ChartMaker® 2018.2 Software Release 6.5.5

Where can I find it?

Clinical: Chart Notes (Note tab)

What do I need to know?

As part of the compliance with the requirements against Information Blocking as outlined in the 21st Century Cures Act (21CCA), the system has been updated to export PDF copies of chart notes that contain text-only information (e.g., inter-office messages, basic phone message templates, free-text notes, etc.) to the patient’s ChartMaker^® PatientPortal, when signing that note. In previous versions, a PDF copy of the chart note was only generated when database events were entered or modified in the chart note (medications, diagnoses, allergies, future appointments, etc.). Now, in addition to any notes that contain database events, any text-only notes, will be also be exported upon signing if the Release to Patient option is checked in the Note Header. However, PDF copies of chart notes will not be generated for auto-drug logs, auto In-House Orders, and batch signing of documents, although these documents can be manually exported by right-clicking and selecting the Send to Patient Access option, if desired.

How do I use it?

Upon upgrade, this functionality will be available as outlined above.

Where can I find it?

Practice Manager: Inquire > Payments

What do I need to know?

The Payments tab in the Inquire screen has been updated with a new ERA button that allows you to view ERA data associated with a specific payment for a patient. The ERA button will become enabled when a payment is highlighted, and that payment was posted via the ERA through the Remittance module in Practice Manager. The ERA button will also become enabled if the payment was posted manually, because the payment did not post through the automatic remittance, and the ICN number from the ERA is entered in the Control # field.

Clicking the ERA button, when an applicable payment is highlighted, will open the Response Viewer and the ERA data will be appear for that specific payment.  The ERA data displayed will include the header information from the file, including the payer name, check number and check date, to easily cross-reference the data. A glossary will be appended to the ERA information allowing you to easily decipher the various explanatory codes in the ERA. Likewise, you have all the functionality of the Response Viewer, should you need to print the ERA information, access the WPC Links, or access other files. If the corresponding imported ERA file has been removed from the PRImported folder on the server, an error will appear indicating that the file associated with payment cannot be found, and the ERA information will not be displayed.

This new feature is available only after updating to CMMS 6.5.5, or above, and then posting ERA files through the Remittance tab. Payment data for previous remittance postings prior to the upgrade will not be available.

How do I use it?

Upon upgrade, these options will be available and can be used as outlined above.

Where can I find it?

Practice Manager: Payment > Pending Payments

What do I need to know?

The Pending Payments tab has been updated with a Delete Mode button at the bottom of the screen, between the Refresh and Cancel buttons, that allows you to toggle from the posting mode to the delete mode. When clicking the Delete Mode button, the tab will change to delete mode and all the pending payments will be listed. The Select column will turn to a Delete column, and the Save button changes to a to a Delete button. Select any pending payments that you want to delete, and then click the Delete button. After confirming the deletion, the payments will be deleted, and the deletion will be tracked in the audit trail. A deleted payment cannot be retrieved and restored in the Pending Payments tab. When finished deleting pending payments, you can toggle back to the posting mode by clicking the Post Mode button.

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The Pending Payments tab has been updated with a Payment Date section allowing you to select what payment date to use when posting pending payments. You can select Use Payment Date, Use Today’s Date, or Use this Date where you can enter a specific date in the date field to the right.

When the Use Payment Date option is selected, and there are two or more pending payments selected to post to a charge, and those payments have different payment dates, then a Pick Payment Date dialog will appear allowing you to select which payment date you want to use.

How do I use it?

Upon upgrade, these options will be available and can be used as outlined above.

Where can I find it?

Clinical: Chart Notes (Note tab)

What do I need to know?

The Note Header has been updated with a new Document Type button that allows you to configure the document types for the chart note. Up to two document types that are associated with the note will appear in the label to the right of the button, and if there are more than two document types, an ellipsis will follow. You can hover over the label and a tooltip will appear displaying all the document types associated with the note. When a new note is created, any document types configured for the note template will default. You can then modify the document types on a note-by-note basis, if needed.

Click the Document Type button to access the Document Type dialog to configure or modify the document types for chart note. Do note, checking the Unknown option will clear all other selected choices.

Once a note is signed, or when manually sending a note to the PatientPortal/API by right-clicking in the note and selecting Send note for Patient Access, each document type associated with the note will be generated and sent to the patient’s PatientPortal and/or API if the Release to patient option is checked. Additionally, a separate exclusion dialog will appear for each document type, if the preference is set, allowing to exclude information for each type if needed.

How do I use it?

Upon upgrade, this functionality will be available as outlined above.

Where can I find it?

Clinical: Organizer

What do I need to know?

The Organizer has been updated with a Release to Patient column allowing you to easily see what notes are set to be released to the patient upon signing. Likewise, whenever right clicking an item, or multiple items, the menu will contain a Mark as Release to Patient option allowing you to modify whether the note should be released to the patient’s PatientPortal/API upon signing. When the Release to Patient option is disabled for a note, a No will appear in the Release to Patient column.

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The Organizer has been updated with a Document Type column allowing you to easily see what document types are configured for the various chart notes. Likewise, whenever right clicking an item, or multiple items, the menu will contain an Edit Document Type (s) option allowing you to access the Document Type dialog to modify the document types for the selected notes. When selecting multiple chart notes, those selected notes must have the same document types associated with them, or you will not be able to edit them, and an error will appear outlining the issue.

After the Edit Document Type(s) option has been selected, the Document Type dialog will appear allowing you to add or modify the document types for chart notes selected. Do note, checking the Unknown option will clear all other selected choices. Once a note is signed, or when manually sending a note to the PatientPortal/API by right-clicking in the note and selecting Send note for Patient Access, each document type associated with the note will be generated and sent to the patient’s PatientPortal and/or API if the Release to patient option is enabled.

How do I use it?

Upon upgrade, this functionality will be available as outlined above.

Where can I find it?

Clinical: Template Editing – Template List

What do I need to know?

The Template List has been updated so that you can now tag templates with document types, which will then default when creating a new chart note using those templates. To tag a template, or multiple templates, highlight the applicable template(s), then right-click the template(s) and click Edit Document Type, or when the templates are highlighted, click the Document Type button at the bottom of the list. Do note that when selecting multiple templates, those selected templates must have the same document types, or you will not be able to edit them, and an error will appear outlining the issue.

A Document Type dialog will then appear allowing you to select the applicable document types for the highlighted templates. Do note, checking the Unknown option will clear all other selected choices. After the document types have been selected for the template(s), click the OK button.

The document types configured for a template will appear in the Document Type column next to the corresponding Template Name. When hovering over a template a tooltip will appear with the Template Name, followed, in parentheses, by any document types configured for the template. Also, a new Document Type option is also available in the Search Column drop-down list, allowing you to search for templates that are tagged with certain document types.

How do I use it?

Upon upgrade, these options will be available as outlined above.

Where can I find it?

Clinical: Template Editor and Chart Notes

What do I need to know?

The Screening Selection dialog (accessed via the Screening button when in a chart template in the Template Editor), has been updated with a new PHQ9-Modified for Teenagers screening. You can view each screening questionnaire by highlighting the applicable screening, and then clicking the Preview button. Do note, that for any existing Screening buttons in chart templates, the new screenings will appear in the Unused screenings section, and will need to be activated for those buttons, as needed. Any new Screening button added to a chart template will have all screenings activated, and you can modify the position, as well as remove any screenings that are not needed for that button.

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A new PHQ9-Modified for Teenagers questionnaire is available when accessing applicable Screening widgets in chart notes. The new questionnaire is accessed by clicking the corresponding button at the top of the dialog. After the questionnaire is accessed, you can configure the answers for the various questions.

Clicking the Instructions link at the top of the questionnaire will provide additional instructions when you are performing the screening.

The first nine assessment questions have a measured Total Score based on the answered questions allowing you to quickly determine levels of depression. If you click the Total Score link, additional information is provided about how the scoring is conducted, and additional information when assessing the level of depression.

In addition, you can determine how this information is outputted to the note. You can choose only to output only the Title, to output the configured information in List format, to output the configured information in Paragraph format, or to output the Title & Score. When information is configured in the Screening dialog, the information will appear in the History tab for the patient and will be tracked in the Audit Trail.

How do I use it?

Upon upgrade, the new PHQ9-Modified for Teenagers questionnaire will be available, as outlined above, when added to applicable chart templates via the Template Editor.