When downloading Eligibility and Claim Status files from InstaMed, the system will now schedule the downloads. This is to accommodate a change on InstaMed.

Within Company Admin (in both the PM and EHR), clients can now choose to enable Sexual Orientation and Gender Identity separately. 

A new Permission has been added under the Registration Group called 'Restrict Updating Effective Date.'

When enabled, users within the role will no longer receive a popup when updating a patient's insurance stating, 'Update the patient's charges with the new insurance ranking (uses effective dates)?' Instead, the system will act as if the user clicks 'No' and no updates will be made. 

Patient Eligibility/Eligibility Workscreen: The Patient Eligibility screen now has a column that will pull out the IPA information available if it is provided in the eligibility response file. This information is also available in the Patient Eligibility Workscreen.

Real-Time Eligibility Check (Verification): If the patient has an upcoming appointment, the default selected provider will be based on the provider on that appointment.

Remit: If the remit returns an OA-137 adjustment, this amount will now be written off in the remit.

Documentation: Under the menu item Help-> Documentation, there is a new selection for online help.

Procedure Rules - AUTO REMOVE: In the Charge Posting, this rule (“Auto Remove”) will suppress CPT codes set by Financial Class or Insurance Plan from being posted on the patient’s account. If the CPT is on the EHR Superbill, it will automatically be flagged and will not appear in the Charge Posting Interface screen. If the CPT is manually entered through Charge Posting, an error message will appear preventing it from being entered.

Procedure Rules - TIME LIMITS: A new checkbox labeled “Automatically remove procedures”  has been added to the TIME LIMITS rule. If this is checked in conjunction with the radio button “Fatal,” it will prevent a new CPT where there is a matching CPT found on the patient from being posted when the other conditions of the rule are met. The CPT code will automatically be flagged to be removed, and no additional windows will pop up. The CPT will be displayed under the “Int Chgs” button and the message on the screen will indicate “Automatic Removal.” On the acceptance of charges, those CPTs are marked as removed and will not appear again for that date of service. 

For example, if the patient’s Financial Class needs certain CPT codes to be reported yearly but they are being added to every superbill, this option can be used to suppress them from being posted on subsequent visits.

Appointment Scheduling - Visit Type - Override Department: If a visit type is set up with an override department, all appointments booked with that visit type will be set to the override department. This feature will allow for flexibility in the setup of revenue tracking in a multi-specialty office.

Patient Appt. Window -  “Show Provider Cancel:” Users can now set the default to always include appointments that were canceled by the Provider when viewing the list of appointments for a patient. The option is set in File->Scheduling Default -> checkbox  “Pat Appt: Show Prov Cancel.”

The 2024 CPT changes are available in the PM by importing the Master Procedures. 

The Summary of Additions, Deletions, and Revisions can be found here. 

Below are links to documents outlining various areas in the Practice Management: 

System Overview

Appointment Scheduling

Charge Posting Interface

Patient Registration

Inquiry (Family)

Inquiry (Non-Family)

Collections

Credit Posting

Report Builder

Recalls

PreBill and ECS Edit Errors

Templates and Calendars

System Reports

File Maintenance

EDI Manager

The 2024 ICD-10 codes are now available to download through the Practice Management system. Go to Admin > Master Tables > Import Master Diagnosis-ICD10. 

Please contact Client Services for a spreadsheet with all the added and deleted codes included in this update. 

Remittance: 

• Ability to save a default post date for a remit file: Once a post date is stored with an ERA file, the post date will automatically pull into the post date field when the file is selected for processing. To set the post date, select one or more files and hit the button “Set Post Date."  To clear the date, click the “Remove Post Date” button after selecting the file. The post date will be displayed in the grid.
• Ability to save a Note with a remit file:  Select the file and click the “Note” button. The column will indicate ‘Y’ if there is a note associated with the EHR file.

Remit Workscreen:

• Ability to save or view a Note stored with a remit file: Select the file and click the “Note” button. The note button will turn yellow if there is a note associated with it.

Statement Preview:

• Viewing Reports that have been run under Billing->Reports->Scheduled:  If a statement was marked as “Preview” run, "(Preview)" will be added to the Type column.

Collection Workscreen:

• If a patient or claim is moved to a new cycle and cycle step, the collection note will indicate both the cycle name and step name.

Credit Posting - Patient Payment - Isolating a single date of Service:  If a user is posting a patient payment to a single date of service, enter the date in the date field (previously called “claim date”)  and select the radio button “Patient,” “All,” or "All Open” to isolate out that specific date of service. This allows the payment audits to be applied to the charges displayed. This is important if posting a $0 patient payment to a single date of service. If the date is not initially entered and there are multiple dates of service displayed, enter that specific date in the date field and re-select the radio button to have the screen refresh. This will display only the entered date of service.

Patient Communications; View Messages/Responses; Counts displayed of “Needs Response” and “Responses”:  On the right side of the window, there is now an indicator showing the number of displayed messages that were sent out with a “Yes”' indicator for “Needs Response,” and also the number of messages that currently have responses. 

 In the window below, it is showing only Appointment Text messages that were sent out today and still need responses and the number of patients who have currently responded to those messages.

Report Builder - Date filter default:  On reports that have a date filter with a date entered and also an offset is displayed (possibly pulling from a saved report), the offset will be ignored and the date will be used. There is now also a right click selection on the offset to “Clear” the field.

Charge Posting: The visit type is now displayed on the right side below the Aftercare field for superbills created in the EHR and posted in the Charge Posting Interface. 

Company Icons:  Under Billing->Patient Communications, there is a new menu item that allows your practice to upload (Add button) company logos that can be used in email templates.  

Once images are stored in the cloud, use the “Copy URL” button to save the URL to the clipboard.  In the email template (Patient Communications->Email Templates), position the cursor in the heading of the email, then select the Image icon and paste (Ctrl V) the URL into the image URL field.

Statement Hold date can be viewed/modified in the Patient Registration/Guarantor tab:  The statement preview feature (Billing->Statements->Statement Preview) allows users to preview their next statement run and put a hold date on selected guarantors.  If a guarantor is on hold, no statement will be generated for that patient until that date has passed.  The Statement Hold date can be cleared in the Statement Preview window and can also be viewed or modified by selecting the “Hold button” in the “Send Statement to” section.

Statement Hold date (and other statement information) is viewable on the guarantor tab of Inquiry, Patient Appt Info, and Collections on the right side.

Report Builder: There is a new report to see all Families/Patients currently on Hold. It is in the category “Patient List” Template: Patient Report: “Statements Currently on Hold."  In the filter list on the bottom, there is a filter for Stmt Hold with the option set to “Currently on Hold."  This means that the hold date is greater than or equal to today. To see all hold dates, select the “All” option.

Charge Detail Audit:  The audit on a charge posted through the Charge Posting Interface will now have the indicator “(CPI)” on the audit line.