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!