View Demographics Detail on Staff Portal. We are excited to release the first version of Patient Demographics to the Staff Portal! This is a Beta version that allows read-only access, but there are many more enhancements to come to Demographics and the Staff Portal in general in the near future.

Staff Portal

New Module

Send an Insurance Claim even when Patient is Responsible for 100% Coinsurance. This change is applicable to you if you are tracking deductibles in the Insurance tab of the Demographics and you have Patients who are 100% responsible for Individual or Group Coinsurance. You can now specify, per payor, whether or not to send a claim to insurance. Go to BillingTracker > Settings > Insurance > Assign Full Balance to a Patient when 100% Coinsurance. If this setting is checked, no claim will be sent to insurance and a patient statement will be generated. If this setting is not checked, claims will be created and sent to the insurance company for the full amount and no patient statement will be created. In this case, the insurance company will process the claim (applying it to the patient's deductible), assign the balance back to the patient, and you can then send out the patient statement.

BillingTracker

New Feature

Automatically Send Your Clinic's City, State, and Zip on claims when the Client is homeless or the address is unknown. To replace the client's missing address, go to Admin Config > Options > Preferences > Demographics form Settings > Handling of Homeless or Unknown Address. You can insert the missing address, the address of the clinic (from the Options form), or the Billing Location.

BillingTracker

New Feature

Present on Admission Indicator for Diagnoses. When assigning a diagnosis to a patient, the Additional Coding Information section now includes a dropdown for "Present on Admission" with the following options:

• Y = present at the time of inpatient admission
• N = not present at the time of inpatient admission
• U = documentation is insufficient to determine if the condition is present on admission
• W = provider is unable to clinically determine whether the condition was present on admission or not
• Blank

The Add/Edit Diagnosis form accessible from BillingTracker > Billing Account > Claim Details will include the same new "Present on Admission" dropdown, which will be populated during the transition process. This value will be placed in box 67 of the UB-04 and loop 2300 segment HI01-9 on 837I.

BillingTracker

New Feature

Custom Form Graphing Updates. You can now select between the Y-axis auto-scaling or displaying a specific minimum/maximum value. You can also add vertical phase lines to your graph using a new button, or by right-clicking a record in the results list.

ClinicTracker Reporting

New Feature

Hide the Check-In Now Button on the Patient Portal. On the Patient Portal, clients can see their upcoming appointments and a button to check in. If you’d like to prevent clients from checking in from their Patient Portal, you can now hide the Check-In Button. Go to: Admin Config > Options > Patient Portal > Online Scheduling > Prevent Portal Users from Checking in via Patient Portal.

Patient Portal

Minor Update

Updated: ANSI 837 Reference. Go To BillingTracker > Help > ANSI Reference to see a description of each loop, segment, and field present on an 837 claim file. Our Billing Experts have updated this guide to provide more complete guidance.

BillingTracker

Enhancement

New Report Source: Appointments with Daily Appointment Count. Victoria needed to be able to identify patients that had a certain number of appointments per day. There is a new report source in Report Builder: Appointments with Daily Appointment Count. This report source is the same as the Appointments report source, but with the addition of NumAppointmentsOnDay which indicates how many appointments occurred for a patient on the same day.

Report Builder

Enhancement

Export and Print from Advanced Audit Log Viewer. Have you ever wanted to share or follow up on research you've done in the Record-Specific Audit Log Viewer? You'll see a print preview button to export and print a PDF. Thank you, Tina, we hope this makes your audit prep just a little simpler!

Misc

Enhancement

See Claim History from Patient Dashboard. The Financial tab of the Patient Dashboard will now include a grid of the client's Claim History. Authorizations have been relocated to the Session Info tab. To check this out, go to: ClinicTracker > Patient > Patient Dashboard.

ClinicTracker

Enhancement

Manage Your Signature Request Messages with Labels. You can now create and label subfolders in the Signature Request folder of your Messaging Board, the same way you can with other folders. Use these subfolders to organize and keep track of your messages. Right-click on the folder, and you will have the option to create a label. For more information about Unified Messaging, please check out this Guide Page.

Messaging

Enhancement

Navigate to a Client's Refill Request from the ePrescribing Message. Amy, from a partner clinic in Ohio, mentioned that ePrescribing notifications direct her staff to the general ePrescribing portal when it would be more efficient to link to the specific client requesting the refill. We listened and worked with our ePrescribing partners to include a client-specific link. Thank you, Amy, for this feedback!

ePrescribing

Enhancement

Navigate to the Advanced Audit Logs from Group Appointments and Insurer Plan Setup. You now have access to this useful auditing tool in these new locations.

Misc

Enhancement

Patient Portal and Superbill Show Payments and Adjustments Separately. On the Superbill and Patient Portal Account Statement, your patients will see two columns, one for Payments and one for Adjustments. Previously, these were combined into a single column.

Patient Portal

Enhancement

Redesigned: Billing Notes. Our Development Team continues to improve the layout and look of BillingTracker. To use the redesigned Billing Note go to: Billing Account > > Notes tab and click on Create Note.

BillingTracker

Redesign

Options When Deleting a Patient Portal Form Request. Emily, an Office Manager from a Mental Health clinic in WI, wanted the ability to remove a Patient Portal form request without deleting the associated form itself. We now provide the option to delete the request on its own (leaving the form and its data intact) or to delete both the request and the form. Thank you, Emily, for sharing this suggestion with us!

Patient Portal

New Feature

Telehealth on Staff Portal. Telehealth features accessible in ClinicTracker are now available in the Staff Portal Scheduler. You can associate an event with a Telehealth account, copy join links, and join sessions directly from the portal.

Telehealth

New Feature

More Graphing Options. A partner organization in PA needed to graph more than three variables at a time, add a custom title and X-axis label, and easily spot if student behaviors were increasing or decreasing. As a result of these requests, our graphing module, now has unlimited variables, custom labels, and a trend line (as well as a new visual look).

ClinicTracker Reporting

New Feature

Two-Factor Authentication on Patient Portal Set Up. Continue to protect the security of your organization using Two-Factor Authentication, which you can now configure on behalf of a patient when creating their portal account. Your client will still have the option to adjust their preferences on their own directly through the portal.

As a reminder, Two-Factor Authentication is available in ClinicTracker. We highly encourage our clinic partners to implement this enhanced level of security and protection.

Patient Portal

New Feature

Keep Working During Bulk Insurance Verification. For our partner clinics focused on optimizing collections, insurance eligibility verification is an impactful tool to implement. Lisa, from a large agency serving children in 14 counties in Illinois and Iowa, mentioned that they run their Bulk Insurance Verification at night so it doesn't prevent them from using ClinicTracker while the requests are processing. We've moved the Bulk Insurance Verification to a background process so Lisa and her team can work in ClinicTracker while the verification runs during the day. To try this out, head over to: Utilities > Insurance Eligibility Verification Review and click the Verification Actions button in the top right corner.

Insurance Eligibility Verification

New Feature

Auto-Save for Custom Forms. You now have access to a highly-requested feature in the Patient and Staff Portals. Forms will now automatically save every few minutes, to ensure that data will not be lost, even if you lose your internet connection or close your browser.

Staff Portal

New Feature

New CMS-1500 Adjustment. To meet new regulations, a new setting will allow you to set Box 19 of the CMS-1500 form to use the value from Box 33B. You will find this available at: BillingTracker > Settings > Insurer Plan Setup > Claim Details tab > CMS-1500 Options group: Set 19 to same value as 33B. Note that this rule will be processed after all other rules. Our revenue cycle experts are here to support you, so feel free to reach out.

BillingTracker

New Feature

Check Status in Real-Time. ClinicTracker and our integrated partners work to provide access to the tools you rely on, 24 hours a day, 7 days a week. We're excited to let you know we've launched a ClinicTracker Status Site to share with you in real time the status of our systems and integrations. You'll have access to historical incidents and their resolution and can set up email notifications for service alerts for tools like the ClinicTracker Hosting Service, clearinghouse partners, and ePrescribing. Simply head over to status.ClinicTracker.com and press the Subscribe button in the upper right corner.

Misc

Misc

General Updates. This latest version includes a variety of general updates and performance improvements throughout the system. These updates are designed to enhance the user experience by improving usability and adding new efficiencies. We greatly appreciate the valuable input and feedback that we have received from our user community, which we have incorporated into this release.
Note: This update has only been released to Hosting Service customers.

Misc

Minor Update

View Clinician On Transition. Now, when you transition your ClinicTracker Appointments to Claims in BillingTracker, the Transition Log will include the Clinician.

BillingTracker

Minor Update

Check Status in Real-Time. ClinicTracker and our integrated partners work to provide access to the tools you rely on, 24 hours a day, 7 days a week. We're excited to let you know we've launched a ClinicTracker Status Site to share with you in real-time the status of our systems and integrations. You'll have access to historical incidents and their resolution, and can set up email notifications for service alerts for tools like the ClinicTracker Hosting Service, clearinghouse partners, and ePrescribing. Simply head over to status.ClinicTracker.com and press the Subscribe button in the upper right corner.

Misc

Misc

Event Types by Client Type. If you ever wanted to make certain Scheduler Event Types only pertain to intakes (as opposed to patients), you now can. This is especially helpful when allowing newly-registered individuals (in Intake status) to schedule through the Patient Portal. Head over to Utilities > Maintenance > Scheduler Event Type Input and use the new "Eligible for Patient Type" dropdown.

Scheduler

New Feature

Import Initial Patient Balances in Bulk. If you need to associate a starting balance with a patient, you can now do this in bulk by loading information directly from a spreadsheet. Head over to: BillingTracker > Settings > Set Initial Patient Balance.

BillingTracker

New Feature

Navigation Links to Specific Graphs. You can now configure your navigation links in Custom Form designs to refer to a specific Favorite view. This way, rather than every navigation link simply opening the Custom Form Graphing feature, you can have individual links automatically display specific graphs.

Form Builder

New Feature

Advanced Search for Phone Numbers. The Advanced Patient Search feature will now let you search for a specific phone number (Main, Cell, or Other). Kim, from our partner clinic in MD, identified this as a way to support their front end team for ease of scheduling and client support. Thanks, Kim, for your continued collaboration!

Misc

Minor Update

Prompting for Unsaved Changes in Patient/Staff Portal. To avoid mistakenly navigating away from a form being completed, you will now receive a warning if you attempt to leave a form with unsaved changes.

Patient Portal

Minor Update

Default Date Range in Patient Dashboard. Evan, from our partner clinic in Massachusetts, suggested the ability to adjust the default date range displayed when accessing the Patient Dashboard. Now you can head over to the Options form and search for: 'Patient Dashboard: Default Start Date' and 'Patient Dashboard: Default End Date' to adjust the default displayed date range.

ClinicTracker

Minor Update

Campaign Builder Updates. Campaign Builder has been updated to work more similarly to Appointment Reminders. The "Main Phone" from Demographics will be used for voice calls, while the "Cell Phone" will be used for SMS communication. Thanks to Brooke, from our longstanding partner in Cortland, NY, for this great suggestion.

Messaging

Minor Update

Advanced Audit Log Access Button. Forms that support Advanced Audit Logging will now have a new icon in the top toolbar that will allow you to quickly access the audit logs. This should help save you time and avoid having to input the keyboard combination (Shift + Control + Q) to access the audit log.

ClinicTracker

Minor Update

Double-Clicking an Event Issue in Scheduler Corrected. We have corrected a long-standing issue in the Scheduler where when you double-click an event, but quickly move your mouse to another event, the double-click can be registered on the second event rather than the first. We have improved this behavior significantly, ensuring double-clicking consistently registers on the intended event.

Scheduler

Fix

General Updates. This latest version includes a variety of general updates and performance improvements throughout the system. These updates are designed to enhance the user experience by improving usability and adding new efficiencies. We greatly appreciate the valuable input and feedback that we have received from our user community, which we have incorporated into this release.

Misc

Misc

Scheduler Updates We have continued refining the recent scheduler updates, including addressing a refresh issue when navigating back to a prior date.

Scheduler

Fix

View Detailed Audit Logs in Specific Records. You can now access record-specific Advanced Audit Logs directly from the individual record (without having to search through the full logs). When viewing a specific record saved within a Custom Form (or any other form that supports Advanced Audit Logs, such as Demographics, Patient Contacts, and several billing configuration forms) press Control + Shift + Q to see a history of the changes made to the record.

Misc

New Feature

Linked Appointment Correction. We have corrected a reported issue with creating linked appointments from the scheduler. Any events that were previously not showing the proper linkage should now show the expected icon.

Scheduler

Fix

NEW Staff Portal Dashboard and Navigation Updates. We are thrilled to announce our reimagined Staff Portal with customizable dashboards. When you launch the Staff Portal, you will now see the brand-new Staff Dashboard Builder. This tool allows portal users to create their own dashboards based on their preferences and role types. Upon logging in, you will land on a new page that explains the new Staff Dashboard tool. To customize your dashboard, simply click on "Get Started" and follow the Dashboard Layout Library steps. We believe that these new updates will provide a more enhanced and efficient user experience while using the Staff Portal.
Please see this Guide Page for additional information.
For our clinic partners who have not utilized the Staff portal, we encourage you to reach out for a demonstration of how impactful it will be for your staff and overall operations.

Staff Portal

New Module

Multiple Payors and Authorization Codes on Appointments and New Coverage Type Concept (Staff Portal). We introduced this new feature to ClinicTracker in a recent release, and it is now available in the Staff Portal:

One of our partner clinics in Pennsylvania needed to handle situations where patients may not have their services covered by a payor based on their insurance authorization. The Primary payor needs to be then bypassed, and the claim submitted directly to the secondary payor as if the primary payor did not exist. This clinic also encounters other scenarios in which the primary payor still needs to be associated with the claim (for COB purposes), but will not cover the cost, so they want to directly submit to the secondary payor.
In addition, when associating multiple payors with a claim, each one may have its own authorization codes. This is now supported.


We know this type of situation can happen for many of our clinic partners, so we have added a new concept of "Coverage Type" which includes the following options:

• Covered: Insurance will attach to the claim and receive the calculated balance.
• Non-Covered: Insurance will attach to the claim, but the balance will be assigned to the next payor in sequence when transitioned.
• Bypass: Insurance will not be attached to the claim at all.

You will see this Coverage Type option next to the payor selection on Patient Contacts as well as on the Insurance Authorization and Authorization Package forms. Not sure what to do with this? Just leave it as "Covered" and everything will work exactly how you're used to.

As part of this change, we also made it so the Primary, Secondary, and Tertiary payers will be available on Patient Contacts. This will allow you to set a specific payor priority, or exclude a certain payor from being associated with the claim. Again, not sure what to do with this? Just leave the defaults the system suggests in place, and the payors will be associated with the claim based on how they are configured in the patient's demographic record.

Lastly, you will see authorization code fields next to each of the three payors. Any authorization you attach to the secondary/tertiary payor will flow through to the claim and will be included when creating a paper or electronic claim. The Claim Detail form within BillingTracker has been updated to show this information within the Claim-Specific Insurance information section. This will eliminate the need to manually go into the claim and update the authorization code before sending it to a non-primary payor.

To use the new Coverage Type feature, go to: Staff Portal > Click the Patient Icon > Patient Contacts and go to the Billing Details section. You will see three Payor dropdowns, Authorization Code fields, and Coverage Type dropdowns.

Please see the explanatory video below: Coverage Type

Staff Portal

New Feature

Prevent Staff from Editing Payor and Authorization Fields. One of our partner clinics in Pennsylvania asked us for a way to prevent their staff from editing Payor information and Authorizations on Patient Contact records. To assist with this, we have added two new settings in the Staff Info form on the System Permissions tab.
To enable these settings, go to: ClinicTracker > Staff > Staff Info > System Permissions > Prevent Updating Authorizations and Prevent Updating Payors. Thank you, Jessica and Carm for this suggestion!

Misc

New Feature

Update to Auto-Insert Authorization Codes Now Including Non-Primary Payors. We received feedback from Jessica and Carm in Pennsylvania, to automatically insert authorizations for non-primary payors on Appointments. New Patient Contact Form Settings can now be found at ClinicTracker > Admin Config > Options > Preferences > Patient Contacts Form Settings as follows:

• Automatically Insert Authorization Codes for Individual Appointments On Focus Authorization Field (Non-Primary Payors)
• Automatically Insert Authorization Code on Change of Status (Non-Primary Payors)
• Bypass Active Authorization Code Prompt (Non-Primary Payors)
• Automatically Insert Authorization Codes for Individual Appointments On Save (Non-Primary Payors)
• Automatically Insert Authorization Codes for Linked Group Appointments (Non-Primary Payors)

These mirror the existing settings available for the primary payor.

ClinicTracker

New Feature

Staff Portal: Filter Scheduling Locations by Distance. Like in ClinicTracker, you can now limit your building locations by the distance from the patient in the Staff Portal. Go to: Scheduler > Find Available Time Slot > Select a patient > Click the filter button next to the location list, and enter a search radius. Thanks to Joel, a valued partner of ours from California, for the feedback on this feature!

Staff Portal

New Feature

View Super Bills in the Patient Portal. Your Patients will now be able to view Super Bills from their Patient Portal. You can instruct your clients to view this information in their portal by going to: My Account > Statements > Super Bill.

Patient Portal

New Feature

Prevent Double Booking Rooms. Amanda, from one of our longstanding partner clinics in New Orleans, asked us for a solution to prevent staff from double-booking rooms when scheduling. We have added a new Prevent Double-Booking setting on the Room Input form in the Maintenance menu. When this setting is enabled, the Scheduling Conflict Alert prompt prevents the double booking (rather than just presenting a warning). To locate this new setting, go to: ClinicTracker > Maintenance > Room Input > Prevent Double-Booking. Thanks, Amanda for this valuable suggestion that we know many of our clinic partners will appreciate!

Scheduler

New Feature

Insert Location Identifiers in Claims. Kyoko, from one of our partner clinics in Arizona, asked us for a solution to handle the billing requirements for Box 19/Loop 2300 NTE. To meet these requirements, we added a new setting so now you will be able to insert Location Identifiers into Box 19 of the CMS-1500 or Loop 2300 NTE of Electronic Claim 837 on a per-insurer basis. These settings are located at: BillingTracker > Settings > Insurer Plans > Double-Click Insurer Entry > Requirements Tab > Box 19/Loop 2300 NTE: Send Rendering Provider > Box 19/Loop 2300 NTE: Send Location Identifier.
We've also added a Location Identifier Field at: ClinicTracker > Utilities > Maintenance > Building/Billing Location on the Business/Billing tab. Thank you to Kyoko for this important suggestion!

BillingTracker

New Feature

Manage Workflow Builder Versions. When you use Workflow Builder and assign Workflows for compliance tracking, many times requirements change, and updates to Workflows are needed. Workflow versioning provides you with the ability to update existing Workflows and not impact the existing assigned Workflow tasks or even upgrade them. To use and create new Workflow versions go to Utilities > Workflow Builder and add new workflows.
Please see this Guide Page for additional information.

Workflow Builder

New Feature

Merge Duplicate Patient Information. There may be instances when you come across duplicated patient records in ClinicTracker. Based on the feedback we received from Jenny, an RCM director, we have added a feature that allows you to identify and merge these duplicates. This screen will display a list of patient names that are duplicated, along with the client identifier and phase information. Simply double-click an entry to navigate directly to the Demographics form for that Patient. You can then make necessary adjustments to the patient name or run the "Merge Current Patient Into Another" option, which can be found at: Patients > Demographics > File.
To view the list of patients with duplicate names, go to: ClinicTracker > Help > About > Maintenance > List Patients with Duplicate Names. We would like to express our gratitude to Jenny for all the valuable feedback she has provided us... please keep it coming!

Misc

New Feature

Complete Pending Patient Portal Registrations and Portal Forms. In some situations, patients forget to submit their portal registrations and required forms, which leaves them in a pending status. To ensure that this patient information can be processed through the system, we have updated the registration and portal form process, allowing you to complete the pending registration and forms on behalf of patients.
To use this new feature, go to: Staff Portal > Patient > Patient Registrations > Set filter to Pending > Click the View button next to the status column. Once you have reviewed the patient’s information and it’s ready to be submitted, go to Step 3 at the bottom of the screen and submit.

Patient Portal

New Feature

Automatically Mark Open Tasks Representing the Same Action as Complete. We have added a new feature that allows you to complete open Workflow Builder tasks of the same action automatically. This setting can be found under Admin Config > Options > Compliance (General) > MH & CD Compliance Rules > Auto-Complete All Workflow Tasks. If you choose to enable this option, any action that applies to multiple open tasks will automatically mark them all as complete, without requiring any user interaction. This will save you time while ensuring that all relevant tasks are marked as complete. Thanks to Matt from one of our longstanding partner clinics in California for the suggestion!

Workflow Builder

New Feature

Display Primary Authorizations on Transition Appointments. Elizabeth, from one of our longstanding partner clinics in California, wanted to be able to view the Primary Authorization in the Transition Appointments list. With this feedback, we added a new "Auth Code Primary" column to the Transition Appointments list. To view this newly added column, go to: BillingTracker > Transition Appointments, and you will see Auth Code Primary in the last column. Many thanks to Elizabeth for the feedback on this enhancement!

BillingTracker

Minor Update

Store Comments When Adding Controls in Form Builder. Would you like to add helpful comments on your form designs? Now you can, with the newly added "Comments" property in Form Builder. You will find a new "Comments" row in the Property Panel on the right side of Form Builder. Please note that these are internal comments that will not be visible when using the form.

Form Builder

Minor Update

Automatically Update the Submission Status When Uploading Claim Batches. When you upload claim batches, the Submission Status will now be automatically updated on the claim batch. This new enhancement eliminates the need to manually set the submission status, which can lead to potentially missing or applying an incorrect status.
To take advantage of this time-saving feature, go to: BillingTracker > Review Submissions > FTP > Select a file > Click Upload. When you upload your file, you will be prompted: "Would you like to update the Submission Status to 'Submitted' for this batch?". If you click Yes, it will reflect the Submitted status in the Submission Status dropdown on Claim Submission Batches. Thanks so much for this suggestion, Amy, a valued partner of ours in Maryland!

BillingTracker

Minor Update

Limit Event Type Color to Past Events. Ken, a leader and long-standing partner from Maryland, requested that our team apply the Event Type Color Override only to events that are scheduled for the current day or in the past. A new setting named "Only apply color override for past events" has been added in the Appointment Status Input form. When enabled, it will apply the color override only to events in the past. When using this setting, it is based on the current moment in time you're viewing the schedule. For example, if the start time was in the past, the color override would apply, otherwise it would not. To activate this new setting, go to: Utilities > Maintenance > Appointment Status Input, and select the "Only apply color override to past events" checkbox. We are very grateful to Ken for this excellent suggestion and collaboration throughout this project!

Scheduler

Minor Update

Report on Open Insurance Accounts Receivable. Review your accounts receivable using our newly added Insurance Open AR report. This report displays claim and balance information. Locate this report at: BillingTracker > Reports > Aging > Insurance Open AR.

BillingTracker

Minor Update

New Fields for Payment Date and Reference Number on the Payment Adjustment Screen. Jenny, from one of our long-standing partner clinics in Maryland, wanted a way to distinguish the date of COB information without going to multiple places to research. It made perfect sense to us, so we have added two new fields to the Payment Adjustment Screen. You will now see the Pay Date (Date on the ERA) and the Reference Number (ERA Number) columns, which will be imported from the ERA module. This will help identify which ERA is associated with each denial/adjustment reason, for Non-Balance Affecting Adjustments. To locate these new fields, go to BillingTracker > Billing Accounts > Double-Click a Service > Adjustments. Many thanks to Jenny for the feedback on this feature, and we hope this will help with identifying (and preventing) denials!

BillingTracker

Minor Update

Clone Additional Services in Revenue Code Setup. In the Revenue Code Setup form, you will see a new clone button, which will let you easily copy a rule. This new feature will provide a way to assign a revenue code to multiple services and insurers without having to go into each service separately. To take advantage of this feature, go to: BillingTracker > Settings > Revenue Code Setup, where you will see the newly added Clone button. We would like to extend our gratitude to Jenny, from one of our partner clinics in Maryland, for providing us with helpful feedback on this feature. It is much appreciated!

BillingTracker

Minor Update

Billing Clinician Override Enhancements. Some helpful features have been added to Billing Clinician Overrides:

• The ability to filter a list view based on the Clinician to Use selected for a record.
• A new legend that will define the different color coding.
• You will now be able to use an appointment's Supervisor as an override.

To locate these time-saving enhancements, head over to BillingTracker and go to Settings > Billing Clinician Overrides.

BillingTracker

Minor Update

Identify Task for Completing and Ending Workflows. We have added a new Workflow task setting for completing an entire workflow. This new enhancement will provide a way to define a specific task (or tasks) in your Workflow that when completed, will complete all tasks associated with the workflow. It is similar to the existing feature of "Only Require One Completed Task for Workflow", but provides a bit more control, since you can identify the task(s) that will complete the Workflow. You can locate this enhancement when you go to configure the task details in Step 2 of the Workflow. There you will see an option: "Will completing this task complete the entire workflow?". Our thanks to Viktoriya, from one of our longstanding partner clinics in New Jersey, for the helpful input on this item!

Workflow Builder

Minor Update

New CMS 1500 Enhancements. We are happy to share that you can now add Box 17a Qualifiers and Values to Referral Sources and include them on CMS-1500 claims. On the Referral Source form, we've added two new fields for the Box 17a Qualifier and Box 17a Value. To access these new features, head over to BillingTracker, and go to: Settings > Referral Sources > Referral Source Setup. There you will find these two new fields. Furthermore, we have added a checkbox in the Insurer Plan Setup section to include Box 17a. Please note that this setting is disabled by default. You can find this new setting by going to BillingTracker > Settings > Insurer Plans > Claim Details > CMS-1500 section: Send box 17a. Thanks so much, Jessica and Carm, from one of our partner clinics in Pennsylvania! We appreciate your valuable feedback and help with this feature.

BillingTracker

Minor Update

Nightly Workflow Automation Safeguard. To ensure you've properly configured your workflows that are based on nightly automations, the system will now prompt you with an estimate of how many tasks will be processed on the next execution of the workflow. This can help to ensure you do not create an automation that will impact more records than you anticipated.

Workflow Builder

Minor Update

Navigate to Diagnosis Assignments in Custom Forms. Form Builder will now accommodate adding Diagnosis Assignments as a Navigation Link. You can add the Diagnosis Assignment as a Navigation Link to your form by going to Utilities > Form Builder > Link Controls: Navigation. In the Properties Panel, click the box next to Navigation Link and select Diagnosis Assignment from the "Navigate To" dropdown. Many thanks for the helpful feedback to Ginny and Ruth, from one of our partner clinics (and neighbors) in Central New York!

Misc

Misc

Scheduler Performance Improvements. The Scheduler has been updated to store and present data more efficiently. This should provide a generally-better experience when working within the scheduler and running schedule-based reports.

Scheduler

Redesign

Save Form Designs with Improved Efficiency. In Form Builder, we have made enhancements to the saving process for Custom Form designs, resulting in faster speeds and the addition of a progress indicator. When saving and loading forms an on-screen dialog box will detail the status while the system is updating the layout. These enhancements should provide a noticeable improvement, especially when you are saving large form designs. Many thanks to Matt in California for the feedback on this enhancement!

Form Builder

Enhancement

General Updates. This version also includes general updates and performance improvements across the system. These updates are designed to offer a better user experience by improving usability and adding new efficiencies. We greatly appreciate the valuable input and feedback from our user community, which we have incorporated in this release.

Misc

Enhancement

Staff Portal: Collect Payments from the Scheduler. Staff portal users are now able to collect payments directly from the Scheduler. To collect a payment (and view the newly-updated Service Specific Fee information), go to: Staff Portal > Scheduler > Right Click on the event > Collect Payment > Select an Insurer, and the Service Specific Fee window will load.
If your organization is not utilizing the staff portal in its processes and would like more information on how this can positively impact your revenue cycle, please reach out to our support team.

Staff Portal

New Feature

Find Available Timeslot: Ability to Limit Locations Based on Patient Distance. In the Find Available Timeslot feature, you can now limit your building locations by the distance from the patient. Go to: Scheduler > Find Available Time Slot > Select a patient > Click the filter button next to the location list, and enter a search radius. Thanks to Joel, a valued partner of ours from California, for the feedback on this feature! You'll see this same functionality rolling out in the Patient Portal soon.

Scheduler

New Feature

Multiple Payors and Authorization Codes on Appointments and New Coverage Type Concept. One of our partner clinics in Pennsylvania needed to handle situations in which patients may not have their services covered by a payor based on their insurance authorization. The Primary payor needs to then be bypassed, and the claim submitted directly to the secondary payor as if the primary payor did not exist. This clinic also encounters other scenarios in which the primary payor still needs to be associated with the claim (for COB purposes), but will not cover the cost, so they want to directly submit to the secondary payor.
In addition, when associating multiple payors with a claim, each one may have its own authorization codes. This is now supported.

We know this type of situation can happen for many of our clinic partners, so we have added a new concept of "Coverage Type" which includes the following options:

• Covered: Insurance will attach to the claim and receive the calculated balance.
• Non-Covered: Insurance will attach to the claim, but the balance will be assigned to the next payor in sequence when transitioned.
• Bypass: Insurance will not be attached to the claim at all.

You will see this Coverage Type option next to the payor selection on Patient Contacts as well as on the Insurance Authorization and Authorization Package forms. Not sure what to do with this? Just leave it as "Covered" and everything will work exactly how you're used to.

As part of this change, we also made it so the Primary, Secondary, and Tertiary payers will be available on Patient Contacts. This will allow you to set a specific payor priority, or exclude a certain payor from being associated with the claim. Again, not sure what to do with this? Just leave the defaults the system suggests in place, and the payors will be associated with the claim based on how they are configured in the patient's demographic record.

Lastly, you will see authorization code fields next to each of the three payors. Any authorization you attach to the secondary/tertiary payor will flow through to the claim, and will be included when creating a paper or electronic claim. The Claim Detail form within BillingTracker has been updated to show this information within the Claim-Specific Insurance information section. This will eliminate the need to manually go into the claim and update the authorization code before sending it to a non-primary payor.

To use the new Coverage Type feature, go to: Patients > Patient Contacts and go to the Billing Details section. You will see three Payor dropdowns, Authorization Code fields, and Coverage Type dropdowns.

These changes are available in ClinicTracker and are coming soon to the Staff Portal.

Please see the explanatory video below:

We are happy to meet with you directly to discuss this change and help you streamline your billing practices. Please reach out to our BillingTracker Product Expert team via our support portal at any time.

Misc

New Feature

Prevent Transitioning Old Appointments. Amber, owner, of our longstanding partner clinics in Maine, asked us for a way to prevent transitioning appointments for a given insurer that are older than a certain number of days. A new setting, "Prevent Transition After X Days", has been added to the Insurer Plans setup form. To configure this setting, go to: BillingTracker > File > Setup > Insurer plans > Requirements tab.

BillingTracker

New Feature

Two-Factor Authentication in Patient Portal - Send SMS. Peter, from one of our partner clinics in Tennessee, asked us to be able to send SMS for Two-Factor Authentication in the Patient Portal. With this feedback, we have now added the ability for Administrative users in ClinicTracker to enable an Options setting for sending SMS two-factor authentication. To adjust this setting go to: Admin Config > Options > Security: Security > Allow Two-Factor Authentication within Patient Portal. When patients click the cog wheel icon on the top right corner of the Portal, they can then click Two-Factor Authentication, and choose to send by SMS. Thanks so much, Peter, for your feedback on this feature, and we hope this will improve your patient collaboration and engagement!

Patient Portal

New Feature

Apply Overrides in Claim Management. For some billing scenarios, you may need to submit a claim to the primary insurer, and then it goes to a secondary insurer that enforces different rules. For example, you may submit service code 1 to the Primary but the Secondary only accepts service code 2. As a solution, the Claim Management screen has a newly added "Apply Overrides" feature, which will let you apply the overrides after the point of transition based on the current payor (even if it's a secondary). This new feature will allow you to apply the following automations in order:

• Service Override
• Billing Location Override
• Billing Clinician Override
• Modifier Rules

To apply these overrides for billing scenarios like this, go to: BillingTracker > Claim Management, select the relevant transactions, and click Apply Overrides

BillingTracker

New Feature

New ERA Setting for Transaction Status. Thanks again to Jenny, one of our valued partners. When applying an ERA payment in which the next payor receiving the remaining balance is the same as the current payor being applied, you may want the resulting transaction to be set to Pending Status (rather than Queued). Now, you can! Find this new setting at: BillingTracker > Settings -> Insurer Plans > EClaims(2) Tab > ERA Open Balance Same as Next Payor > Mark as Pending. We are grateful for your ideas Jenny... keep them coming!

ERA (835)

New Feature

Prevent Auto-Creation of Linked Appointments. Jennifer, from a clinic in Pennsylvania, needed a way to prevent the automatic creation of linked appointments when the scheduled Event Type is set to "cancellation". The 'Auto-Create Linked Appointment' setting has been added to the Scheduled Event Type Input form in the Maintenance Menu. To prevent the appointment auto-creation, leave this box unchecked in the Scheduled Event Type Input. For appointment auto-creation to work, there are several settings that need to be configured.

1. The first setting needed is The Default Auto-Create Linked Appointment for New Services options setting in Admin Config > Options > Admin > Scheduling.
2. Additionally, the Service Input and Scheduled Event Type Input need to have the Auto-Create Linked Appointment setting enabled. To locate this new setting, go to: Utilities > Maintenance > Scheduled Event Type Input.

Thanks very much to Jennifer for this helpful suggestion! Please reach out to our support team if you would like any assistance in enabling this helpful automation for your clinic.

Scheduler

Minor Update

View Display in High Contrast Mode. For some of our users, colorized objects in software can cause difficulty in viewing text. The ClinicTracker team created a per-user setting in the Staff Info form that will lock the forecolor to black to make the text easier on the eyes and distinguish it from the background. To enable this new setting go to: Staff > Staff Info (or Profile > My Profile) > Personal tab > High Contrast Mode.

Staff Info

Minor Update

Filter by Status and Total Balance. We added new filters to the ERA form to save you time. You can now filter by status and the total balance columns. To use these new filters go to: BillingTracker > Payments > Electronic Remittance Advice (835) > Show Filters, and click the filter icons next to the Status and Total Balance columns (or right-click on the columns and choose Configure Filter).

ERA (835)

Minor Update

Remark and Adjustment Codes Added to Billing Notes. To help ensure complete detailed billing notes, we have added remark and adjustment codes. When Automatic Detailed Billing Notes are enabled in BillingTracker, you will see these two new values displayed when applying or resubmitting payments. To use these new enhancements, first ensure that Automatic Detailed Billing Notes are enabled by going to: BillingTracker > Settings > Billing: ERA Settings > Enable Automatic Detailed Billing Note. Special thanks to Jenny, a leader and expert in Revenue Cycle Management from our long-standing partner clinic in Maryland, for this great suggestion!

ERA (835)

Minor Update

New Formula Sample Strings. To assist with building formulas in Form Builder, we have added new formula samples to the Strings section. These include Starts With, Ends With, and Contains. For example, if you want to find data that starts with ABC, you would choose: Starts With ("ABCDEF" LIKE "ABC%"). To use these formula sample strings, go to: Utilities > Form Builder > Formula Settings > Custom Formula tab, go to the Formula Samples section, and expand the "Strings" section.
Form Builder new to you? No problem! Our Form Building experts would welcome the opportunity to work with you on your specific needs. Reach out to us and we will get you connected!

Form Builder

Minor Update

Prevent Locking Diagnosis Assignment for Other Users. If you choose to Load Diagnosis Information from a previous assignment, the system will auto-select the Assigning Staff based on the Latest Diagnosis Assignment. Should you want to prevent this, a new Options setting has been added that will only allow the user set as the Assigning Staff to lock the Diagnosis Assignment. Check this option to prevent one user from marking a Diagnosis Assignment as locked when someone else is set as the Assigning Provider. To enable this setting, an Administrator can go to: Admin Config > Options > General > Clinic Information > Allow Only the Assigning Staff to Lock Diagnosis Assignment. With this setting enabled, other staff members will be prompted to set themselves as the Assigning Staff when locking the Diagnosis Assignments. This feature is available in both ClinicTracker and Staff Portal.

ClinicTracker

Minor Update

Prevent Disabling Patient Portal Forms. To ensure active form requests for Patient Portal users aren't inadvertently disabled, we now enforce that users are not able to remove Form Request rights from Patient Portal Accounts if there is an active form request. If there is an active form request and you go to Patients > Patient Dashboard > Patient Portal > Configure Account and try to remove access to forms a prompt will display saying, "You cannot disallow access to Form Requests while there are pending forms requested for the patient. Please wait until the patient has submitted the requested forms, or remove the request."

Patient Portal

Minor Update

Update Reference Numbers and Bulk Add Detailed Billing Notes. For efficiency and time-saving while you are billing, new updates and bulk actions in the ERA (835) module have been added. On the right side of the ERA form, click the Actions button, and you will be presented with the option to update the associated Reference Number. We have also added a bulk action for detailed billing notes. Once you've selected entries in the grid, click the Bulk Actions button. You will see the option to "Add Billing Notes (Automatic)."

ERA (835)

Minor Update

Delete Patient Portal Form Requests in bulk. Monet, Director of Clinical Services with one of our valued partner clinics in Tennessee, provided impactful feedback that it would be helpful to be able to delete portal form requests in bulk from the Patient Portal Form Request screen. Based on her input, you now have the ability to delete Patient Portal Form Requests in bulk by highlighting multiple entries in the list of existing requests and clicking the delete button. Thank you, Monet!

Patient Portal

Minor Update

Close Active Diagnosis When Staff Deactivated. Casey from Maryland requested that when a staff member is disabled in ClinicTracker, the system also closes any open Diagnosis Assignments created by that staff member. Based on this request, when a staff member is set to Inactive in Staff Info, a prompt will display asking "Would you like to end all active diagnosis assignments associated with this user as of today?" Thanks so much, Casey, for this suggestion!

Staff Info

Minor Update

Updates to Schedule Availability: Real-Time Changes. When you make updates to your Schedule Availability, it will now reflect on the Scheduler immediately. Previously, you would need to restart ClinicTracker to see the changes take effect, but not anymore! Try this change out by updating your Schedule Availability at: Scheduler > File > Set Scheduling Availability (or Staff > Staff Info > Additional Options tab). After making an update to your availability, you will see it reflected in the Scheduler immediately. Thank you, Laura, from a clinic in Texas, for the feedback on this feature!

Scheduler

Minor Update

Mark Lab Notifications as Read/Unread or Deleted. For some added flexibility and assistance with organization, you are now able to mark lab notifications as read/unread or deleted in My Messages. To mark the lab notifications, go to: My Messages > Click the LR radio button > Right-click the Lab Results messages. A menu will load and provide the options to mark the message Read, Unread, or Delete. Thank you Laura from a clinic in Texas for this feedback on this feature!

Lab Orders/Results

Minor Update

Patient Contacts: View Linked Claims. To view linked claims on a Patient Contacts record, there are now multiple options available. In addition to clicking the Claim status bar, there is now a new View Linked Claim button located in the Billing Details section of the Patient Contact Record. To access this button and view linked claims, go to Patients > Patient Contacts and look at the Billing Details section. Simply click on the magnifying glass button to navigate to the associated claim.

ClinicTracker

Minor Update

Update Payment Comments in Bulk. A new bulk action has been added for updating payment comments in the ERA (835) module. When using this time-saving enhancement, you will be prompted to enter a Payment Comment that will be applied for all selected line items. To use this bulk action go to: BillingTracker > Payments > Electronic Remittance Advice (835) > Click the checkboxes next to the payment lines > Bulk Actions > Update Comment.

ERA (835)

Enhancement

Modify Fields With Reference Control Relationships. We have updated Form Builder so that you can modify fields used in Repeating Lists involved in Reference Control relationships (as long as structural changes are made consistently between the two locations). Now, when using a form, if you try to access a repeating list that is structurally mismatched with a referenced/referencing control, you will get a detailed explanation of what is causing the mismatch with proper guidance on how to correct the situation. In Form Builder, you will be able to access and update the sub-items of a repeating list that references another control. This will allow you to create formulas as necessary in the referencing controls. Thank you to Matt from California for providing your feedback on this item!

Form Builder

Enhancement

Billing Dashboard Redesign. The Billing Dashboard has been redesigned for an enhanced user experience, including the ability to filter your search results by Billing Location. To use this newly redesigned dashboard, go to: BillingTracker > Billing Dashboard. Many thanks to the teammates from our clinic partner in Maryland (Casey, Ken, and Jenny) from all of us at ClinicTracker for your collaboration on this redesign.

BillingTracker

Redesign

Redesigned Insurer Plan Setup Form. The Insurer Plan Setup form has been redesigned. This new design will provide a clean new look for ease of use, enhance searching, and make it easier to organize your Insurer Plans. These new changes will include:

• The insurer list will appear on the left side of the Insurer Plans form
• There's a search bar
• A color legend will distinguish between enabled (green) and disabled (red) entries, and allow you to focus on only the active items.

To view these new changes, navigate to: BillingTracker > File > Setup > Insurer Plan Setup. We look forward to your feedback.

BillingTracker

Redesign

New Design: Maintenance Menu. The Maintenance Menu items have been redesigned with a clean new look and helpful features added. The new design includes:

• Newly designed Maintenance forms with color coding and a legend.
• The bottom of the Maintenance forms will provide a color key indicating the enabled and disabled items, with the ability to filter out disabled entries.
• Search filters were added so you can limit items in the Maintenance Menu to make them easier to find. These filters can also be pinned while you search so that the filter stays on the screen even when you interact with the form.

To view these new changes users with access to Maintenance can go to: Utilities > Maintenance.
For our longstanding clinic partners: Has it been a while since visiting the Maintenance menu (perhaps since initial ClinicTracker onboarding)? Please reach out. Our dedicated Customer Experience and Implementation teams would love to review items that may be impactful to you and your organization as the years have passed.

ClinicTracker

Redesign

Service Input: Redesigned. The Service Input form has been redesigned! In addition to the new look, ability to search, and color coding, it now also supports an unlimited price history (which was previously limited to 6 entries). To use the redesigned Service Input form, go to: Utilities > Maintenance > Service Input.

ClinicTracker

Redesign

New Controls Layout in Form Builder. We redesigned the layout of the controls in the left panel of Form Builder by grouping similar controls together. This has been applied to:

• Textbox Controls
• Single-Column/Multi-Column Listbox
• Timer/Counter controls
• Staff Signatures

You will see dropdown menus on the right side of each button that will provide access to the related control types.

Form Builder

Redesign

Medication Refill Request Distribution List. Patients will now see a new mailbox when sending a secure Patient Portal message for “Medication Refill Request.” To add a staff member to this distribution list, go to: Staff > Staff Info > Basic Info tab > Patient Portal Messaging section > Refill Request Recipient. This mailbox will only be available as an option to patients if there is at least one staff member added to the group. Our thanks to Bailey from a clinic in Missouri for this helpful suggestion!

Patient Portal

New Feature

Override Services in BillingTracker. This new override allows for automatically adjusting one service to another based on a variety of factors, such as: payor, patient group, and location. Unlike the CPT override that simply adjusts the CPT code at the point of claim creation, this override will be applied at the time of transition, allowing the substituted service to be used for fee schedules, modifier rules, and other adjustments applied at transition or claim creation. To access this feature, go to: BillingTracker > File > Setup > Overrides > Service Overrides. Thank you, Francesca, from Pennsylvania, for your feedback on this feature!

BillingTracker

New Feature

Send Two-Factor Codes by SMS. Previously, two-factor codes could only be sent via email. Now, you have the option of receiving the code through text message. To select your preference, go to Staff Info > Additional Options. As a reminder, Two-Factor Authentication can be enabled using the Options form setting “Two-Factor Authentication Option”. SMS will only be available if you participate in the Appointment Reminder service (and will be billed according to your messaging plan). Please reach out via the support portal for further assistance. Should your practice administrators want to prevent SMS as an option, you can enable the setting "Two-Factor Authentication: Prevent SMS" in the Options form. Thanks to Peter, a valued partner of ours in Nashville, for encouraging us to include this capability.

ClinicTracker

New Feature

View Appointment Info From the Progress Notes. When writing your progress note, if you wanted to view or change details of the appointment (such as the time or diagnosis), you previously needed to close your note, return to the appointment, make the adjustment, and then return to the note. You can now click a new toolbar icon for “Appointment Info” which will let you see and update that information without ever leaving the note. Many thanks to Kim and Ken from our partner clinic in Maryland for this suggestion!

ClinicTracker

New Feature

Updated Duplication Check in Workflow Builder. The Duplication Check is now able to prevent a duplicate task from being triggered, based on both the individual record and the patient as a whole. For example, you can make rules that say:

• When I save changes to a Treatment Plan, notify the clinic director, but not if they’ve already been notified about this specific record.
• When I create an assessment, send out a notification message, but not if a message has already been sent out for this patient previously.

You can view all the available options by going to: Utilities > Workflow Builder > Duplication Check section > Edit. Thank you, Bailey, from one of our longstanding partner clinics in Missouri for the feedback on this item!

Workflow Builder

New Feature

Assign External Staff Assignments. Ken, from our partner clinic in Maryland, needed a way to create Staff Assignments for individuals that were not employees of his organization. A new checkbox on the Staff Assignment Type Input maintenance form has been added, to indicate that an assignment type is only for external users. When creating Staff Assignments for a patient, selecting an “external” Staff Assignment Type will restrict you to selecting only users that have been assigned a “Limited License” in their Staff Info record.

ClinicTracker

New Feature

End Recurrences for Workflow Tasks. In both the Staff Task Dashboard and the Patient Task Dashboard, you can now end recurring Workflow items whenever needed. To do this in the Staff Task Dashboard (available in the Staff menu), locate the task you want to end in the search results, right-click on the Workflow line item, and select "End Recurrence Here." For the Patient Task Dashboard, locate the Workflow Task in the right pane, and click the "End Recurrence Here" button.

Workflow Builder

New Feature

Filter Based on Payment Type. The Patient Dashboard’s Financial tab now accommodates filtering based on payment type (payment, adjustment, or both). We appreciate the feedback on this item from Casey and Ken from one of our partner clinics in Maryland!

ClinicTracker

Minor Update

Distinguish Between Payments and Adjustments. The Balance Assignment tab of the patient’s Billing Account previously included both payments and adjustments in a single column. We have separated these into two columns.

BillingTracker

Minor Update

New Modifiers Column Added to Claim Management. In BillingTracker, a new column for modifiers has been added to Claim Management. To view this new Modifiers column, go to BillingTracker > Claim Management > Modifiers column.

BillingTracker

Minor Update

Search for Preferred Name in Advanced Search. Users will be able to search for Patients by Preferred Name on the Find Form in Advanced Search. From the Patient Find form, click the button in the top menu for Advanced Search and select the Preferred Name filter in the dropdown. We appreciate this suggestion from Kim in Maryland!

ClinicTracker

Minor Update

Link Group Appointments from Staff Portal Scheduler. We have added the functionality to link and view Group Appointments in the Staff Portal Scheduler. These options will be available in the Event Detail form and right-click menu on a scheduler event.

Staff Portal

Minor Update

View Assigned Workflow History. You can now view the history of Workflow assignments from Workflow Builder using a new “View Assigned Workflows” button. The Assigned Workflows form will have a dropdown to filter the results by status and date. The Workflow assignments form will display the Patient Name, Date Workflow Assigned, Date Workflow Completed, and if the Workflow is active or not.

Workflow Builder

Minor Update

SmartFlow Form Request Notification Options in Workflow Builder. Workflow Builder will now accommodate a SmartFlow to send form requests without notifying a patient. This can be helpful if you want to create a document to start working on before notifying the patient. In the SmartFlow dropdown, you will see that there are Form Request options that will say "with notification" or "without notification". To use these SmartFlow options, go to Utilities > Maintenance > Workflow Builder > Step 2 > Add Task to Complete > Click the SmartFlow radio button and select from the dropdown.

Workflow Builder

Minor Update

Initial Contact Method Field Update. The Initial Contact Method field, located on the Intake tab of the Demographics form, can now accept user-entered values, making this a more flexible option for tracking this information. To configure new Contact Method options, go to: Utilities > Maintenance > Contact Method.

Demographic Form

Minor Update

Filter Patient Registrations by Pending Status. When reviewing Patient Registrations in the Staff Portal, you can now limit to showing only Pending registrations (registrations that were started, but never submitted). If accepting online registrations, you will find this available at: Staff Portal > Patient > Patient Registrations in the status filter dropdown. Thanks so much, Rachelle, from a clinic in New York, for your feedback on this feature!

Patient Portal

Misc

Customize Column Display Width. In Form Builder, you now have the ability to customize and control the width of columns displayed in data grids. To use this new setting, go to: Utilities > Form Builder, add a List Box control, set the “Show as Table” feature to “Yes”, and click to adjust the data source. When using a Data Source, you will see a field for the “Primary Field Width %”, and you will see a new “Column Width %” column that can be adjusted from the default of all columns being equal width. If using List Values, you will see a new button on the right side that will let you make this same type of adjustment. This great suggestion came from Matt at one of our longstanding partner clinics in California!

Form Builder

Enhancement

New ERA Enhancements. The ERA (835) module has been updated with enhancements to support efficiency and save you time.

• New columns to distinguish between the total amount paid (Cur Paid $), and claim adjustments (Cur Adj $). Originally the full total (payments and adjustments) was included in a single column.
• A toggle button for showing and hiding filters in the column headers (previously you would always see the filter buttons at the top of the screen).
• Right-click a column header to access the option for sorting and filtering.
• Moved the Split Payment functionality within the new Actions button on the right side of the row.
• You can now filter for the adjustment codes (column name 'Adj Codes').
• You can toggle the color coding of the ERA grid on or off by clicking the Color Key header.

You can access these new time-saving enhancements by navigating to BillingTracker > Payments > Electronic Remittance Advice (835).

ERA (835)

Redesign

ERA Update. We have restored the bulk selection checkbox in the ERA form to allow easier selection of multiple items. To use the bulk selection check box go to: BillingTracker > Payments > Electronic Remittance Advice (ERA) > Display > Click the check box on the top left corner of the ERA screen.

ERA (835)

Fix

Copy Patient Name from Billing Account. Right-clicking a patient name in their Billing Account will allow you to copy it to the clipboard for pasting into other applications. To copy a patient to your clipboard from their Billing Account go to: BillingTracker > Billing Account > Select a Patient > Right-Click on the Patient name in the Patient section of the Billing Account.

BillingTracker

Minor Update

Updates to Scheduler Event Listing. The scheduler event listing screen now includes right-click options to check patients in/out, collect a payment, and view linked appointments. To view these new options go to: Utilities > Scheduler > File > View Event List > Right-Click line items in the Event List and the menu will display.

Scheduler

Minor Update

New Signature Tablet Partner. We are excited to announce a new signature tablet partnership with Scriptel. ClinicTracker will now offer Scriptel signature tablets as a compatible solution, which will enhance performance, save time, and provide an improved user experience. Many thanks to Diane from DTR Services for all of the time and effort spent collaborating with us on this new partnership!

Misc

New Feature

Prevent Future Dated Appointment Creation. You can now prevent future-dated appointments from being saved with specific Appointment statuses (for example, not allowing an appointment to be saved as "Showed Up" when the appointment date is two days from now). When creating an Appointment set for a date in the future with a status configured with this new feature, a warning message will be displayed and the appointment will not be saved. To prevent future dated appointments for a specific Appointment Status, go to: Utilities > Maintenance > Appointment Status. Check this box and click save. Thank you, Ken, from our partner clinic in Maryland, for this great suggestion!

ClinicTracker

New Feature

Prevent Printing Override Setting Added to Custom Forms. Users with access to Form Builder will now see a check box titled "Allow Printing for Users with Restricted Printing Permission". In the event you need a form to be printed by all staff, including those with the "Prevent Printing Records" restriction enabled, this new override will assist. To use this setting, go to: Utilities > Form Builder > Edit Details > Advanced tab. Thanks to Amber from one of our longstanding partner clinics in Maine for this suggestion and collaboration!

Form Builder

New Feature

Staff Related Documents System Permissions. Tracina, from a clinic in Maryland, asked us for the option to limit access to Staff Related Documents. Thanks to Tracina’s suggestion, we have separated permissions for Patient Related Documents and Staff Related Documents so they can be configured separately. Users with Full access to Staff Info will now see that you can grant users Full, Read-Only, or No permissions. To locate this new system permission, go to: Staff > Staff Info > System Permissions > Program Access > Rel.Documents Staff dropdown.

Related Documents

New Feature

Group Appointments Now Available in Staff Portal (beta). We have added all of the Group Appointment functionality into the Staff Portal. To view and use Group Appointments while working in the Staff Portal, go to: Staff Portal > Patients > Group Appointments.

Group Appointments

New Feature

Allow Patients to View Their Submitted Patient Portal Forms. Patients are no longer blocked from seeing forms they have previously submitted (if you prefer). To enable this new feature, go to: ClinicTracker Options > Patient Portal > Online Forms > Allow viewing of submitted Patient Portal form. Thanks to Jake and Amber from our partner clinic in Maine, for all of their time and input on this important enhancement relating to the CURES Act.

Patient Portal

New Feature

Configure Default Fonts in Form Builder. Users with Options form access are now able to adjust the default fonts for your custom form designs. To do so, go to: Admin Config > Options > Preferences: Preferences > Form Builder Default Font. You will see the options to update the Form Builder Default Font for the Label, Description, Data, and Section Headers.

Form Builder

New Feature

Require CPT Code for Appointment Transition. We added a new setting to safeguard against missed CPT codes for claims that will be submitted to payers, which is intended to prevent rejections. This new feature will prevent the transition of an appointment and the creation of batch claims that do not have a CPT code when required by a payer. To configure this setting on a per-insurer basis, go to: BillingTracker > File > Setup > Insurer Plans > Plan Requirements > Require CPT for Transmission. Thanks to ClinicTracker's own billing expert team for this request.

BillingTracker

New Feature

View Medication Summary in the Patient Portal. Amy identified the need for patients to view additional medication information in their Patient Portal. Now, Patient Portal users will see a new button within their portal account at Clinical Info > Medications in the Summary column. Time-Saving Tip: Use Campaign Builder to send an update to your clients on this important new addition.

Patient Portal

New Feature

Require Insurance Authorization Codes for Locking Notes. This setting will prevent users from locking Progress Notes if there is no Authorization Code for an Appointment with a kept status. They will still be able to save the appointment and progress note but will be prevented from locking until an Authorization Code is added. To configure this setting, go to: BillingTracker > Settings > Insurer Plans > Plan Requirements tab. You will see a checkbox labeled "Require Auth Code for Transition." Thanks again to Amber for this great suggestion!

Misc

New Feature

Automate Program-Based Scheduling Group Enrollment. With this new automation, when a patient is assigned to a Program (from Program Assignments), the patient can be automatically enrolled in one or more Scheduling Groups. To configure, go to: Maintenance > Automatic Program-Based Scheduling Group Enrollment. You can also access this feature from the Program Actions menu of Maintenance > Program Input. Thanks to ClinicTracker guru, Alycia, for this huge time saver!

ClinicTracker

New Feature

Update to the Require Admit Date on Demographics Option. Previously, the Date Admitted field could only be set as "always required" or "never required". You now have the ability to also set this field to be required only for patients or only for intakes. To adjust this setting, go to: Admin Config > Options > Preferences > Demographics Form Settings > Require Date Admitted. Thank you, Sarah and John, from our clinic partner in Illinois, for suggesting and working with us on this improvement!

Demographic Form

Minor Update

Additional Filters for Staff Event/Appointment Defaults. The Event/Appointment Defaults feature includes new inputs for the payor as well as Mental Health vs Chemical Dependency (for those clinics configured for both types). To use this new feature, go to: Staff > Staff Info > User Responsibilities > Automations > Event/Appointment Defaults.

ClinicTracker

Minor Update

Configure Default Fonts in Report Builder. Users with access to the Options form can now adjust the default fonts for use in Report Builder. To do so, go to: Admin Config > Options > Preferences: Preferences > Report Builder Default Font. You will see the options to change the Report Builder Default Font for Data, Page, Header, and Column fields.

Report Builder

Minor Update

ERA Enhancements. Users with access to the Electronic Remittance Advice (835) module will see several updates, including new colors, grouping all available actions in an "Actions" button with detailed descriptions of each possible action that can be taken, a status column with an icon to indicate any potential issues, and a new information bubble when hovering over the file name dropdown (which displays when using the "Show Selected File" display option).

ERA (835)

Minor Update

Modifiers Displaying on Claim Management. BillingTracker's Claim Management screen will now display the service modifiers. This enhancement will help ensure the correct modifier has been added before processing a claim.

BillingTracker

Minor Update

Display Additional Options Pop-Up Menu. We updated the "Profile" link on the ClinicTracker main screen to display pop-up menu items from the Additional Options tab of Staff Info. This new menu will give users easy access to their Staff Info record, scheduling availability, password reset, and more! To access this new menu, go to: ClinicTracker > Main Screen > Profile.

ClinicTracker

Enhancement

Filter Billing Note Automations Based on the Adjustment Group and Reason Codes. The Billing Note Automations can now be filtered based on the Adjustment Group and Reason codes. To configure, go to: BillingTracker > File > Setup > Billing Note Automations > Adjustment Created or Non-Balance Affecting Adjustment Created.

BillingTracker

Enhancement

Override Insurance by Credential. Vikki reached out and asked for the ability within BillingTracker to override insurance by credential. You'll now have the ability to set up new insurer overrides based on the Insurer, Program, and Clinician Credentials. To configure this override go to: BillingTracker > File > Setup > Overrides > Insurance Override by Credential. Alternatively, please reach out to our support team and we would be happy to help you with this configuration. Thank you, Vikki for this suggestion!

BillingTracker

New Feature

Enable Smart Tips for Keyboard Shortcuts in Staff Portal. Staff Portal users can now enable Smart Tip Keyboard Shortcuts by going to: Staff Portal > Options > Show Smart Tips. After enabling this feature, interactive tip bubbles about key shortcuts will display as you navigate through the system. We appreciate the feedback provided by Ken in Maryland and hope this is helpful to all our users.

Staff Portal

New Feature

Automatically Grant New Staff Access to Specific Patient Groups or Places of Service. Users with access to the Maintenance menu are now able to determine if a Patient Group or Place of Service should be accessible to new users by default. To enable this feature, go to Utilities > Maintenance > Patient Group Input or Building/Billing Location Input and select the checkbox that says "Grant Access by Default." This may eliminate the need to access The Patient Group Permissions or Place of Service Permissions on the Additional Options tab of Staff Info for each newly-created staff member.

ClinicTracker

New Feature

Schedule Color Override for Linked Appointment Status. We have added new functionality for linked appointments so you can override the color coding based on the appointment status. This color will be displayed both on the scheduler (in place of the Event Type's color) as well as within the Billing Info panel header on Patient Contacts. You can configure this color by going to: Utilities > Maintenance > Appointment Status.

Scheduler

New Feature

Set Scheduling Availability to Every Other Week. You can now set Schedule Availability based on odd or even weeks of the year. Users will see a new dropdown that includes the options All, Odd Weeks, and Even Weeks. To access this new feature go to: Staff > Staff Info > Additional Options > Scheduler Settings > Set Scheduling Availability (or File > Set Scheduling Availability from the Scheduler). Thanks to Karen, an Executive Director in Colorado for this idea!

Scheduler

New Feature

Manually Activate Patient Portal Accounts From ClinicTracker. Users with Administrative privileges can now manually activate Patient Portal accounts for users that need assistance in activating their account. There is a new "Activate Portal Account" button located on the Patient Portal Account setup form, accessible from Demographics or the Patient Dashboard. If you are interested in this feature, you will first want to go to: Options > Admin > Administrative Settings > Default password for offline Patient Portal user and enter a value.

Patient Portal

New Feature

Override Value Codes. Users with Full BillingTracker access can set up new rules to override the Value Codes set for an insurer, based on the Place of Service, Program, Insurer, and Primary Service. To set the Value Code Overrides go to: BillingTracker > File > Setup > Overrides > Value Code Overrides. Thanks to Debbie from a partner clinic in NY for this suggestion.

BillingTracker

New Feature

Remove Inactive Users from Distribution Lists. We added new functionality for removing inactive staff members from distribution lists when the staff member's status has changed from Active to Inactive. When setting the staff member to Inactive, click save, and if the staff member is in a Global or Personal Distribution List, a new prompt will display that will allow the user to easily remove the staff member from all distribution lists. In addition, when managing Distribution Lists, you will see a new button that allows you to remove all inactive staff from the list.

ClinicTracker

New Feature

Configure Custom Form Colors. When setting a color formula within Form Builder, you will now be able to save user-defined colors for reuse across your agency. This will help to create consistent branding across your form designs. To locate this new update go to: Utilities > Form Builder > Formula Settings > Color Formula.

Form Builder

New Feature

Prevent Saving When The DSM and Record Date Do Not Match. We've added functionality to prevent saving or locking custom forms when the DSM Assignment date does not include the date of the record it's referenced in. Many thanks to Casey from one of our long-standing clinic partners in MD for your collaboration on this project.

ClinicTracker

Minor Update

Improved System Performance For Goal/Objective Loading. We've made system improvements so that you should see treatment plans and progress notes load quicker —especially when working with large sets of goals and objective information (such as multiple Wiley Treatment Planners) in Treatment Plans and Progress notes. Thanks so much to Patti from Arizona for collaborating with us on this project.

ClinicTracker

Minor Update

Add Location-Specific Authorizations. You can now indicate that an insurance authorization is only valid for a specific Place of Service. You will see this new capability when you access the Authorization Form (from Demographics, Patient Dashboard, Patient Contacts, etc.).

ClinicTracker

Minor Update

View Audit Logs In Your Agency Time Zone. For users with Admin privileges, you will now see Audit Logs displayed based on the time zone of your agency location. To view this update go to: Utilities > View Audit Logs. Thanks to Hilary from our clinic partner in Illinois for this suggestion!

Misc

Minor Update

Save and Load Favorite Views In Staff Portal Scheduler. We have added the "Save Favorite View" and "Load Favorite View" buttons to the Preferences window in the Staff Portal Scheduler. To locate these new buttons go to: Staff Portal > Scheduler > Preferences (Cog-wheel button).

Staff Portal

Minor Update

Exclude "SELF" Payor as Default in Patient Contacts. We added a new setting to allow clinics to exclude the "SELF" payor from the system (Appointments, Collaterals, Scheduler Event Details, etc.). To remove "SELF" as a default payor go to: Admin Config > Options > Preferences > Patient Contacts Form Settings > Remove the default "SELF" option from Payor dropdowns.

Misc

Minor Update

Adjust Default for Patient Note Prompts. When configuring Patient Notes (available from the Quick-Info Pane), you have the ability to limit the prompting of that note based on the Staff Type or Staff Assignment. You can now adjust the default selection to Staff Assignments if this is used more often. See: Options > Admin > Administrative Settings > Default for Limit Prompt to Specific Staff in Patient Notes.

Misc

Misc

Apply Workflow When a Form Has been Signed or Locked. Within Workflow Builder, you can now filter for when External Signatures are collected, or based on the form's Locked status. To locate these new filter options, go to: Utilities > Workflow Builder > Add Filter. Thanks to Jodi in Arizona, for her input and collaboration on this enhancement!

Misc

Misc

Add Future Assignments and Assignment End Dates in Reassign Staff Assignments. Users with full access to ClinicTracker will see several new enhancements added to the Reassign Staff Assignments form. These include a Current Assignment Type filter and the ability to set the end date for both the current and future assignments. As an example, you will be able to reassign Staff Assignments in bulk when staff members are on PTO. These new enhancements will assist with limiting the assignment types being updated and also set end dates for the existing and new assignments. To view these new enhancements go to: Help > About > Maintenance > Reassign Staff Assignments.

ClinicTracker

Enhancement

Easily Find Fields for Formulas. When building custom formulas in your forms and reports, you can now easily search through the list of available fields, rather than scrolling through a long list.

Form Builder

Enhancement

Find Available Timeslot Available in Staff Portal. All the functionality of the Find Available Timeslot feature from ClinicTracker is now available in the Staff Portal, including the option to Search and Select First Result. You will find this feature by clicking the magnifying lens at the top of the Staff Portal's scheduling screen.

Staff Portal

New Feature

Upload Multiple Related Documents at Once. Users can now upload multiple files at once in Related Documents. You will see a newly-added button with a magnifying glass icon that says "Upload Multiple Files." You can also select multiple files in the "Find File" dialogue to access this new feature. This time-saving option can be found at: Patients > Related Documents.

Related Documents

New Feature

Auto-Set ePrescribe Location by Patient Primary Place Of Service. If you have multiple ePrescribing locations, you can now determine which one is selected by default, based on the Primary Place of Service for the patient you are accessing. The ePrescribing location will come from the Primary Place of Service on the patient’s Demographics record. If you are interested in configuring this feature, please contact us.

ePrescribing

New Feature

Manage ASAM CONTINUUM & Wiley Treatment Planner Licenses Directly Through License Manager. We have added license breakdown sections for both ASAM and Wiley, as well as buttons to acquire additional licenses. These enhancements are located at: Admin Config > License Manager.

ClinicTracker

New Feature

Improved System Performance For Workflow Task Processing. Workflow tasks can now be assigned by a background process (which should happen within a minute), rather than real-time when completing the triggering action (which requires you to wait until the tasks have all been assigned). This will significantly improve system performance. If this is not desired, you can disable this new functionality by going to Admin Config > Options > Compliance (General): MH & CD Compliance Rules > Workflow Task Assignment Processing In The Background.

Workflow Builder

New Feature

Hide The Homeless Checkbox On Demographics. You have the option to hide the Homeless checkbox from displaying in the Demographics form. To enable this setting go to Admin Config > Options > Preferences > Demographics Form Settings > Hide Homeless Checkbox.

Demographic Form

Minor Update

Auto-Lock Diagnosis Assignments By Default. There is a new setting on the Personal tab in the Preferences section of Staff Info for "Lock Diagnosis Assignments by Default." This setting will default new Diagnosis Assignments to be locked.

Staff Info

Minor Update

Access Options Quickly. We have added a new shortcut as a quick way to access the ClinicTracker Options form. To use this shortcut, simply press Control + Shift + The Letter "o" on your keyboard from the ClinicTracker main screen.

Options Form

Minor Update

More Easily Clone Staff Records. This change lets you more easily create staff profiles by prompting for the new user name when using the feature: Staff Info > File > Copy From Another User. The cloned account will still be set as inactive by default, but will include the user's first name, last name, and user name to save an extra step.

Staff Info

Minor Update

Identify Events Booked By Patients On The Portal. If your clinic allows patients to book appointments online, you can now display a visual indicator tag on the scheduled event to show that an event was booked on the Patient Portal. The "(Portal)" tag will display at the end of the event description. To turn this feature on, go to Admin Config > Options > Patient Portal: Online Scheduling > Include (Portal) Tag In Event Description.

Patient Portal

Enhancement

Faster Sync Between ClinicTracker and ePrescribe. We have improved the speed at which information will sync back to ClinicTracker when returning from ePrescribing, so you should notice much faster performance.

ePrescribing

Enhancement

New Related Documents Interface: Open Linked Custom Forms. We have added a thumbnail icon that you can use to view a Related Document as well as a View File button to navigate to a document's linked Custom Form (if applicable).

Related Documents

Enhancement

Filter Open Balances by Program and Claim Substatus. The Open Balance Widget in BillingTracker now includes new filters for Program and Claim Substatus. In addition, you can right-click on any BillingTracker widget to access a patient's Billing Account.

BillingTracker

Enhancement

This update contains minor stability and performance improvements.

Misc

Misc

Add New Related Documents To Locked Forms. You now have the ability to add a Related Document after a custom form has been locked. When a document is added after the form is locked, users can add extra notes to the comments section of the form, but not replace or remove the document itself. Additional audit log entries will be created to track post-lock Related Document activities. To turn this feature on for your clinic, go to Admin Config > Options > Preferences: Preferences > Allow Related Documents To Be Added To Locked Custom Forms.

ClinicTracker

New Feature

Load From Prior Progress Notes On Staff Portal. The Load From Prior feature that is available for Progress Notes in ClinicTracker is now also available on the Staff Portal. You will now see a Load From Prior button when writing your Progress Note that will load the data from either the most recent, or any prior record, into your current note. This respects the current setting which can be toggled on and off for your clinic (Admin Config > Options > Formats > Progress Note Settings > Prevent Loading Previous) or for a single user (Staff Info > System Permissions > Prevent Loading Previous Progress Note).

Staff Portal

New Feature

Set Payor-Specific Payroll Rules. A clinic in Maryland needed to be able to set different payroll rules for each of their payers. As a result, you now have the ability to set unique rules for different payors. Additionally, a new "Clone" button will make it easier for you to copy rules to apply to other payors or clinicians.

ClinicTracker

New Feature

Use Forms With Timer Controls on the Staff and Patient Portals. Back in December, we released the ability to create forms with a timer, for use in ClinicTracker. Now, forms with timer control can be used on both the Patient and Staff Portals as well.

Staff Portal

New Feature

Populate List Boxes With Multiple Columns. We have added a new property on Custom Form List Boxes named "Show as Table". This new feature provides you the ability to populate a list with multiple columns as a table, instead of one column with semicolon delimiters. This can greatly enhance the visual appeal of your form designs. To locate this new feature, set the "Show As Table" property to "Yes" and then click into the Data Source or List Values sections.

Form Builder

New Feature

Wiley: Per-User Licensing. You asked for more flexibility - we heard you! The Wiley Treatment Planner Integration is now available on a per-user basis. If you'd like to know more about how Wiley can help your clinic make treatment planning easier let us know.

Misc

New Feature

Schedule Appointments Using Find Available Timeslot in Staff Portal. All the functionality of the Find Available Timeslot feature from ClinicTracker is now available in the Staff Portal, including the Search and Select First Result feature. You will find this feature by clicking the magnifying lens at the top of the Staff Portal's scheduling screen.

Staff Portal

New Feature

New Performance Measure: 90-Day Old Open Balances. The Performance Measurement Report now includes a metric that identifies the percentage of your open insurance balances that are over 90 days old. You can view this metric to help understand the efficiency of your revenue cycle by going to ClinicTracker > Reports > Performance Measurement Report.

BillingTracker Reporting

Minor Update

Add A New Line In Your Formula Output. If you'd like to insert a new line in your Form Builder formula, switch over to the Custom Formula Editor tab, and search the Formula Library for "Add a new line ( (Char (13 ) )" in the Strings section. Note that while you can use the code "13" for a newline, you can use any other ASCII code as well (see: ASCII Codes).

Form Builder

Minor Update

New Custom Label: Billing Team. Our friends in Michigan asked if we could add a new custom label to the system. We've added the ability to change the label for "Billing Team" (one of the general mailboxes for Patient Portal messages) to anything you'd like. For more information about Custom Labels, see this guide page.

Patient Portal

Minor Update

Display Open Balance Plus Upcoming Copay on Patient Portal. A clinic recently asked for the functionality to display any previous Open Balance as well as the upcoming copay to patients on their Scheduled Events page. We've added an option (Patient Portal > Online Scheduling > Collect Amount Before Appointment) which can display either no information, Copay For Upcoming Event, Open Balance, or both the Upcoming Copay and the Open Balance.

Patient Portal

Minor Update

Learn about Changes to ClinicTracker. As you know, we're always making improvements to the system. You can access this page to view Release Notes directly from the Staff Portal by using the new Help menu.

Staff Portal

Minor Update

Patients: Import Your Appointments Into Your Calendar. We've added a button on Scheduled Events in the patient portal that lets your patients download an ICS file from the patient portal. The ICS file can then be used to import the event into the patient's calendar of choice.

Patient Portal

Minor Update

Search Multiple Tags In Custom Form: Bulk Search. We have added the ability to search using multiple Tags, Field Types, and Field Values in the Custom Form Bulk Search utility. This will allow you, for example, to search for records where the clinician signature is present, but the supervisor signature is missing. To locate this new feature, go to ClinicTracker > Utilities > Custom Form Bulk Search > Click the green plus sign within the "Additional search result filters" and preview the new search flexibility.

ClinicTracker

Enhancement

Wiley Treatment Planner Integration. We are excited to announce that we've integrated the Wiley Treatment Planners into ClinicTracker. You can now quickly create treatment plans within ClinicTracker by selecting from Wiley's catalog of problems, goals, objectives, and interventions. If you'd like to learn more about licensing this integration, please reach out to us for a demonstration or register now for the Wiley Treatment Planner Integration Webinar on Friday, February 24th, 2023 at 1 PM ET.

ClinicTracker

New Module

Transition Appointments: Favorites. You can now create favorites on the Transition Appointment screen that will be shared by all users. They will also be accessible from the Transition Appointments menu in BillingTracker.

BillingTracker

New Feature

Timer Control: Count Up, Count Down, and Reset. We've added a property to the Form Builder Timer Control called Timer Direction. This allows you to set a timer to count up or count down. We've also added a Reset Button property that determines if the timer can be manually reset to its original value.

Form Builder

New Feature

Retain Formulas and References When Cloning Forms. We've updated the Custom Form cloning function to ensure that the integrity of formulas is maintained on the cloned form.

Form Builder

New Feature

Restrict "Load From Prior" for Specific Staff on Specific Forms. When creating a custom form, you may now prevent individual Staff from using the "Load From Prior" feature. Go to Form Builder > Custom Form > Edit Details > Advanced tab > Prevent Selected Staff From Using the "Load From Prior" Feature. You can adjust this restriction on a per-user basis from the User Responsibilities tab of Staff Info.

Form Builder

New Feature

Prevent User From Printing. We've added a setting to Staff > Staff Info > System Permissions tab, called Prevent Printing of All Records. If this setting is enabled, the staff member will be restricted from using the Print, Export to Word, and Export to PDF functions on all documentation, including Custom Forms and Batch Paperwork Printing.

Staff Info

New Feature

Update ERA Reference Number. When importing an ERA file, you now have the ability to edit the reference number if needed. You can also do this for a previously-imported file using the File Adjustments button when viewing a specific file.

ERA (835)

New Feature

Common Phrases on Staff Portal. Staff Portal users can now leverage the Common Phrases feature to make data entry easier! For more information on Common Phrases, please visit this guide page.

Staff Portal

New Feature

Select Payor on Bulk Billing Note. You will now have the ability to select a specific payor when applying Billing Notes in bulk, rather than having the notes always associated with the primary payor.

BillingTracker

New Feature

Automatically Activate Portal Tasks Once Portal Account is Created. A workflow may generate a task to complete a portal form. If the patient doesn't have a portal account, the task will be marked as invalid. Now, these tasks will be activated once a portal account exists.

Workflow Builder

New Feature

Improvement to sending recordings. Need to send us a recording of what you see on your screen? Head over to: ClinicTracker > Help > Screencast Recording. We have integrated with a new partner that will turn your recording directly into a support ticket that will be received by our team.

Misc

New Feature

Pay Copay Online Before Appointment. Patients can pay their anticipated copay ahead of their appointment using the Patient Portal. On the Schedule tab, the patient will be presented with a new Pay Copay button. If you would like to use this option, go to Admin Config > Options > Patient Portal > Online Scheduling > Collect Copay.

Patient Portal

New Feature

Patient Pronouns on Staff Portal Quick Info Pane. The Pronouns field is now available on the Quick Info tab of the Quick Info Pane for easy reference.

Staff Portal

Minor Update

Batch Print Patient Summary. Matt was looking for a way to print patient Medications through the Batched Paperwork Printing process. Thanks to Matt's suggestions, you will now see the Patient Summary included in Batched Paperwork Printing.

ClinicTracker

Minor Update

Access Billing Clinician Overrides from Staff Info. Users with access to both Staff Info and BillingTracker will be able to view the Clinician Overrides for a specific Staff Member by going to Staff > Staff Info > Additional Options tab > Billing Clinician Overrides button.

Staff Info

Minor Update

Refresh Diagnosis Assignment. No need to exit and reload your record when a Diagnosis is changed by another user or on another form! Now, simply click the refresh button in the diagnosis assignment control.

ClinicTracker

Minor Update

Mark Claims On-Hold. Sara, an Office Manager from Rochester, added a suggestion regarding marking claims on hold in bulk. We thought this made sense too, so now when you go to BillingTracker > Claim Management > Display Claims, you can highlight multiple claims (using Shift or Control) and right-click to find options to mark the selected claims on-hold or not on-hold.

BillingTracker

Enhancement

Identify Self and Linked Portal Profiles. On the Patient Portal, we want to be sure it is easy for a client to tell when they are looking at their own Patient Profile and when they are looking at a Linked Profile. We've applied a different color theme to the Linked Profiles and added clarification at the top of the screen to make it easier to know which profile you are viewing.

Patient Portal

Enhancement

Beta Testing: Payroll Redesign. Based on feedback received from our user community, we've been working on a new experience for processing Payroll. If you're interested in a sneak-preview, you can access the new beta version from the Payroll menu in BillingTracker. If you are interested getting started with Payroll, contact us for a demo.

Payroll

Redesign

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

Misc

Misc

Collect Payment at Kiosk Prior to Check-In. You now have the option to display a patient's open balance and to request or require payment when they check in using the kiosk. If you would like to use this feature, please reach out to the support team and let us know which option you would prefer:

• Do not display open balance (default)
• Display open balance, offer the option to pay
• Display open balance, require partial payment
• Display open balance, require full payment

Patient Portal

New Feature

Patient Portal Updates. Based on feedback from our user community during a recent webinar, we've implemented the following changes:

• Your patients will now see a button on the My Accounts page to request a payment plan.
• Patients can easily send a refill request to the prescriber (or in the absence of a prescriber, to the general recipient mailbox) using the new Request Refill button in the Medication list.
• You can add a custom description at the top of the My Schedule page. To configure this option go to: ClinicTracker > Options > Patient Portal > Online Scheduling > Display a Message on the Schedule Tab.

Patient Portal

New Feature

New: Margins in Form Builder. Forms can now be built with Top, Bottom, Right, and Left Margins on controls. You'll be able to make your Custom Forms more easily mirror your paper forms with this new capability. It gives you the ability to space the fields on your forms without needing to use complicated workarounds.

Form Builder

New Feature

Notify Admin Users When Patient Access Permissions Change. We've added an extra layer of security that your clinic can opt into, which will notify users with administrative permission whenever there are changes made to a staff member’s Patient Group or Place of Service Permissions. To turn on this option, go to: Admin Config > Options > Admin > Administrative Settings > Send message when Patient Access Permissions change.

ClinicTracker

New Feature

Add a Timer to Your Forms. The Counter/Timer control in Form Builder now allows you to add a timer to your form if you change the Display Style to Timer. Your form will show users a Start/Stop button and the time will be displayed in the format you select.
Note: This feature is currently in beta testing. If you would like it enabled on your system, please contact us.

Form Builder

New Feature

Set Location-Specific Caller ID. If you would like your Appointment Reminder calls to show a location-specific caller ID, rather than the global caller ID configured on the Appointment Reminder Configuration form, simply go to: Utilities > Maintenance > Building/Billing Location Input > Reminders tab and enter the caller ID for each location.

Appointment Reminders

New Feature

Staff Preferred Names on Appointment Reminder Text and Calls. Brooke reached out to ask if Appointment Reminder calls could reference the Staff Preferred Name if one is entered. That made perfect sense to us, so Appointment Reminder SMS messages will now display the Preferred Name if available, and the Legal Name if not. Reminder calls will work similarly, although if a phonetic spelling is entered, that will be used instead. Thanks, Brooke!

Appointment Reminders

Minor Update

See Details of a Recurring Series of Scheduler Events, Even on Exceptions. When viewing a series occurrence or exception, you will still be able to access the recurrence pattern details from the Event Details screen.

Scheduler

Minor Update

Set Expected Hours Using Automatic Staff Assignment. If your clinic uses Automatic Staff Assignments (Staff Info > Additional Options tab > Automatic Staff Assignments) you now have the ability to set Expected Hours for the assignment.

ClinicTracker

Minor Update

Auto-Apply Modifiers When Resubmitting Claims. You no longer need to manually reapply modifiers in the ERA form when resubmitting or correcting a claim because BillingTracker will do it for you!

BillingTracker

Minor Update

Control Staff Access to Patient Portal User Management. You can now change which staff members have the ability to manage Patient Portal Accounts by going to: Staff > Staff Info > System Permissions > Patient Portal User Management. You can also access the Patient Portal User Management form directly from the Utilities menu.

Patient Portal

Minor Update

New Custom Form Templates. We published the following new templates in Form Builder:

• Nutrition Assessment
• Child Development
• Family and Living
• ACT/MOBILE Treatment - Adult Concurrent

Templates may be used as a starting point, then edited to meet your needs. To learn more about using Custom Form Templates available, review this Guide page.

Misc

Misc

Auto-Fill Treatment Type Using Staff Event Defaults. If your clinic uses the Treatment Type field, you can now auto-fill the Treatment Type on Patient Contacts by going to: Staff > Staff Info > Additional Options Tab > Staff Event Defaults. If you'd like to begin using the Treatment Type field, you can go to: Admin Config > Options > Patient Contact Form Settings > Display Treatment Type.

ClinicTracker

Enhancement

Enhanced ERA Filtering. You can now filter ERA columns with more flexibility, such as before a date, after a date, or within a date range, as well as greater than/less than a dollar amount or within a specified dollar range.

ERA (835)

Enhancement

Clone Modifier Rules. Save time by using the new Clone button when creating Modifier Rules (BillingTracker > Settings > Modifiers > Modifier Rules).

BillingTracker

Enhancement

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.

Workflow Builder

New Feature

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.

Form Builder

New Feature

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.

Staff Portal

New Feature

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.

BillingTracker

New Feature

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.

Workflow Builder

New Feature

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.

Demographic Form

New Feature

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.

Form Builder

New Feature

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.

Workflow Builder

New Feature

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.

Workflow Builder

New Feature

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.

Scheduler

New Feature

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.

Form Builder

New Feature

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.

ClinicTracker

New Feature

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.'

Scheduler

New Feature

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).

ClinicTracker

Minor Update

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

Misc

Minor Update

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.

Scheduler

Minor Update

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.

Related Documents

Minor Update

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.

ClinicTracker

Minor Update

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.

Misc

Misc

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.

Telehealth

Misc

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

Scheduler

Enhancement

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.

Workflow Builder

Enhancement

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.

Demographic Form

Enhancement

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

Misc

Misc

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

Misc

Misc

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.

ClinicTracker

New Module

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.

Patient Portal

New Feature

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

Staff Portal

New Feature

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.

BillingTracker

New Feature

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.

ClinicTracker

Misc

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.

ClinicTracker

Enhancement

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.

Workflow Builder

Enhancement

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.

Staff Portal

Enhancement

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.

Scheduler

Enhancement

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.

ClinicTracker

Enhancement

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.

BillingTracker

Redesign

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

Misc

Misc

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.

Workflow Builder

New Feature

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.

Form Builder

New Feature

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.

ClinicTracker

New Feature

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

Staff Portal

New Feature

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.

Form Builder

New Feature

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.

ClinicTracker

New Feature

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.

Staff Info

New Feature

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.

Patient Portal

New Feature

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".

Workflow Builder

New Feature

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.

Form Builder

New Feature

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.

BillingTracker Reporting

Minor Update

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.

ClinicTracker

Minor Update

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.

Workflow Builder

Minor Update

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.

Misc

Misc

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

ClinicTracker

Enhancement

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.

Staff Portal

Enhancement

This release provides stability and performance improvements.

Misc

Misc

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.

Patient Portal

New Feature

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.

Report Builder

New Feature

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.

Form Builder

New Feature

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.

Staff Portal

New Feature

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.

Insurance Eligibility Verification

New Feature

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.

Form Builder

New Feature

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.

Insurance Eligibility Verification

New Feature

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.

Patient Portal

Minor Update

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.

BillingTracker

Minor Update

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.

BillingTracker

Minor Update

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.

BillingTracker

Minor Update

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.

BillingTracker

Minor Update

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.

BillingTracker

Minor Update

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.

BillingTracker

Enhancement

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.

Form Builder

Enhancement

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).

Scheduler

Enhancement

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.

ClinicTracker

Enhancement

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.

Insurance Eligibility Verification

Enhancement

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!

ClinicTracker

New Module

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.

BillingTracker

New Feature

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.

Workflow Builder

New Feature

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.

Messaging

New Feature

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.

BillingTracker

New Feature

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.

BillingTracker

Minor Update

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.

ClinicTracker

Minor Update

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

BillingTracker

Minor Update

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.

ClinicTracker

Minor Update

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.

Patient Portal

Minor Update

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.

BillingTracker

Enhancement

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.

Form Builder

Enhancement

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!

Misc

Enhancement

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.

Staff Portal

Enhancement

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.

Patient Portal

Enhancement

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.

Demographic Form

Enhancement

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!

Staff Info

Enhancement

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.

Scheduler

Enhancement

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".

Scheduler

New Feature

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.

BillingTracker

Minor Update

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.

Insurance Eligibility Verification

Enhancement

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.

Report Builder

Enhancement

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.

Appointment Reminders

Enhancement

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.

Scheduler

Enhancement

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.

ERA (835)

Enhancement

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.

Staff Info

Enhancement

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!

Staff Portal

Enhancement

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.

Form Builder

Enhancement

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.

Appointment Reminders

Enhancement

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.

Form Builder

Enhancement

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.

ClinicTracker

Enhancement

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.

Form Builder

Enhancement

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.

Messaging

Enhancement

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.

Workflow Builder

Enhancement

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.

ClinicTracker

Enhancement

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.

Misc

Enhancement

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.

Demographic Form

Enhancement

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.

Workflow Builder

New Feature

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.

ERA (835)

New Feature

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.

Form Builder

New Feature

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.

ClinicTracker

Minor Update

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.

BillingTracker

Minor Update

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.

BillingTracker

Minor Update

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.

Insurance Authorizations

Minor Update

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.

Insurance Eligibility Verification

Enhancement

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.

Workflow Builder

Enhancement

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

Misc

Misc

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

Staff Portal

New Feature

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!

Form Builder

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.

BillingTracker

New Feature

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.

Advanced Search

Enhancement

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.

Workflow Builder

Enhancement

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.

Patient Portal

Enhancement

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.

Custom Label

Enhancement

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.

Insurance Eligibility Verification

Redesign

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.

Staff Portal

New Feature

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.

Messaging

New Feature

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!

ERA (835)

New Feature

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.

Scheduler

New Feature

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.

Staff Portal

New Feature

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.

Scheduler

New Feature

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.

Patient Portal

Minor Update

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.

Form Builder

Minor Update

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.

BillingTracker

Minor Update

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.

Patient Portal

Minor Update

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.

Appointment Reminders

Minor Update

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.

Demographic Form

Minor Update

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

BillingTracker

Minor Update

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.

Misc

Misc

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.

Misc

Misc

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.

ClinicTracker

New Feature

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.

Form Builder

New Feature

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 Portal

New Feature

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

Staff Portal

New Feature

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

ERA (835)

Minor Update

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

BillingTracker Reporting

Minor Update

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.

Patient Portal

Minor Update

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.

Demographic Form

Minor Update

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.

Demographic Form

Minor Update

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.

Misc

Misc

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

Misc

Misc

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

Scheduler

Minor Update

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

Scheduler

Minor Update

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.

Misc

Minor Update

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.

Form Builder

New Feature

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."

Staff Portal

Minor Update

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

ClinicTracker

Minor Update

This release includes other minor stability and performance updates.

Misc

Misc

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.

Misc

Minor Update

This release includes minor stability and performance updates.

Misc

Misc

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.

Form Builder

New Feature

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.

BillingTracker

New Feature

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

Compliance

New Feature

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.

Misc

New Feature

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.

ClinicTracker

New Feature

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.

ClinicTracker

New Feature

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.

Patient Portal

New Feature

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 Portal

New Feature

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

ClinicTracker

Minor Update

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.

Staff Portal

Minor Update

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.

Scheduler

Minor Update

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?"

ClinicTracker

Minor Update

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.

Compliance

Minor Update

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

Insurance Authorizations

Minor Update

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.

Staff Portal

Misc

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.

Misc

Misc

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.

ClinicTracker

New Feature

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.

Form Builder

New Feature

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.

Messaging

New Feature

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

Staff Portal

New Feature

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.

Insurance Authorizations

New Feature

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.

Misc

New Feature

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

Patient Portal

New Feature

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.

Insurance Authorizations

Minor Update

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.

Insurance Authorizations

Minor Update

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.

Form Builder

Minor Update

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

BillingTracker

New Feature

This release also includes minor stability and performance updates.

Misc

Misc

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.

ClinicTracker

New Module

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.

Insurance Authorizations

New Module

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.

Messaging

New Feature

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.

Misc

New Feature

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.

Form Builder

New Feature

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.

Insurance Authorizations

New Feature

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

Patient Portal

New Feature

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.

Staff Portal

New Feature

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.

Patient Portal

New Feature

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.

Compliance

Minor Update

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.

Telehealth

Minor Update

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).

Patient Portal

Minor Update

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.

Demographic Form

Minor Update

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.

Demographic Form

Minor Update

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.

Form Builder

Minor Update

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

Misc

Misc

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.

Patient Portal

New Module

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.

Patient Portal

New Module

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.

ClinicTracker

New Feature

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.

Telehealth

New Feature

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.

BillingTracker

New Feature

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.

BillingTracker

New Feature

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

Staff Portal

New Feature

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

Staff Portal

New 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.

Patient Portal

Minor Update

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.

Compliance

Minor Update

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

Options Form

Minor Update

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.

ePrescribing

Minor Update

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.

Form Builder

Minor Update

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).

BillingTracker

Minor Update

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

ClinicTracker

Minor Update

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.

Patient Portal

Minor Update

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

BillingTracker

Misc

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.

Patient Portal

New Module

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.

Misc

New Module

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.

Misc

New Feature

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.

Misc

New Feature

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

Staff Portal

New Feature

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.

Compliance

New Feature

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.

Compliance

New Feature

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.

ERA (835)

New Feature

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.

Form Builder

New Feature

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.

BillingTracker

Minor Update

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

Patient Portal

Minor Update

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

BillingTracker

Minor Update

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.

Compliance

Minor Update

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

Payroll

Minor Update

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.

Misc

Minor Update

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.

Form Builder

Minor Update

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

Misc

Misc

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.

Messaging

New Module

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.

BillingTracker

New Feature

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.

Compliance

New Feature

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.

Compliance

New Feature

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

Compliance

New Feature

"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.

BillingTracker

New Feature

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.

ClinicTracker

New Feature

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.

BillingTracker

New Feature

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.

Staff Portal

New Feature

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.

Appointment Reminders

New Feature

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.

Group Appointments

New Feature

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.

Staff Portal

New Feature

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.

ClinicTracker

Minor Update

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

Misc

Minor Update

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.

Group Appointments

Minor Update

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

Compliance

Minor Update

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.

BillingTracker Reporting

Minor Update

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.

BillingTracker

Minor Update

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.

Form Builder

Minor Update

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

Misc

Misc

Auto-Refresh Your Forms. While filling out a Custom Form, you can navigate to another form and your reference data will refresh when you return. When you add a Navigation Control to a form, simply enable the new property, Auto-Refresh on Return.

Form Builder

New Feature

Additional Service Codes. This update allows you to add up to 5 Service Add-Ons (previously only 2). You can also configure three additional services at: Maintenance -> Service Code with Add-On Package.

ClinicTracker

New Feature

Custom Fonts in the Header Row of Grid Views. Now, you can adjust the fonts in the header when using a Grid View control.

Form Builder

New Feature

Suppress the Grid View Header Row and Field Label Independently. Prior to this update, the Header Row and Field Label of a Grid View could only be suppressed together. Now, you can suppress one or the other independently.

Form Builder

New Feature

Compliance Builder: Simplified. You've asked for a more intuitive way to create workflows at your clinic. We are excited to announce that we've redesigned Compliance Builder based on your input.

Compliance

New Feature

ePrescribe From the Staff Portal. If you are a prescriber who prefers to work in the Staff Portal, then you will appreciate this update. You can now access ePrescribe directly from the Patients Menu without ever leaving the Staff Portal.

ePrescribing

New Feature

Limit Scheduling to Assigned Staff. We've heard your request to allow patients to book appointments only with their Assigned Staff. You can configure this by going to: Options-> Limit staff available for scheduling based on active Staff Assignments.

Patient Portal

New Feature

Password Reset From the Staff Portal. Reset your ClinicTracker password from the Staff Portal, using the new Forgot Password feature.

Staff Portal

New Feature

Lab Order Time. Going forward, your lab orders will now indicate the order time, in addition to the date.

Lab Orders/Results

Minor Update

Search Patients by Program and Staff Assignments. We've updated the Advanced Find Form, giving you the ability to easily search by Program Assignments or Staff Assignments.

Misc

Minor Update

Insert the Current User's Name in a Formula. When creating formulas within your Custom Forms, you will see a new option in the Environment Variables section for: Active User Name. Use this to display the First Name + Last Name of the person completing the form.

Form Builder

Minor Update

We're excited to release the first stage of ClinicTracker's new look and feel. You will find that we've substantially upgraded our logo, icons, and other graphical elements to give our software a more modern, accessible appearance. These esthetic changes are part of a larger effort to upgrade your experience with our software. Over the next several releases you'll see how we're re-designing major elements of the program to make them more intuitive and user-friendly. As always, our users suggested many of the changes we're implementing, so please keep those ideas headed our way.

Misc

New Feature

You'll see on the Main Screen elements of our new "Enhanced Mouseover" system. It is part of our effort to maximize the extent to which the program can guide you through its many features. With this release, you'll notice revised mouseover text and a format that's easier to read. Over time, you'll see that some of the mouseovers have an information icon. Clicking on it will bring you to a fuller description of the feature (of the sort you can find in our help documentation), along with whatever links might direct you to related topics. The last step is especially powerful in that we'll have links that can take you right to other parts of the program (for example, a relevant maintenance form).

Misc

New Feature

We've added four new audit logs for the Patient and Staff portals. They show who has accessed each portal and the nature of their activities. Administrative users can access these reports by following this path: Help -> About -> Maintenance -> View Audit Logs.

Staff Portal

New Feature

We have created a new "Text Template" feature that will allow you to preload canned statements for any text area in the system. For example, if you had a "presenting problems" field, you could pre-store phrases (specific to that field) for "Patient presented with mild anxiety symptoms on 3/5/21." and then add that phrase by simply checking a box that says "Mild Anxiety."

Access this feature by pressing Shift+Escape on your keyboard when you have focus in a text control. This will display the available text templates. Administrative users can use this same location to configure the available phrases.

Misc

New Feature

Many of our users tired of having to enter their (often lengthy) ClinicTracker passwords every time they had to sign paperwork. In response, we made it so that you could enter a Signature PIN instead of the full password, everywhere except for the initial login or inactivity security screens. For this new feature to become active, an administration first has to enable it in the Options form (Enable Signature PIN), where they can also set the length requirements for the PIN. Users can then configure their personal PIN number on the Additional Options tab of their Staff Info record.

Misc

New Feature

You can now design tabs within Form Builder that only display under certain conditions (i.e., "conditionally visible" tabs). If you set all the controls within a tab to be invisible, the system will not display that tab at all. This feature is available in both ClinicTracker and the portals.

Form Builder

New Feature

For those of you who use the Batch Create Claim utility for PRP-style blended billing scenarios: If you select multiple Service Locations within the Matching Patients Display option, you can now require that, to be included in the batch, a patient has had an appointment in all of those locations at some point during the selected date range. Just check the box labeled, "Require Appointment in Each Selected Location" at the top left of the form.

Also, you can now calculate service charges using the normal fee schedule calculation rules, rather than manually entering in a service cost. You’ll see a checkbox labeled “Use Fee Schedule” on the right side of the form, under where you enter the Service Rate and Units.

BillingTracker

New Feature

Our messaging system lets you configure an autoreply (such as, "I'm on vacation until Tuesday. Please contact my supervisor"). We've now made it that you can configure an autoreply for incoming secure messages that your patients send you through the Patient Portal.

Messaging

New Feature

In the Batch Create Claims component of BillingTracker (Claim Creation -> Batch Create Claims), we've added a way to filter Patient Search results by the age of the patient. You'll find that function at the top right of the form.

Also notice that, depending on your other search criteria, you can select by the current age, age as of the start of the current month, age as of the end of the current month, and age as of a custom date you set.

BillingTracker

Minor Update

You can enter service unit quantities up to 999 (previously only 99) when recording appointments within Patient Contacts.

ClinicTracker

Minor Update

You will see we added an icon to the far-right side of each rule within Compliance Builder. Clicking on it opens a text box, where you can enter a description and instructions for applying that rule.

Compliance

Minor Update

You will find a new ClinicTracker Quick Reference guide that's available in ClinicTracker's Help menu. It shows various system conventions for both PC and Mac users (you can indicate your preferred platform in the top right corner). You'll also see that you can toggle whether or not the guide displays at startup via the checkbox at the bottom right.

Misc

Minor Update

Telehealth Connector users will now see telehealth join links in their internet calendar (integrated with Outlook or another calendar system) and/or when they download an ICS file directly.

Telehealth

Minor Update

Some of our customers requested a method for collecting an insurer credit card payment and then storing it as a credit balance. Click on Payment in BillingTracker's left navigation bar, select the Insurance Payment form, and click on the new "Collect Payment" item in the top menu.

BillingTracker

Minor Update

When ClinicTracker sends an insurance eligibility request, a payor might return an "In Network Plan" indicator and/or "Authorization Required" indicator. The grid at ClinicTracker -> Utilities -> Insurance Eligibility Review will now display information a payor might have sent for either of those fields.

Insurance Eligibility Verification

Minor Update

We've added two new fields to the Referral section of the Demographics Form: Referral Source Email and Referral Agency. We also made it so you can change the label itself by going to Admin Config -> Custom Labels -> Fields(2) tab. You'll see those two fields at the bottom of that listing.

Demographic Form

Minor Update

You can now control which sections within the Clinical Info tab show in your Patient Portal. Please contact us if you would like to hide one or more of those sections.

Patient Portal

Minor Update

When you select a Referral Source in the Demographics form, the system will populate the ensuing fields (email, phone, agency, and referred by) with the relevant information it finds at: BillingTracker -> File -> Setup -> Referral source.

Demographic Form

Minor Update

We have enabled custom labels for the Treatment Plan Goal and Objective sections.

ClinicTracker

Minor Update

In response to your feedback, we've developed a new method for connecting the best Telehealth services to ClinicTracker. Rather than using a dedicated teleconferencing solution like TrueConf, we now offer a "bring your own platform" approach. That means that you can join up your agency (or personal) Zoom account with ClinicTracker's new Telehealth Connector module. You can use the teleconferencing program of your choice, while enjoying the benefits of the ClinicTracker connection, including the ability to:

• Schedule a Telehealth appointment like any other event
• Enable clients to join sessions via the Patient Portal
• Send Telehealth links out via Appointment Reminders

For more details, click here. Contact us through the Support Portal or reach out to your Account Specialist to add this feature to your account. Please note, the teleconferencing program of your choice must be HIPAA compliant and meet some other technical criteria.

Telehealth

New Module

We're happy to announce the availability of a feature so many of you have requested – the Patient Contacts form accessible via the Staff Portal. The web version of the form behaves exactly as what you've become used to through ClinicTracker, and even includes the integration of Custom (but not Stock) Progress Notes. Contact us through support if you’d like to try out this initial beta release. Note: This beta release will not include integration with Compliance Builder (so any rules based on creation/update of an appointment or progress note will not be triggered), launching into ePrescribing, or External Contacts. These features are all scheduled to be included in the near future.

Staff Portal

New Module

We've both simplified and enhanced the payment collection process on the Transition Appointments screen, similar to what we did recently for Batch Claim Creation. You'll have the option to: not to collect a payment, always collect a payment, auto-apply credit balances (with the option to prompt if there's a zero credit balance), and auto-charge a patient's credit card on file. You'll find these options when you press either the Transition Selected or Transition All buttons.

BillingTracker

New Feature

You now have the ability to upload insurance card scans via the Patient Portal Registration form. Please contact us if you would like us to activate this feature.

Patient Portal

New Feature

We've made it much easier for you to navigate from a referral source on ClinicTracker's Referral Source Input form to that same referral source on BillingTracker's billing details form. All you need to do is right-click on an entry in the lower list of referral sources, or click the Access Billing Configuration menu item.

ClinicTracker

Minor Update

Previously, any time you saved an appointment on the same day as another appointment, you would get a prompt to verify that you were not entering a duplicate appointment. You can now disable this setting by using the "Prompt For Duplicate Appointments on the Same Day" setting, which is located in the Options form.

Misc

Minor Update

Your clients now have the ability to compose secure messages through the Patient Portal which are directed to the "Billing Team." You can determine who on your staff should receive those messages by going to their Staff info record, and checking off the Billing Team setting in the Patient Portal Messaging section of the Basic Info tab. You can add as many staff members to this distribution list as you wish.

Patient Portal

Minor Update

When you manage the list of descriptions for Collateral Descriptions in the Maintenance Menu, you'll see that you can associate them with one or more Collateral Services (it was previously based on the Program).

ClinicTracker

Minor Update

You can require an authorization for any kept appointment by enabling the "Require Auth Code for Appointment" setting on the Plan Requirements tab of BillingTracker's Insurer Plan Setup form.

BillingTracker

Minor Update

We've added an "Always" option that tells the system to automatically begin creating an account on the Patient Portal without first displaying a prompt. Search the Options form for: Display Prompt for Patient Portal Account Creation.

Patient Portal

Minor Update

You can now apply various actions to multiple selected items on the Staff Compliance screen by highlighting multiple entries and right-clicking.

Misc

Misc

We created a feature that prompts a user returning from the ePrescribing portal to complete a form you designate (e.g., a Medication Informed Consent). Contact ClinicTracker support to activate this feature.

ePrescribing

New Feature

The form at: BillingTracker -> Settings -> Overrides -> Program Based NPI now includes a filter for Location. That means you can use a combination of Program and Location to determine the NPI for outgoing claims.

BillingTracker

New Feature

The Batch Create Claims module now functions much like the Transition Appointments process. It offers the following features:

• Copay calculation and Collection
• Auto-Apply Copay
• Auto-Charge Default Card

BillingTracker

New Feature

The form at: BillingTracker -> Setup -> Fee Schedules -> Configure Fee schedules now includes the option to consider the Clinician (one, all, or multiple) in fee schedule rules.

BillingTracker

New Feature

You can now limit the types of events patients will see listed when they search for an appointment in the Patient Portal. See: Maintenance -> Schedule Event Type Input.

Patient Portal

New Feature

Billing Modifier Rules now allow you to restrict the rule application based on the patient's age (either at time of service or when the rule is applied).

BillingTracker

New Feature

We are in the midst of project to enhance your experience with ClinicTracker. That effort includes rearranging menu items, updating graphics, improving mouseovers (both the wording and the format), re-wording labels so they're clearer, and generally searching for opportunities to make the system more accessible with fewer clicks. An example you'll see in this release is that we've rearranged items in the Staff Dashboard’s Utilities Menu so that the most frequently used features are listed at the top. The listing also allows access to all Form Builder features:



As always, we welcome your input on how to improve the system and make a better experience for members of the ClinicTracker community.

ClinicTracker

Minor Update

We added a new 'Scoring' tab to the PHQ-9 Admin that displays the calculated score and a legend that characterizes that result:

Misc

Minor Update

You can now navigate to a patient’s Demographic record by right clicking on relevant entries in the BillingTracker Staff Dashboard.

BillingTracker

Minor Update

Users who need help seeing screens can now take advantage of our new magnifier tools. You'll find two modes: 1) Full-Screen mode (Control + M) magnifies the entire screen; and 2) Lens Mode (Control + L) magnifies the area around your mouse pointer. Access these tools by heading to the Help Menu within either the ClinicTracker or BillingTracker Staff Dashboards and looking for the new Magnifier menu. To exit from these magnifier tools on a Windows machine, hold the Windows Key while pressing Escape. Mac users should hold the Command key when pressing Escape. You'll see a gear icon that lets you change some of the configurations (such as the increments of change to the magnification from 100% to 50%). If you notice that the mouse does not move smoothly for you, this can generally be addressed by unchecking the "Smooth edges by images and text" option.

Misc

New Feature

You can tell ClinicTracker to send patients an email on the day of their telehealth appointment. That email will contain the link the patient will need to join the event. To enable this feature, go to the Options Form and search for: "Enable sending email with telehealth link on the day of the scheduled event." You will see a secondary setting to determine what time on the appointment day the system should generate these emails.

Telehealth

New Feature

ClinicTracker supports Two-Factor Authentication (2FA), whereby the system will send the user a one-time code via email before they can log in. You can enable this option by going to the Options Form and searching for "Two Factor Authentication." If you choose the "Per-User Option" for 2FA, each staff member can elect to enable this feature on the Additional Options tab of their Staff Info record. As of this update, 2FA is now available on the Staff Portal as well.

Staff Portal

New Feature

You can now set standard durations for the different types of appointments patients can select when they schedule via the Patient Portal. For example, you can tell the system that intake appointments should always be 60 minutes. It will also prevent patients from entering a different duration. To add a standard duration for each Event Type, go to: Utilities -> Maintenance -> Scheduler Event Type input. Select the Event Type and you'll see a new area for "Required Duration" which you can enter in the number of minutes you prefer.

Patient Portal

New Feature

ClinicTracker has always given you the option of entering descriptions for Collateral records. Users have asked us to provide a way to pre-store a listing of those descriptions. You will find that feature in the "Collateral Description" Maintenance Menu. It will let you choose from pre-configured descriptions. We even made it that you can put those descriptions in groupings associated with specific Programs.

ClinicTracker

New Feature

You can now pre-store the default amounts you want to charge for individual and group copays. You enter these default copay amounts by going to ClinicTracker's Maintenance menu, searching for Insurance Input, and selecting the Insurer you want to configure. Right below the box for Notes you'll find fields where you can enter the copay amounts. Next time you select that insurer on the Demographics form, you’ll see these default amounts populating those fields.

ClinicTracker

Minor Update

The Patient Compliance screen will now group items by the Compliance Ruleset Description. This will help you to more easily display all compliance items generated by a particular Ruleset.

Compliance

Minor Update

When you are using the Batch Claim Creation feature, you'll find that the patient's Primary Place of Service is one of the options for a Billing Location, along with the other specific locations you can select.

BillingTracker

Minor Update

You can configure your Appointment Reminder SMS script with a new placeholder for "TelehealthLink." When you generate a reminder for a telehealth event, it will include a hyperlink to join the conference.

Telehealth

Minor Update

If you want to save a record even though you cannot complete the required Cell Phone field, click the new "N/A" checkbox and you'll be able to proceed.

Demographic Form

Minor Update

ClinicTracker will send everyone scheduled for a telehealth event an email containing a link to join the session. If you are scheduling the event for yourself and you don’t want to receive one of those notification emails, search the Options form for: Send Email Notification for Telehealth to Triggering Staff.

Telehealth

Minor Update

We made it so you can require staff to complete the Goal Notes and Summary fields before they can save a Goal on the Treatment Plan. Go to the Options form and search for: Require Goal Notes and Summary on Treatment Plan Goals.

ClinicTracker

Minor Update

Staff connecting to the Hosting Service for the first time will benefit from our new Hosting Service Connection wizard. Early reviewers have been very positive about how well it has guided them through the process. You can see it here.

Misc

Misc

Your Custom Form output will now include data from the new Goals/Objectives tab we recently added to Custom Forms.

Form Builder

New Feature

We updated the Credit Card Processing form to let you store a card as the "Default" card on file. You will find a new option on the Transition Appointments form for "Auto-Charge Default Card on File." If you transition a claim for a patient who has a default card on file, the expected copay will automatically be charged to that card. Only if the payment fails will you see a prompt so you can manually collect the payment using a different card.

Credit Card Integration

New Feature

BillingTracker's Insurer Setup form now lets you enter a Contract Type Code (CN101 ) and Contract Code (CN104) on the EClaim Options tab.

BillingTracker

New Feature

ClinicTracker now supports Two-Factor Authentication (2FA) whereby the system will send you a one-time code before you can log in. You can enable this option by going to the Options Form and searching for "Two Factor Authentication." If you choose the "Per-User Option" for 2FA, each staff member can elect to enable this feature on the Additional Options tab of their Staff Info record.

Misc

New Feature

When you're designing a custom form, you can press the F4 key in the label or description field to bring up the text entry form, as is standard across the system. In this special circumstance, you will also see a list of fields (such as patient name or address) that you can insert as placeholders that will be updated when viewing the form.

Form Builder

New Feature

You can now customize the Progress Note menu as you can for the Paperwork menu. An administrator can configure the agency default layout at: About -> Admin Configuration -> Customize Progress Note Menu (Agency Default). Individual users can create their personal menu configuration at: Utilities -> Customize Progress Note Menu (Personal View).

Form Builder

New Feature

You could previously select a staff member and indicate which payors they were credentialed for (see here). You can now input this same type of information when configuring a payor with Provider-Level Credentialing enabled in BillingTracker's Insurer Plan setup form on the Plan Requirements tab. This new option makes it easier to configure all credentialed staff for a new payor, without having to access each staff member's record individually.

BillingTracker

New Feature

You can now create an auto-reply message for internal ClinicTracker messages. Click the new auto-reply label in the top right corner of the Messaging System to enable auto-reply and configure your message. Anyone sending you a message while your auto-reply is enabled will receive a response with your away message.

Messaging

New Feature

Form Builder can now check that email addresses you put in a text box are in the proper format.

Form Builder

Minor Update

You can now choose "Not Applicable" for the Email Address field on the Demographic form. This option gives you a way to configure this field as required even when an email address may be unavailable.

Demographic Form

Minor Update

We have released a new version of the telehealth module that, among other things, improves stability and performance across a range of browsers and devices.

Telehealth

Minor Update

When in ClinicTracker's Insurance Setup form, you will see a new item in the top menu that will let you navigate to the billing details for that insurer. When in the BillingTracker Insurance Setup form, you will now see a button that lets you navigate to the Electronic Claims Transmission Types Setup form.

Misc

Minor Update

On the Service Input form, you can now enter a CLIA value for both the claim loop (2300) and the service loop (2400). Previously this was only available on the claim level.

BillingTracker

Minor Update

When you user the automatic spell-checker for custom forms, ClinicTracker will speed up the process by only considering fields you have updated since you last saved the form. If you want to check the entire form, run the spell checker manually from the toolbar icon.

Form Builder

Minor Update

The Scheduler's Event Preview window will now show the status (e.g., "Showed Up") of the linked individual appointment.

Scheduler

Minor Update

When creating Batch Claims, you can now include discharged patients in your search.

BillingTracker

Minor Update

We have implemented overall system performance improvements, especially for customers who use the ClinicTracker Hosting Service.

Misc

Misc

In response to popular demand, you will see an option to include a Goals/Objectives tab when you create a Patient Custom Form. That means you can create customized treatment plans that integrate into the Treatment Planning tab of Progress Notes (both stock and custom versions). This feature is being released as a sneak preview, because we are still working on the complete version (including the PDF export function).

Form Builder

New Feature

We've redesigned the form for BillingTracker settings to match the ClinicTracker Options form. As such, we organized the various options into logical groups and provided a search capability. You'll find these at: BillingTracker -> File -> Setup -> Options.

BillingTracker

Minor Update

You will find that we alphabetized all the menu items on both the ClinicTracker and BillingTracker main screens to make locating items easier. We also reorganized the BillingTracker Setup menu into logical categories (for example, we put all override rules in a single sub-menu).

Misc

Minor Update

The calendar in the top right corner of the Scheduler has a "Today" button that brings you to the current date. We’ve enhanced it with a dropdown menu that navigates to a certain number of months in the future.

Scheduler

Minor Update

You can now reorder Calendar Favorites at: Scheduler -> Calendar -> Load Favorite View -> Manage.

Scheduler

Minor Update

You can now adjust the service and price information even when there are applied payments. You won't have to first delete any associated payments.

BillingTracker

Minor Update

You can configure the system to send a notification whenever a patient cancels an appointment (via a voice reminder, text, or from the Patient Portal). The message will display in the Scheduler Notification section of the Message Board for any staff associated with that appointment. To configure this setting, go to: Notify Linked Staff of Cancellation in the Options Form.

Scheduler

New Feature

The My Schedule Widget has always displayed your scheduled events over a date range. You can now ask it to list appointments according to one of your Calendar Favorite Views. You can also run a Scheduler Face Sheet for any events the widget displays.

Scheduler

New Feature

We made it easier to access common phrases by creating what we've called "Quick-Access Tags." These are nicknames you can assign to an often-used phrase. Let's say you wanted to assign a Quick-Access Tag to a phrase you already stored. Press F2 to identify that phrase and type a tag into the Quick-Access field at the top right of the form. From that point on, press Shift+F2 after typing the tag to insert the full phrase.

Misc

New Feature

We've developed a new feature that will automatically create a linked appointment from a scheduled event. You can enable this feature using the "Automatically create linked appointments from scheduled events" setting in the Options form. Then enter a value for "Automatically create linked appointments from scheduled events this many days ahead" to determine how far ahead the system will search for events to create. An administrative user can also run this feature manually from the Scheduler’s file menu.

Scheduler

New Feature

When configuring Dynamic Compliance rules based on a triggering form of Collateral, you can add a Ruleset filter for the Collateral Type. In other words, you can now create a rule that is only triggered when a collateral of Type A is recorded, but not Type B.

Compliance

New Feature

If a payor requires you to attach a same day modifier code to claims involving specific services, you can now create rules for that process:

1. Go to the Settings link at the top right of the BillingTracker main screen and click on Modifiers, then Same Day Modifier Rules.
2. Name the rule (for example "Blue Cross Individual Therapy")
3. Select your payor(s)
4. Select service(s)
5. Tell the system what modifier code to apply to claims where the criteria you indicated are met
6. Save

From now on, when you transition claims, the system will apply the rule to any claim after the first one that happens on the same day.

BillingTracker

New Feature

We added a button to the Service Input form within Claim Details so you can recalculate the price based on the service currently selected.

BillingTracker

Minor Update

Performance Measurement Reports now include new metrics for Billing Notes due within X days and Billing Notes Overdue.

BillingTracker Reporting

Minor Update

You can now add pre-stored text to the follow-up notes section of a Billing Note. You enter this text when you configure a Billing Note Type (BillingTracker -> File -> Setup -> Billing Note Type). The next time you want to automatically insert the pre-stored text in the follow-up of a note, click the "Add Pre-stored Text" button.

BillingTracker

Minor Update

ClinicTracker can now automatically disable a Patient Portal account as soon as a client is marked as discharged. You can also have the system prompt you immediately upon discharge so you can decide if you want to disable the account. To turn on this option, go to the Options forms and search for: Disable Patient Portal Account on Discharge.

Patient Portal

Minor Update

Form Builder will now display an indicator at the top right corner when your form design begins to exceed the recommended number of controls on a tab or within the entire form.

Form Builder

Minor Update

A new setting in the Options form allows you to disable the insurance mapping feature for ERA so you can manually select the payor each time. Search the Options form for: Disable Insurer Mapping.

ERA (835)

Minor Update

You can now automatically generate billing notes and follow up tasks based on activities related to claims. For example, you can set up rules for applying adjustments, identifying claims where the payments received are lower than the allowed amount, and more. To configure your rules, go to: BillingTracker -> File -> Setup -> Billing Note Automations.

BillingTracker

New Feature

When you configure scheduling groups (by going to Utilities -> Scheduler Group Configuration), you can now mark a patient as billable or non-billable. If you select non-billable, the "Do-Not Bill" checkbox on a linked individual appointment will be checked automatically.

Group Appointments

New Feature

Patients will receive a single notification email from the Patient Portal when they have an entire package of forms to complete. Prior to this enhancement, they had received an email for each individual form within the package.

Patient Portal

Minor Update

It used to be that the system would always associate the primary payor when you added billing notes in bulk from Claim Management or Review Submissions. Now the system will automatically associate the note with the payor listed on the selected transactions.

BillingTracker

Minor Update

If you want the Appointment Reminder system to automatically put all new patients on the do-not-call list, click the new option you'll find on the Appointment Reminder Configuration screen.

Appointment Reminders

Minor Update

The Claim Management screen will now display out of balance claims in red text. Claims are considered out of balance when the assigned payor is not the primary insurer and the claim charge is not equal to the applied payments plus adjustments (both non-balance affecting and balance affecting).

Claim Creation

Minor Update

Prior to this update, you had to select a specific payor when you entered the write-off screen. You can now toggle between payors directly within the Write-Off screen. That's good news because you can process multiple write-offs across payors without having to exit the screen and reload.

BillingTracker

Minor Update

On the non-balance affecting adjustment screen, you can right-click an entry in the list to create a write-off based on a previously entered non-balance affecting adjustment. This function will help you convert non-balance affecting adjustments to write-offs.

BillingTracker

Minor Update

Currently the "Local Use" field within Claim Details populates into paper claims (box 19 on CMS-1500 and box 80 for UB-04). However, it is not supported in electronic claims (professional or institutional). We added a new field on the Claim Detail screen for "Note Type" under the "Local Use" field. If values are present in both these fields, add an NTE segment in loop 2300 (claim level) of 837P and 837I files.

Claim Creation

Minor Update

For Hosting Service customers: Users who have entered a valid email address in their Staff info record (and have also checked the option for Message Board with Email Alert) will now be notified both on their message board and via an email that they have a new ClinicTracker message.

Misc

Misc

Patients will receive a single notification email from the Patient Portal when they have an entire package of forms to complete. Prior to this enhancement, they had received an email for each individual form within the package.

Patient Portal

Minor Update

This update contains general stability and performance enhancements.

Misc

Misc

We added a new "refresh" icon on the toolbar for Custom Forms that will repopulate a list or recalculate a formula based on changes you might have made to the reference data/formula. The icon, which will only be enabled when you are focused in a control that can be refreshed, looks like this:

Form Builder

New Feature

We added three new columns to the listing at the bottom of the Service Input form: the price of the service, whether it was time based, and where the service was provided.

ClinicTracker

Minor Update

The Clinical Case Review form now has an option to "Load from Latest" or "Load from Prior."

ClinicTracker

Minor Update

The Batch Paperwork Printing form now includes two screening tools for substance abuse: the CRAFFT and CAGE-AID.

ClinicTracker

Minor Update

We added a new BillingTracker report at: Reports -> Claims -> Stale Balance Assignments. You'll refer to this report if you want to see claims that you have not pursued in a specified amount of time.

BillingTracker Reporting

Minor Update

When you configure entries in BillingTracker's Fee Schedule form, you can now use the "Multiple Entries" option in the dropdown list to select whichever item or items you wish. Before you could just pick one or all of them.

BillingTracker

Minor Update

The Staff Portal now includes the same Completed Paperwork feature that has long been a part of ClinicTracker.

Staff Portal

New Feature

We extended the existing Location Type Override feature (which impacted the claim-level type in CLM1-05) with a new option for Location Type Override on the Service level (which impacts the service-level in SV105). You'll find both options in BillingTracker's setup menu.

BillingTracker

New Feature

The system will prompt you to compose Signature Request messages when you request signatures on forms within the Staff Portal.

Staff Portal

New Feature

You can now assign names to rules you create within BillingTracker override forms (such as for Billing Clinician Overrides).

BillingTracker

Minor Update

We've made it so you can fully resize individual panels within the Patient Payment History and Insurer Payment History forms.

BillingTracker

Minor Update

When you design a Custom Form, you will see a new setting that determines if staff have access to the form through the Staff Portal.

Misc

Misc

Previously, if you designed a Custom Form with multiple controls that shared the same field label, you would not be able to reference them within the Formula Builder. You'll see that they now show, suffixed by a field ID that uniquely identifies the control. You can match up these field IDs on the Fields tab of the Property Panel.

Misc

Misc

ClinicTracker's Unified Messaging System now supports Blind Carbon Copy (Bcc) for regular messages.

Messaging

New Feature

We added a button to the toolbar of Staff Info that lets you create a new staff record by copying from an existing one. The button makes it easier to access the same feature you previously found at: File -> Copy From Other User.

ClinicTracker

Minor Update

BillingTracker will display a new prompt just prior to running a Payment Application by Clinician report that asks if you want to add a page break after each main grouping.

BillingTracker Reporting

Minor Update

This update includes general stability and performance enhancements.

Misc

Misc

This update includes general stability and performance enhancements.

Misc

Misc

We're excited to announce that you can now have clients check in via a kiosk (like at the airport). It will give you a way to significantly speed up the sign in process, while also allowing for social distancing between the patient and your receptionists. This feature is available to all agencies who are licensed for the Staff Portal. You will find it displayed as a new item in the navigation menu.

Patient Portal

New Module

We dramatically improved how quickly ClinicTracker saves Custom Forms on the Patient and Staff Portals.

Patient Portal

New Feature

We enhanced the Credit Balance form to allow application of different types of payments/adjustments. We converted the Apply Balance button to a split dropdown button. You can either click the button for a general payment application, or select individual options in the dropdown for Apply as Interest, Apply as Tax, Apply as Credit Card Convenience Fee write-off.

BillingTracker

New Feature

We've updated the Billing Modifier Rules, Clinician Override Rules and the Location Override Rules configuration forms so you can select multiple items in the Service, Insurer, Program, Place of Service, Clinician, and Credential fields. You'll save an enormous amount of time because you can apply a single rule to multiple payors, rather than having to create one rule for each payor.

BillingTracker

New Feature

If your Patient Portal allows online payments, patients can now make pre-payments that can be applied to future invoices.

Patient Portal

New Feature

We made the "Add Addendum for Locked Record" functionality available for Patient Contacts (Appointments and Collaterals).

ClinicTracker

Minor Update

We improved how BillingTracker handles interest and tax payments in ERA files by: 1) making sure that the system will not leave a credit balance when you fully apply a file; and 2) allowing you to delete part or all of an 835 payment that includes interest and tax payment entries.

ERA (835)

Minor Update

The Batch Paperwork Printing form now includes a feature to search for patients by name.

ClinicTracker

Minor Update

We added "Modality" to the list of terms you can custom-label.

ClinicTracker

Minor Update

When you're working within Report Builder, you can now toggle an option to the right of the Report Source dropdown that tells the system to only display Data Sources that are common and/or used in active reports.

Report Builder

New Feature

The "Is One Of" search with the reporting Select Expert will now handle commas within searched values. You can also select from a list of options, rather than having to type in multiple entries.

ClinicTracker Reporting

New Feature

The Group Appointment form now incorporates service code add-ons (including units). You can also search for "Service Code With Add-On Packages" (which you can now configure for Group Appointments within the Maintenance Menu). These new fields will all transition to the linked individual appointment records.

Group Appointments

New Feature

We've made changes that have improved the overall stability of the Telehealth platform across different devices and platforms.

Telehealth

Fix

The Balance Assignment form now includes the claim's service name and CPT code.

BillingTracker

Minor Update

Based on feedback from our Pop-Up webinar on billing for telehealth, we created a new setting for the My Account page of the Patient Portal. It limits display of account information to only the patient's assigned balance - not aging history or open payor balances. Please contact us if you want to enable this feature.

Patient Portal

Minor Update

The Financial Info Tab in the Demographics form contains a new field for "Insurance Type Code (Used for Secondary Claims)." If you have entered this code prior to transitioning a claim, it will populate the (already existing) field in the Additional Claim Details for SBR05. If the payor you're submitting to is not primary and has the insurance plan setting enabled for "Include SBR05" (also an existing feature), BillingTracker will include this value in the electronic claim file.

BillingTracker

Minor Update

We made changes to Form Builder that will significantly reduce loading times for complex Custom Forms that rely heavily on reference data.

Form Builder

Misc

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.

Form Builder

New Feature

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.

BillingTracker

New Feature

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.

Patient Portal

New Feature

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.

BillingTracker

Fix

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

ClinicTracker

Minor Update

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

BillingTracker Reporting

Minor Update

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.

BillingTracker

Minor Update

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

Scheduler

Minor Update

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

Misc

Minor Update

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).

BillingTracker

Minor Update

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.

BillingTracker

Minor Update

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.

Group Appointments

Minor Update

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.

ClinicTracker

Minor Update

This update contains general enhancements.

Misc

Misc

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.

ClinicTracker

New Feature

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.

ClinicTracker Reporting

New Feature

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.

BillingTracker

New Feature

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.

Misc

New Feature

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.

ERA (835)

New Feature

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.

BillingTracker

New Feature

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.

BillingTracker

New Feature

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."

Demographic Form

Minor Update

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.

BillingTracker

Minor Update

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.

Scheduler

Minor Update

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.

Messaging

Minor Update

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.

BillingTracker

New Feature

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..."

BillingTracker

Minor Update

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.

Demographic Form

Minor Update

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

Minor Update

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).

ClinicTracker

New Feature

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

• IsFirstRecordForPatient
• IsFirstRecordForPatientPhase
• IsLastRecordForPatient
• IsLastRecordForPatientPhase

Form Builder

New Feature

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.

BillingTracker

New Feature

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.

BillingTracker

New Feature

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).

ClinicTracker

New Feature

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.

BillingTracker

New Feature

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.

Form Builder

New Feature

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

BillingTracker

Minor Update

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)

Form Builder

Minor Update

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

BillingTracker

Minor Update

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

BillingTracker

Minor Update

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.

BillingTracker

Minor Update

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

Form Builder

New Feature

This release contains general stability and functionality enhancements.

Misc

Minor Update

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

ClinicTracker

Minor Update

This release contains minor stability and functionality enhancements.

Misc

Misc

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

Appointment Reminders

New Feature

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

Patient Portal

New Feature

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

Form Builder

Minor Update

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.

BillingTracker

Minor Update

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.

Report Builder

Minor Update

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.

BillingTracker

Minor Update

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

ClinicTracker

Minor Update

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

Misc

Misc

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.

Misc

Misc

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).

Scheduler

New Feature

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).

Form Builder

New Feature

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.

Misc

New Feature

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.

Scheduler

Minor Update

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

BillingTracker

Minor Update

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

BillingTracker

Minor Update

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

ERA (835)

Minor Update

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

BillingTracker

Minor Update

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.

ClinicTracker Reporting

Minor Update

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

BillingTracker

Minor Update

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.

Report Builder

Minor Update

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.

Messaging

Minor Update

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.

BillingTracker

New Module

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

BillingTracker

New Feature

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

Telehealth

New Feature

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.

BillingTracker

New Feature

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.

Scheduler

Minor Update

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

Form Builder

New Feature

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.

Form Builder

New Feature

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

New Feature

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

BillingTracker

Minor Update

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

Form Builder

Minor Update

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

ClinicTracker

Minor Update

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

Form Builder

Minor Update

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

ClinicTracker

Fix

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.

Form Builder

Misc

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.

BillingTracker

New Feature

You can now add a photo to External Contact records.

ClinicTracker

New Feature

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).

Form Builder

New Feature

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.

ClinicTracker

New Feature

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

Form Builder

Fix

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

ClinicTracker

Minor Update

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

ClinicTracker

Minor Update

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

ClinicTracker

Minor Update

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

ERA (835)

Minor Update

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

Scheduler

Minor Update

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.

ClinicTracker

Minor Update

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.

Misc

Fix

After an extensive process that involved many of you offering valuable feedback, we are formally switching over to the new Form Builder interface. It's a major improvement in terms of functionality, speed, and user friendliness. You can review the updated documentation by clicking here.

Form Builder

New Feature

BillingTracker's Additional Info sub-form now contains a new field labeled, "End of Service Date." The system will pass that value in DTP03 of DTP*472. However, you can only send a date range if you uncheck "Insurer Plans -> Send Service Date as Single Date" in BillingTracker's Insurance Plan setup.

BillingTracker

New Feature

Now you can also enforce a credit card convenience fee when you collect payments on the Patient Portal. Go to: BillingTracker -> File -> Setup -> Credit Card Convenience Fee.

Patient Portal

New Feature

Form Builder's Validation function for textbox fields now includes an option for Zip Codes.

Form Builder

Minor Update

BillingTracker's Insurer Plan setup includes a checkbox in the CMS-1500 Options section of the Claim Details tab for "Send Box 29." You can now send: 1) patient payments; 2) no payments (by putting $0); and 3) insurer payments (the new option we added).

BillingTracker

Minor Update

The insurance tabs within the Demographic record now contain two new fields for "Annual Deductible" and "Annual Deductible Met." These fields are also available in the Report Builder's main Demographic Views.

ClinicTracker

Minor Update

Double-clicking a line within the ERA grid will enable a new function that makes the content within a row much easier to read.

ERA (835)

Minor Update

We added a "Suffix" field to the name section of the Demographic form so you can collect information such as "Sr." The system will also display this information in the Patient Find Form, present it as an option within Report Builder, and include it in paper and electronic claim files.

Demographic Form

Minor Update

When you create a billing note for a specific claim, you will see that the system will display additional information, including date of birth, policy details, and service codes. Those same data will display when you export your notes.

BillingTracker

Minor Update

You will find a new setting for requiring the "Advanced Directive" field on the Demographic form. Search the Options form for "Require Advanced Directive."

Options Form

Minor Update

Some agencies prefer that staff only enter service codes for appointments through Patient Contacts, not via the Scheduler. We therefore added a "Hide in Scheduler" option in the Service Input form. It lets you configure which service codes appear only in Appointments and which are also available in the Scheduler.

Scheduler

Minor Update

ClinicTracker already had a setting that requires providers to enter a primary linked goal in the Tx Planning Tab if they want to complete a stock Progress Note. We created a new variant that only requires that first linked goal if there is a locked Treatment Plan for the patient. This setting is called: Require entry for first linked Goal on Tx Planning Tab if Patient Has Locked Treatment Plan (Stock Progress Notes).

ClinicTracker

Minor Update

Our users wanted a way to audit internal efforts aimed at collecting on aged claims. So we added a new metric to the Performance Measurement Report that tracks claims that are over 45 days old that have not had a Billing Note entered within the last 15 days. Administrators should configure the threshold for this setting (Reports -> Performance Measurement Report -> Configure Settings) to start seeing it in your emailed report. We added a corresponding field in the "BT Claims and Balances" report source called, "IsOpenBalance45DayClaimNoBillingNoteIn15Days."

BillingTracker Reporting

Minor Update

The system has a setting that forces users to enter the Insurance Group Number, Policy Holder, and Employer when they select a payor. We added options that break that requirement into one for insurance policy holder/employer and another for group number. You will find these settings in the Options form, named "Require Insurance Policy Holder and Employer when Payor is Selected" and "Require Group Number when Payor is Selected."

Demographic Form

Minor Update

This update also includes general stability and efficiency improvements.

Misc

Misc

The "Auto" option for setting the height of checkbox controls will now work properly with windows of any size.

Form Builder

Fix

We corrected an issue that arose with uploading Staff Related Documents.

Related Documents

Fix

You will find a new setting in the Options form labelled,"Require Insurance Group Number, Policy Holder, and Employer when Payor is Selected." The purpose is to make sure users complete all three of those fields when they select a payor.

Demographic Form

Minor Update

You will find a new property when you configure Reference Data for a Custom Field. It’s labeled “Allow Duplicates” and lets you display duplicate entries, as opposed to only distinct ones. This feature is only available within the New Form Builder Beta version.

Form Builder

New Feature

When you create a Patient Portal account, you will see an option for requiring patients to change their passwords the first time they log in. By going to About -> Maintenance, an administrator can also force all Patient Portal users to reset their password the next time they log into the system.

Patient Portal

New Feature

Compliance Builder offers a new option in the Monthly Recurrence section that lets you designate that a rule should be applicable on the "Same Day" as when it is triggered (for example, on 2/17 and 3/17 for a patient who was admitted on 1/17). Previously you could only design a rule for a specific day of the month (such as the 1st or 15th).

Compliance

New Feature

You can now bring up the Find Form on the Patient Dashboard with the Control+F keyboard convention.

ClinicTracker

Minor Update

The Service Specific Fee Form now includes a new field for "Review by Date." You can also access it within Report Builder's "Service Specific Fees" data source.

ClinicTracker

Minor Update

We've made it so patients won’t be confused if they try to access a form in the Patient Portal after you had already deleted the form directly within ClinicTracker. If you delete the form, the system will ask if you would like to send the patient a secure message indicating that you removed the request and that they should ignore any previous messages from you about completing that form. This scenario is similar to what happens if you delete the form request, rather than the form itself.

Patient Portal

Minor Update

You can access the new Form Builder Beta version in the Utilities menu from the ClinicTracker Staff Dashboard. We will soon be replacing the older Form Builder system with this major upgrade.

Form Builder

Minor Update

You can now filter on Remark Codes and Adjustments Codes within the ERA module. Also, if there's a single Adjustment, the information will now display directly on the form (rather than showing "Adj"). Multiple adjustments will display as "Multiple..." To display the details, you can click the button or hover your mouse over it.

ERA (835)

Minor Update

You will see a new field for Email Address in the Demographic Form's Responsible Party section (if the responsible party is someone other than the patient). The Integrated Credit Card Processing option will default to this confirmation email address (rather than the patient's) when submitting payments.

Credit Card Integration

Minor Update

You will find a new setting for "Send Subscriber DOB even if subscriber is not the patient" that controls DMG*D8 in Loop 2010BA. It gives you the option of showing this information whether or not the patient is the subscriber.

BillingTracker

Minor Update

We’ve completely re-designed the interface for Form Builder to make it more accessible and easier to use. Please let us know what you think about this upgrade. Go to: About -> Form Builder -> New Form Builder (Beta).

Form Builder

New Feature

You now have the option of processing auto-adjustments as balance-affecting or non-balance-affecting (COB).

ERA (835)

New Feature

The Scheduler's Check-In Sheet will now retain a history of check-in and check-out events (it formerly only displayed patients who were currently checked in). This information will be deleted from your system after a period of time (based on the setting configured for how long to maintain historical data in your live schedule, prior to archiving it).

Scheduler

New Feature

You will find a new field in the Billing Info section of Patient Contacts that lets you enter a specific number of units for the primary service. Entering a value here will bypass all quantity calculation rules. Note: This new field will only be visible if you have enabled the setting "Allow Price Override" in the Options form.

ClinicTracker

New Feature

During the Batch Claim Creation process, you will now find that the system applies all the automations related to Modifiers (modifier rules, fee adjustments, and same-day modifier inclusion).

BillingTracker

New Feature

We implemented various other changes to improve performance across the system.

ClinicTracker

New Feature

Claim Management will now show a P, S, or T suffix to indicate that the transaction will be processed for the Primary, Secondary, or Tertiary payor. You will see the same suffixes on the Claims Widget that displays on the BillingTracker home screen.

BillingTracker

Minor Update

In the last update, we made it so the system would display Custom Form formulas that produced errors due to faulty formula design. We’ve now limited that display to users with Form Builder access.

Form Builder

Minor Update

The Session Info tab of Patient Dashboard will now show start/end times and the total billable time.

ClinicTracker

Minor Update

We added new metrics to the Performance Measurement Reports, including the display of aging information. If you want to remove aging information from your report, disable the setting at: Reports -> Performance Measurement Reports -> Configure Settings -> Include Aging Information.

Misc

Misc

We are adding debugging-type features to Form Builder in response to the increasing number of users who are adding multiple formulas in Custom Forms. Now the system will notify you with a label in the top right corner if you designed formulas that have errors. You can also go to: Actions -> Show Formula Execution, where you will find a listing of all formulas processed on your form.

Form Builder

New Feature

The way Compliance Builder had functioned, if a staff member left, all the rules you had established based on a Staff Assignment role (as opposed to a specifically-named individual), changed responsibility to whomever was newly-assigned, even for actions that were overdue. However, you may want the system to keep the former staff member’s name associated with any rules that were set prior to the transition. To do so, see: Options -> Admin -> Administrative Settings -> Admin: Administrative Settings -> Update all compliance staff assignments on change of staff assignment for a patient.

Compliance

New Feature

We updated the Batch Claim Creation utility with two new features: 1) you will see the same Service Code Add-On and Unit fields as within Patient Contacts; and 2) you can assign the balance to a specific payor (whether primary, secondary, or tertiary). If the patient does not have the selected payor associated in his/her Demographic record, the balance will remain unassigned, and you can adjust it manually within the Billing Account form.

BillingTracker

New Feature

You now have the option of assigning Compliance Builder rules to the Intake Clinician and Follow-up Clinician.

Compliance

New Feature

You now can use the F2 Common Phrases feature when you create messages on the Patient Portal. To learn more about this time-saving option, click here.

Messaging

Fix

In the last update we introduced a new feature to Reassign Patient Insurers (About -> Maintenance -> Reassign Patient Insurers). We refined the feature by allowing you to choose either all the patients in the list of just specific ones.

ClinicTracker

Minor Update

The system will now allow you to modify labels for "Father" and "Mother" in the Custom Labels form. For example, you might prefer to display "Caretaker 1" and "Caretaker 2."

ClinicTracker

Minor Update

The Billing Notes for Claims reports will no longer display deleted notes.

BillingTracker Reporting

Minor Update

If you put formulas in a Custom Form, the system will run the calculations every time you edit a field involved in that calculation. All that processing can slow the system down. To significantly increase the speed, we've added a new setting called, "Suppress Calculation Until Save." It keeps the system from processing the formula until you save the form or explicitly refresh reference data (using F5 or Control+Click or Control+Shift+Click). You can turn this setting on or off for each field that has a formula.

Form Builder

New Feature

We have redesigned the Split Payment feature on the ERA form so you can split not only payments, but also any adjustments.

ERA (835)

New Feature

The ERA form will display a new checkbox above the Claim dropdown that lets you limit the claim display to only those with an Open Assigned Balance.

ERA (835)

New Feature

The Patient Portal lets you exchange forms with your clients. But let's say a patient has to correct a submitted form. The system gives you an option for "Resubmit Form Request" that changes the request from "Submitted" to "Requested" so the patient can edit and resubmit the form. We have added a "Mark as Submitted" option that has the opposite result because it changes the status from "Requested" to "Submitted." This option comes in handy if for some reason you want to remove patient access to the online form, perhaps because they subsequently completed one during an office visit.

Patient Portal

New Feature

Sometimes you need to retire an existing insurance plan and update patients who had that plan with the one replacing it. We've made it easier to make that reassignment happen. Go to: About -> Maintenance -> Reassign Patient Insurers.

ClinicTracker

New Feature

When you create formulas within Form Builder, you can ask the system to count how many items there are in a Repeating List of values (for example, the total number of family members residing in the home). Now you can also insert a count of items in a List Box field. For instance, you could add a Date Picker that asks the user for the earliest date to consider in a list of appointments. Next you could insert a List Box (making reference to the Appointments data source) with a filter that limits appointments to only those that occurred after that selected date. With the new feature, you now also have the option of adding a counter that shows the total number of appointments in that list.

Form Builder

New Feature

You will see new fields for the parents’ social security numbers on the Parent/Guardian tab of the Demographic form.

Demographic Form

Minor Update

You will now trigger Compliance Builder Rulesets for Custom Form creation when you generate a Patient Portal form request.

Compliance

Minor Update

The system will notify you if you attempt to edit a locked Patient Contact that has already been transitioned to BillingTracker.

ClinicTracker

Minor Update

The Claims dropdown within the ERA form will now include the CPT code.

ERA (835)

Minor Update

When you configure Custom Forms, you will see a new option for "Auto Lock Submitted Portal Form." This feature guarantees that forms are locked as soon as someone submits them through the portal. That's important if you want to make sure no one makes any further changes to them.

Form Builder

New Feature

We corrected a problem that arose in the last update having to do with message board hyperlinks.

Messaging

Fix

ClinicTracker gives you extensive control over who sees what information the system generates. We call that characteristic “differential access.” It applies to charts, patient groups, reports, and modules throughout the program. Now we’ve added another way to drill down on access, this time in regard to specific reports (as opposed to report categories as a whole). You can select which reports a staff member has access to in the User Responsibilities tab of Staff Info, using a new button for Report Access Permissions. Let’s say you want a user to have access to a specific admin report, but not all admin reports. You can grant them access to the Admin category, then remove access to all other items within that category. You will also see a way you can copy (or “clone”) a specific configuration of report permissions to other users and groups of users. Users with full access to managing Staff Info records can also locate the Report Access Permission form at: Admin Config -> Set Report Access Permissions.

Misc

New Feature

Report Builder now supports Running Total field calculations. You will find this feature helpful in reports that involve tallying totals within or across specific groupings.

Report Builder

New Feature

We have added a way you can create multiple Billing Notes on the Claims tab of the Billing Account form. If you check one or more items, you'll find a "Billing Notes" button near the bottom of the form that lets you create multiple notes.

BillingTracker

New Feature

You now have an option on the ERA form for adding a Billing Note that automatically includes details such as payment date, payor control number, and adjustments. You will see the option labeled "Billing Account - Add Detailed Billing Note" if you right-click on a payment line on the ERA form when you have selected a matched claim.

ERA (835)

New Feature

We added a report at: BillingTracker -> Reports -> Payments -> Claim and Payment Information. You might be interested in this report if you want to see financial information filtered by a variety of date conditions (for example, claims within one year that have payments within another year).

BillingTracker Reporting

New Feature

We redesigned BillingTracker's Mismatched Claims feature so that it's easier to use. We also added a new category for "Balances Assigned to Unexpected Payors." It will track instances in which a Balance Assignment exists for a payor that is not listed in the Claim-Specific Insurance information.

BillingTracker

New Feature

We added two reports in BillingTracker's Payment Reports menu:

1. Credit Card Surcharge Report – tracks the amount you collected if you impose a surcharge for paying by credit card
2. Credit Balance Write-Off Report - tracks the amount of master payments written off without being applied to a claim

BillingTracker Reporting

New Feature

You now have options beyond the default of "Electronic Payment" when you import an ERA file (e.g., "Check").

ERA (835)

Minor Update

We added the Demographic Form's Insurance Qualification Information and Contact Notes to the Scheduler's Event Preview window.

Scheduler

Minor Update

You can add a Billing Note to one or more entries in either list of the Bulk Balance Assignment form by highlighting, right-clicking, and choosing the Add Billing Note option.

BillingTracker

New Feature

We removed the ICD-9 codes from the Diagnosis Assignment module because they are no longer relevant.

ClinicTracker

New Feature

If you right click a payment line on the ERA form, you will see an option to update the Payment Date for all entries within the related ERA file (as well as the date associated with the Master Payment record).

ERA (835)

New Feature

We improved the Patient Portal message composition screen with a better interface and improved support for file attachments.

Patient Portal

New Feature

The Bulk Balance Assignment form now contains a way to limit the results to a specific patient. When you access this form from the Billing Account for a specific patient (from a new item in the Claim Handling menu), the system will automatically filter the results for that patient.

BillingTracker

New Feature

You will find a new "Search Claim Control Number" menu item in the Patient Payment, Insurance Payment, and ERA forms. This will help you identify a claim based solely on the Control Number that is returned in an EOB.

BillingTracker

New Feature

We've added a new field for "Gender Identity" in the Demographic tab of the Demographic form. While it comes pre-populated with several options, you can modify them at: Utilities -> Maintenance -> Gender Identity. This new field is also available in the main demographic views of custom reports you create.

Demographic Form

New Feature

We've made it so you can make changes to any of the fields in a group appointment record and have them show up in the associated patient records once you synchronize them. Before you could only modify the text of the new group note -- not the length of the appointment, location, and so on.

Group Appointments

Minor Update

You are now able to delete a Compliance Builder Ruleset, even if it has already been used to create Compliance Items. The process will delete the Ruleset and all Compliance Items you created with that Ruleset.

Compliance

Minor Update

If you save an entry within the Service-Specific Copay form without a description, ClinicTracker will prompt you to populate it with selected service names. We made the change to save you from having to type them out.

ClinicTracker

Minor Update

To more prominently indicate when you record a payor, the system will put asterisks on either side of the Demographic form's insurance tabs (as in, *** Secondary Details ***) when you select a payor within that tab.

Demographic Form

Minor Update

You can now attach files to Secure Messages that you send back and forth between ClinicTracker and the Patient Portal. Either look for the + icon on the message form or drag and drop files onto the attachment section.

Patient Portal

New Feature

If you're finding that certain forms take too long to load in the Patient/Staff portal, you can speed them up by turning off processing of formulas for data, visibility, and color. You make this happen by choosing the "Suppress Formula Execution in Portal" setting in the Form Setup screen (where you can apply it automatically to all fields within the form). You will also see this option on the Field Setup screen, where you can enable it for selected fields only. When you access the saved record within ClinicTracker, go to: Actions -> Reload All Reference Fields (or press F5) to process all the formulas.

Patient Portal

New Feature

We have included three additional options within the Arithmetic section of the Report Builder or Form Builder Advanced Formula Builder:

• Multiple Values: Maximum Value (e.g., the system would return 5 in the sequence 1, 3, 5)
• Multiple Values: Frequency of Maximum Value (e.g., the system would return 2 in the sequence 1, 4, 4)
• Multiple Values: Most Frequency Value (e.g., the system would return 1 in the sequence 1, 1, 3)

Patient Portal

New Feature

We've added some new features to the Schedule Event Detail's Linked Patients list. First, we moved the Scheduling Group controls to a new menu. If you click on the downward arrow next to the + button, you will see a drop-down that lets you add or remove both individual patients and Scheduling Groups. You will also find a new option called "Add New intake” that lets you schedule an event for an intake that hasn’t yet been recorded in the system. If you choose this option, ClinicTracker will bring you to the Demographic form so you can enter details about the intake. Once you save the new record, the system brings you back to the Scheduler where you will find the new patient linked to the event.

Scheduler

New Feature

We've made it easier to add recipients to a Secure Patient Portal Message from ClinicTracker. When you select a patient, the system will display a list of all authorized representatives so you can send a message to the patient and/or their associated contacts. You can now also send a single message to multiple recipients, even if they are associated with different patients.

Messaging

Minor Update

You'll see more right-click options for listbox controls on Custom Forms. Now you can copy information about selected or all items to the clipboard.

Form Builder

Minor Update

When you right-click in text boxes within Custom Forms, you'll have more options for Cut/Copy/Paste/Undo, etc.

Form Builder

Minor Update

Form Builder's Form Setup screen has a new "Send Notification" menu item. Click this option to notify staff about a newly-created form.

Form Builder

Minor Update

You can now put links in e-mail and SMS reminders that patients can use to confirm or cancel an upcoming appointment. To add this feature to your SMS notifications, visit: Options -> Admin -> Administrative Settings -> Appointment Reminders -> Configure. Add a "ConfirmCancelLink" field to your SMS script.

Appointment Reminders

New Feature

The ERA form now gives you a method for applying actions to multiple items. You will see check boxes in the first column that you can use to select individual items. When you're ready, click the "Bulk Actions" button in the bottom left corner and choose from the available options. If you want, you can select or deselect all the entries using the checkmark just above the grid.

ERA (835)

New Feature

The Bulk Actions menu we mentioned above offers a new feature called "Split Payment ($0 payment)." It offers an automated way to split a payment, leaving $0 of payment and all Payment Adjustments on the main payment line, with the full payment amount on the split line. It is the equivalent of opening the Split Payment, entering a value of $0, and performing a split operation.

ERA (835)

New Feature

The Claim Format Override form now allows you to configure rules for a specific clinician.

BillingTracker

New Feature

All dates on the Key Dates section of Demographics now include a clock icon to the right. It lets you include a time component with the dates you enter. We added this option so you could include a specific admission or discharge hour for institutional claims.

ClinicTracker

New Feature

The Authorization Mismatch Report (ClinicTracker -> Reports -> Admin) has three new optional filters:

• Include Appointments With Self-Pay Payors
• Include Patients With No Authorization History
• Include Services Billed Directly to Patient

Insurance Authorizations

New Feature

You will see two new settings at: BillingTracker -> File -> Setup -> Electronic Claim Transmission Setup:

• Claim or Encounter Identifier (BHT06) - Change between the default of CH (Chargeable) or RP (Reporting)
• Claim Monetary Amount (CLM02): Force to $0 - Make all service charges display as $0 in electronic claim files

BillingTracker

New Feature

When you clone a field, Form Builder will ask whether you want it to have the same name as the original field or " - Copy" appended to the end.

Form Builder

Minor Update

As you move to different categories of messages in My Messages Widget or the Message Board, the system will retain your sort order.

Messaging

Minor Update

We're excited to announce that you can now design your own Progress Notes in Form Builder. When you create an appointment, any Custom Form Progress Note you build will display as an option alongside the stock versions. These Custom Progress Notes will function like any other, including how they work with the My Appointments widget, the Completed Paperwork feature, during billing transition, in Batch Paperwork Printing, and so on. You will also see a new control type labeled, "Treatment Planning Block." Use it to pull the same kind of information you’ll find in the "Tx Planning" tab of the standard Progress Notes.

Form Builder

New Module

You can now put links in e-mail and SMS reminders that patients can use to confirm or cancel an upcoming appointment. To add this feature to your SMS notifications, visit: Options -> Admin -> Administrative Settings -> Appointment Reminders -> Configure. Add a "ConfirmCancelLink" field to your SMS script.
Note: This feature has been temporarily removed and will be restored in the next update.

Appointment Reminders

New Feature

When you access any patient-related form, you can now look at the top title bar to see if anyone else is working with that same record. If someone is just viewing the record, the title bar will look like this: . If they are editing the form, you’ll see a comment bubble that looks like this: . The system will also show you the name of those users who are accessing the form at the same time you are.

This feature was previously only available on the Demographic Form and Custom Forms. We've expanded it to the rest of the system’s forms.

ClinicTracker

New Feature

We've added another feature to our Telehealth module. Now you have the option to start a conference in "Moderator Mode,” which means you can select which participants you want to show on the screen. You also pick who can participate via audio, video, or neither.

Telehealth

New Feature

Electronic claim files require Taxonomy Codes for staff members, which classify their job type. The Staff Info form will now collect multiple taxonomies, one for MH and another for CD (assuming you configured ClinicTracker to show both modules). When you create an 837 file, it will pull the relevant taxonomy code based on the appointment type. We also improved the taxonomy code lookup feature.

Staff Info

New Feature

When you record a service-code add-on, you'll see a new field for collecting the number of service units (previously it was assumed to be 1). For example, now you can indicate that add-on service 1 was performed for 2.5 units and add-on service 2 was performed for 3.25 units.

ClinicTracker

New Feature

We're excited to announce that you can now design your own Progress Notes in Form Builder. When you create an appointment, any Custom Form Progress Note you build will display as an option alongside the stock versions. These Custom Progress Notes will function like any other, including how they work with the My Appointments widget, the Completed Paperwork feature, during billing transition, in Batch Paperwork Printing, and so on. You will also see a new control type labeled, "Treatment Planning Block" when building Custom Progress Notes. It replicates the "Tx Planning" tab of the standard Progress Notes.

Note: This feature is currently in limited beta release. If you do not see the option available at Help -> About -> Admin Config -> Form Builder -> Progress Note Forms, contact us and we’ll add you to the testing group.

Form Builder

New Module

You will find a new setting at: Options -> Preferences -> Patient Contacts Settings -> Automatically Insert Authorization Codes for Linked Group Appointments. Enable this setting if you want the system to automatically include a valid Authorization Code when you create a linked individual appointment from a group appointment.

Group Appointments

New Feature

We have made substantial enhancements to the integrated Telehealth feature. They include an option for a public conference and new notification features. What's most significant is a simpler way for staff and patients to join a session using a new landing page. For updated instructions on how to use the Telehealth feature, click here.

Telehealth

New Feature

We've made it easier for you to tell the system which staff can access records based on a patient's Primary Place of Service setting on Patient Demographics. Go to Utilities -> Maintenance and search for "Building/Billing Input." You will see new menu options at the top of the form that let you grant/revoke access for all or selected staff members. For information about the Building/Billing location input forms, click here. The Patient Group Input form performs similarly in that you can choose all, none, or selected groups.

Maintenance Menu

New Feature

When you perform a patient merge, the system will synchronize Related Documents for the destination patient.

ClinicTracker

Minor Update

When you build a Custom Report for a Custom Form, you will see that the system will display two new fields: KeptAppointmentsAsOfRecordDate and KeptAppointmentDaysAsOfRecordDate. They are especially useful if you want to create reports that show changes in a patient's functioning across the number of appointments (or distinct days with appointments) that elapsed as of the date the form was completed.

Report Builder

Minor Update

You will be able to enter an additional signature for a Collateral record, even if that record had been previously locked.

ClinicTracker

Minor Update

We added a "Payment Application by Entering User" report to the BillingTracker payment reports menu. It’s similar to the "Payment Master by Entering User" report. The difference is that the new report will filter and display information based on when a payment was applied to a claim, as opposed to when the payment was associated with the patient/payor's account.

BillingTracker Reporting

New Feature

We added a new button to the Appointments tab of Patient Contacts, next to the Billable Time field (click for screenshot). It will display the number of units you can bill for that patient. You'll find this feature most useful for services you bill based on time and that have indicated rounding rules.

ClinicTracker

New Feature

You will find a new feature that lets you associate add-ons with a primary service. It's located at: Utilities -> Maintenance -> Link Services to Add-On Codes. When you record an appointment within Patient Contacts, the system will show only add-ons related to the associated service. You'll see all available add-ons if a service code has not been linked to a specific add-on.

ClinicTracker

New Feature

If you deactivate a user account, the system will automatically log off anyone using that account within two minutes.

Misc

New Feature

You will find a new feature available at: BillingTracker -> File -> Setup -> Modifiers -> Same Day Modifier. It lets you define a particular modifier for multiple same-day services, unique to each payor. When claims are transitioned, the system will perform the following steps (to identify the case of a unique service that isn't the first claim for that patient, date, and payor):

• It first searches for a Same Day Modifier code for the primary payor. If none exist, it proceeds as usual.
• If there is a configured modifier, it looks for any other claims for the same patient, date, and payor. If none exist, it proceeds as usual.
• If other claims do exist, it verifies that the current service is different from them (i.e., the service you are transitioning is unique). If it is not unique, it proceeds as usual.
• If it is unique, the system will apply the Same Day Modifier code, making sure that the modifier does not already exist on the claim (from a Modifier Rule) and that there are not more than four modifiers for any given service.
• The transition log will display information about any Same Day Modifier applied.

BillingTracker

New Feature

If you select a claim in the ERA module, one of the options now available to you in the context menu is "Billing Account-View Claim". It will bring you to the Claims tab of Billing Account, where the system will have highlighted the claim for you. You will also see that the remaining items in the context menu have been relabeled and displayed in alphabetical order for easier navigation.

ERA (835)

Minor Update

You'll find a new button (which looks like a wand) in the Time-Based Billing section of Service Input. Use it to test your time-based billing and rounding rules.

ClinicTracker

Minor Update

We added a setting in the Security Section of the Options form for "Active Directory Integration: Enforce ClinicTracker Password Not Blank or Expired." Check that setting if you want the system to make sure users logging in via Windows Authentication have valid ClinicTracker passwords (used for security screen unlock and signing for records).

ClinicTracker

Minor Update

You can now right click a patient name in the top right of the Batch Create Claims form if you want to navigate around the patient record. To keep the original form open, remember you can hold down the Control key on your keyboard.

BillingTracker

Minor Update

We added a "Hide 'Allowed to Lapse'" checkbox to the bottom of the Insurance Authorization screen. It prevents any authorizations set as "Allow to Lapse" from displaying in the list.

Insurance Authorizations

Minor Update

This update includes a few minor updates to the ERA module.

ERA (835)

Fix

We have an exciting new feature for customers who use integrated credit card processing. You can now apply a credit card convenience fee when you collect a credit card payment. First, head over to: BillingTracker -> File -> Setup -> Credit Card Convenience Fee and configure the fee you want to charge based on the type of credit card. For example, you can set up the feature to charge 20 cents + 2% for each transaction involving a Visa card. On the form you use to collect payments, you will see a new field that displays the calculated surcharge that the system will apply when it processes the payment. It will apply the surcharge to a special category that will reduce the available balance from the payment (similar to how you can write off a partial amount from any payment).

Credit Card Integration

New Feature

We continue to expand the options you have for configuring the Batch Claim Creation utility. Now you can assign the claim balance to a secondary payor. If the patient doesn't have one, the system will not assign the balance. Instead, on the grid that shows created claims, it will display this message: "Cannot determine insurer - please assign the balance manually."

BillingTracker

New Feature

You can now use Form Builder's "Required for Locking" feature when you design embedded forms. It won't allow locking the stock form unless the user enters the fields you have indicated are required for locking. After inputting all such fields, you can lock the record as usual, by entering all required signatures.

Form Builder

New Feature

You can now create a filter in a Custom Form based on the value of another field that resides on that form. For example, let's say you had a list of Staff Types (like clinical, supervisory, or other) as well as a list of Staff Names. This new feature lets you add a filter on the Staff Names list to show only Staff Names of the Staff Type you selected.

Form Builder

New Feature

When you view Payment Remarks within the ERA module, you will now see buttons for adding Remark Codes to the selected claim (assuming you selected one in the Claim Number dropdown). This feature saves you from having to remember the codes, navigate to the claim, access the Additional Info section, and enter codes manually.

ERA (835)

New Feature

When you right-click a line in the ERA form, you will see two new context menus. They let you view and set the Claim Delay Reason and Claim Sub-Status (assuming you selected an entry in the Claim Number dropdown).

ERA (835)

New Feature

When you access Demographics or any Custom Form, you can now look at the top title bar to see if anyone else is working with that same record. If someone is just viewing the record, the title bar will look like this: . If they are editing the form, you’ll see a comment bubble that looks like this: . Note that you can also see the name of the users who are accessing the form.

ClinicTracker

New Feature

The Insurer Setup form will now have a space for two NAIC numbers on the EClaim Info tab: one professional and the other institutional. You'll find this adjustment helps when you have a Transmission Type Override in place that may send a claim to the same payor in either format. The system will adjust the NAIC number it displays in the electronic claim file (e.g., NM109 of NM1*40 and NM1*PR).

BillingTracker

New Feature

When you run a Custom Report, you will see two new options in the parameter screen for "Is Present" and "Is Absent." It will allow you to include all records where a particular field is (or is not) present. For example, you could create a report showing all Appointments without a Program selected. This feature works for both reference data (where you select from a list) and free-text parameters.

Report Builder

Minor Update

If you right click on a payment line of the ERA form, the system will display a list of options you'll find helpful. We've added some new ones, including the ability to copy the payor control and display the Insurer Payment History.

ERA (835)

New Feature

As our users have been using Form Builder more and more, they've wanted to customize the menu that lists the array of available paperwork items. In response, we've made it so an administrator can designate which items will appear in the paperwork menu and the order in which they are listed (click here for instructions). If someone wants a paperwork menu that is different than the one the administrator designed for the agency as a whole, the instructions here explain how to break from the default template and create an individualized one.

ClinicTracker

New Feature

When you configure Transmission Type Override rules, you can now also include one or more Programs or Services. Access the feature at: BillingTracker -> File -> Setup -> Transmission Type Override and see instructions here.

BillingTracker

New Feature

You can't enter data for certain fields (such as signatures and linked files) on a custom form without first saving the record. Therefore, the system will let you create the record without populating those fields, even if they are configured to be required elements. When you create a record of this type, ClinicTracker will remind you which fields you still have to complete after the initial save.

Form Builder

New Feature

We've changed the name of the "Locked Record" menu to "Record Security" because it now contains signature audit trail information, whether or not the record is locked.

Form Builder

Minor Update

You will find a new bar within the Billing Account screen where you can filter based on any field that appears in the claim grid. Those can include such variables as the claim number, staff name, date, and charge amount.

BillingTracker

New Feature

We've made it so you have three options for how your custom forms will display responses. In addition to underlining, you can now select a border around the response or no formatting at all. Use the Field Print Style dropdown on the Custom Form's Form Setup screen to select underline, border, or none.

Form Builder

New Feature

The Historical Caseload report (available in the Patient Reports menu) now has two versions: the traditional one grouped by month and a new one grouped by day. The latter listing does not include a graph in the header.

ClinicTracker Reporting

New Feature

The Batch Claim Creation form now lets you include only patients who have a recorded appointment within a specified Program.

BillingTracker

Minor Update

The Demographic form now includes an "N/A" checkbox next to the main phone number field so you can save a patient record for clients who do not have a phone number.

Demographic Form

Minor Update

For clinics providing both Mental Health (MH) and Chemical Dependence (CD) services, the system provides both options for recording Patient Contacts. We've moved these option buttons from just above the Treatment History list to near the top of the form to make them more apparent. For a client registered in both MH and CD, the system will now default to whatever you designated as the "Primary" using the dropdown in the Mental Health / Chemical Dependency section of the patient's Demographic record.

ClinicTracker

Minor Update

Prior to this release, you could only send bulk Patient Portal Messages to either all active patients, all authorized representatives of active patients, or to both groups. Now you have those traditional options plus the ability to choose discharged patients, representatives for those discharged patients, or all patients/representatives with a portal account, regardless of patient status.

Patient Portal

Minor Update

You can now resize the Progress Note templates, making it easier to use if you embedded custom tabs with Form Builder.

ClinicTracker

New Feature

By default, the Scheduler displays resources (i.e., Staff, Patient, and Room) in alphabetical order across the top of the screen. A new item in the Scheduler's Calendar Menu, "Sort Resources Alphabetically," is checked by default, but let's you toggle the setting to sort based on the order you selected those resources. The setting will take effect as you add new resources to the Scheduler. This setting will also persist the next time you access the Scheduler. With the Scheduler's Favorite View feature, you can store configurations in either sort order (alphabetical or order selected).

Scheduler

New Feature

BillingTracker will assign claims a status of Queued, Pending, Reconciled, or Canceled. Some users wanted to further delineate a particular status. As an example, for Pending, you might want a "sub-status" such as "Sent to Payor/Clearinghouse" or "Resubmitted: Denial Reason Corrected." You can enter the sub-statuses you want listed at: BillingTracker -> File -> Setup -> Claim Sub-Status. You will find a new dropdown containing these designations on the Claim Detail screen. You can also right-click on one or more claims in the Review Claim Submissions and Claim Management screens to update the claim sub-status.

BillingTracker

New Feature

We added a setting for "Hide Discharge Status" to the Options form. It prevents the Discharge Status dropdown from showing (even for discharged patients).

Demographic Form

Minor Update

We've streamlined the process for creating an insurer payment on the Payments tab of the Billing Account screen. You'll notice that you won't have to re-enter the insurer and patient name each time.

BillingTracker

New Feature

You can now choose which Key Dates (like Date Packet Sent or Date of Contact for Appointment) you want to require on the Demographic form. The only exception is the Discharge date, which will always display in the case of a discharged patient. To set your preferences, go to: Options -> Preferences -> Pat Info Form Settings -> Require Date Packet Sent, Require Date Packet Returned, etc.

Demographic Form

Minor Update

ClinicTracker has always defaulted the "Date Entered" field to the current date when users enter new patients in the Demographics form, with the option of changing to another date. Now you can prevent anyone from entering other than the current date by going to: Options -> Preferences -> Patient Info Form Settings -> Date Entered -> Prevent free-text entry.

Demographic Form

Minor Update

We've made it much easier for you to navigate among multiple claims in Billing Account. Just use the new navigation arrows to move to the previous or next claim, regardless of which tab you are viewing.

BillingTracker

Minor Update

Even after you disable a Custom Form, you will still be able to access previous administrations of that form through the Completed Paperwork screen.

Form Builder

Minor Update

This update includes various other enhancements to improve system performance.

Misc

Misc

We've made it so you can create templates for Billing Notes within a patient's Billing Account. Click the Default Text button to populate a default template specific to the selected Note Type. To configure this feature, go to: BillingTracker -> File -> Setup -> Billing Note Type Setup.

BillingTracker

New Feature

Some insurance plans have the same group number for all patients. Previously you had re-enter that same number for each patient in the Group Policy Number field of the Demographic form's insurance tabs. Now you can just enter it as a default value that you apply by pressing the Default Text button. Configure this value at: BillingTracker -> File -> Setup -> Insurer Plans.

BillingTracker

New Feature

If you have our Cloud Communication module and integrated lab orders/results, you can now securely forward those results to outside providers. You will see the new entry for "Send as Cloud Communication Message” in the Lab Order Entry screen's File menu.

Lab Orders/Results

New Feature

A new setting will prevent users from manually entering a Client ID on the Intake tab of the Demographic form. This will ensure that ClinicTracker always assigns sequential ID numbers. See: Options -> Preferences -> Patient Info Settings -> Hospital Number - prevent free-text entry.

Demographic Form

New Feature

You now have a right-click option that will clear Staff Signature fields on a custom form. The system will keep an audit log to track activities around signatures.

Form Builder

New Feature

You can now manage all the user accounts on your Patient Portal at: ClinicTracker -> Utilities -> Maintenance -> Patient Portal User Management. You can also access the list from the existing Patient Portal User Configuration form. The new version provides an easy way to manage all users from one screen, rather than requiring you to access each patient individually through the Patient Dashboard.

Patient Portal

New Feature

We have a new feature that tells the system to insert a billing note into all the claim records included in the batch of collection letters. Just check the box labeled "Record Billing Note" on the Collection Letter form.

BillingTracker

New Feature

Because ICD-9 codes are considered obsolete, ClinicTracker will now only show ICD-10 codes within the Claim Detail screen and on Patient Statements.

BillingTracker

Minor Update

You can copy the claim number from the ERA payment form to the clipboard. Just highlight the cell containing the claim number and press the 'c' key on your keyboard.

ERA (835)

Minor Update

We corrected a problem that arose when updating the status of an appointment reminder.

Scheduler

Fix

You will find new options for linking staff to an event in the Scheduler's Event Detail form. Pressing the green plus button leads to options for adding an individual staff member, yourself, all staff, or a distribution list (like you can with composing messages).

Scheduler

New Feature

The Appointment Save Restrictions feature flags appointment that should be disallowed because of the location, type of program, or diagnosis. Now you can also block saving appointments based on the insurer. Go to Admin Config Appointment Save Restrictions -> By Insurer.

ClinicTracker

New Feature

We redesigned the Group Appointment form so the look and feel are more like the Demographic and Patient Contact forms. All the functionality remains the same, although we now also display information about who last saved the record and a timestamp for that update.

Group Appointments

New Feature

A new setting on the User Responsibilities tab of Staff Info (named Prevent Global Deletions) can prevent a user from deleting records from ClinicTracker (even if they have full permission to that particular part of the system).

Staff Info

New Feature

A new setting on the User Responsibilities tab of Staff Info can prevent a user from configuring Scheduling Groups at: Utilities -> Scheduling Group Setup.

Staff Info

Minor Update

You will find a new report available at: BillingTracker -> Reports -> Payments -> Denial Report. It will include Adjustments and Remark codes from processed ERA files.

BillingTracker Reporting

New Feature

If you update a patient's insurance information on the Demographic form, the system will ask if you want all future scheduled events to reflect that change.

Demographic Form

New Feature

Users have requested a designation for patients who have been terminated because of failure to pay or some other violation of clinic policy. You can identify someone as terminated if they are in Active status (because they are still in the system for collections) or Discharge status (to indicate that they should never be re-admitted in the future). You will find a checkbox labeled "Terminated" next to the Status dropdown on the Intake tab of the Demographic form. The system will prompt you whenever you select a terminated patient on the patient find form.

Demographic Form

New Feature

Standalone Custom Forms will now fill the entire screen when you open them.

Form Builder

Minor Update

Because of payor rules, some clinicians must bill under their supervisor's name and credentials, rather than their own. However, it can confuse clients when they receive an invoice that has doesn’t show the name of their actual provider. Therefore, BillingTracker's Configure Statements feature contains a new option labeled, "Send Rendering Instead of Billing Clinician." Checking this setting will display the rendering clinician on the Patient Statement.

BillingTracker

Minor Update

BillingTracker's Claim Management screen now includes a Location filter at the top of the screen.

BillingTracker

Minor Update

This update includes improvements to the system's overall performance.

ClinicTracker

Misc

This version includes extensive updates to our Cloud Communications service. They expand the capabilities of this feature by adding description fields, making it easier to send attachments, more efficient to store incoming attachments as Related Documents, and more.

Messaging

New Feature

Customers who use Compliance Builder will find a new option at: Maintenance -> Compliance Builder Form Groups. The idea is that you can create groups of forms that you can use within any Compliance Workflow. For example, you can now create a rule that says, "Any Progress Note Type" needs to be completed within X days of an appointment. You can use the new feature to define "Any Progress Note Type" to include SOAP, DAP, or Free-Form notes.

Compliance

New Feature

BillingTracker's Mismatched Claims feature now includes a new option for "Off-setting Multiple Services (With $0 Claim Balance)." It will display any claims that have a $0 balance but multiple services with off-setting Balance Assignments. Use the right-click option for clearing the offsetting balance assignments.

BillingTracker

New Feature

Compliance Builder has another new feature that lets you prevent staff from completing Progress Notes and Custom Forms under certain conditions. As an example: you can use this feature to restrict a staff member from recording a new Progress Note before completing overdue Treatment Plans. Press the "Add Restricted Forms" button near the bottom of the Compliance Builder screen to initiate this feature.

Compliance

New Feature

When you compose a Secure Patient Portal message, you will see a new dropdown just above the message subject. It will display three additional options for sending a bulk message to all your patients, authorized representatives, or both. It’s an efficient way of broadcasting important information all at once to your caseload. You’ll find it comes in handy, for example, if the clinic has been closed due to inclement weather or you want to announce a new group or service. Give your staff access to this feature by enabling to a new setting on the User Responsibility tab of Staff Info for "Send Bulk Portal Message."

Messaging

New Feature

You can now adjust the diagnosis display within the Patient Portal to show the code, description, or both. Search the Options form for "Show Diagnosis Details in Patient Portal Appointment History."

Patient Portal

Minor Update

If you have enabled the setting to notify patients when Patient Statements are generated, the email will contain a link that will bring them directly to the Clinical Info tab, with the encounters grid expanded.

Patient Portal

Minor Update

A new setting at: Preferences -> Patient Contact Form -> Prompt for future-dated records, will allow you to suppress the default prompt that displays when you record an appointment or collateral more than one day in the future.

ClinicTracker

Minor Update

This version includes updates to our Cloud Communications service.

Messaging

New Feature

The Cloud Communications package (cloud fax and Direct messaging) has undergone certification and is now fully integrated into ClinicTracker. Contact your success rep to learn more about this great new feature. We have just been certified to offer the integrated Cloud Communications package, which includes cloud-based faxing and Direct messaging. While we previously offered these features through our partner company, they are now fully integrated into ClinicTracker. Contact your Client Success Representative to learn more about this great new feature.

Messaging

New Feature

Compliance Builder will now accommodate multiple treatment phases.

Compliance

New Feature

For customers using Compliance Builder, the Filter button for the ruleset will now include additional options when your triggering form is Patient Contacts, Demographics, or any Custom Form. As an example, for Patient Contacts (appointments) you can filter your rulesets based on service or status.

Compliance

New Feature

You will find a new report available within BillingTracker at: Reports -> Claims -> Billing Notes for Claims. This report will display claim information such as date, charge, allowed amount, payments, and adjustments, along with any billing notes entered for that claim.

BillingTracker Reporting

New Feature

You will find a new setting at Options -> Preferences -> Patient Info Form Settings to require Email Address on the Demographic form.

Demographic Form

Minor Update

The features to Reassign Staff Schedules and Reassign Staff Assignments (available at: ClinicTracker -> About -> Maintenance) will now allow you to transfer from inactive staff.

Misc

Misc

You will see that we redesigned the Options form so that it is better organized and more streamlined. We also have provided a search function to make it easier to find a setting you want to modify. If you want to select the new version of the Options Form, go to: Admin Config -> Options (Beta) from either the ClinicTracker Main Screen or the About form.

Options Form

New Feature

You can now choose whether or not you want to record a specific telehealth appointment. Before you could only set the system to record all appointments or none of them.

Telehealth

New Feature

Our customers who have the Integrated Lab Orders feature and the Patient Portal will see a new checkbox named: Hide Results from Patient Portal when creating lab orders. Enable this setting to prevent a portal user from seeing a specific lab result.

Lab Orders/Results

New Feature

For our customers who have the Integrated Lab Orders feature and the Patient Portal, the system will now notify patients via email that they have lab results ready to view online.

Lab Orders/Results

New Feature

We added two metrics to the Performance Measurement Reports for "Claim Count" and "Claim Amount."

ClinicTracker Reporting

Minor Update

The Patient Portal will use the Authorized Representative's login email address to send a receipt for credit card payments he or she has made (as opposed to the patient's email address).

Patient Portal

Minor Update

You can now require a session number is entered for all kept appointments. Go to: Options (Beta) -> Preferences -> Patient Contacts Form Settings -> Session # is Required.

Options Form

Minor Update

If you use the scheduling group wait list feature, you can now move patients up and down the list according to priority. The software will maintain that order.

Group Appointments

Minor Update

We have added additional tracking for claims as they flow through the revenue-cycle-management process. These activities include:

• Claim Transition / Fee-Calculation
• Balance Assignment
• Payment Application
• Write-Offs
• Claim/Patient Statement Submission

You can view the detailed claim information on the Billing Notes tab of Billing Account. Just check the "Include Audit Items" box. We have also added these items to the Report Source: BT Billing Notes.

BillingTracker

New Feature

We corrected a problem with printing Progress Notes.

ClinicTracker

Fix

If you place your mouse over the "Billable To" dropdown on the Lab Order Entry form, the system will display the patient's primary insurer (if you select the dropdown value as "Insurer"). We added this feature because you might have to send a test to a particular lab based on the patient's insurance coverage.

Lab Orders/Results

Minor Update

You will see a new "WO" (write-off) button on the Patient and Insurer Payment screens. Press it to process a partial write-off prior to applying a payment. You then can decide what to do with the remaining balance.

BillingTracker

New Feature

BillingTracker's Insurer Plan setup form -> Claim Details -> CMS-1500 options section has a new setting: Show Other Insurance Info Even When Primary. With this box checked, primary claims sent to the payor will include a checkbox in box 11 and secondary insurance information in box 9 on the CMS-1500 form (if a secondary payor is associated with the claim).

BillingTracker

New Feature

You can now link a scheduled event to a collateral in the same way you've always been able to link a scheduled event to an appointment. You will find the features you need to create a linked collateral (as well as add/remove associations to it) in the right-click menu of a scheduled event. The schedule widgets on the Staff Dashboard and Demographics form will now indicate the type of linked patient contact (Appt., Group, Coll., None) instead of just showing a yes or no. And finally, if you use Report Builder to generate reports from the "Schedule Data" report source, you will see four related fields available: flLinkedAppointmentRecord (yes/no for a linked appointment), flLinkedAppointmentRecordShowedUp (yes/no for a linked appointment with a status of 'Showed Up'), flLinkedCollateralRecord (yes/no for a linked collateral), and flLinkedAppointmentOrCollateralRecord (will display Appt., Group, Coll., or None).

Scheduler

New Feature

When marking a staff member as inactive in Staff Info, you will see a prompt asking if you would like to mark all their open staff assignments as being unassigned as of the current date.

Staff Info

New Feature

When you discharge a patient, the system will ask if you want to remove the discharged patient from scheduling groups, scheduling group wait lists, and future scheduled events.

Demographic Form

New Feature

You can now process credit card payments without the cardholder name.

Credit Card Integration

Minor Update

We have redesigned the Patient Contacts form to make it easier to see and manage.

ClinicTracker

New Feature

To manage very large ERA files (more than 1,000 payment lines and multiple checks), the system will break them into individual files for each check. You can then import those files as distinct entries.

ERA (835)

New Feature

We had implemented what was suppose to have been an upgrade to a third party component we use for the Scheduler. It ended up causing problems that the vendor was unable to correct. We therefore put back the prior version. However, we made other changes to the system that alone will improve your experience with the Scheduler.

Scheduler

Fix

The My Messages widget will only show the category buttons in red when there are unread messages.

Messaging

Minor Update

If you request a patient to complete a form through the Patient Portal, but you then delete the request, a message box appears that gives you the option of sending a notification message to the patient.

Patient Portal

Minor Update

We increased the maximum size of a message thread in the Messaging System. In the bottom status bar, you can see "Characters Remaining in the Message Thread."

Lab Orders/Results

Minor Update

We increased the maximum size of a message thread. When composing a message, you will see a count of available characters in the bottom statusbar.

Messaging

Minor Update

We corrected an issue that prevented adding new entries to a repeating list.

Misc

Misc

We corrected an issue that prevented adding new entries to a repeating list.

Form Builder

Fix

You can have ClinicTracker automatically email patients (and their authorized representatives who have access to their Financial Info) when you process their Patient Statements. Please contact us to enable this feature.

Patient Portal

New Feature

ClinicTracker will send patients or authorized representatives an email notification whenever they receive a Secure Patient Portal Message (including those from Patient Portal Form Requests). These messages will simply refer them to their Patient Portal account for more information.

Patient Portal

New Feature

Some users have computer systems that might not have sufficient available resources to handle the Scheduler. If you are having problems with the calendar running too slowly, you can speed it up by turning off the color coding. Once you are in the Scheduler, toggle off the color coding completely by pressing the F6 key or selecting Calendar -> Show Availability Color-Coding. To restore color coding, press F6 again. We added a new feature that temporarily lets you see the color coding even you disabled it: hold the control key and click anywhere on the calendar. The color coding displays until you move your mouse off that area. This option should help those users whose computers have had problems with the Scheduler.

Scheduler

New Feature

You can now save "Favorite Views" when you use the Scheduler's "Find Available Appointment" feature.

Scheduler

Minor Update

We added a new button to the Demographic Form's Scheduled Events section. Click it to display a list of upcoming appointments that you can search and/or print. As such, you'll now have the same options as for the View Event Listing on the main Scheduler.

Demographic Form

Minor Update

We added two settings to: BillingTracker -> File -> Setup -> Configure Statements. One is labeled "Display Patient DOB" and the other is "Display Clinician NPI."

BillingTracker

Minor Update

The Batch Paperwork Printing feature now handles these forms: Diagnostic Assessment, Physical Health Inventory, Nutritional Assessment, and Change of Diagnosis.

ClinicTracker

Minor Update

This update includes general stability and efficiency improvements.

ClinicTracker

Misc

We have given the Demographic form a major face lift by re-organizing all the fields into more logical sections and allowing for maximizing the form. A new panel on the right side will also give you access to many features, including an image of the patient, a list of scheduled appointments, and navigation options.

Demographic Form

New Feature

We have changed the name of the "Service Specific Copay" form to "Service Specific Fees." It now collects a fee and allowed amount, in addition to the existing Copay value. Remember that patient-specific fees are calculated after a price-override (entered on the appointment record), but before any other fee schedules (including reduced fee, fee schedule, and default pricing).

BillingTracker

New Feature

The Insurance Tab of the Demographics form has three sub-tabs that store information about the primary, secondary, and tertiary insurers. You will see a new button, labeled "Move/Swap," that makes it easy to exchange information among the tabs. For example, you can move information in the primary tab to the secondary tab (assuming it's empty). You can also swap the contents of two tabs if, for instance, you want to make the primary tab become the secondary tab, and vice versa.

Demographic Form

New Feature

The Info Releases tab has a new button, labeled "Load Info." Pressing this button will present a list of any contacts on the Outside Providers/Contacts tab. The idea was to make it easier to load information about these external contacts.

Demographic Form

New Feature

We added two changes to the Billing Account form: 1) the bottom status bar now shows the date, charge, and balance (in addition to the claim number); and 2) the form is now fully resizable.

BillingTracker

Minor Update

When you check in an individual patient via the My Patients Widget, Scheduler, or Event Detail form, ClinicTracker will automatically load any alerts from the Quick-View Pane.

Scheduler

Minor Update

The CD (Claim Details) button will now be visible for both unapplied and applied entries. Similarly, pressing the "n" key on your keyboard (the feature that displays claim-specific notes) will also work for both types of entries.

ERA (835)

Minor Update

This update includes general stability and efficiency improvements.

Misc

New Module

When you create a report, you no longer have to enter a time-related parameter value manually (such as StartTime from the Appointments data source). Now the parameter entry screen offers an easy-to-use time picker.

Report Builder

New Feature

A new checkbox in the top corner of the parameter entry screen lets you toggle between showing all reference data or only active data (which is the default). For example, if you have a parameter for the BuildingName field from the Appointments report source, you can toggle between showing all buildings or just active ones. This new checkbox will only show if you have a parameter based on reference data.

Report Builder

New Feature

The Scheduler Group Setup form (available in the Utilities menu from the ClinicTracker main screen) now has two new features that let you: 1) configure a maximum group size to limit how many patients you can add to a group; and 2) create a list of patients who are waiting to join a group. You can easily switch patients between the active and wait lists.

Scheduler

New Feature

Patient Statement Auto Requeue is a new feature that requeues a pending Patient Statement transaction after a set number of days have elapsed since it was last processed. You can configure it on the BillingTracker Options form according to these options:

• No Automatic Requeue
• Requeue after a certain number of days have elapsed since the last processing
• Requeue on a given day of the month as long as a certain number of days have passed since the claim was last processed.

BillingTracker will requeue these transactions during nightly system maintenance. However, if you want to process them immediately, go to: BillingTracker -> Claim Handling -> Auto Requeue Patient Statements.

BillingTracker

New Feature

We updated the "Claims and Balances" report with a new field on the service detail level that shows the number of days between when the claim was originally queued for processing and when it was reconciled. It displays for any service line with a zero balance. The field serves as a basis for understanding how long a claim took to process (typically referred to as "Net Days in Accounts Receivables" or "Days Sales Outstanding"). It is also accessible in Report Builder as a field named "DaysUntilClaimReconciled" in the "BT Claims and Balances" data source.

Report Builder

Minor Update

ClinicTracker now supports Telehealth Services. Click here to learn more.

ClinicTracker

New Module

We made two changes to the CPT Override feature at: BillingTracker -> File -> Setup -> CPT Override. You can now: 1) select an "All Insurers" option to create a rule that applies to all insurers; and 2) create rules based on Patient Group. BillingTracker works through a decision tree in identifying the CPT Code to apply. It will first try using a matching CPT Override when it processes paper or electronic claims. Otherwise it will use the "Internal Code" stored on the Service Input record. If that is unavailable, the software will use the default CPT Code from the service record. In the case of multiple matches, the "least generic" one gets selected. For example, a match on specific insurer and program with a generic patient group would be selected over a specific insurer match with generic program and patient group. That hierarchy is represented by a "score", with the most specific having the lowest one. In the case where two entries have the same score, BillingTracker will use a priority of insurer, program, patient group.

BillingTracker

New Feature

BillingTracker's transition screen will now let you roll back all the transitioned appointments listed in the log at once. Before it only let you roll back one at a time.

BillingTracker

New Feature

New Compliance Customers Only: We have adjusted the Compliance Builder with a new "Compliance Set Is Based On Form" of "Group Appointments." The "Action to Complete" will have a "Based On" value option of "Date of Group Appointment." This feature will allow you to trigger Compliance rules for your Group Appointments, the same way you can for Individual Appointments.

Compliance

New Feature

The play buttons on the Group Appointment form let you create/view the linked individual appointment. If you would like to update already-created Progress Notes with the latest information from the group appointment record, hold down the control key as you click on the red play button. As long as the individual Progress Note is unlocked, it will update the note with the latest information. This feature is available for individual patients as well as for all patients (if you use the play button above the list of patient names).

Group Appointments

New Feature

The expanded text windows now support spell check. Remember, you can always give yourself more room to enter text by pressing F4 in any textbox.

ClinicTracker

New Feature

We have made the Patient Education Resources feature available to all ClinicTracker userse through the Medical menu on the Staff Dashboard.

ClinicTracker

New Feature

Signing Mental Health Discharge Summaries and Transfer Summaries as well as Chemical Dependency Assessments will now work the way it does for Treatment plans, such that the system will ask if you will need a supervisor's signature. If you choose no, it will allow for locking of the record.

ClinicTracker

Minor Update

We improved the speed at which the Scheduler saves and displays information.

Scheduler

Minor Update

The BillingTracker Options form now includes new options in the "Paper Claims: Combine Same..." section that let you determine if multiple claims should be included on the same claim form or not.

BillingTracker

Minor Update

The ICS Sanitization feature always changed linked patient names to a more generic "ClinicTracker Patient" when it displayed in the description of an event in your external calendar. This feature will now also replace the event subject with the patient patient initials and client ID, rather than what is displayed within ClinicTracker. Contact ClinicTracker Support to enable the ICS Sanitization feature.

Scheduler

Minor Update

The Scheduler has a "Find Available Appointment" feature you can use to search for open appointments. Among other attributes, you can search for appointments limited to a certain Event Type. To save a step, if you searched for a specific Event Type, the system will now automatically load the it into the event you create.

Scheduler

Minor Update

This update also includes general stability and efficiency improvements.

Misc

Misc

We added two new menu options to Utilities -> Insurance Eligibility Verification. They are: “Verify All Active Intakes" and "Verify All Active Patients."

Insurance Eligibility Verification

New Feature

When you write off a credit balance, either from the Billing Account or Manual Payment screens, the system will prompt you to enter the amount to write-off. You therefore now have a way to perform partial write-offs.

BillingTracker

New Feature

If you write off a credit balance, either from the Billing Account or Manual Payment screens, the system will now prompt you to enter optional comments to store with the write-off record.

BillingTracker

New Feature

The Group Appointment form has a new button labeled "Add Patient" so you can manually add a patient who is not in the Scheduling Group.

Group Appointments

New Feature

To make logging in to the Patient and Staff portals easier, we upgraded the Recaptcha function (the security method to verify you're not a robot).

Patient Portal

New Feature

We added a new column to the Completed Paperwork form to indicate if each item is Locked.

ClinicTracker

Minor Update

The "Appointments" report source now includes a new field named, "GroupAppointmentGroupName." If the appointment is associated with a group appointment, this field will display that group’s name. Another field, "GroupAppointmentGroupCollectionName," will show any associated Scheduling Group Collection names.

Report Builder

Minor Update

We added a new setting to the "Electronic Claims: Combine Same Date..." feature within the BillingTracker Options. It is labeled "None" and will prevent any claim combining.

BillingTracker

Minor Update

The Billing Account screen will now display a "View" button next to the Credit Balance if there is a credit on the account.

BillingTracker

Minor Update

We created a new report source named "qAuthorizationReportWithServiceList." It is the same as "qAuthorizationReport," but includes an extra column named "AuthorizedServiceList," which is a comma-separated list of authorized services.

Report Builder

Minor Update

We added the Allowed Amount to all of BillingTracker's aging reports.

BillingTracker Reporting

Minor Update

We added a new setting to the General tab of the Options form for: Allow overlapping Diagnosis Assignments. While we typically recommend leaving this setting unchecked, there are cases when you may want to record different diagnosis assignments that span the same date range. Enabling this setting will warn when you are creating overlapping assignments, but allow you to continue with the save operation. ICW

ClinicTracker