added to the Excluded Patient List, the CPT override rule will not apply to that patient. Navigate to BillingTracker > Settings > Overrides > CPT Overrides. Thank you to Viktoriya for sharing your suggestion so we could make this change!

Final Preparation for the New Basys Credit Card Integration. We have added the finishing touches to the integration with our new credit card processing partner. Your team will be able to securely accept card payments within ClinicTracker and the Patient Portal, with competitive rates and responsive support. Be on the lookout for communications about migrating to the new platform beginning the week of March 23rd.

Redesigned: Staff Portal Custom Forms and Demographics. All Custom Forms (as well as Demographics) now display using the updated Staff Portal layout with new controls, left-pane navigation, and improved performance. These updates make forms easier to navigate and complete, helping clinicians spend less time navigating the system and more time focusing on documentation and patient care. Watch this quick video to learn more.

Redesigned: Staff Portal Patient Contacts. Patient Contacts (both Appointments and Collaterals) have been updated with a new layout that uses modern controls, left-pane navigation, and other efficiency improvements. One of the most significant updates is tighter integration between the Appointment record and the Progress Note, which are now organized within the same left-panel tab structure. This makes it easier for clinicians to move between appointment details and session notes while maintaining focus on the patient's record. Watch this quick video to learn more.

Redesigned: Staff Portal Group Appointments. Group Appointments has been redesigned in the Staff Portal for enhanced usability, navigation, and performance. These improvements aim to streamline the coordination of group-based mental health and prevention services. Watch this quick video for more information.

Redesigned: Staff Portal Quick Info Pane. The Quick Info pane is now located in a panel on the right side of the screen. This section provides quick access to important patient details by providing navigation shortcuts to other parts of the system. By keeping essential information visible while you work, clinicians can more easily reference key patient data without interrupting their workflow. Watch this quick video to learn more.

Redesigned: Staff Portal Scheduler Event Details. The Scheduler's Event Details and Recurrence forms have been redesigned in the Staff Portal, based on your feedback, for improved usability, navigation, and performance. The updated layout helps staff more quickly review event information, manage recurring events, and make updates with fewer clicks.

Basys Credit Card Integration. After hearing your feedback, we have partnered with a new credit card processor named Basys. We are excited to be partnered with this customer-focused team that shares our mentality around providing the best possible support. This new integration allows your team to securely accept card payments within ClinicTracker, BillingTracker, and Patient Portal, with competitive rates and responsive support. Stay tuned for the availability of credit card terminals that accept tap, chip, Google Pay, and Apple Pay!

Redesigned: Staff Portal Messaging System. The internal messaging system has been redesigned in Staff Portal to improve usability, navigation, and overall performance. The updated interface makes it easier for staff to review messages, communicate with colleagues, and stay informed about patient-related updates.

Staff Portal: Stock Reports Now Available. All stock reports available in ClinicTracker are now available in the Staff Portal. This update ensures that clinicians and administrators can quickly retrieve the information they need from any device.

Staff Portal: Stock Progress Notes Now Available. All stock Progress Notes available in ClinicTracker are now available in the Staff Portal. This update ensures those who want to begin using the Staff Portal can continue to document using the same Progress Note they currently use in ClinicTracker today.

Concurrent Record Viewing Notification. You will now be notified in the Staff Portal when other users are viewing or editing the same record you currently have open. This notification appears at the top of the left panel and helps teams avoid accidental overwrites or duplicate work. This enhancement helps support better coordination when multiple staff members are involved in a patient's care.

Patient Selection Retention. Staff Portal will now retain your patient selection as you navigate between forms throughout the system. This meaningful improvement reduces the need to search for patients to complete various documentation, helping clinicians move more quickly between tasks.

Prevent Creating Appointments for Discharged Patients. You will now have the option to prevent staff from creating new appointments for patients who are discharged. See: ClinicTracker Options > Preferences > Preferences: Restrict Appointment Creation for Discharged Patients.

Image Upload for Staff and Patients. You can now upload profile photos for both Staff and Patients in Staff Portal. Adding images helps teams quickly identify individuals within the system, improving clarity when working with patient records or coordinating with colleagues across your organization.

Clinical Scribe: Vitals Awareness. Clinical Scribe can now reference the three most recent vital records, which allows the use of AI prompts in your forms to ensure identify meaningful changes in a patient's health status. An example of a prompt would be: Summarize recent, clinically significant, changes to the client's blood pressure.

Build Custom Forms Without Leaving the Staff Portal. No longer in beta testing, Form Builder is now available to you in the Staff Portal via the Utilities menu.

Limit Record Access By Program In the Staff Portal, you can now limit staff to records from their own programs. To enable this feature, head over to: ClinicTracker Options > Security > Security > Enable Staff Program Security. You will then see the following new changes:

• A "Program" button at Staff Info > Additional options > Patient Access Permissions. This will let you determine which Programs your staff have access to within specified date ranges.
• A "Program" dropdown on Custom Forms that will have options for "Not Program-Specific" and any Programs associated with both the Staff (via Program Permissions) and the Patient (via Program Assignments). Existing records will default to not being Program-Specific.

When a Staff member attempts to access a record in the Staff Portal, ClinicTracker will ensure they have permission to the program on the record date.
Thank you to the many organizations that have collaborated on this much-anticipated security feature.

Check Eligibility in Bulk for Primary Insurance. This update will benefit organizations looking to check insurance eligibility in bulk for a specific Payor. You'll be able to run a bulk check in the Insurance Eligibility Verification review form based on the Scheduled Event date range and the Primary Insurance.

Empower Patients to Update Demographics Information Directly. Thanks to this great suggestion from one of our Chicago clinics, patients can now view and edit their own demographic information through their Patient Portal. If you would like to adjust the Demographic fields displayed on the Patient Portal or allow Patients to directly edit certain fields (they will be read-only by default), please contact us to assist you with this configuration.

Eliminate Fields from Load Latest/Load Prior. If you have specific fields that you'd prefer to remain blank when using the Load Latest/Load Prior feature, then look no further than the new property in Form Builder for "Prevent Loading Latest".

Enter, View, and Graph Vitals on the Staff Portal. Access Vitals from the Staff Portal via the Medical menu.

Edit Claim Details in Bulk. You will now be able to edit the details of multiple claims at one time using a new right-click menu from the Billing Account Claims tab and Claim Management. The details you can update in bulk are:

• Billing Clinician
• Billing Location
• Diagnosis
• Program
• Patient Relationship to Insured (and all associated fields)
• Referral Source

Avoid Submitting Claims with Invalid Diagnosis Codes. You will now receive a prompt when transitioning an Appointment containing a diagnosis code that is no longer active. This is a helpful notification requested by one of our PA partner organizations.

New Insurer Plans Option: Only Allow "Self". Users will have the option to only allow "Self" as a selectable option for a Patient's Relationship to the Insured. You will find this new setting on the Insurance Input form's Requirements tab.

Set Default Status for Group Appointments: Users will now be able to set a default status other than "N/A" for Group Appointments. To update the default, head over to: Options > Preferences > Group Appointments Form Settings and adjust the setting for "Group Appointments: Default Appointment Status".

Clinical Scribe and Repeating Lists. Clinical Scribe can now be used to populate repeating list controls. Configure your AI prompts for the individual fields within the repeating list.

Available in Staff Portal: Mismatched Authorization Report. You can locate this in the Reports > Admin menu.

Requeue Transactions from Billing Account: You will now be able requeue all active (Queued or Pending) transactions for one more more claims, using a right-click menu on the Claims tab of Billing Account.

User-Specific Access to Custom Form Graphing: You can now assign permission to access the Custom Form Graphing utility without needing to grant full Administrative Access.

Appointment Reminder Eligibility Report: This existing report (designed to indicate which scheduled events are eligible to receive an appointment reminder) will now be accessible from the Scheduler's File menu.

Insurer Overrides to Include Primary Service: Insurer overrides (previously Insurer Override by Credential) will allow you to include the appointment's primary service as an input to your rules.

Available in Staff Portal: HIE Consent Form. You can access this feature from Demographics.

Available in Staff Portal: Fee Schedules. You can locate this in the Utilities Menu.

Available in Staff Portal: Scheduler Event Type Input. You can locate this in the Maintenance Menu.

Available in Staff Portal: Program Input. You can locate this in the Maintenance Menu.

Available in Staff Portal: Configure Holidays. You can locate this in the Maintenance Menu.

Leverage Holidays Scheduler. Kim in Maryland made a great suggestion: to incorporate holidays into the Scheduler. Now, any holidays you've configured (BillingTracker > settings > Fee Schedules > Configure Holidays.) will be displayed on the scheduler and considered when searching for open timeslots and conflict checks.

Prevent Assigning a Patient Balance on Transition. Based on input from our partner clinics, we've added the ability to override copay settings and assign balances to certain primary payers rather than to the patient. This new option is located at: BillingTracker > Insurer Plan Setup > Prevent Assigning a Patient Balance on Transition.

Program Selection for Group Appointment Contact Records. Holden, from a partner clinic in NYC, pointed out that their group clients may come from multiple programs. Clinics can now opt to prioritize patients' active Program Assignments over the program selected on the Group Appointment. To access the new setting, go to: ClinicTracker Options > Preferences > Patient Contacts Form Settings > Program Selection For Individual Appointments Created From Group Appointments.

Update to Treatment Phase Menu. The Treatment Phase menu will now include the Date Entered to help you distinguish between phases.