product release notes - v8

Product Release Notes - v8.5

InSync Product Release Notes (Details) — v8.5

Call 877-346-7962 for customer service or e-mail us at [email protected].

InSync® PM (Practice Management) and EMR (Electronic Medical Record)

Proprietary Notice Information These notes provide information about new features to be delivered with the upcoming upgrade release for your application. This document is provided for informational purposes only, and the information herein is subject to change without notice. This document also does not guarantee the delivery of these new features in anyway whatsoever. While every effort has been made to ensure that the information contained within this document and the features and changes described are accurate. IHCS cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information. Any questions regarding the release notes should be addressed to [email protected] or call 877-346-7962 for customer service.

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Charting ........................................................................................................................................................ 6

Enhanced Scheduler Functionality .............................................................................................................................. 6 Introduced Calendar View of Scheduler ................................................................................................................................................. 6

Working with Week Mode ................................................................................................................................................................. 6 Working With Global Mode................................................................................................................................................................ 7 Working with Patient Mode ............................................................................................................................................................... 8 Replicating Group Therapy Details (Week and Global Modes) .......................................................................................................... 9

Other Changes on the Scheduler Screen .............................................................................................................................................. 10 Highlighting Appointments as per Visit Types .................................................................................................................................. 10 Displaying Mode of Reminder on Visit Details Pop-up ..................................................................................................................... 11 Connecting Patients to Facility through Appointment Reminder .................................................................................................... 12 Rearranging the Sequence of Scheduler Profiles and Visit Types When Configuring Schedulers .................................................... 12 Searching Availability of All Resources (Not Only of Providers) ....................................................................................................... 13

Enhanced Appointments Feature in InTouch Patient Portal ....................................................................................... 14 Sending Appointment Requests from Patient Portal............................................................................................................................ 14 Approving / Declining Appointment Requests ..................................................................................................................................... 15 Displaying Past / Current / Future Appointments ................................................................................................................................ 16

Enhanced Care Plan .................................................................................................................................................. 17 Introduced Patient Stated Goals ........................................................................................................................................................... 17 Configuring Care Plan ........................................................................................................................................................................... 17

Mapping Problems with Goals and Interventions ............................................................................................................................ 19 Mapping Problems with Illness Codes .............................................................................................................................................. 19

Recording Care Plan .............................................................................................................................................................................. 20

Enhanced To Do Feature ........................................................................................................................................... 21 Searching Patients By Name, Patient Category, and Payer When Composing To Do .......................................................................... 22 Assigning To Dos Without Adding Notes from New Lab Result(s) Screen ............................................................................................ 22 Assigning To Dos When Placing Manual Lab / Radiology Orders and Recording Special Studies ........................................................ 23

Changes on the Patient Information Screen .............................................................................................................. 24 Updated the Contact Details Section .................................................................................................................................................... 24 Ability To Select Access Key when Scanning ID Cards from Patient Demographics ............................................................................. 24

Changes on the Patient Search Screen ...................................................................................................................... 25 Ability to Search Patients by Address ................................................................................................................................................... 25 Starting / Accessing Encounters From the Patient Search Screen ........................................................................................................ 26

Enhanced Immunizations Functionality ..................................................................................................................... 27 Voiding Immunizations Post Submitting To Registry ............................................................................................................................ 27 Displaying Complete List of Administered Vaccines on Immunizations screen .................................................................................... 28 Mapping CPT Codes with Adult Immunizations .................................................................................................................................... 28 Auto-Selecting VFC Eligibility when Administering Multiple Vaccines in Same Encounter .................................................................. 29 Administering Multiple Meningococcal Doses on Same Date .............................................................................................................. 30

Enhanced Facesheet Screen ...................................................................................................................................... 31 Ability To Preview and Remove Unwanted Elements Before Copying From Previous Encounter ....................................................... 31 Selecting Units for CPT Codes Based on Duration When Recording Treatment Plan Elements ........................................................... 32 Viewing Previous Encounter’s SOAP Note When Recording Charting Elements .................................................................................. 33 Displaying Same Name on all Pages of the SOAP Note Headers .......................................................................................................... 34 Displaying Pulse Details in the Vitals Section on Facesheet ................................................................................................................. 34 Increased Size of the Text Box on the Chief Complaints/HPI Screen .................................................................................................... 35




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Introduced Macros Functionality in ROS and History ........................................................................................................................... 36 Adding Surgery Specific Notes When Recording Surgical History ........................................................................................................ 37 Displaying Name of the Provider who Ended the Encounter ............................................................................................................... 38 Increased Size of the Refine Problem Search Pop-up ........................................................................................................................... 38 Displaying Personal Pronouns in Macros .............................................................................................................................................. 39

Other Changes in Charting ........................................................................................................................................ 40 Validating Encounter When Ending Without Capturing Diagnoses and CPT Codes ............................................................................. 40 Enhanced Current Week Encounters Queue ........................................................................................................................................ 41 Displaying Ordering Provider and Patient’s DOB on Lab Letter............................................................................................................ 41 Displaying Time for Unprocessed Orders (IN-1528) ............................................................................................................................. 42 Enhanced e-Fax Feature ....................................................................................................................................................................... 43 Ability To Update Contact and Insurance Details from Patient Portal ................................................................................................. 44 Ability To Upload Documents Up to 10 MB in Document Manager ..................................................................................................... 44 Ability To Generate Report for Rescheduled Appointments ................................................................................................................ 45 Displaying InSync Logo & EMR Certification Number on Alert, Production Summary, and Clinical Quality Measurement Reports ... 46 Added More Search Filters on the Document Manager Screen ........................................................................................................... 46 Enhanced Session Time Out Feature .................................................................................................................................................... 47

Billing .......................................................................................................................................................... 48

Introduced Batch Payment Posting Feature ............................................................................................................... 48 Key Points to know When Working with Batch Payment Posting Feature ........................................................................................... 48 Creating Batch of EOBs ......................................................................................................................................................................... 48 Adding EOBs to Existing Batch .............................................................................................................................................................. 49 Adding Claims to EOB ........................................................................................................................................................................... 50 Validating and Posting Batch Payments ............................................................................................................................................... 51

Introduced CPT Macros Functionality on Superbill ..................................................................................................... 52 Configuring Superbills for Using CPT Macros........................................................................................................................................ 52 Adding CPT Codes Using Macros from Superbill .................................................................................................................................. 53

Enhanced Patient Batch Eligibility Feature ................................................................................................................ 54 Automating Patient Batch Eligibility Process ........................................................................................................................................ 54

Viewing the List of Unprocessed Appointments .............................................................................................................................. 55 Verifying Patient’s Insurance Eligibility without Scheduling an Appointment ..................................................................................... 56 View Patient’s Insurance Eligibility from Patient Search Screen .......................................................................................................... 57

Redesigned Patient Statements Functionality ........................................................................................................... 57 Printing Family Type Statements .......................................................................................................................................................... 58 Other Changes on the Patient Statement Screen ................................................................................................................................. 59

Changes When Working With Authorizations ............................................................................................................ 60 Ability to Configure Alert about Finishing Authorizations .................................................................................................................... 60 Displaying Alert Messages When working with Authorizations ........................................................................................................... 61 Ability to Filter Authorization Report by Appointment Dates .............................................................................................................. 61

Capturing Remarks Codes for Insurance Payments .................................................................................................... 62 Displaying Remark Codes on the Electronic Remittance Screen .......................................................................................................... 62 Displaying Remark Codes on the Payment Posting Screen .................................................................................................................. 63 Ability To Filter Denial Analysis Report By Remark Codes .................................................................................................................... 64

Enhanced Daily Payments Report ............................................................................................................................. 65 Ability To Filter the Daily Payments Report By Received Date ............................................................................................................. 65 Exporting Payment Summary From Daily Payments Report ................................................................................................................ 66




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Other Changes in Billing............................................................................................................................................ 67 Facilitated Processing The New York - Workers' Compensation Board Claims Electronically .............................................................. 67 Sending Electronic Auto and Worker Compensation Claims & Receiving Electronic 835 Payment/Advice ......................................... 67 Introduced Insurance Appeal Letters ................................................................................................................................................... 67 Ability to Link Patient with Existing Family from Patient Demographics .............................................................................................. 68 Maintaining CPT Codes Selection Sequence when Capturing Charge Using Superbills........................................................................ 69 Changes on the Electronic Remittance Screen ..................................................................................................................................... 69 Displaying Clean and Non-Clean Claims with Different Background Colors ......................................................................................... 70 Displaying Additional Claim Information When Copying Previous Claim Details ................................................................................. 71 Changes on the Financial Summary Screen .......................................................................................................................................... 72 Enhanced Production Summary Report to Export Started Encounters to Excel .................................................................................. 73 Changes On The Detailed Payment Report .......................................................................................................................................... 74 Restricting Access To View Unapplied Credits’ Amount ....................................................................................................................... 75 Enhanced Patient Payment Deposit Slip Report ................................................................................................................................... 76 Displaying Qualifier Code (1D) on the HCFA Form and Transmitting through 837 File ........................................................................ 77 Auto-Filling Referring Provider Name on the New Charge screen ....................................................................................................... 77 Transmitting Rebilled Type Code Through 837 File When Rebilling UB04 Claims ................................................................................ 77

Common Changes in Charting and Billing ..................................................................................................... 78 Renamed Caption from Physician To Provider ..................................................................................................................................... 78 Ability To Use Mozilla Firefox Browser to work With InSync Application ............................................................................................ 78




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CHARTING This section includes changes done in the Charting section.

ENHANCED SCHEDULER FUNCTIONALITY The Scheduler functionality is now enhanced with the following changes:

The Weekly View is now replaced with the Calendar View to display appointments in the calendar layout.

You can drag and drop the appointments throughout multiple resources to reschedule or move them using Calendar View.

The Calendar View can be accessed in following three modes; Week, Global, Patient. o Weekly mode displays the appointments on weekly basis for selected resource.

o Global mode displays multiple resources’ schedules at a time for a quick overview.

o Patient mode displays appointments booked for particular patient on weekly or monthly basis.

The group therapy visit details (patient names and visit type) can be replicated to future group therapy appointments to avoid reentering the information (using Week and Global modes.)

INTRODUCED CALENDAR VIEW OF SCHEDULER

The Weekly View of Scheduler is now replaced with Calendar View to display appointments in the calendar layout. You can select the preferred mode from the top of the screen using following three options; Week, Global, and Patient. When working with the Week and Global mode, you can see time slots with half hour difference on the left side. For example, if your schedule starts at 8 am, then it shows 8, 8.30, 9, 9.30, and so forth. You can click the appointment to view Visit Details, Start Encounter, Change Status, Change Location, Collect Copay, and so forth.

WORKING WITH WEEK MODE

The Week mode displays the appointments booked for selected week in calendar layout. The current week dates are shown at the top of the section. In each respective box on the screen, you can see all appointments with basic details. You can click the appointment to view Visit Details, Start Encounter, Change Status, Change

Location, Collect Copay, and so forth. To book new appointments, you can click on blank slot or the icon mentioned next to the date. You can drag and drop the appointments to reschedule them as per the requirements. To access the Week mode:

1. From the top menu bar, click Scheduler. 2. Click Calendar View. 3. Select Visit Profile using the drop-down list. 4. Select the Week mode on the top of the screen. 5. Drag and drop the appointment to desired date and time to reschedule it.




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6. To book new appointment, click on the blank slots or the icon next to the date. 7. To view Visit Details, Collect Copay, Start Encounter, and so forth, click the appointment. 8. To block certain time slots, click the icon next to the date.

Figure 1: Working with Week Mode of Calendar View

WORKING WITH GLOBAL MODE

The Global mode displays multiple resources’ schedules at single time in the calendar layout for a quick overview. You can drag and drop the appointments throughout multiple resources to reschedule or move them. To book

new appointment, click on the blank slot or the icon next to the resource name. To access the Global mode:

1. From the top menu items, click Scheduler. 2. Click Calendar View. 3. Select Visit Profile using the drop-down list. 4. Select the Global mode on the top of the screen. 5. Select one or more resources to view appointments scheduled for them. 6. By default, appointments booked for current date are displayed. Change the date, if required. 7. Drag and drop the appointment to desired time and resource to reschedule or move it.

8. To book new appointment, click the on blank slot or the icon next to resource name. 9. To view Visit Details, Collect Copay, Start Encounter, and so forth, click the appointment. 10. To block certain time slots, click the icon next to the resource name.




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Figure 2: Working with Global Mode of Calendar View

WORKING WITH PATIENT MODE

The Patient mode of the Calendar view is designed to display the complete view of patient’s visits on weekly or monthly basis in the calendar layout. You can click the appointment to Start/Edit Encounter, Start Superbill, Change Status, Change Location, Collect Copay, and so forth. To access the Patient mode:

1. From the top menu items, click Scheduler. 2. Click Calendar View. 3. Select the Patient mode from the top of the screen. 4. In the Patient field, start typing the patient name and select using smart search options. 5. By default, appointments of current week/month are displayed. Change the duration, if required. 6. Do one of the following:

To view the appointments on the weekly basis, select the Weekly option or

To view the appointments on the monthly basis, select the Monthly option. 7. Click the appointment to Collect Copay, Start/Edit Encounter, Change Status, and so forth.




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Figure 3: Working with Patient Mode of Calendar View

REPLICATING GROUP THERAPY DETAILS (WEEK AND GLOBAL MODES)

Provider may want to book group therapy appointment for same group of patients in future as per their treatment requirements. The same visit details can be replicated to future group therapy appointments from Week and Global modes of Calendar view. To replicate the visit details of group therapy appointments:

1. From the top menu items, click Scheduler > Calendar View > Week Mode. 2. Click the group therapy appointment and select Replicate Therapy. 3. Select the date using calendar to which you want to replicate the visit details. 4. Select Target Therapy Name, Visit Type, and Visit Status using drop-down options. 5. Select the time slot to which you want to replicate the visit details. 6. Select one or more patients from the list to replicate their details to future appointment. 7. Click Replicate.

Figure 4: An Option to Replicate Group Therapy Details




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Figure 5: Replicating Group Therapy Details

OTHER CHANGES ON THE SCHEDULER SCREEN

In addition to Weekly and Patient views, the Scheduler screen is enhanced with some other changes mentioned below.

HIGHLIGHTING APPOINTMENTS AS PER VISIT TYPES

The appointments are now highlighted with different colors as per the visit types. It facilitates identifying patient’s visit type quickly when you land on the Scheduler screen. You can configure which color should be displayed for different appointments when configuring respective scheduler. Note: You can click the Legends link to view the list of colors assigned for different visit types. To view appointments with different background colors:

1. From the top menu items, click Scheduler. 2. Select necessary details such as Visit Profile, Date, and Provider. 3. Locate the appointments highlighted with different colors as per the visit types.




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Figure 6: Highlighting Appointments with Different Background Colors

DISPLAYING MODE OF REMINDER ON VISIT DETAILS POP-UP

System allows you to add "Mode of reminder" when recording patient details in the system. Earlier when you wished to view Mode of reminder, you had to access patient's demographic details which took some of your time. Now, it has been made quicker for you to access Mode of reminder from the Scheduler screen. You can click the Visit Details pop-up and the Mode of reminder will appear along with other necessary details. To view mode of reminder on the Visit Details pop-up:

1. From the top menu items, click Scheduler.

2. Click the Visit Details icon . 3. Locate Mode of Reminder next to DOB.




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Figure 7: Displaying Mode of Reminder on the Visit Details Pop-up

CONNECTING PATIENTS TO FACILITY THROUGH APPOINTMENT REMINDER

When getting a voice call as an appointment reminder, patients can press 9 to get connected to the practice. System is now enhanced to check availability of facility’s contact number prior connecting patients directly to the practice phone number. If facility phone number is available for which the appointment is booked, patient will be connected to that facility, and otherwise, patient will be connected to the practice number.

REARRANGING THE SEQUENCE OF SCHEDULER PROFILES AND VISIT TYPES WHEN CONFIGURING SCHEDULERS

The Scheduler Setup screen is now enhanced to be more comprehensive. When configuring scheduler, the Up and Down arrows are introduced to rearrange the sequence of;

existing scheduler profiles and

visit types to be displayed when booking appointments.

Additionally, the pagination option is now removed to view all the Schedulers and Visit Types without navigating to the different pages.




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To locate changes done on the Scheduler Setup screen:

1. Login to InSync as a practice administrator. 2. From the left menu items, select Administration > Configuration > EMR > Scheduler Setup. 3. In the Existing Scheduler Profiles section, locate the Up and Down arrows in the extreme left end.

Rearrange the sequence using arrows. 4. To edit any scheduler details, click the Manage Time Slot & Appointments link. 5. Locate the Up and Down arrows introduced to set the sequence of Visit Types to be displayed on the

Scheduler screen.

Figure 8: Rearranging the Sequence of Existing Scheduler Profiles

Figure 9: Rearranging the Sequence of Visit Types

SEARCHING AVAILABILITY OF ALL RESOURCES (NOT ONLY OF PROVIDERS)

The Provider Availability Search feature helps practices check availability of providers for booking patient appointments. This feature is now enhanced and allows searching availability for all the other resources (equipment, X-Ray rooms, etc.) including providers. On the Provider Availability Search, you can select the other resources using the Resource drop-down list.




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To locate the list of resources:

1. From the top menu items, click Scheduler.

2. To open the Provider Availability Search screen, click the icon. 3. Locate the resources other than providers in the Resource drop-down list.

Figure 10: Displaying Resources other than Providers on the Provider Availability Search Screen

ENHANCED APPOINTMENTS FEATURE IN INTOUCH PATIENT PORTAL The Appointment Requests section in premium version of Patient Portal helps sending requests for booking appointments. This feature is enhanced in following ways to be more user-friendly and intuitive. Patients can now;

select their preferred date and time when sending appointment requests to the practice.

view current, past, and future appointments in the calendar view.

SENDING APPOINTMENT REQUESTS FROM PATIENT PORTAL

Patients were able to send the appointment requests to practices from the Appointments section of Patient Portal. When sending appointment requests, now, patients can select their convenient date and time for the visit. Once the request is sent, a notification is sent to the practice. Practice user can then either approve or decline appointment request entering the reason. Also, when sending appointment requests, patients can specify their convenient period for booking an appointment by entering date and time range. To send appointment request from Patient Portal:

1. Login to InTouch Patient Portal. 2. From the top menu items, click Appointments. 3. In the Appointment Request section;

hover the mouse over calendar to view time slots.

click any of the time slot to send appointment request. 4. On the Appointment Request screen;

select Location and Provider using drop-down lists.

enter or select date using calendar for which appointment is to be booked.




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select preferred time selecting the check box.

enter the reason for visit to the physician. 5. In case you (patient) are flexible for date and time, select the “I am flexible for…” check box and specify

your flexibility entering date and time range. 6. Click Send Request.

Figure 11: Sending Appointment Requests Using Patient Portal

APPROVING / DECLINING APPOINTMENT REQUESTS

Once appointment request is sent from patient portal, you can locate it on the Appointment Requests screen in InSync. You can view the appointment requests to confirm or modify them as per the provider’s availability or decline them entering the reason. An automated email is then sent to patient’s email address once the appointment request is approved, declined, or modified. Also, once appointment is approved, patient can view it in the Current & Future Appointments section in patient portal. To work with appointment requests:

1. From the left menu items, select Scheduler > Appointment Requests. 2. In the Search panel;

start typing the patient name and select using smart search results.

select facility, provider, and status using drop-down lists.

enter the Visit Date-Time From and Visit Date-Time To.

to include appointment requests of past date, select Include past appointments check box. By default, current and future appointment requests are displayed.

click Search.




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3. In the search results displayed;

to view and confirm the appointment request, click View & Confirm.

to decline the appointment request, click Decline. 4. On clicking View & Confirm, you are navigated to the Appointment Confirmation screen with date and

time selected by the patient.

Select Facility, Visit Status, Visit Schedule, and Visit Type using drop-down lists.

Enter comments, if any.

Click Confirm. 5. In case, you want to modify the date and time;

select preferred date and time and click Propose Changes.

enter the number of hours for which you want to keep the selected time slot reserved for that patient and click Request Confirmation.

in case you have already confirmed about the modified time slot with the patient, select date and time and click Already Confirmed.

Note: Once you click Request Confirmation, an automated email is sent to the patient for confirmation of updated date and time of appointment.

Figure 12: Working with Appointment Requests

DISPLAYING PAST / CURRENT / FUTURE APPOINTMENTS

The Appointments section in Patient Portal is now enhanced to display past, current, and future appointments. To view patients current, past, and future appointments:

1. Login to InTouch Patient Portal. 2. From the top menu items, click Appointments. 3. Do the following:

To view the appointments booked for current and future dates, click Current & Future Appointments.

To view the appointments booked for past, click Past Appointments.




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Figure 13: Displaying Past Appointments in Patient portal

ENHANCED CARE PLAN The Care Plan feature helps the Behavioral Health Specialty providers to record the list of problems faced by patients and define the long term, short term, and patient stated goals and interventions to force out the problems. Following are the changes made to the Care Plan module to make it more user-friendly and intuitive:

Earlier the Care Plan was a separate charting element which has now become a part of Treatment Plan module.

You can now map problems with Goals, Interventions, and Illness (ICD 10) codes.

Patient Stated Goals are introduced that can be captured for each problem.

INTRODUCED PATIENT STATED GOALS

In addition to long term and short term goals, you can now record patient stated goals when recording patient’s care plan. Patient stated goals are the goals decided by patients to force out the problems. Once patient stated goals are added in the care plan, you can select Start and Target dates for these goals or mark them as achieved once they are accomplished. Similar to the long term and short term goals, patient stated goals can be configured from the Treatment Plan Configuration screen and are displayed on the SOAP Note and Treatment Plan Letter.

CONFIGURING CARE PLAN

You can configure the care plan elements (problems, short/long term goals, patient stated goals, and interventions) using the recommend type ‘Care Plan’ from the Treatment Plan Configuration screen. When configuring problems, goals, and interventions, system allows maintaining provider’s favorite list. Additionally, when configuring problems, you can map them with goals, interventions, and illnesses. So whenever such illnesses are recorded (which are mapped with problems) from the Diagnosis screen, respective problems will be captured automatically in the Care Plan module. For example, suppose, the ICD Code F33.61 is mapped with the problem “Depression” while configuring care plan. When recording Diagnosis if users record F33.61, “Depression” is automatically captured as problem in the Care Plan module.




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To configure the Care Plan:

1. From the left menu items, click Administration > Configuration > EMR > Treatment Plan. 2. Edit the required Order Set. 3. In the left pane, locate the “Care Plan” recommend type. To rename the recommend type title, click the

icon.

4. In the right pane, locate Types. To rename the types’ titles, click the icon. Note: The renamed titles are applicable for the problems, goals, and intervention in the Type drop-down list.

5. In the Recommend Master Values section, do the following in the Type field:

To configure problems, select Problems.

To configure long term goals, select Long Term Goal.

To configure short term goals, select Short Term Goal.

To configure patient stated goals, select Patient Stated Goal.

To configure interventions, select Intervention.

6. Enter the description and click the icon. The text is then added to the master values in the grid.

7. To map problems with goals, interventions, illnesses, click the icon next to problems. 8. To add the master values to the provider’s favorite list, select the check box next to the corresponding

master values. 9. Click Save.

Notes:

To edit the master value details, click the icon.

To inactivate the master values, click the icon.

Deselect the Active Recommend Master Values check box to view the list of inactive master values. To

reactivate it, click the icon.

Figure 14: Configuring Care Plan on the Treatment Plan Configuration Screen




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MAPPING PROBLEMS WITH GOALS AND INTERVENTIONS

When configuring Care Plan on the Treatment Plan Configuration screen, you can map the problems with long term goals, short term goals, patient stated goals, and interventions. To map problems with Goals and Interventions:

1. In the Recommend Master Values section, select Problems.

2. To map problems with long term goals, click the icon next to problem. 3. On the Map Problem screen; click the Long Term Goals section to open it. The list of long term goals is

displayed. 4. Select one or more long term goals from the list to map them with problem. 5. Click Save.

Note: Similarly you can map short term goals, patient stated goals, and interventions with the problem.

Figure 15: Mapping Problems with Long Term Goals

MAPPING PROBLEMS WITH ILLNESS CODES

When configuring Care Plan on the Treatment Plan Configuration screen, you can map the problems with illness (ICD 10) codes. To map problems with Illness (ICD 10) Codes:

1. In the Recommend Master Values section, select Problems.

2. To map problems with illness codes, click the icon next to problems. 3. On the Map Problem screen, click the Map Problems with Illness section to open it. 4. In the Map Problems with Illness section;

To map the group of illness codes with the problem, type the initials of ICD codes followed by ‘#’ instead of numbers. All the codes matching with initials are then mapped with selected problem.

To add exclusions for the illnesses added in group, enter the ICD code in the Illness Exclusion section.

To map individual ICD codes with the problem, start typing the illness code or its description and select using smart search results.

5. Click Save.




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Figure 16: Mapping Problems with Goals, Interventions, and Illnesses

RECORDING CARE PLAN

When you access the Care Plan section on the Treatment Plan screen, you can see the list of problems captured that are mapped with the recorded ICD 10 codes on the Diagnosis screen. In order to prepare detailed care plan, you can add more problems faced by patient, if any, or remove the problems from the existing list. For each problem, you can plan the target date for long term, short term, and patient stated goals and record it. You can add notes pertaining to any of the added problems, long term goals, short term goals, patient stated goals, and interventions. For interventions, you can select the frequency, time period, and duration. While examining the patient, gradually, when you feel that the patient has achieved the long/short term goal or the problem is resolved, you can mark the goal as Achieved and change the problem status to Resolved. To record Care Plan:

1. Start new encounter or edit in progress encounter. 2. Select Treatment Plan > Care Plan. The list of problems is displayed which are mapped with recorded ICD

codes on the Diagnosis screen.

3. Click the icon to remove the problem from the list of problems. Note: Click the Re-import button if you want to retrieve the deleted problems that are mapped with ICD codes recorded on the Diagnosis screen.

4. Record additional problems using one of the process mentioned below: o Click in the Problem text-box. A provider’s favorite list of problems appears. Select any one from

the list, o Start typing the description and the list of matching problems is displayed below provider’s

favorite list. Select any problem from the list, or

o Type the problem description in the box to record new problem. You can then click the icon to add it in the master list, if required.




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Note: You cannot map goals, interventions, and illnesses with encounter specific problems. 5. For each problem, record Long Term, Short Term, Patient Stated Goals, or Interventions in the same way

you recorded problem. 6. Click Add. 7. In the Long Term, Short Term, Patient Stated Goal sections, do the following:

To record the Start / Target dates, enter or select dates in respective fields.

To record that patient has achieved the long / short term and patient stated goals, select the check box in the Achieved column.

To add notes pertaining to the long / short term and patient stated goals, click the icon.

To link long term goals with short term goals and short term goals with interventions, click the icon.

8. In the Interventions section, select the Frequency, Time Period, and Duration from the drop-down list. 9. Select the problem status using the drop–down list. Once problem is marked as resolved, system no

longer carries it to the upcoming encounter of the patient.

Figure 17: Recording Care Plan in the Treatment Plan Module

ENHANCED TO DO FEATURE The To Do feature is now enhanced to be more user-friendly and intuitive with the following changes:

You can now search the patients by their names, categories, and payers when composing To Dos.

When composing To Do, earlier there was a link to select multiple patients. This link is now replaced with

icon.

When selecting multiple patients, the list of selected patients is displayed in right side of the screen.

Earlier, you could not send To Dos to more than 100 patients at a time. This limitation is now removed.

You can now assign To Dos from New Lab Result(s) screen without entering notes.

You can assign To Dos when placing manual lab / radiology orders and recording special studies.




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SEARCHING PATIENTS BY NAME, PATIENT CATEGORY, AND PAYER WHEN COMPOSING TO DO

Earlier, on the To Do screen, it was difficult to search desired patients when selecting multiple patients, as the practice users could filter patients only by patient’s gender and age range. System now also allows searching patients by their names, categories, and payers. To locate additional filters added to search patients on the To Do screen:

1. On the Dashboard screen, click New To Do. 2. Select patient.

3. Click to select multiple patients. 4. On the Patient Search screen, do the following:

In the Patient field, start typing the patient name and select using smart search option.

In the Patient Category field, select one or more patient categories by selecting check boxes.

In the Payer field, select the name of the insurance using the drop-down list.

Click Search.

Figure 18: Additional Filters Added to Search Patients

ASSIGNING TO DOS WITHOUT ADDING NOTES FROM NEW LAB RESULT(S) SCREEN

Earlier, when assigning To Dos from New Lab Result(s) screen, it was required to add notes. This limitation is now removed and you can assign To Dos even without entering notes. To assign To Dos from the New Lab Result(s) screen:

1. On Dashboard, click the New link in the eResult queue. 2. Expand the test details clicking icon prior to the test name. 3. Select To Do recipient using the Assign To Do drop-down list. 4. Click Save.




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Figure 19: Assigning To Do without Entering Notes

ASSIGNING TO DOS WHEN PLACING MANUAL LAB / RADIOLOGY ORDERS AND RECORDING

SPECIAL STUDIES

You can now assign To Dos to any user or a group of users when placing Manual Lab and Radiology orders or recording elements in the Special Studies section on the Treatment Plan screen. To assign To Dos when placing Manual Lab/Radiology orders and recording Special Studies:

1. On the Treatment Plan screen, expand any of the following sections; Labs (Manual), Radiology, and Special Studies.

2. Click the plus ( ) icon near the test / special study name. 3. In the Assign To Do field, select user or group of users using drop-down list.

4. Click . Figure 20: Assign To Dos when Placing Manual Lab Orders




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CHANGES ON THE PATIENT INFORMATION SCREEN The Patient Information screen is now enhanced to be more comprehensive with following changes.

UPDATED THE CONTACT DETAILS SECTION

The Contact Details section on the Patient Information screen is now updated with the following changes:

Postal/ZIP code field has now become smarter than the earlier. In this field, now you can type in any postal/zip code, state/region, or city/location and a suitable list of codes will appear. You can then choose an appropriate code from the list.

In case of single zip code assigned to multiple cities, you can select the desired address using the drop-down list.

Once the postal/zip code is selected, system auto-populates the City/Location and State/Region in the respective text boxes.

To locate the changes done in the Contact Details section:

1. From the top menu items, click Patient Search. 2. Add a new patient or edit any patient. 3. In the Contact Details section, start typing the postal code, city, or state name, and then select an

appropriate code from the list.

Figure 21: Searching Postal Zip Code by City/Location or State/Region

ABILITY TO SELECT ACCESS KEY WHEN SCANNING ID CARDS FROM PATIENT DEMOGRAPHICS

In order to make the Card Scanning functionality more user-friendly, the system is now enhanced and allows selecting access key from Patient Information and Insurance screens. This allows practice users scan patient’s ID cards without adding access key every time from the Practice Defaults screen after changing the computer. All




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the access keys configured by different users of the same practice are displayed in the drop-down list. However, new access keys can only be configured using the Practice Defaults screen. To select access key from patient demographics:

1. From the top menu items, click Patient Search. 2. Add new or edit existing patient. 3. Locate the new drop-down list for selecting access key.

Figure 22: Selecting Access Key on the Patient Information Screen

CHANGES ON THE PATIENT SEARCH SCREEN The Patient Search screen is now enhanced to be more comprehensive.

ABILITY TO SEARCH PATIENTS BY ADDRESS

InSync now facilitates searching patients by their address. In Discreet Search, the Address option is added to search patients by their address. You can search patients by Address 1, Address 2, City/Location, State/Region, and Postal Zip codes. To search patients by address:

1. From the top menu items, click Patient Search. 2. In the Search By section, select Discrete Search. 3. In the Address field, type the patient’s address, city/location, or state/region. 4. Click Search.




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Figure 23: Searching Patient’s by Address

STARTING / ACCESSING ENCOUNTERS FROM THE PATIENT SEARCH SCREEN

Accessing in progress encounters or starting new encounters from the Facesheet screen is a time consuming process. To reduce this effort, an option is now introduced on the Patient Search screen to display a list of recent 5 encounters. You can view these encounters or start a new encounter or view SOAP note with a single click from the Patient Search screen. To access the list of recent 5 encounters on the Patient Search screen:

1. From the top menu items, click Patient Search. 2. Search the desired patient using search criteria. 3. Do the following:

To view the list of recent 5 encounters, click the icon.

To start new encounter, click the Start Encounter button.

To edit in progress encounter, click the icon.

To view the SOAP Note, click the icon.




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Figure 24: Accessing Last 5 Encounters from the Patient Search Screen

ENHANCED IMMUNIZATIONS FUNCTIONALITY The Immunizations functionality is now enhanced to be more comprehensive.

VOIDING IMMUNIZATIONS POST SUBMITTING TO REGISTRY

You can now void the immunizations even after submitting to the state registry. This facilitates maintaining correct record for administered immunizations. To void submitted immunizations:

1. From the top menu items, Click Facesheet. 2. Search and select the desired patient. 3. Edit an in progress encounter from the encounters list. 4. Click Immunizations from the charting elements ribbon. 5. Click the dose which you want to void. 6. Select the Void Dose check box. 7. Enter the reason for voiding the dose. 8. Click Save.

Figure 25: Voiding Dose Post Submitting to State Registry




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DISPLAYING COMPLETE LIST OF ADMINISTERED VACCINES ON IMMUNIZATIONS SCREEN

Earlier you had to generate the Vaccine Administration Report to view the complete list of doses administered to pediatric patients. You do not need to generate report to view this information; instead it is available on the Immunizations screen itself. System displays the information icon next to immunization name when the patient has more than 5 doses administered. To view the complete list of administered/history/refusal doses:

1. From the top menu bar, click Patient Search. 2. Click Facesheet next to the pediatric patient name. 3. Start a new encounter or edit in-progress encounter. 4. Click Immunizations from the charting elements ribbon.

5. Click next to the vaccine name. Note: The information icon is displayed only when the number of administered doses is more than 5.

Figure 26: Displaying Complete List of Doses on the Immunizations Screens

MAPPING CPT CODES WITH ADULT IMMUNIZATIONS

Previously, there was no provision to map CPT codes with immunizations administered to adult patients. So, to bill the adult patient for administered immunizations, you had to add CPTs in the Visits and Procedure Codes section of the Treatment Plan screen. This is a time consuming process. System is now enhanced to make this process quick with minimum efforts. You can now map CPT codes with the immunizations (vaccines) administered to adult patients. This facilitates capturing CPT codes automatically for administered immunizations when generating the charge. To make the best use of this functionality, you should first map CPT codes with immunizations to be administered to the adult patients from Administration > Configuration > EMR > Immunization.




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To map the CPT codes with adult immunizations:

1. From the left menu items, select Administration > Configuration > EMR > Immunization. 2. Click the Adult tab. 3. Add new or edit the existing vaccine details. 4. Locate the newly added field “CPT” for mapping CPT codes with selected immunization type. 5. In the CPT field, start typing the CPT code to be mapped with selected immunization and select using

smart search options. 6. Click Save.

Figure 27: Mapping CPT Code with Adult Immunizations

AUTO-SELECTING VFC ELIGIBILITY WHEN ADMINISTERING MULTIPLE VACCINES IN SAME

ENCOUNTER

Submitting immunizations with wrong VFC eligibility may lead to rejection from the registry. When administering multiple vaccines from the same encounter, the system now remembers the recently selected VFC eligibility code when you record the dose in the same encounter for the next time. This is to ensure submitting the correct VFC eligibility to state registry . To view the same VFC Eligibility code of last encounter:

1. From the top menu items, click Facesheet. 2. Search and select the desired pediatric patient. 3. Start new or edit in progress encounter. 4. Select Immunizations from the charting elements ribbon. 5. Administer the vaccine entering required details. 6. Click the corresponding box to administer another vaccine. 7. Locate the VFC Eligibility code.




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Figure 28: Auto-Selecting VFC Eligibility

ADMINISTERING MULTIPLE MENINGOCOCCAL DOSES ON SAME DATE

You can now administer multiple doses of Meningococcal on the same date. To administer multiple Meningococcal doses:

1. From the top menu bar, click Patient Search. 2. Click Facesheet next to the pediatric patient name. 3. Start a new encounter or edit in-progress encounter. 4. Click Immunizations from the charting elements ribbon. 5. Click in the corresponding box to administer the Meningococcal vaccine. 6. Enter the necessary details. 7. Click Save. 8. To administer another dose of the same vaccine, click in the box next to the administered dose.




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Figure 29: Administering Multiple Doses of Meningococcal on the Same Date

ENHANCED FACESHEET SCREEN The Facesheet screen is now enhanced to be more comprehensive and user-friendly.

ABILITY TO PREVIEW AND REMOVE UNWANTED ELEMENTS BEFORE COPYING FROM PREVIOUS

ENCOUNTER

You can copy the charting elements recorded in any of the patient’s previous encounters using the Copy From Previous Encounter feature. Earlier, there was no option to preview details being copied. You can now preview and exclude unwanted elements being copied to the current encounter. Additionally, the screen is also redesigned to be more user-friendly and intuitive. To preview and select the charting elements before copying from previous encounters:

1. From the top menu items, click Facesheet. 2. Search and select the desired patient. 3. Start new encounter or edit in progress encounter.

4. Click the icon. 5. Select the encounter from the list. 6. In the Charting Elements section, do the following:

Expand the elements to preview information recorded in the selected encounter.

By default, all the elements are selected to be copied. Deselect the ones which you want to exclude. 7. Click Copy & Append or Copy & Replace.




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Figure 30: Previewing Details before Copying To the Current Encounter

SELECTING UNITS FOR CPT CODES BASED ON DURATION WHEN RECORDING TREATMENT PLAN

ELEMENTS

Physicians may want to multiply the CPT codes’ units based on their time spent with patients for particular treatment plan elements. System is now automatically changes the CPT codes’ units based on the selected duration. A new field is introduced to select duration for elements of recommend types where you can associate the CPT codes. Units can be updated manually even after selecting duration from the drop-down list. Duration and units selected here are also displayed on SOAP note. You can select the duration for the following recommend types when recording patients’ treatment plan:

Labs / Radiology Special Studies

Visit & Procedure Codes Preventative Health To make the best use of this functionality, you must configure the duration and units combinations accordingly. To configure and select durations:

1. From the top menu items, click Facesheet. 2. Search and select the desired patient. 3. Start new encounter or edit in progress encounter. 4. Select Treatment Plan from the charting elements ribbon. 5. Click Special Studies. 6. Click the Plus icon ( ) near the special study name to expand the details.

7. Select duration using the drop-down list. Once you select the duration, units get updated as per the selected duration.

8. To configure new combination of duration and units, click the icon.




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Figure 31: Selecting Duration When Recording Special Study Element

Figure 32: Configuring Durations

VIEWING PREVIOUS ENCOUNTER’S SOAP NOTE WHEN RECORDING CHARTING ELEMENTS

When recording charting elements for current visit, provider may want to refer to patient’s last visit details to track patient’s improvement. Earlier to view the SOAP note of previous visit, you had to access Facesheet screen, which was a time consuming process. A new icon is now introduced on Facesheet to view the SOAP note of patient’s previous visit.




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To view SOAP Note of previous visit when recording charting elements:

1. From the top menu items, click Facesheet. 2. Search and select the desired patient. 3. Start new encounter or edit in progress encounter. 4. Select any of the charting elements from the charting elements ribbon.

5. To view the SOAP note of previous encounter, click the icon.

Figure 33: Viewing Previous Encounter’s SOAP Note When Recording Charting Elements

DISPLAYING SAME NAME ON ALL PAGES OF THE SOAP NOTE HEADERS

Name and address to be displayed on the SOAP Note header are configurable from the Practice Defaults screen. When printing SOAP Note, system used to display the practice name in the header from page 2 and onwards, regardless of the selections made on the Practice Defaults screen. System is now enhanced and displays the same name on all the pages of SOAP Note headers when printing.

DISPLAYING PULSE DETAILS IN THE VITALS SECTION ON FACESHEET

Currently system displays patient’s Vitals information on the Facesheet screen. This section is now enhanced to display patient’s Pulse details along with other Vitals information. To view Pulse details on Facesheet:

1. From the top menu items, click Facesheet. 2. Search and select the desired patient. 3. In the Vitals section, locate the Pulse details displayed.




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Figure 34: Displaying Pulse Details on Facesheet

INCREASED SIZE OF THE TEXT BOX ON THE CHIEF COMPLAINTS/HPI SCREEN

When recording Chief Complaints/HPI, you can record notes for each element of HPI Template separately. The size of this text box is now increased. You can record notes of up to 4000 characters for each element of HPI Template. To record notes for HPI Template:

1. From the top menu items, click Patient Search. 2. Search the desired patient and click Facesheet. 3. Start new encounter or edit in progress encounter. 4. Select Chief Complains/HPI in the charting elements ribbon. 5. In the HPI Template field, start typing HPI and select using smart search results. 6. Click Save.

7. Click the icon in the HPI Template column. 8. To record notes, click the Other link.




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Figure 35: Recording Notes for HPI Templates

INTRODUCED MACROS FUNCTIONALITY IN ROS AND HISTORY

The Macros functionality is now introduced in the ROS and History sections. You can use macros to add general

notes when recording Review of Systems (ROS) and patient’s history.

To add general notes using macros when recording ROS/History:

1. From the top menu items, click Facesheet. 2. Select a patient. 3. Start new encounter or edit in-progress encounter. 4. In the charting elements ribbon, click ROS or History.

5. To add General Notes using macros, click .

Figure 36: Adding General Notes Using Macros Functionality in ROS




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Figure 37: Adding General Notes Using Macros Functionality in History

ADDING SURGERY SPECIFIC NOTES WHEN RECORDING SURGICAL HISTORY

Previously there was no provision to add notes specific to surgery when recording surgical history of the patient. A new field is now added to record surgery specific notes. You can enter notes up to 1000 characters for each surgery being recorded. The notes recorded here are displayed in the Summary section and on the SOAP note. To record surgery-specific notes:

1. From the top menu items, click Facesheet. 2. Select a patient. 3. Start new encounter or edit in-progress encounter. 4. Click History from the charting elements ribbon. 5. Click Surgical History. 6. Locate the newly added field; Note.

Figure 38: Adding Surgery Specific Notes




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DISPLAYING NAME OF THE PROVIDER WHO ENDED THE ENCOUNTER System is now enhanced to display the name of provider who has ended the encounter when hovering mouse over the ended encounter icon. This change is done at all the places in the system wherever the end encounter icon appears.

Figure 39: Displaying Provider’s Name when Hovering Mouse Over the Ended Encounter Icon on Facesheet

INCREASED SIZE OF THE REFINE PROBLEM SEARCH POP-UP

When recording Problem List in the charting elements, system provides an option to refine the problem search (ICD codes). You can select appropriate ICD Codes to define problems faced by patient. The size of this pop-up is now increased for better user experience. The same change is applicable when refining problems on the following screens in the application:

Diagnosis (when searching illnesses) History (when recording Medical, Psychiatric, and Family history) Create Superbill (when searching ICD codes) New Charge (when searching Diagnosis Codes in the Line Item Details section)

To open the Refine Problem Search pop-up:

1. From the top menu items, click Patient Search. 2. Search the desired patient and click Facesheet. 3. Start new or edit in progress encounter. 4. Select Problem List in the charting elements ribbon. 5. Start typing the problem and select using smart search results. 6. A pop-up opens to refine the problem search.




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Figure 40: Enhanced Refine Search Problem Pop-Up

DISPLAYING PERSONAL PRONOUNS IN MACROS

Macros functionality is now enhanced to display patient's personal pronouns as per the patient's gender. To display personal pronouns at desired places using macros, you must configure macro templates accordingly. To display desired personal pronoun using Macros:

1. Access the Macro Configuration screen from Treatment Plan, Chief Complaints / HPI, ROS, Physical Exam, or any other screen.

2. Click Configuration. 3. Do one of the following:

To add a new macro, click Add Macro, or

To edit existing macro, select Macro Name. 4. To display;

he or she as per the patient’s gender, enter ##HeShe##.

his or her as per the patient’s gender, enter ##HisHer##.

him or her as per the patient’s gender, enter ##HimHer##. 5. Click Save.




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Figure 41: Configuring Macros to Display Patient’s Personal Pronouns

OTHER CHANGES IN CHARTING This section includes the other changes done in Charting.

VALIDATING ENCOUNTER WHEN ENDING WITHOUT CAPTURING DIAGNOSES AND CPT CODES

System does not allow adding CPT and Diagnoses codes once encounter is ended. If by mistake, user is ending an encounter without capturing Diagnoses and CPT Codes, system prompts a validation message before ending an encounter. Additionally, users can click the CPT or Diagnosis on the pop-up message to record CPT or Diagnoses codes for that encounter. System prompts the validation message when ending encounters from following screens:

Figure 42: Validating Encounter When Ending without Adding Diagnoses/CPT Codes

Scheduler > Super Bill Scheduler > Group Therapy

Charting > End Encounter Icon Dashboard > Co-signature Queue

Dashboard > Current Week Encounter Queue




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ENHANCED CURRENT WEEK ENCOUNTERS QUEUE

Previously, the Current Week Encounters queue displayed only the Not Started and In Progress encounters. Now, you can also view the Completed encounters. You can now also access Facesheet, view SOAP notes, and delete encounters from the Current Week Encounters screen. To work with the enhanced Current Week Encounters queue:

1. On the Dashboard screen, locate the Current Week Encounters queue. 2. Click the In Progress link. 3. In the Encounters field, do the following:

To view the list of visits for which encounters are not yet started, select the Not Started check box.

To view the list of in progress encounters, select the In Progress check box.

To view the list of ended encounters, select the Completed check box. 4. Click Search. The list of encounters is displayed in the grid.

To edit the encounter, click the icon.

To end the encounter, click the icon.

To delete the encounter, click the icon.

To view the SOAP note, click the icon.

To access Facesheet of ended encounter, click the icon.

Figure 43: Displaying Ended Encounters on the Encounters Screen

DISPLAYING ORDERING PROVIDER AND PATIENT’S DOB ON LAB LETTER

When working with lab letter, you may want to have an option to display name of ordering provider and patient’s DOB. The system is enhanced to display ordering provider and patient’s DOB on Lab Letter. You can configure lab letter templates using these options accordingly.




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To configure name of the ordering provider and patient’s DOB to be displayed on Lab Letter:

1. From the left menu items, select Administration > EMR > SOAP Note & Letters. 2. In the Configuration Type field, select Lab Letter. 3. Click the Template Configuration link. 4. In the left pane, do the following:

To display the name of ordering provider, double-click Ordering Provider.

To display the patient’s DOB, double-click Patient DOB. 5. Click Save.

Figure 44: Configuring Lab Letters to Display Ordering Provider and Patient’s DOB

DISPLAYING TIME FOR UNPROCESSED ORDERS (IN-1528)

Practice users can view the list of unprocessed orders from Dashboard > eOrder queue. Previously, only order date was displayed. Instead, now, the system also displays time when listing unprocessed orders. To view the time for unprocessed orders:

1. On the Dashboard, in the eOrder section, click Unprocess. 2. Locate the time mentioned in the Order Date column.




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Figure 45: Displaying Time for Unprocessed Orders

ENHANCED E-FAX FEATURE

The e-Fax feature is now enhanced in following ways:

When viewing fax details, system facilitates assigning To Dos for that particular fax. This option now by default remains selected so that the To Do is assigned to the designated user when you save the fax.

Figure 46: By Default Selecting Send To Do Option

System facilitates marking the fax as confidential when composing. The Confidential Notice check box by default remains selected on the Compose Fax screen. You can deselect it in case you do not want to mark the fax as confidential.

Figure 47: Selecting Confidential Notice Check Box by Default




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ABILITY TO UPDATE CONTACT AND INSURANCE DETAILS FROM PATIENT PORTAL

Previously there was no provision to update the contact and insurance details using the Essential or Premium version of the InTouch patient portal. Patients can now update the contact and insurance details. Once patients update the contact and insurance details, system automatically updates the same on the practice side. To update the contact and insurance details:

1. Login to InTouch Patient Portal. 2. From the top menu items, click My Profile. 3. Do the following:

To update the primary and other contact details, click Primary info.

To update the insurance details, click Insurance Details. Figure 48: Updating Insurance Details Using Patient Portal

ABILITY TO UPLOAD DOCUMENTS UP TO 10 MB IN DOCUMENT MANAGER

Earlier, when uploading documents from the Document Manager screen, users could upload the files of up to 5 MB. This limit is now increased to 10 MB. To upload documents from the Document Manager screen:

1. From the top menu items, click Document Manager. 2. Enter or select the patient name. 3. Select the folder to which the file is to be uploaded. 4. To select the file from the local drive, click Browse. You can select file of up to 10 MB size. 5. Click Save.




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Figure 49: Uploading Documents of up to 10 MB

ABILITY TO GENERATE REPORT FOR RESCHEDULED APPOINTMENTS

The Appointments Report screen is now enhanced to be more user-friendly and intuitive. A separate report type is introduced to generate the report only for rescheduled appointments. To generate the report for rescheduled appointments:

1. From the left menu items, select Reports > Scheduler Reports > Appointments. 2. Select Rescheduled Appointments. 3. Enter the search criteria. 4. Click Generate Report.

Figure 50: Generating Report for Rescheduled Appointments




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DISPLAYING INSYNC LOGO & EMR CERTIFICATION NUMBER ON ALERT, PRODUCTION SUMMARY, AND CLINICAL QUALITY MEASUREMENT REPORTS

The Alert, Production Summary (including its sub reports), Clinical Quality Measurement reports (including its sub reports) are now enhanced to display the InSync logo with its version and EMR certification number on the top left and right corners of the reports. To locate the EMR Certification No. and InSync Logo on the Alert report:

1. From the left menu items, select Reports > Utilization Reports > Alert. 2. Enter the Search Criteria. 3. Click Generate Report. 4. Locate InSync Logo in the top left corner and EMR Certification Number in the right corner of the screen.

Figure 51: Displaying InSync Logo and EMR Certification Number on the Alert Report

ADDED MORE SEARCH FILTERS ON THE DOCUMENT MANAGER SCREEN

System facilitates searching documents on the Document Manager screen. When searching documents you can now search documents by the user name who uploaded that document and date on which the document was uploaded. To locate additional search filters:

1. From the top menu items, click Document Manager. 2. In the Search File section;

In the Uploaded By field, start typing the user name who uploaded the document and select from the list.

In the Uploaded Date field, enter or select the date using Calendar on which the document was uploaded.




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Figure 52: Additional Search Filters on the Document Manager Screen

ENHANCED SESSION TIME OUT FEATURE

The Session Time out feature helps practice users to log out from the application when it is idle for more than 30 minutes. Currently, this feature continues the session only if practice users’ click in the application or refresh the page. When entering long general notes or filling long custom clinical form, system logs out automatically considering practice users exceeding the limit of being idle. Users then have to reenter the information. To avoid these re-work, system is now enhanced and continues the session on every stroke of keyboard keys. Additionally, the pop up is now redesigned with an option to log out the session immediately. On the session time out popup:

1. To continue the current session, click Yes, keep me signed in. 2. To log out from the current session immediately, click No, sign me out.

Figure 53: Enhanced Session Time out Popup




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BILLING This section includes changes done in the Billing section.

INTRODUCED BATCH PAYMENT POSTING FEATURE Posting payments one by one manually for each claim over a check or an EOB is a time consuming process. The Batch Payment Posting feature is now introduced to streamline the manual payment posting procedure. It helps billers to increase productivity facilitating the batch level posting of insurance payments. Posting batch payments includes following steps:

i. Creating new batch ii. Adding one or more EOBs to existing batch

iii. Adding claims to EOBs iv. Validating and posting batch payments

KEY POINTS TO KNOW WHEN WORKING WITH BATCH PAYMENT POSTING FEATURE

Using Batch Payment Posting, you can post insurance payments for multiple claims of multiple EOBs at single time of any responsibility.

EOBs cannot be deleted once the payment is posted for one or more claims of EOB.

Claims cannot be deleted from EOBs after posting the payment.

Once the entire received amount is posted, you can mark the batch as Worked to remove it from the active list of batches.

CREATING BATCH OF EOBS

In order to post payments at batch level, it is important to create batch of EOBs in the system. When adding batch, it is required to add at least 1 EOB in the batch. To create a batch:

1. From the left menu items, select Billing > Batch Payments. 2. Enter the Batch Name. 3. In the EOB Details section:

Select the Payer using the drop-down list through which the EOB is processed.

Enter or select Received Date using calendar.

Enter the Received Amount. Once you enter received amount, the To Apply amount is auto populated.

Enter or select Posting Date using calendar.

Select the Write-off reason using the drop-down list, in case you want to write-off one or more claims.

Select the EOB Type as ACH or Check.

Enter Account # / Check #.

Enter or select EFT Effective / Check Date using calendar.

Enter notes pertaining to the EOB, if any.




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4. Click Save. EOB is then displayed in the grid below for adding claims.

Note: Once you save the batch, system gives unique number to that batch for easy identification. This number is auto-assigned and non-editable.

Figure 54: Adding Batch for Payment Posting

ADDING EOBS TO EXISTING BATCH

Once batch is created in the system, you can multiple EOBs to the batch. This allows you posting payments for multiple payers at a time. To add EOBs to the existing batch:

1. From the left menu items, select Billing > Batch Payments. 2. Search the desired batch to which you want to add EOBs.

3. Click the icon in the Add EOB column. The Batch details then appear above in the Add Batch section. 4. In the EOB Details section, do the following:

Select the Payer using the drop-down list from which the EOB is processed.

Enter or select Received Date using calendar.

Enter the Received Amount. Once you enter Received Amount, the To Apply amount is auto populated.

Enter or select Posting Date using calendar.

Select the Write-off reason using the drop-down list. It is used in case write-off one or more claims when posting batch payments.

Select the EOB Type as ACH or Check.

Enter Account # / Check #.

Enter or select EFT Effective / Check Date using calendar.

Enter notes pertaining to the EOB, if any. 5. Click Save. Batch is then added in the grid below. Week, Global, Patient




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Figure 55: Adding EOBs to the Existing Batch

ADDING CLAIMS TO EOB

Once batch is created and one or more EOBs are added to the batch, you can claims to each EOB to post payments. This allows you posting payments for multiple claims at single time with adding multiple EOBs to single batch. To add claims to EOBs:

1. From the left menu items, select Billing > Batch Payments. 2. Search the desired batch to which you want to add claims.

3. To expand the list of EOBs, click the icon.

4. To add claims to EOB, click the icon prior to the EOB #. The list of claims for the payer of selected EOB is displayed.

5. Search the desired claims. You can sort the claims by any of the headings in the list displayed.

6. To view the charge details prior adding it for posting payments, click the icon. 7. Select the check boxes prior to the claim numbers you want to add for payments posting. 8. Click Add.




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Figure 56: Adding Claims to EOBs

VALIDATING AND POSTING BATCH PAYMENTS

The Batch Payments functionality helps billers to post multiple payments at single time. Once batch is created and claims are added to the EOBs, you can post the payments. To post the payments:

1. From the left menu items, select Billing > Batch Payments. 2. Search the desired batch. 3. Click Post. The batch details then appear below in the Claims List section. 4. Click the Payer Name to expand the list of claims. 5. Enter the Adjustment and Payment amount. 6. Change the Adjustment and Balance Reason codes, if necessary. 7. Select the check boxes in the Write-off column to write-off the balance for one or more claims. 8. To validate the payment details, click Apply/Validate. 9. To post payments and save the details, click Save.




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Figure 57: Posting Batch Payments

INTRODUCED CPT MACROS FUNCTIONALITY ON SUPERBILL The CPT Macro functionality helps practices adding group of frequently used CPT codes at a single-click when generating charge from the New Charge screen. You can now use CPT Macros when capturing charge details using Superbill. In order to make the best use of macros functionality when using superbills, you must configure superbills accordingly.

CONFIGURING SUPERBILLS FOR USING CPT MACROS

CPT Macros configured to be used from New Charge screen can also be added to the superbill. Additionally, you can add new macros to be used when capturing charge using superbills from Administration > Set Up > CPT / Revenue > Macro. The Macros configuration screen can also be accessed when adding or updating superbills clicking the Add New CPT Macro button. To configure CPT macros from superbill:

1. From the left menu items, select Billing > Manage Superbill.

2. To add CPT macros to any of the superbill, click the icon. 3. Click the CPT Macro/CPT tab. The list of existing CPT macros appears. 4. Add new or edit existing category. 5. Do one of the following:

To configure new macros, click the Add New CPT Macro link or

Select the macros to be added to the selected category. 6. Click Save.




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Figure 58: Configuring Superbills for Using CPT Macros

ADDING CPT CODES USING MACROS FROM SUPERBILL

Once superbills are configured with CPT Macros successfully, you can use them when capturing charge using superbills. On the Superbill screen, you will find the list of CPT Macros configured for selected category. The system displays the ‘(Macro)’ in parenthesis next to the category name on the Superbill screen for easy identification of CPT Macros. You can select multiple CPT Macros to be added when generating the charge. Once Macros, CPT codes, and Modifiers are selected on the Superbill screen, save the charge and click the Charge Capture button at the top of the screen. You can then select required CPTs, Modifiers, and Units to be integrated to the New Charge screen for generating the charge. To add CPT macros from the Superbill:

1. From the top menu bar, click Scheduler.

2. To capture charge using superbill, click the icon. 3. Select the superbill template using drop-down list at the top of the screen. 4. Select one or more CPT macros from the listed categories. 5. Click Save. 6. Click Charge Capture. The list of CPT codes of selected macros then appears on the Integration screen. 7. Select the required CPT codes, Diagnosis, and Modifiers and change the units, if required. 8. Click the Import service(s) button.




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Figure 59: Adding CPT Macros when Saving Charge Details Using Superbill

Figure 60: Selecting Required CPTs, Units, Modifiers, Diagnoses Codes from the Integration Screen

ENHANCED PATIENT BATCH ELIGIBILITY FEATURE Insurance Eligibility Verification service helps the practices to verify patients’ current insurance eligibility prior planning any treatment. This feature is now enhanced to;

automate the process of verifying batch level insurance eligibility on daily or weekly basis.

verify patients’ insurance eligibility without booking an appointment.

view patients’ insurance eligibility on the Patient Search screen.

AUTOMATING PATIENT BATCH ELIGIBILITY PROCESS

When performing Patient Batch Eligibility verification, you have to transmit the batches of patients manually from the Patient Batch Eligibility screen. You can now automate this process on daily or weekly basis. Once you




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enable the automation, system verifies the insurance eligibility for scheduled appointments during off business hours. This helps practices to eliminate the manual process of transmitting batches each day for eligibility verification. To enable auto-eligibility:


2. Click the icon. 3. Click the Configure Auto Eligibility tab to expand. 4. To enable the auto eligibility functionality, select Enable Auto Eligibility check box. 5. In the Set Frequency section, do the following:

To verify eligibility on daily basis, select Daily.

To verify eligibility on weekly basis, select Weekly. 6. Select Eligibility Service Type for which eligibility is to be verified. 7. Select one or more Visit Types using drop-down list. Only the appointments using selected visit types will

be processed for eligibility verification. 8. Select the Transmit to Vendor/Provider from the drop-down menu. 9. Click Save.

Figure 61: Configuring the Auto Eligibility Process

VIEWING THE LIST OF UNPROCESSED APPOINTMENTS

Once the automation is enabled, system verifies the insurance eligibility for appointments booked during off business hours. It may possible that system could not verify eligibility for one or more reasons for some of the appointments. You can generate the list of such appointments clicking the Unprocessed Auto-Eligibility button. You can transmit the separate batch of such patients for eligibility verification. To view the list of unprocessed patients:

1. From the top menu bar, click Scheduler. 2. Click the icon. 3. Click Configure Auto Eligibility to expand. 4. Click Unprocessed Auto-Eligibility.




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Figure 62: Viewing List of Unprocessed Items

VERIFYING PATIENT’S INSURANCE ELIGIBILITY WITHOUT SCHEDULING AN APPOINTMENT

The Patient Batch Eligibility screen helps you to transmit the batch of patients for which appointments are booked to verify their insurance eligibility. Now, you can add patients to the batch without scheduling an appointment. To add patients without booking an appointment:


2. Click the icon. 3. Click the Add More Patients button. 4. Search the desired patient using search criteria. 5. Select the check box prior to the patient name. You can select more than one patient. 6. Click Add Patient. Added patients then appear in the grid on the Patient Batch Eligibility screen.

Figure 63: Adding Patients for Batch Eligibility without Scheduling Appointments




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VIEW PATIENT’S INSURANCE ELIGIBILITY FROM PATIENT SEARCH SCREEN

An option to view patient’s insurance eligibility is now introduced on the Patient Search screen. This will help you to view patient’s insurance eligibility without accessing Insurance or Scheduler screen. To view patient’s insurance eligibility from Patient Search screen:

1. From the top menu items, click Patient Search. 2. Search the desired patient using search criteria.

3. To view the patient’s insurance eligibility, hover your mouse pointer over the icon.

Figure 64: Viewing Insurance Eligibility on the Patient Search Screen

REDESIGNED PATIENT STATEMENTS FUNCTIONALITY In the previous version release, InSync introduced functionality to link different family members using the same practice for their medical services. In order to make the Patient Statements functionality in line with Family Linking feature, it is now redesigned in following ways. You can now;

select the statement type from two options; Individual and Family.

preview and print the family type statements.

use the Statement Cycle Days field to filter the statements which are not printed or transmitted within specific number of days. You can configure number of days in the “Statement Cycle Days” field from the Practice Defaults section. By default, 30 Days are configured in this field.

filter statements based on provider and facility.

enter multiple claim numbers separated by comma in the Claim# field.

select the List only hold statements check box to view the list of statements which are on hold. Here you can unhold all the statements for printing with a single-click.

select the List excluded family member only check box to include family members for whom the Exclude from Patient Statement check box is selected on the Patient Information screen.

differentiate primary and other family members by different background colors.

view Family Due amount on the statement. The Family Due amount is a sum of each family member's balance – sum of each family member's Unapplied Credit ($).




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PRINTING FAMILY TYPE STATEMENTS

Family statement type prints single consolidated statement for all family members. Practice users should keep the following things in mind when working with Family statements.

Families having less due than family unapplied credit are not displayed in the list.

If primary member is put on hold, then all the family members are also considered to be put on hold.

Primary members are listed first and then other family members within the same section when sorting search results in family statement type using any of the heading.

Primary family members’ statements are displayed first followed by other family members in alphabetical order.

If you select other family members (other than primary members) to be printed, system prints these statements at the end in the alphabetical order.

Primary family members’ details are displayed with blank line item details, if primary family member; o has 0 balance and any other family member has balance due to the practice, o does not satisfy the search conditions whereas other family members satisfy the search conditions

(when generating Family Statement Type), and o has been selected the Exclude from Patient Statement check box on the Patient Information

screen. To print the Family statements:

1. From the left menu items, select Billing > Patient Statements. 2. In the Statement Type section, select Family. 3. In the Statement Cycle Days field, enter the number of days to filter the statements that are not printed

or transmitted within these days. Note: It should not exceed 120 days.

4. Select Facility and Provider using the drop-down lists. 5. Enter one or more claim numbers to filter the statements based on claim numbers. 6. Select the necessary search criteria to filter the statements. 7. In the Print Configuration section;

Select Primary Address using the drop-down list. Update the Phone #, if necessary.

Select Billing Contact using the drop-down list. Update the Phone #, if necessary. 8. Click Search. 9. Select the check boxes prior to the patient names. 10. To preview the selected patients’ statements, click Preview. 11. To print the selected patients’ statements, click Print.




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Figure 65: Redesigned Patient Statement Screen

OTHER CHANGES ON THE PATIENT STATEMENT SCREEN

Apart from the changes mentioned above, following are some minor changes done to enhance the Patient Statements screen:

The Transmitted/Printed caption now can be read as Processed Type. Also, the drop-down list for the same is now changed to radio buttons.

The Transmitted/Printed Date From caption now can be read as Processed Date From. To locate the caption changes on the Patient Statements screen:

1. From the left menu items, select Billing > Patient Statements. 2. Locate the changes in the Search Patient section.




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Figure 66: Minor Changes on the Patient Statement Screen

CHANGES WHEN WORKING WITH AUTHORIZATIONS The authorizations functionality is now enhanced in order to be more comprehensive.

ABILITY TO CONFIGURE ALERT ABOUT FINISHING AUTHORIZATIONS

You can now configure after how many units of remaining authorizations alert message should be displayed when booking an appointment and generating the charge. To configure the number of authorization units after which alert message should be displayed:

1. From the top menu items, click Patient Search. 2. Add new or edit existing patient. 3. Access the Insurance screen. 4. In the Authorization column, click Details. 5. Locate the newly added field, Alert after Remaining Unit(s).

Figure 67: Configuring Number of Remaining Units of Authorizations after which Alert Message is displayed




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DISPLAYING ALERT MESSAGES WHEN WORKING WITH AUTHORIZATIONS

In order to make authorization management more user-friendly and intuitive, system is enhanced to display following information messages when using authorizations. Table illustrating an example with sample message text:

When

System displays following messages when clicking Information icon

if authorization is selected

if authorization is not selected (and available for respective

appointment/charge)

entering authorization number that is not

configured yet

Booking an appointment

Start Date: 05/01/2016, End Date: 05/31/2016, Total Unit(s): 36, Remaining Unit(s): 34.

Authorization exists for the current appointment. Click the magnifier icon to select authorization number.

Authorization 123 currently does not exist however system will save it upon booking the appointment. (123 is the value entered in the Authorization No. field)

Generating charge (New Charge screen)

Start Date: 05/01/2016, End Date: 05/31/2016, Total Unit(s): 36, Remaining Unit(s): 34.

Authorization exists for the charge. Click the magnifier icon to select authorization number.

Authorization 123 currently does not exist however system will save it upon saving the charge. (123 is the value entered in the Authorization No. field)

ABILITY TO FILTER AUTHORIZATION REPORT BY APPOINTMENT DATES

The Authorization Report screen is redesigned to be more user-friendly and intuitive that allows filtering authorizations using appointment dates. This facilitates tracking the usage of received authorization at appointment level. Also, the report is generated with some additional information which includes;

Appointment Date, Claim#, and Billed $ (on the Summary/Detail report) and

Appointment Date (on the Utilization report) To locate changes done on the Authorization Report:

1. From the left menu items, click Reports > Billing Reports > Authorization. 2. To generate report for specific appointments, enter or select the Appointment From/To dates. 3. Enter the search criteria. 4. Click Generate Report.




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Figure 68: Changes on the Authorization Report

CAPTURING REMARKS CODES FOR INSURANCE PAYMENTS Previously there was no provision to capture remarks codes when working with insurance payments. When working with insurance payments system displays remarks codes on ERA and Payment Posting screens. Additionally, you can filter the denial analysis reports by the remarks codes.

DISPLAYING REMARK CODES ON THE ELECTRONIC REMITTANCE SCREEN

The Remark Codes help billers to identify the reason for denials or adjustments for payments against medical services. System is now enhanced to display these codes on the Electronic Remittance screen on the line item level. To view remark codes on the Electronic Remittance screen:

1. From the left menu items, select Billing > Electronic Remittance. 2. Click the claim number to view details. 3. Click the plus icon to view line item details. 4. Locate the remark codes displayed next to the Adjustments.




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Figure 69: Displaying Remark Codes on the Electronic Remittance Screen

DISPLAYING REMARK CODES ON THE PAYMENT POSTING SCREEN The remark codes are now displayed on the Payment Posting screen at line item level and claim level when payment is posted through ERA. You can click the info icon to view the detailed description of remark codes. Additionally, you can search and select the desired remark codes as per the requirement when posting payment from the Payment Posting screen. Start typing the code or its description and the list of matching codes is displayed. Notes:

On the Payment Posting screen, the Remark Codes field is disabled when Payment Type is selected as Patient Payment and Transfer.

When modifying payment from the Payment Posting screen, the remark codes cannot be modified. To view the remark codes for transactions posted through ERA:

1. From the top menu items, click Payments. 2. Search the desired claim using the search criteria. 3. Click Payment Posting. 4. Do the following:

Locate the remark codes listed under the Remark Codes column for line items.

Claim level remark codes are listed at the end of line all the items.




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Figure 70: Displaying Remarks Codes on the Payment Posting Screen

ABILITY TO FILTER DENIAL ANALYSIS REPORT BY REMARK CODES

On the Denial Analysis Report screen, the Remarks Code filter is added to search the denials by remark codes. You can enter more than one codes separated by comma to generate the report for multiple codes. In the Remarks Code field, start typing the code or its description and select using smart search results. Additionally, system now displays the claim level remark codes on the Denial Analysis Report. Note: Only the detail report can be filtered by remark codes. To view the remark codes on the Denial Analysis Report:

1. From the left menu items, select Reports > Reconcilation Reports > Denial Analysis. 2. Enter the search criteria. 3. In the Remarks Code field, start typing the code or description for which you want to generate the report

and select using smart search results. 4. Click Generate Report.




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Figure 71: Displaying Remark Codes on the Denial Analysis Report

ENHANCED DAILY PAYMENTS REPORT The Daily Payments Report is now enhanced in following ways in order to be more comprehensive. You can now;

filter the report by received date of the payment, and

export payment summary to Microsoft Excel.

ABILITY TO FILTER THE DAILY PAYMENTS REPORT BY RECEIVED DATE

You can now filter the Daily Payments Report by received date of the payment. Also, you can view the received date column in the exported report. Note: When filtering the report by received date, system disables the Generate Report button, however, you can export the payment summary to Microsoft Excel. To locate the newly added option on the Daily Payment Report:

1. From the left menu bar, select Reports > Reconciliation Report > Daily Payments.

2. Locate the newly added option; Received Date.




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Figure 72: Filtering Daily Payments Report by Received Date

EXPORTING PAYMENT SUMMARY FROM DAILY PAYMENTS REPORT

An option to export complete payment summary is now introduced on the Daily Payments Report screen. When exporting payment summary, system retrieves patient or insurance payments along with unapplied credits on the report. To export complete payment summary:

1. From the left menu bar, select Reports > Reconciliation Report > Daily Payments. 2. Enter the search criteria. 3. Click Export Payment Summary.

Figure 73: Exporting Payment Summary from the Daily Payments Reports Screen




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OTHER CHANGES IN BILLING This section includes other changes done in Billing Section.

FACILITATED PROCESSING THE NEW YORK - WORKERS' COMPENSATION BOARD CLAIMS

ELECTRONICALLY

Previously InSync user could print the New York - Workers' Compensation Board (NY-WCB) forms and submit them on paper. There was no provision to transmit these NY-WCB claims electronically. System is now enhanced to process NY-WCB forms electronically. A user is expected to fill the C4, C4.2, C4 AMR, and PS4 forms on InSync as earlier and then a user can transmit these claims through 837 file. To enable this feature for your system, please contact the InSync Client Support Team at 877-346-7962 or drop an e-mail at [email protected].

SENDING ELECTRONIC AUTO AND WORKER COMPENSATION CLAIMS & RECEIVING ELECTRONIC

835 PAYMENT/ADVICE

We now interface with a clearinghouse which processes Automobile, No Fault, and Workers' Compensation bills and supporting documents via the integration of the Internet and the Health Care Financing Administration's universal bill, the HCFA-1500. In addition, when clients enroll in this service, they will also begin to get Payment / Denials electronically.

INTRODUCED INSURANCE APPEAL LETTERS

In case of denials and underpayments of medical services, it is necessary to send appeal letters for reprocessing claims to insurance companies. InSync now offers a preconfigured set of appeal letters. These letters can be printed for submitted, re-submitted, and rebilled claims from the New Charge screen. Along with appeal letters, it is necessary to enclose certain documents when requesting reprocessing of claims. The list of enclosed documents can be added when printing appeal letters from the New Charge screen. Currently, InSync allows printing insurance appeal letters for 3 denial reasons; Not Medically Necessary, Experimental, and Timely Filling. To print insurance appeal letter:

1. From the top menu items, click New Charge. 2. Search and edit the desired claim. 3. Select Appeal Template using the drop-down list. 4. Enter the documents to be submitted with appeal letter.

Note: In case of submitting multiple documents, enter document names separated by comma. 5. To preview appeal letter before printing, click Preview. 6. To print the appeal letter, click Print.

Note: History of previously printed appeal letters is displayed below Previous Submission section on the New Charge screen.





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Figure 74: Printing Insurance Appeal Letters

ABILITY TO LINK PATIENT WITH EXISTING FAMILY FROM PATIENT DEMOGRAPHICS

Previously, to link patients with existing family, you had to access the primary member’s demographics. Now patient can be linked with existing family without accessing the primary members’ demographics. When adding or editing any patient, you can search and select the primary member from the Family Member Details section with whom this patient is to be linked. To link patient with existing family:

1. From the top menu bar, click Patient Search. 2. Add new patient or edit existing patient (which is not linked with family.) 3. In the Family Member Details section, start typing the primary family member’s name and select using

smart search results. Note: When searching patients in the Family Member Details section, system displays the list of patients

which are either primary members of the family or which are not part of any family. 4. Click Add. 5. Click Save.




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Figure 75: Linking New Patient with Existing Family

MAINTAINING CPT CODES SELECTION SEQUENCE WHEN CAPTURING CHARGE USING SUPERBILLS

You can capture the charge details using superbill templates. System displays all the selections made by user on the Integration screen prior generating the charge. When displaying these details on the Integration screen, system maintains the selection sequence for ICD 10 codes. The same sequence is now maintained for CPT codes.

CHANGES ON THE ELECTRONIC REMITTANCE SCREEN

The Electronic Remittance screen is now enhanced with following changes;

You can now search ERAs by patient name.

In the Claim # field, you can enter more than one claim numbers separated by comma.

You can now change the Received Date and Posting Date prior posting payments.

To locate the changes done on the Electronic Remittance screen:

1. From the left menu items, select Billing > Electronic Remittance. 2. In the Patient Name field, start typing the patient name and select using smart search results. 3. In the Claim # field, enter the multiple claim numbers separated by comma. 4. Click the check number to post the payment. 5. Change the Received Dare and Posting Date, if required.




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Figure 76: Changes on the Electronic Remittance Screen

DISPLAYING CLEAN AND NON-CLEAN CLAIMS WITH DIFFERENT BACKGROUND COLORS

Earlier it was difficult to differentiate clean claims from non-clean claims when generating report for the Clean Claim Ratio widget on the PM Dashboard. In order to differentiate clean claims from non-clean claims on the report, they are now displayed with different background colors. To view the report for the Clean Claim Ratio widget:

1. On the PM Dashboard screen, enter the search criteria in the left pane. 2. Click Apply.

3. In the Clean Claim Ratio section, click the icon. 4. Locate the clean claims displayed in different background color.




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Figure 77: Differentiating Clean and Non-Clean Claims with Different Background Colors

DISPLAYING ADDITIONAL CLAIM INFORMATION WHEN COPYING PREVIOUS CLAIM DETAILS

You can copy charge details from the previously generated claims when generating charge from the New Charge screen. When copying details, system allows you preview the information being copied. This pop-up is now enhanced to display the Additional Claim Information along with Charge and Payment Details. The Additional Claim Information section includes following information;

Facility and Provider Admission Date & Time Discharge Date & Time State of Accident Type of Accident Date of Accident

To view the Additional Claim Information of previously generated claims:

1. From the top menu items, click New Charge. 2. Select the desired patient.

3. Click the Copy Previous Claim Details icon . 4. Select the claim to view the detailed information about the claim. 5. Locate the Additional Claim Information on pop-up.




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Figure 78: Displaying Additional Claim Information along with Charge and Payment Details

CHANGES ON THE FINANCIAL SUMMARY SCREEN

The Financial Summary screen displays patient’s complete financial history. Following are the changes made to make this screen more user-friendly and intuitive:

The insurance policy numbers are displayed next to payer names in the top right corner of the screen.

Patient Ribbon can be accessed from the Financial Summary screen.

When accessing the Patient Information pop-up from the patient ribbon, system displays Payer Fax Numbers in the Subscriber Insurance Details section.

To locate changes done on the Financial Summary screen:

1. From the top menu bar, click Patient Search. 2. Search the desired patient using search criteria.

3. Click the icon. 4. On the Financial Summary screen;

Locate the insurance policy number next to the payer name.

Expand the Patient Ribbon and click to view Patient Information pop-up.

Locate Payer Fax Number in the Subscriber Insurance Details section.




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Figure 79: Displaying Policy Numbers on the Financial Summary Screen

Figure 80: Displaying Payer Fax Number on the Patient Information Pop-up

ENHANCED PRODUCTION SUMMARY REPORT TO EXPORT STARTED ENCOUNTERS TO EXCEL

The Production Summary Report provides analytical details for the production of practice. From this report, you can generate the list of started encounters within the specified period. Now, this list can be exported to Microsoft Excel using the “Export Encounter Started List” option. To export the list of started encounters to Microsoft Excel:

1. From the left menu items, select Reports > Billing Reports > Production Summary. 2. Enter the search criteria. 3. Click Generate Report. 4. Click Export Encounter Started List.




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Figure 81: Export List of Started Encounters To Excel

CHANGES ON THE DETAILED PAYMENT REPORT

The Detailed Payment Report is now enhanced to be more user-friendly and intuitive with following changes:

The Payment Mode filter is introduced to filter the report by payment modes. You can select one or more payment modes using the drop-down list.

Patient’s middle initial is now displayed along with the first and last name on the report.

Search criteria selected to generate the report will now be displayed when exporting report to Microsoft Excel.

To locate changes done on the Detailed Payment Report:

1. From the left menu items, select Reports > Reconciliation Reports > Detailed Payment. 2. Enter the search criteria. 3. Click Generate Report. 4. Locate patient’s middle initial in the report.




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Figure 82: Payment Mode Filter and Patient’s Middle Initial

RESTRICTING ACCESS TO VIEW UNAPPLIED CREDITS’ AMOUNT

Earlier, there was no option to hide patient and insurance unapplied credits in the application. Now, you can hide the amount of patient and insurance unapplied credits from the Administration > Roles & Permissions section. Once you deny access to Patient and Insurance Unapplied credits, system hides the amount of unapplied credits on the following screens:

Financial Summary Patient Ribbon Superbill (Appointment Details section)

Transfer Unapplied Credit Payment Posting (Unapplied Credit Details section) To deny access to view Unapplied Credits:

1. From the left menu items, select Administration > Security > Role & Permission. 2. Select the role from the drop-down list. 3. Click the Manage Privileges link next to the Billing module. The Billing Module section opens in the screen

below. 4. To deny access to view Patient/Insurance Unapplied Credits, deselect the necessary check boxes

accordingly.




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Figure 83: Providing Access To View Patient and Insurance Unapplied Credits

ENHANCED PATIENT PAYMENT DEPOSIT SLIP REPORT

Previously system by default grouped the Patient Payment Deposit Slip report by Received Date. Now you can also group the report either by Received Date or by Facility and Provider. To group Patient Payment Deposit Slip report:

1. From the left menu items, select Reports > Reconciliation Reports > Daily Payments. 2. Click Patient Payment Deposit Slip. 3. In the Group By section;

To group the report by received date, select Received Date. By default, this option is selected.

To group the report by facility and provider, select Facility & Provider. 4. Enter the search criteria. 5. Click Generate Report.

Figure 84: Group By Option on the Patient Payment Deposit Slip Report




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DISPLAYING QUALIFIER CODE (1D) ON THE HCFA FORM AND TRANSMITTING THROUGH 837 FILE

System displays “1D” along with value and respected NPIs on the HCFA form when qualifier code is selected as “Medicaid Provider Number” on the Insurance Management screen. Following table illustrates where these additional details are displayed on the HCFA form and transmitted through 837 file.

AUTO-FILLING REFERRING PROVIDER NAME ON THE NEW CHARGE SCREEN

Once patient is selected on the New Charge screen, referring provider name will now be auto-filled based on the records maintained in patient demographics. However, you can change the referring provider as per the requirements.

Figure 85: Auto-Populating Referring Provider

TRANSMITTING REBILLED TYPE CODE THROUGH 837 FILE WHEN REBILLING UB04 CLAIMS

When rebilling UB04 claims, system allows selecting Rebilled Type on the New Charge screen. The Rebilled Type code is transmitted through 837 file in 2300 loop segment CLM element 05-3. Following table illustrates the code being transmitted on selecting a specific Rebill Type when rebilling the claim.

When Rebilled Type is selected as… Following Rebilled Type Code is transmitted through 837 file

New Claim [1] 1

Replacement [7] 7

Void [8] 8

In the box number… System now displays… Transmitted in 837 file…

24 I 1D (when qualifier code is selected as “Medicaid Provider Number”)

-

24 J Group Provider Number -

32 B 1D-x (x is the text/number recorded in the “Value” field on the Insurance Management screen

This is transmitted through 837 file in loop 2310 B.

33 B 1D-y (y is the text/number recorded in the “Individual Provider Number” field on the Insurance Management screen)

This is transmitted through 837 file in loop 2310 C.




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COMMON CHANGES IN CHARTING AND BILLING This section includes common changes done in Charting and Billing.

RENAMED CAPTION FROM PHYSICIAN TO PROVIDER

The “Physician” field name can now be read as “Provider” throughout the application.

ABILITY TO USE MOZILLA FIREFOX BROWSER TO WORK WITH INSYNC APPLICATION

In addition to the Microsoft Internet Explorer Version 10 and above, InSync application is now also compatible with Mozilla Firefox.
