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Winter Release 2021

Carriers (PM)

Tax ID per Carrier Master File – Code Field

You can now distinguish tax IDs that have more than one end date by creating separate codes. Use the new Code field in the Tax ID per Carrier master file for each tax ID/end date combination.

As part of this change we have made the following enhancements:

  • Added Code and End Date columns to the Tax ID per Carrier master file.
  • Added Code column and radio button to the Tax ID Lookup screen.
  • Added End Date column and radio button to the Tax ID Lookup screen.
  • Added Code field to the following ID screens:
    • Carrier Provider ID Setup
    • Group IDs
    • Provider (Institutional)
    • Provider (Professional)

Access the Tax ID per Carrier master file from the following:

  • Master Files | Carriers | Carriers | Select a carrier.
  • Master Files | Providers/Groups | Groups | Select a group.
  • Master Files | Providers/Groups |Providers(Professional and Institutional) | Select a provider.

Inactive Patient Status (PM)

Assign New ‘Collections’ Patient Status

Based on client feedback, we have added a patient status, #Collections, to the Inactive Status master file to identify patient accounts that have been assigned to collections. This new status cannot be deleted or modified.

Assign Collections Status

  1. Select a patient.
  2. Assign the Collections patient status in the Inactive/Deceased field.
    When the Collections status is assigned, the status is indicated in patient search results by red highlighting.

Patient Search (PM)

We have enhanced patient search functionality in the following screens:

  • Scheduler
    • Add Appointment
    • Add Group Appointment
  • Payment Entry
    • Patient Payment
    • Insurance Payment
  • Demographics

The new functionality includes the following features:

  • View Highlighted Patient Status
  • View Patient (Search) History List
  • Customize (Search) History List

View Highlighted Patient Status

Assigned patient statuses are now highlighted in red in search results to identify patient statuses at-a-glance.

  1. Click the Filter icon in the patient search field. The Filter menu opens.
    By default, the system includes all or includes no assigned patient statuses, based on the screen:
    Payment Entry – Set to not include patients with assigned patient statuses in search results.
    Scheduler – Set to not include patients with assigned patient statuses in search results.
    Demographics – Set to include patients with assigned patient statuses in search results.
  2. Select patient statuses to include in your search.
  3. Click the Patient field and enter at least two characters to start a search.

View Patient (Search) History List

The search History list feature is now available in patient search fields. Click the patient search field to view a History list of last searched patients. The number of patient names displayed is based on the Number of Last Selected Patients Shown system default.

Additionally, individual users can customize the number of patient search results displayed, using a new setting in the Filter menu.

Customize (Search) History List

You can choose to customize the number of patients searches displayed in the History list using the Show __ Results setting on the Filter menu.

When you update this setting at the user-level, it overrides the Number of Last Selected Patients Shown system default. The custom setting remains set until it is changed by the user.

  1. Click the Filter icon.
  2. Under Settings, select the number of search results you want to display (0, 5, 10, or 15) in the search History list.

Payment Entry – Quick Pay Insurance Tab (PM)

Per client request, we have enhanced the functionality in Quick Pay Insurance Payment Entry to allow both a Payment Reason Codes (Claim Adjustment Reason Code (CARC)) and Remark Codes (Remittance Advice Remark Code (RARC)) to be entered at the service-line level in the transaction grid.

Updates include:

  • Updated Payment Reason Field Name
  • Added Remark Codes (RARC) Tab

Updated Payment Reason Field Name

We have updated the Payment Reason field name to CARC/RARC to indicate that both CARCs and RARCs are entered in this field.

Added Remark Codes (RARC) Tab

We have added a Remark Codes tab to the Payment Reasons screen to allow Remark Codes to be entered.

Prior to the update, only Payment Reason codes were entered on this screen.

  1. Click the CARC/RARC field ellipsis in the transaction grid.
  2. Select the new Remark Codes tab.
  3. Enter the remark code.
  4. Click the Add icon to add additional remark codes.
  5. Click Save.

Scheduler (PM/EHR)

We have made the following enhancements to the Scheduler:

  • Moved Access for Provider List View
  • Note Status Column in Provider List View

Moved Access for Provider List View

We have made it easier to access the Provider List View in Scheduler by removing the Provider List View icon and replacing it with a tab.

Note Status Column in Scheduler Provider List View

You can now see the status of patient notes in the Provider List View in Scheduler when the associated note template is set to display the note status.

The status column displays:

  • Signed – The note has been signed.
  • Saved – The note has not been signed yet.
  • Blank – There is no note for this appointment, or the associated template is not set to display the note status.

Set Note Template to Show Status

In the Template Builder in EHR, select the Show Note Status on Appointment check box for each template you want to display the status in Scheduler | Provider List View.

Mobile App (Mobile)

Word Merge Narratives

We have added a new Narrative tab in patient notes that condenses information from the note and added subnotes into an easy-to-read form. The Narrative tab uses Word merge documents assigned to note and subnote templates to pull the required data into the narrative.

The template used to create the patient note must have a Word merge document assigned to generate a narrative.

The narrative data is saved in the patient note and subnotes and can be generated into a narrative as needed. The generated narrative can be saved as a PDF document (attached to the patient note in the patient chart), printed, and faxed.

Use the new narrative function to:

  • Generate a narrative.
  • Select a Word merge document for a note or subnote.
  • Exclude a Word merge document from the narrative.
  • Edit a narrative.
  • Save a narrative document to the patient chart.
  • Print/Fax a narrative.

Generate a Narrative

Use the Narrative tab to generate a narrative in a saved patient note.

  1. Create and save a patient note.
  2. Go to the Narrative tab and the narrative is automatically generated. The narrative generated displays information in the following order:
    • Patient note information.
    • Subnote information with a header of Sub Notes.
    • Subnotes added as an addendum after the patient note has been signed.

Generate a Narrative in a Signed Patient Note

You can generate a narrative in signed patient notes. The narrative contains the same information that was available before the patient note was signed. You can save the narrative PDF document to the patient chart, print, and fax the narrative.

You can also add information to the narrative after a patient note has been signed by adding a subnote as an addendum. If the new subnote has an assigned Word merge document, you can generate a narrative that includes the information from the new subnote.

Select a Word Merge Document

If a note or subnote has more than one Word merge document assigned, you can select which Word merge document is used in the narrative.

  1. Generate a narrative.
  2. Tap Select Templates. The Select Word Merge/Narrative Templates window opens.
  3. Under the Word Merge/Subnote Name header tap the ellipses . . . on a note or subnote to display a list of available Word merge documents.
  4. Select the required Word merge document from the list and tap Save. The narrative is automatically regenerated.

Exclude Subnote Information from the Narrative

If you do not want the information from one or more subnotes to be included in the narrative, you can exclude it.

  1. Generate a narrative.
  2. Tap Select Templates. The Select Word Merge/Narrative Templates window opens.
  3. Under the Word Merge/Subnote Name header tap a subnote title.
  4. Select Exclude This Item.
  5. Tap Save.
  6. The narrative is regenerated, excluding the information from the selected subnote.

Edit a Narrative

You can edit the information captured in the narrative before the patient note is signed, by editing the fields in the patient note that are included in the narrative. Each time you make changes to the patient note, save the note and go to the Narrative tab to generate a new narrative to include those changes in the narrative.

  1. Open the patient note.
  2. Make the necessary changes and tap Save.
  3. Tap the Narrative tab and a new narrative generates that includes the new information.

Each narrative is saved as a PDF document attached to the patient note and displays in the following areas in the patient chart:

  • The EHR Timeline linked to the patient note.
  • The mobile Patient Notes patient card, and the EHR Patient Notes card linked to the patient note.
  • The EHR and mobile Documents patient card with the same name as the note template.

Save a Narrative Document to the Patient Chart

You can save a narrative as a PDF document to the patient chart.

  1. Generate a narrative.
  2. Tap Save to Document.
    The narrative is saved as a PDF document with the same name as the note template.
    The document is attached to the patient note, and displays in the patient chart on:
    • The EHR Timeline linked to the patient note.
    • The mobile Patient Notes patient card, and the EHR Patient Notes card linked to the patient note.
    • The EHR and mobile Documents patient card with the same name as the note template.

If no changes have been made to the note, and you tap Save to Document, a new document is created in the patient chart.

Print/Fax a Narrative

You can print/fax a narrative from the patient note.

  1. Generate a narrative.
  2. Tap the Action icon and then tap Print/Fax Narrative.

Each time a narrative is faxed, if changes have been made to the patient note, a new narrative PDF document is attached to the patient note, saved to the patient chart, and displays in the following areas in patient chart:

  • The EHR Timeline linked to the patient note.
  • The mobile Patient Notes patient card, and the EHR Patient Notes card linked to the patient note.
  • The EHR and mobile Documents patient card with the same name as the note template.

If no changes have been made to the patient note when the narrative is printed/faxed, no narrative document is saved in the patient chart.

Prescriptions (EHR/Mobile)

We have made the following updates to prescriptions:

  • Added patient vitals, date, and NADEAN fields.
  • Increased the Directions field character count for pharmacies on eprescribing version 2017071.

These changes have been made to every screen in EHR and Mobile where you can add, edit, and renew prescriptions.

Patient Vitals and Date Fields

We have added patient vitals and date fields.

  • The fields are required for patients under the age of 18 on the New Rx and Medications tabs.
  • The fields are optional, but recommended for all patients on the Renewal and Pharmacy Request screens.

NADEAN Field

We have added a NADEAN field to prescriptions.

When NADEAN drugs are prescribed, the provider’s NADEAN number must be included to send the drug electronically. If a NADEAN drug does not include the provider’s NADEAN number, the Sign and Send button will be disabled.

If a provider has a NADEAN number entered in PM Provider master file, the NADEAN number will automatically populate when NADEAN drugs are prescribed.

Note:

  • When you enter a NADEAN number for a prescriber on the New Rx or Medications tab and save the prscription, the number is automatically saved in the PM Provider master file.
  • When you enter a NADEAN number for a prescriber on any Renewal or Pharmacy Request screens, the number is not saved in the PM Provider master file. 

Increased Directions Field Character Limit

Pharmacies using eprescribing version 2017071 now have a character limit of 1000 characters in the Directions field.

Pharmacies using eprescribing version 10.6 still have a character limit of 140 in the Directions field.

You can quickly determine what eprescribing version a pharmacy is using.

  • Pharmacies using version 10.6 display in the Pharmacy list with 10.6 next to the pharmacy name. Version 10.6 also displays next to the pharmacy name in the Pharmacy field when selected.
  • Pharmacies using version 2017071 display nothing next to the pharmacy name in the Pharmacy list or the Pharmacy field when selected.

Prescription Renewals (EHR/Mobile)

To meet regulatory requirements, we have updated existing prescription Renewal and Pharmacy Request screens in EHR and Mobile and added four new Pharmacy Request screens.

When a practice is sending prescriptions electronically, pharmacies can electronically send renewal and change requests back to the practice.

The Renewal Request screen accessed through the Tools menu has also been updated to match the look and function of the Renewal Request screen accessed through the Dashboard.

A signature is now also required on all Renewal and Pharmacy Request screens except the Prescriber Authorization Required and Prior Authorization screens.

Updated Existing Renewal and Pharmacy Request Screens

  • Renewal Requests
  • Generic Substitution
  • Prior Authorization
  • Therapeutic Interchange

New Pharmacy Request Screens

  • Drug Use Evaluation
  • Out of Stock
  • Prescriber Authorization Required
  • Script Clarification

Updated Existing Renewal and Pharmacy Request Screens

Refill Renewal Requests

We have added the following fields to renewal requests:

  • Patient Vitals/Date Patient Height and Weight and the Date Entered. These fields are optional but recommended.
    The patient vitals sent from the pharmacy are also displayed, if any. If the patient is matched in the request, vitals from the pharmacy automatically populate in the prescription.
  • NADEAN # ‒ Enter a provider’s NADEAN number when NADEAN drugs are prescribed.
    The field only displays on NADEAN drugs. If a NADEAN drug does not include the provider’s NADEAN number, the Sign and Send button will be disabled.
    If a provider has a NADEAN number entered in PM Providers master file, the NADEAN number will automatically populate when NADEAN drugs are prescribed.
  • Diagnosis Codes ‒ View diagnosis codes associated with the prescription, and search for and enter new diagnosis codes.
  • Drug Interactions/Override Reason ‒ View drug interactions with existing prescriptions and enter an override reason if needed. (EHR only)
  • Dosage Calculator ‒ Opens the Dispensing window where you can determine the number of individual items required for the prescription.
  • Pharmacy Instructions ‒ Enter instructions for the pharmacist. Generally, this area is used to specify packaging and other details. The field can also be used for additional directions for the prescription if you have exceeded the characters in the prescription Sig Directions field.

You can now change the Provider, Drug Prescribed, and Dosage on renewal requests. With these changes, the Deny New to Follow option is no longer needed and has been removed.

Pharmacies can now also submit renewal requests with no information in the Drug Prescribed section when needed.

On the Dashboard, click the Pharmacy Requests donut filter | Click a request in the Worklist table under the Refill Renewal Request header.

Generic Substitution
The Generic Substitution screen displays pharmacy requests to substitute a generic drug for the name brand drug that was prescribed.
We have added the following fields to substitution requests:

  • Patient Vitals
  • NADEAN #
  • Diagnosis Codes
  • Drug Interactions/Override Reason (EHR only)
  • Dosage Calculator
  • Pharmacy Instructions

Prior Authorization
The Prior Authorization screen displays pharmacy requests for drugs that require a prior authorization to prescribe.
We have added the following fields to prior authorization requests:

  • Patient Vitals
  • Diagnosis Codes

Therapeutic Interchange
The Therapeutic Interchange screen displays pharmacy requests to change the drug prescribed to a therapeutic alternative.
We have added the following fields to therapeutic interchange requests:

  • Patient Vitals
  • NADEAN #
  • Diagnosis Codes
  • Drug Interactions/Override Reason (EHR only)
  • Dosage Calculator
  • Provider Note

New Pharmacy Request Screens
The new pharmacy request screens function the same way as existing screens. You can approve or deny requests.

Drug Use Evaluation
The Drug Use Evaluation screen displays pharmacy requests for further evaluation to ensure appropriate use because the drug being prescribed is determined to be an inappropriate therapy.

The Drug Interactions/Override Reason fields are only in EHR.

Out of Stock
The Out of Stock screen displays prescribed medications that are not in stock at the selected pharmacy.
The Drug Interactions/Override Reason fields are only in EHR.

Prescriber Authorization Required
The Prescriber Authorization Required screen displays pharmacy requests for a prescriber to confirm their DEA number. All missing information must be entered before you can Validate the request.

Script Clarification
The Script Clarification screen displays pharmacy requests for clarification of the prescription information.
The Drug Interactions/Override Reason fields are only in EHR.

Help Files (EHR)

Context Sensitive Help in EHR

We are excited to announce that EHR now has context sensitive help functionality just like PM. You can now press F1 on most EHR screens and tabs and the corresponding help file will open. If the F1 functionality is not available for a screen, the Home page will open where you can search for the screen name to find the help file.

Note: If F1 brings up the Home page and not the corresponding help file, click your cursor on the screen or tab and press F1 again. If the Home page opens again, the F1 functionality is not available for the screen.

 

Patient Cards (EHR)

We have made the following enhancements to the Allergies patient card in the patient chart:

  • Search for Reactions.
  • View Complete List of Allergy Reactions.

Search for Reactions

You can now search for Reactions on the Allergies patient card and add them to an allergy. Previously, the Reactions field was a free-form text field.

Note: Only reactions with a SNOMED code display in search results.

View Complete List of Allergy Reactions
You can now view all reactions attached to the patient’s allergies by hovering over the reactions on the Allergies patient card.

Patient Chart (EHR)

Auto-fax Patient Notes Narratives

Narratives are now automatically faxed to a patient’s primary care provider (PCP) and referring provider when a patient note is signed, when it is set up correctly.

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

  • Patient Note Narrative tab ‒ Added an Auto-Fax Recipients button to access the Auto-Fax Recipients screen.
  • Dashboard ‒ Added narrative auto-fax status icons to the patient notes table.
  • Global Settings ‒ Added an Auto-fax Notification Recipients setting.
  • Template Word Merge Documents ‒ Added an Allow auto-faxing of this template option.
  • Messages ‒ Receive auto-fax failure notices when set up.
  • Referring Provider master file in PM ‒ Added a Receive Auto-fax option.

Auto-fax a Narrative
The Auto-Fax Recipients screen is where you can manage PCPs and referring providers to receive faxed narratives.

If you need to manage providers and fax numbers once a narrative has been created, you can click the Auto-Fax Recipients button.

Only one PCP and referring provider can be auto-faxed the narrative for a patient note. The PCP and referring provider are selected to be faxed by default, but you can deselect them if needed.

Dashboard
We have added a new column in the Patient Note table to display narrative auto-fax status.

– The narrative is auto-faxed after the patient note is signed.
– The note has no narrative feature enabled. Indicates that the note was created using
Patient Notes version 1. Narratives only function in notes that were created in Patient Notes version 2 or higher.
– A narrative is not generated for the note.

Global Settings
We have added a new Auto-fax Notification Recipients setting where you select a distribution list of users to be notified when a narrative has failed to be automatically faxed.

Template Word Merge Documents
We have added a new Allow auto-faxing of this template option to Word merge document templates. When the setting is selected, the template is eligible to be auto-faxed when used as a narrative. The Allow auto-faxing of this template option is not selected by default.

Messages
When an auto-fax fails, selected users receive a message that the auto-fax on the specific note for the patient has not been sent. Auto-fax failure messages can be viewed in the user’s PM and EHR Messages.

Important Note: Every notification for auto-fax failure for any patient is sent to everyone on the distribution list. This means that provider A and all support staff is notified of provider B’s and C’s patients with auto-fax failures, and vice versa.
You could set up a different distribution list for each provider and their staff to be notified of their patient’s auto-fax failures, but you will then have to make sure to select the correct distribution list each time you auto-fax a narrative.
Select a distribution list in Admin | System Setup | Global Settings.

PM Referring Provider Master Files
We have added a new Receive Auto-fax option to the Referring Provider master file. If you want to auto-fax narratives to a primary care or referring provider, set Receive Auto-fax to Yes for the provider.

Patient Notes API (EHR)

Added Department ID Attribute to Addehrnote and Updateehr-note

We have added the Department ID attribute to the addehrnote and updateehrnote APIs.

Prescription History (EHR)

View RxFill Prescription History

You can now view the RxFill© esend history of a medication prescribed for a patient. The Rxfill history displays in the Audit Trail in the Action column as E-send RxFill. The following history information displays in the Item Desc. and Misc. columns:

  • Message ID.
  • Record type and ID.
  • Prescription status.
  • Number of items dispensed. If the number dispensed is different from the number prescribed, it displays Dispensed X of Y Items.
  • Pharmacy name.
  • Prescriber’s NCPDP and NPI numbers.

Record Locator and Exchange (EHR)

We have made the following enhancements to the Record Locator and Exchange service:

  • Send Clinical Summaries to Surescripts®
    • Consent to Share Data with Surescripts
  • Surescripts Record Locator and Exchange Global Setting

Send Clinical Summaries to Surescripts

We have enhanced the Record Locator and Exchange (RLE) service to automatically send clinical summary documents to a national Health Information Exchange (HIE) database of patient records. This enhancement allows other practices to easily request and access patient data if the patient has given consent to share their data.

Consent to Share Data with Surescripts
We have added a new patient consent field, Consent to Share Data with Surescripts, to the Patient Consent screen and EHR Demographics tab (Classic Chart). Consent must be obtained from the patient before sharing their clinical summary information with Surescripts. If patient consent has not been obtained and recorded, the patient’s clinical summary is not shared with Surescripts.

Surescripts Record Locator and Exchange Global Setting

You can now opt in or out of the Surescripts RLE service using the new Surescripts Record Locator and Exchange drop-down in Global Settings.

Select one of the following options:

  • Send and Receive Documents from Surescripts – Send and receive clinical summaries.
  • Receive Documents Only – Only receive clinical summaries from Surescripts.
  • Do Not Participate – Disable the service.

Template Library (EHR)

We have added new templates to the Internal Medicine and Family Practice specialty folders:

Notes

Visit – COVID-19 Vaccine Screening
This template allows providers to determine a patient’s eligibility to receive the COVID-19 vaccine. It includes CDC recommended pre-vaccination screening questions such as previous allergic reactions to vaccines, exposure to COVID-19, and if they have received a previous dose of the vaccine. It also includes documentation for date/time of the injection, patient’s temperature, and reaction to the vaccine. There is a visit summary word merge and you can print the screening questions.

Visit – Medical Marijuana Consult
The template allows the provider to assess a patient’s eligibility to receive medical marijuana. It includes documentation for assessing a patient’s health problems, illegal substance use, allergies, medications, and social history. It also allows the provider to select the form of medical marijuana that is approved.

There are two word merges in the template. One is for the approval of medical marijuana, and other can be printed when the patient is not approved for medical marijuana.

Note: There might be additional documentation requirements specific to your state that are not included in this template. Please ensure you understand the state-specific requirements and, if needed, make the necessary template changes to be in compliance with their guidelines.

Subnotes

PF – COVID-19 Vaccine Screening Hx
This template lists screening questions to determine a patient’s eligibility to receive the COVID-19 vaccine.

PF – Medical Marijuana Consult Hx
This template lists questions about a patient’s health problems, previous cannabis use, legal issues, allergies, medical, and surgical histories. It can be used to assess a patient’s eligibility for medical marijuana.

Note: There might be additional documentation requirements specific to your state that are not included in this template. Please ensure you understand the state-specific requirements and, if needed, make the necessary template changes to be in compliance with their guidelines.

Patient Forms

Visit – COVID-19 Vaccine Screening Hx
This patient form lists screening questions to determine a patient’s eligibility to receive the COVID-19 vaccine.

Visit – Medical Marijuana Consult Hx
This patient form lists questions about a patient’s health problems, previous cannabis use, legal issues, allergies, medical, and surgical histories. It can be used to assess a patient’s eligibility for medical marijuana.

Note: There might be additional documentation requirements specific to your state that are not included in this template. Please ensure you understand the state-specific requirements and, if needed, make the necessary template changes to be in compliance with their guidelines.

Video Training Library (PM/EHR)

The following videos have been updated to reflect release enhancements:

  • AdvancedMD Mobile – ePrescribing and EPCS
    Includes Change Request statuses.
  • AdvancedMD Mobile – Using Patient Notes
    Includes the new Narrative tab workflow.
  • EHR Word Merge Documents
    Includes Auto-fax Patient Notes Narratives.
  • eEligibility
    Includes the new Clearinghouse Link workflow.
  • Prescription Renewal Requests
    Includes the new replace & send workflow and the new Change Request status icons.
  • Provider Workflow
    Includes new Provider List View tab and Note Status column in Provider List View. Also shows Narrative tab workflow.
  • Quick Payment Entry
    Includes Payment Reason field name​and added Remark Codes (RARC) tab.
  • Scheduling Workflow – Day of Patient Visit
    Includes new Provider List View tab and Note Status column in Provider List View.

The following videos have been updated:

  • Confirming and Managing Appointments
    Added information on confirming appointments and appointment reports.
  • Using Interoffice Messages
    Includes redesigned Demographic screens.
  • Chart Files
    Includes new workflow examples.

Bug Fixes

Great news! We’ve squashed 42 bugs and 440 associated cases in the Winter 2021 release cycle. Nobody likes bugs, so we work hard to keep them out of the system. But when they do get in there, you can be sure we want them out of the picture. Our Support department will notify clients who have reported a bug that is now fixed.

“The money I have invested in AdvancedMD is miniscule compared to the return. I have never been more efficient – ever – in my professional life as I am now.”

Jed Shay, MD
The Pain Care Center

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“[Our] patients are very well-educated and well-informed, and they want to see results quickly. The practice has to run extremely efficiently and be accessible to them. The nice thing about [AdvancedMD] is it has allowed me to be more efficient both in and out of the office. Now I don’t have to come back into the office, which is great for my family and everything else. It saves me a lot of time – probably an hour a day on the three days I work in the second office.”

Keith Berkowitz, MD
Center for Balanced Health

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“The best thing I ever did in private practice was getting AdvancedMD—it has liberated me.”

Estaban Lavato, MD
La Loma Medical Center

“Having integrated practice management and EHR is absolutely wonderful, you don’t have to flip back and forth between systems—all of your information is at hand when needed.”

Raju Raval, MD

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