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2021 Summer Release

Blocks and Holds (PM/EHR)

Based on client feedback, we are happy to announce a redesign of the Blocks and Holds functionality in the Scheduler.

We have added setup fields from the Blocks/Holds system setting (master file), to the new Block and Hold setup screens, and added time saving copy/paste functionality, so you can now set up, edit, and cut/paste blocks and holds across providers, pages, and facilities columns, in the Scheduler.

In addition, you can now add a note to an instance of a block, to provide additional information.

Redesigned Block and Hold Screens

We have added new fields to the Block and Hold setup screens, eliminating the need to switch between the master file and scheduler when adding blocks and holds.

Set up and Edit a Block

We have added fields to the new Block screen to allow blocks to reoccur as needed in Scheduler. Additionally, we have added a new Note field that can be added after the block is saved.

Set up a Hold

We have added fields to the new Hold screen to allow holds to reoccur as needed in Scheduler. In addition, you can specify whether to allow Telemedicine visits or Patient Online Booking during the hold.

Copy and Paste Blocks and Holds
We have added copy/paste functionality to copy a block or hold to another column in the scheduler.

Copy and Paste Blocks/Holds Between Scheduler Columns
As part of the new copy/paste functionality, you can now copy all blocks and holds in a column to other columns.
This functionality saves you time when setting up a large number of columns for your entire practice.

Credit Card on File (PM)

Add a Credit Card on File in Payment Entry Screens

We are happy to announce that now, when you enter a patient payment, on either the Patient payment or Responsible Party payment entry screens, you can add a new Credit Card on File for the patient.

Credit Card on File – New Report

We are happy to announce that we have added a Credit Card on File report to the Report Center, where you can view a list of patients with upcoming appointments to identify whether or not the patient has a credit card on file set up in your system.

Additionally, the report can be used to view card expiration dates and maximum transaction limits set by the patient.

Custom Claim Inspector Rules System Setting (Master File) (PM)

Additional Custom Claim Rule Builder Options

To meet client requests, we have added Custom Claim Rule Builder options to give you more customization choices when creating custom claim rules:

  • Appointment is not Telemedicine
  • Appointment is Telemedicine
  • Appointment Type is
  • Appointment Type is not
  • Billing Provider is
  • Billing Provider is not
  • Charge code does not start with
  • Charge code starts with
  • CPT code does not start with
  • CPT code starts with
  • Date of Service is after
  • Date of Service is before
  • DX ICD-10 code begins with
  • DX ICD-10 code does not begin with
  • Episode is not “Standard”
  • Episode is “Standard”
  • POS (place of service) is
  • POS (place of service) is notPreauth # does not exist (on claim box 23)
  • Preauth # exists (on claim box 23)
  • Rendering Provider code is
  • Rendering Provider code is not
  • Referring provider is not “SELF REFERRAL”
  • Referring provider is “SELF REFERRAL”
  • Subscriber ID does not start with
  • Subscriber ID starts with
  • TOS (type of service) is
  • TOS (type of service) is not
  • Units are less than
  • Units are greater than

Demographics – Care Team (PM) – New Feature

Use the new Care Team feature to quickly review and manage a patient’s Care Team members and their information.

Care Team Summary Card

The Care Team summary card includes the following elements:

  • The number of Care Team members.
  • The Add Team Member icon.
  • List of Team Members.

Each Team Member slot has the following elements:

  • Name of the Team Member
  • Team Member Type (Provider or Biller)
  • Team Member Specialty (if the team members is a Provider)
  • Last Visit

All slots have an ellipsis that opens a menu with the following actions:

  • Edit
  • Delete
  • Clear (only for PCP)

Each Care Team card has two default Team Member slots that display the information from the Patient screen: Primary Care Physician (PCP) and Provider. These fields can be updated on both Patient Info and the Care Team summary card.

Care Team Workspace Icon

The Care Team workspace icon has been added to the Patient Info navigation tab. Click the icon to access the Care Team workspace. To quickly review the team members and their information use the Care Team summary card on the Demographics screen.

Care Team Workspace

Use the Care Team workspace to review the team members and their information.

ERA Rules System Setting (Master File) (PM)

Added Preprocessing eRemittance Inspection Setting Section

We have added a new section, Preprocessing eRemittance Inspection Setting, to the ERA Rules system setting (master file). When this rule is set to Yes, if the carrier sends the payment with a secondary status code, and the carrier is in the first position in the Insurance Order on the claim, the received payment is processed as Primary.

The Claim Status Code (or Claim Level Payer Code) can be updated only if all of the following conditions are true:

  • ERA Preprocessing rule has the option is set to Yes.
  • ERA comes from a Secondary Payer.
  • Insurance Order on the Claim has only one Carrier.
  • Claim doesn’t have any Insurance Payments made to the Claim.

Inbound Referrals (PM)

We are happy to announce that the Inbound Referrals screen has a sleek new screen design, aimed at complementing the Demographics card framework screen and streamlining inbound referrals work flow.

Most importantly, we have added new referrals functionality that provides a way to add multiple authorizations and procedure charge codes to Inbound Referrals.

A key part of the new functionality, is the addition of a Select Referral tool that allows you to select, update, and reorder referrals with multiple authorizations and charge codes in all charge entry screens, on appointments and group appointments, as well as in the Edit Visit, Charge Detail, and Episode screens.

And finally, we are happy to announce a design update of the Self-referral screen.

The enhanced Inbound Referrals feature will be released to clients in stages over the next several months.

Enhancements include:

  • Updated Inbound Referrals Screen Design
    • Overview Grid
    • New Inbound Referral Screen Fields and Tools
  • Updated Self-Referral Screen Design
  • Add Multiple Authorizations and Procedure Charge Codes
  • Post Visits with Multiple Authorizations and Charge Codes on Charge Entry Screens
    • Charge Entry/Quick Charge Entry Updates
    • Online Charge Slips Updates
  • Update Referral Information on Edit Visit and Charge Detail Screens
  • Add a Referral on Appointments and Group Appointments
  • Update a Referral in Episode Screen

Updated Inbound Referral Screen Design

Inbound Referrals – Main Screen

The Referrals screen opens to a referrals overview grid for both inbound and outbound referrals. Click the Referrals-In tab to view the following Inbound Referrals information at-a-glance.

Click the expand icon on a previously entered inbound referral from the Referrals column on the overview grid to view details about an Inbound Referral.

New Referral Screen Fields and Tools

The newly designed Inbound Referrals screen offers updated functionality and a sleek design.

Updated Self-Referral Screen Design

We have updated the Self-referral screen with a fresh new design to match the new Demographics card layout.

We have made the following field name changes and functionality updates:

  • You can now add multiple procedure codes to the authorization.
  • Renamed the Preauthorization Required check box to Authorization Required.
  • Renamed the Status field to Referral Status.
  • Renamed the Preauth # field to Authorization#.
  • Renamed the Carrier field Ins. Carrier.
  • Added a new Referred To field.
  • Added a new Referral Actions menu
    • Delete Referral
    • Audit Log
    • Print

Add Multiple Authorizations and Procedure Charge Codes to Referrals

You can now create an inbound referral with multiple authorizations and multiple procedure charge codes on each authorization.

Use Referrals with Multiple Authorizations and Charge Codes in Charge Entry

As part of the new multiple authorizations/procedure charge codes referrals functionality, you can now use referrals with multiple authorizations and procedure charge codes in charge entry screens.

Update Referral Information on Edit Visit and Charge Detail Screens

Use the new referrals functionality to update referral authorizations in the Edit Visit/Charge Detail screens where multiple authorizations and charge codes are associated.

Add a Referral with Multiple Authorizations and Charge Codes to Appointments and Group Appointments

You can associate a previously created patient referral on a new appointment (or a group appointment), or create a new referral for an appointment on the fly.

Add a Referral with Multiple Authorizations and Charge Codes to Episodes

Now, when you configure referral details for an Episode, you can add multiple authorizatons/charge codes.

Marketing Referrals (PM)

Updated Marketing Referrals Screen Design

We are happy to announce that we have moved Marketing referrals to a separate work screen and added a new Marketing icon on the Demographics card framework navigation pane.

We have updated the Marketing referrals screen with a fresh new design to match the new Demographics card layout, and added an overview grid that displays a complete list of previously added marketing referrals for the patient.

Marketing Referrals – Overview Grid

The Marketing referrals screen opens to an overview grid that displays previously added marketing referrals for the patient.

  • Marketing Referrals Count
  • Add Marketing Referral Icon
  • Marketing Referrals Overview Grid
    • Source
    • Description
    • Time/Date Created
    • Status

Create a Marketing Referral

Although we have updated the look and feel of the Marketing screen, no functionality has changed.

Master Files (PM)

Master Files is Now System Settings

We are happy to introduce our new System Settings screen where you can easily search for or navigate to system settings (master files).

As part of this new feature, we have made the following updates:

  • The Master Files menu drop-down has been renamed to System Settings.
  • All system settings (master files) can be accessed in the new System Settings screen. You can also still access all existing system settings (master files) from the System Settings menu drop-down.
  • The new search feature makes it easy to find what you’re looking for.
  • New system settings will have a new look and feel, while existing system settings
    (master files) will be updated in the future with the new look and feel.
  • System settings released in the future will only be accessible from the new System Settings screen, not the menu drop-down.

Outbound Referrals (PM)

Updated Outbound Referrals Screen Design

We have updated the Outbound Referrals screen with a fresh new design to match the new Demographics card layout, and added an overview grid that displays a complete list of previously added outbound referrals for the patient.

Additionally, we have added a new Referred By field, and a More Actions menu to the Outbound referrals screen.

Outbound Referrals – Main Screen

The Referrals screen opens to a referrals overview grid for both inbound and outbound referrals. Click the Referrals-Out tab to view the following Outbound Referrals information at-a-glance.

Create an Outbound Referral

We have added a new Referred By field, and a More Actions menu to the Outbound Referral screen.

Patient Information (PM)

Patient Information Card Layout Screen Upgrade, Associated Toolbar and Menu Updates

Beginning with our 2021 Summer Release, the new Patient Information screen (with the card layout design) will replace the legacy Demographics screen. This upgrade will take place in stages over the next several months.

Use the new Patient Information card layout screen to search, retrieve, and work with patient data within a customizable screen layout that includes navigation links to all patient information topics, corresponding summary cards, and a central work screen. The streamlined screen layout provides easy access to all patient information.

System Defaults (PM)

We have made updates to system defaults in the following areas:

Appointments – Renamed Update Authorizations Using to Calculate Authorizations Using

As part of the Referrals upgrade, we have renamed the system default named Update Authorizations Using to Calculate Authorizations Using. No functionality has been changed.

Credit Card Processor – Heartland to Credit Card Processing

We have renamed the Credit Card Processor selection option named Heartland to Credit Card Processing. No functionality has been changed.

2021 E/M Coder Tab (EHR) – New Feature

The 2021 E/M Coder tab in Patient Notes uses the 2021 AMA level of E/M service based on either Total Time or Medical Decision Making (MDM). The 2021 E/M Coder should only be used for office and other outpatient visits.

After you have documented a patient visit and saved the patient note, enter information in the 2021 E/M Coder tab for the visit for Total Time and Medical Decision Making (MDM). The coder suggests an appropriate CPT® code (level) for both types of calculations. Select the code that best applies to the visit.

Overview of the E/M Changes in 2021

  • The appropriate level of E/M service is based on the revised method of Medical Decision Making, or the Total Time on the date of the visit. Clinicians choose the method for determining the level of E/M service.
  • Physical exam and history are no longer used for determining level of E/M service.
  • New patient E/M service levels are reduced from 5 to 4 levels.
  • CPT code 99201 was removed.
  • 99417 is the new prolonged service code (captured in 15-minute increments).

Use the E/M Coder

You should add all information to the patient note before using the E/M Coder. The E/M Coder is not available until the patient note is saved.

Display 2021 E/M Coder Tab User Preference

As part of this update we have added a new Display 2021 E/M Coder Tab user preference.

Select the Display 2021 E/M Coder Tab user preference to use the new 2021 E/M Coder tab in patient notes.

The default is selected to display the 2021 E/M Coder.

Chart (EHR)

Include Patient Portal Messages in Chart Print

You can now choose to include patient portal messages when you are printing or faxing chart items for a patient in Chart Print. Select the Patient Portal: Messages check box to include all patient portal messages linked to the patient.

Note Templates (EHR)

We have made the following enhancements to the Templates list:

  • Search for Templates
  • Resize the Templates List
  • View More Templates by Default
  • Save, Save as, and Cancel without Refreshing Templates List

Search for Templates

You can now search for templates in the Templates list by clicking the search icon located at the top of the list.

Resize the Templates List

You can now resize the Templates list sidebar by either dragging the sidebar to resize, or by clicking the Resize List icon located at the top of the templates list.

View More Templates by Default

As part of this enhancement, the Templates list now displays more templates by default.

Save, Save As, and Cancel without Refreshing Templates List

Also as part of this enhancement, the Templates list no longer refreshes when you click Save, Save As, or Cancel.

Patient Notes (EHR)

Narrative Auto-fax Enhancements

To improve narrative auto-fax, we have made updates in the following areas:

  • Patient Notes
    • Include default signoff text on narratives.
    • Support multi-sign for auto-faxed narratives.
    • View auto-fax notifications on the Narrative tab.
    • View Success status details on the Auto-Fax Recipients screen.
  • Notes Card – View auto-fax icons with status tool tips.
  • Messages Donut – Open the Narrative tab from the Messages donut.
  • EHR Demographics – View Primary Care Physician information in EHR Demographics.
  • Global Settings – Set Default Recipients in Global Settings.
  • Timestamp – Respect Client/Practice Time Zone set in Global Settings.
  • System Settings – Record Fax number on the Facilities system setting (master file) screen.
  • Audit Tracker – Removed redundant columns.

Patient Notes – Include Default Signoff Text on Narratives

Signoff information, including the users who signed the note and a date and time stamp, is now included at the bottom of the narrative.

You can disable default signoff information on narrative documents by selecting the new Don’t show default “Sign-Off” Text check box on a bookmark included in the Word Merge template used to create the narrative. By default, the Don’t show default “Sign-Off” Text check box is cleared.

Patient Notes – Support Multi-sign for Narrative Auto-fax

If a patient note has multiple required signers, the narrative is now auto-faxed when the last required physician signs the note. If needed, you can manually fax the narrative before it is fully signed by clicking Fax | Narrative.

Previously, the narrative was auto-faxed after the first physician signed the note.

Patient Notes – View Auto-fax Notifications on the Narrative Tab

We have added auto-fax notifications to the Narrative tab to indicate when a recipient has received or failed to receive a narrative auto-fax.

– The narrative was successfully auto-faxed to one or more default recipients. The number displayed on the icon indicates the number of recipients who successfully received the narrative auto-fax.

– The narrative failed to auto-fax to one or more recipient. The number displayed on the icon indicates the number of recipients who failed to receive the narrative auto-fax.

Patient Notes – View Success Status Details in Tool Tip on Auto-Fax Recipients Screen

We have added a tool tip to the Success Fax Status on the Auto-Fax Recipients screen. Hover to view the date and time the fax was sent and the number of subnotes and addendums included in the narrative.

Notes Card – View Auto-fax Icons with Status Tool Tips

We have added auto-fax icons to the Notes card so you can easily view the status of a narrative auto-fax:

  • Fax was successfully sent to recipients.
  • One or more failed fax recipients.

Hover over the icon to display a tool tip with the number of Sent Recipients, Failed Recipients, Last sender, and Last fax date information.

Messages Donut – Open Narrative Tab from Failed Auto-fax Message
When you click the Patient Note icon on an auto-fax narrative failure message, the patient note now opens with the Narrative tab selected.

Demographics Tab – View Primary Care Physician
The patient’s PCP (Primary Care Physician) now displays on the EHR Demographics tab.

Global Settings – Set Default Recipients for Narrative Auto-fax
You can now select Default Recipients for narrative auto-fax in Global Settings. By default, the patient’s Primary Care Physician (PCP) and the Referring Provider on Appt are selected. You can update recipients on the Narrative tab in patient notes, if needed.

Timestamp – Respect Client/Practice Time Zone in Global Settings

We have updated narrative auto-fax timestamps to respect the selected Client/Practice Time Zone in Global Settings. Fax time stamps now display in the selected time zone.

System Settings – Record Fax Number on the Facilities System Setting (Master File) Screen

We have added a Fax number field to the Facilities system setting (master file) screen to help you record needed facility fax numbers.

Audit Tracker – Removed Redundant Columns

We have removed the following columns from the Audit Tracker because they are no longer used:

  • Outcome
  • Machine/Location
  • PC Name
  • Product Version

Patient Kiosk (Mobile)

Use Credit Card on File (Heartland Credit Card Processing)

Patients at practices that use Heartland credit card processing can now use their credit card on file when paying through the Patient Kiosk.

When the patient logs in to the Patient Kiosk, the app displays their copayment, payment plan, or balance based on information in PM. After they select the amount they want to pay and enter an email address to receive their receipt, they are prompted to use a saved credit card if they have one on file.

If using a saved credit card, the patient taps Continue with card. They can tap Use a different card to enter another card manually.

They can then complete the payment as usual.

Video Training Library (PM/EHR)

The following videos have been updated to reflect release enhancements:

  • Block and Holds
    Includes system settings available from the scheduler to create, copy and paste, and edit blocks and holds.
  • eRemittance – Processing Insurance Payment
    Includes the new system settings change.
  • ​​Patient Demographics Configuration
    Includes the new patient information card layout, new Referrals screen, and r​​​enamed the Master Files menu to System Settings.
  • Quick Payment Entry
    Includes new functionality to save credit cards to the patient file for use on future payments.
  • Referral Worklist
    Includes new Referrals Card.
  • Using Interoffice Messaging
    Includes the new system settings change.
  • Using Patient Portal
    Includes the ability for patients to save a credit card to their Patient Portal profile.

The following video has been added to the Video Training Library:

  • 2021 E/M Coder
    The 2021 E/M Coder tab in patient notes uses the 2021 AMA level of E/M service based on either Total Time or Medical Decision Making.

Bug Fixes

Terrific news! We’ve smashed 132 bugs and 1208 associated cases in the 2021 Summer release cycle. Nobody likes bugs, so we work hard to keep them out of the system. But when they do creep in there, you can be sure we want them out. Our Support department will notify clients who have reported a bug that is now fixed.

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Jed Shay, MD
The Pain Care Center

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Keith Berkowitz, MD
Center for Balanced Health

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La Loma Medical Center

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