Knowledge base » Release Notes - EpiSoft/CareZone » 30/08/17 - Release Notes (Admin)
30/08/17 - Release Notes (Admin)
Protocol Form
We have now aligned the name of the protocol visit form with the name of the cycles page. These are both now called Protocol Cycles (EpiSteme) - please let your users know if they can't find the visit form it has been renamed.
Usability enhancement on dropdown lists
With the upgrade of our form control library, we have been now able to introduce a typeahead function on the long dropdown lists. We have applied this to visit reason and type on the appointment and visit forms, to the clinician and site listing, all the protocol step dropdowns and a range of other long dropdown lists. We will apply this feature to long demographic dropdowns in the next release but let us know if there are any others that you routinely use that we haven't updated and we will get them into the next release.
Demographic page updates
A number of sites requested that a 'No medicare number' flag be recorded. This has been added with an optional comments field if you want to record comment e.g. Overseas student awaiting Medicare approval'.
To accommodate reporting for the mental health and addiction disorders, a number of other demographic changes have been made including gender identity and sexual orientation questions, refugee status questions, cultural background (free text), preferred pronoun (if gender is not standard) and extension of the ATSI ethnicities with the full text description.
All the new questions are optional.
Appointment List page updates
We now have an alternative appointment download for those that do not wish all the column details that were in the original download (2 download options from Appointment List).
Merge patient issues
There were some issues with merging patients that had an inactive primary clinician on the patient record. This has been resolved. Inactive clients were also erroneously displayed as deceased in Merge. This was not affecting the underlying data.
Billing system enhancements
New statuses on Debtors management have been added - Proforma and Invoiced are now available for tracking separately to other statuses. There is no change to other statuses which should work as before e.g. the Claim Paid status checks the amount outstanding and not the status, as sometimes the payors send back a 'claim paid' flag but do not pay the total claim.
Backdate payment reversals: We have introduced a permission to allow users to backdate payment reversals. This is linked to the permission to backdate invoice reversals so sites requiring that nothing can be backdated will be unaffected. However this permission is available for other sites. If you need this permission and you are seeing a read-only payment backdate date, please let us know your role and org and we will alter the permissions.
Medicare Validation check: We have introduced a new logic check at the user's primary site level to make sure that site is configured for billing before a Medicare number validation is submitted. This will prevent Medicare checks occurring from sites that are not enabled for billing in orgs with a mixture of billing and non-billing locations. The Medicare validation check from an unrecognised site caused billing queue stoppages. This reason for queue stoppage has been resolved with this additional check.
A problem was found with Patient paying in full - No claims and the provider charge was edited after the service was added, the claim submission was generating an error of 'failed to set service element patientcontribamt...invalid format for data item. This has been resolved so you can submit a claim with modified provider charge.
Validation checks on manual claim submission - these were previously the same as the validation checks for an electronic submission however the sites advised that in some cases they will be claiming for private health funds so Medicare number would not be required. We have removed some of the validation checks on a manual submission ; many are still in place so please let us know if you are still having issues with manual claim submissions.
Documents
General documents permission change to edit/delete A number of sites have requested the ability to remove and edit documents in the General section if they were not the ones to upload the document. The restriction to check the user who added the document in the first has been removed and replaced with a role-based permission. Please let us know if you want this permission set for roles in your org and which roles. We recommend this permission be restricted to senior administrative or clinical staff.
Editable expiry date for document tracking Sites now have the ability to set a document category with a 'User Entered Expiry' rather than an auto-calculated expiry by the system based on a document date and the expiry months. When adding documents that you wish to have an editable expiry ensure that you leave the 'Expiry Months' field empty and check the 'User entered expiry' checkbox.
Expiring documents report
New report available is Expired / expiring Documents. This will show all documents coming up for expiry (or expired) that may or may not be flagged as a consent document.
If you also tick Is Consent, the document will also show up on the Expired / Expiring consents.
Important: the document tracking for expiry function should not include referrals which are tracked separately as they may affect billing or programs requiring referral.
Record Summary changes
For mental health and AOD users, we have some updates to the Summary Clinical Info strip at the top of the patient Record Summary. One is to show the NOK's email address in the list of Next of Kins. The other is to map the PIR diagnosis in the Social & Clinical Assessment to display the Principal Diagnosis on the Record Summary - this is coming from the detail diagnosis.
Record Summary for Mental health and AOD users now also includes the Current Medications List.
For cancer site users, this should include the patient's latest diagnosis, TNM score and staging. If it does not, please let us know and we will check if your role is linking to the correct summary section.
We have also updated the Documents list to display the category.
Referral page
For sites needing to report under the PMHC (former ATAPS) program, we have new checkboxes on the referral page to record program and other relevant referral level information.
These checkboxes show if you tick the Organisation preference. Organisation preferences can only be set by senior admin or clinical managers at your site so please check if you want these items to display and you cannot see them. It is strongly recommended that all PMHC reporting sites switch these on.
This should not impact any sites that are not reporting under the PMHC program.
See Org preferences screen below for detail about how to set this up.
We have now aligned the name of the protocol visit form with the name of the cycles page. These are both now called Protocol Cycles (EpiSteme) - please let your users know if they can't find the visit form it has been renamed.
Usability enhancement on dropdown lists
With the upgrade of our form control library, we have been now able to introduce a typeahead function on the long dropdown lists. We have applied this to visit reason and type on the appointment and visit forms, to the clinician and site listing, all the protocol step dropdowns and a range of other long dropdown lists. We will apply this feature to long demographic dropdowns in the next release but let us know if there are any others that you routinely use that we haven't updated and we will get them into the next release.
Demographic page updates
A number of sites requested that a 'No medicare number' flag be recorded. This has been added with an optional comments field if you want to record comment e.g. Overseas student awaiting Medicare approval'.
To accommodate reporting for the mental health and addiction disorders, a number of other demographic changes have been made including gender identity and sexual orientation questions, refugee status questions, cultural background (free text), preferred pronoun (if gender is not standard) and extension of the ATSI ethnicities with the full text description.
All the new questions are optional.
Appointment List page updates
We now have an alternative appointment download for those that do not wish all the column details that were in the original download (2 download options from Appointment List).
Merge patient issues
There were some issues with merging patients that had an inactive primary clinician on the patient record. This has been resolved. Inactive clients were also erroneously displayed as deceased in Merge. This was not affecting the underlying data.
Billing system enhancements
New statuses on Debtors management have been added - Proforma and Invoiced are now available for tracking separately to other statuses. There is no change to other statuses which should work as before e.g. the Claim Paid status checks the amount outstanding and not the status, as sometimes the payors send back a 'claim paid' flag but do not pay the total claim.
Backdate payment reversals: We have introduced a permission to allow users to backdate payment reversals. This is linked to the permission to backdate invoice reversals so sites requiring that nothing can be backdated will be unaffected. However this permission is available for other sites. If you need this permission and you are seeing a read-only payment backdate date, please let us know your role and org and we will alter the permissions.
Medicare Validation check: We have introduced a new logic check at the user's primary site level to make sure that site is configured for billing before a Medicare number validation is submitted. This will prevent Medicare checks occurring from sites that are not enabled for billing in orgs with a mixture of billing and non-billing locations. The Medicare validation check from an unrecognised site caused billing queue stoppages. This reason for queue stoppage has been resolved with this additional check.
A problem was found with Patient paying in full - No claims and the provider charge was edited after the service was added, the claim submission was generating an error of 'failed to set service element patientcontribamt...invalid format for data item. This has been resolved so you can submit a claim with modified provider charge.
Validation checks on manual claim submission - these were previously the same as the validation checks for an electronic submission however the sites advised that in some cases they will be claiming for private health funds so Medicare number would not be required. We have removed some of the validation checks on a manual submission ; many are still in place so please let us know if you are still having issues with manual claim submissions.
Documents
General documents permission change to edit/delete A number of sites have requested the ability to remove and edit documents in the General section if they were not the ones to upload the document. The restriction to check the user who added the document in the first has been removed and replaced with a role-based permission. Please let us know if you want this permission set for roles in your org and which roles. We recommend this permission be restricted to senior administrative or clinical staff.
Editable expiry date for document tracking Sites now have the ability to set a document category with a 'User Entered Expiry' rather than an auto-calculated expiry by the system based on a document date and the expiry months. When adding documents that you wish to have an editable expiry ensure that you leave the 'Expiry Months' field empty and check the 'User entered expiry' checkbox.
Expiring documents report
New report available is Expired / expiring Documents. This will show all documents coming up for expiry (or expired) that may or may not be flagged as a consent document.
If you also tick Is Consent, the document will also show up on the Expired / Expiring consents.
Important: the document tracking for expiry function should not include referrals which are tracked separately as they may affect billing or programs requiring referral.
Record Summary changes
For mental health and AOD users, we have some updates to the Summary Clinical Info strip at the top of the patient Record Summary. One is to show the NOK's email address in the list of Next of Kins. The other is to map the PIR diagnosis in the Social & Clinical Assessment to display the Principal Diagnosis on the Record Summary - this is coming from the detail diagnosis.
Record Summary for Mental health and AOD users now also includes the Current Medications List.
For cancer site users, this should include the patient's latest diagnosis, TNM score and staging. If it does not, please let us know and we will check if your role is linking to the correct summary section.
We have also updated the Documents list to display the category.
Referral page
For sites needing to report under the PMHC (former ATAPS) program, we have new checkboxes on the referral page to record program and other relevant referral level information.
These checkboxes show if you tick the Organisation preference. Organisation preferences can only be set by senior admin or clinical managers at your site so please check if you want these items to display and you cannot see them. It is strongly recommended that all PMHC reporting sites switch these on.
This should not impact any sites that are not reporting under the PMHC program.
See Org preferences screen below for detail about how to set this up.
