2018/05/01 Release Notes (Admin) 

Referrals & Correspondence Module Changes

Referrer Module Upgrade
The referrer module has had a major upgrade in this release. Now organisations have their own unique list of referrers that they can manage.
Users will see a new tab on the left side menu called Referrer Management. This tab is a list of all referrers created/used by an organisation.
The Referrer Management tab allows you to search for, add, edit and disable referrers. In the next release you will also be able to merge referrers. For the time being if you have multiple records of the same referrer we suggest that you disable the duplicate records. Disabling a referrer will not have any impact on referrers already used on a patient record but it will prevent users selecting that referrer record for future patients.
Associating a referrer with a patient record is now far more streamlined as users are only querying their organisations list of referrers rather than the entire referrer database.

Please see the below interactive guides to see how to use the new referrer module.

Referrer Management Module http://ior.ad/wti

Associating a referrer with a patient http://ior.ad/wtl


Referral Module
We have fixed the issue that prevented users editing a referral if it was not on the first page of the referrals and correspondence list

Correspondence Module Upgrade - Letters to Sign/Send
The correspondence module has had a major upgrade, users will notice a new tab on the left side menu tab called Letters to sign/ send. This menu item contains two pages of letters awaiting e-signing, and then letters that have been reviewed, e-signed and are ready to send either using secure messaging or via mail/fax.
This menu item displays letters from all patient records whereas previously you would have to navigate to the patient's record to see any letters that were in draft. The letters to sign/send has a user filter at the top, by default clinicians will have this list filtered to all letters awaiting signing by them whereas admin still will have the list defaulting to 'All'. Please see below interactive guides on how to use these new features.

Letters to Sign/Send http://ior.ad/wuR

Letter Parameters
We have created a new Letter Parameter called Preferred Number. This is to reflect the recently added function of being able to flag a contact number as preferred.


Appointment & Scheduling Module Changes


Site preference for non-admittance of inpatient appointment
A site preference has been created that allows organisations to flag certain sites as not requiring that inpatient appointments be admitted. This is useful for sites that are only performing/billing for inpatient medical services which do not require an admission record unlike in-patient accommodation services. To enable this site preference go to the organisation preference tab and follow the instructions on the below screen shot




Increase Size of Booking Request Pane
The booking request tab on the left side menu has been expanded significantly so that it is easier see the list of patients names in booking requests





ADT Messages for cancelled appointments

The following issue only affected organisations where their PAS was automatically updating the appointment rather than it being managed through the CareZone front end. If a protocol was ceased when the appointments were in Booking Requests an ADT cancel message was not being sent. This issue has been resolved.

Billing Module Changes

Automated Paying Off of Multiple Medical Items With The Same Code on an Account
We have developed a new method that enables us to correctly pay off multiple of the same medical services on an account. Previously if an account had two or more of the same medical services the payment was duplicating.

CBHS Health Fund
CBHS Health fund send an error message rather than a paid code if the actual benefit paid did not match the expected benefit paid. We have made a custom code to handle this and update the status of the account to paid.

Referral On Accounts
Previously if a referral was associated with a visit and a claim was submitted the referral would be sent by default even if the items on the claim did not require a referral. Sometimes this would cause the claim to be rejected if there was any incorrect data on the referral. We have changed our claim sending procedure to only include the referral if an item is flagged as referral mandatory on the contracts page.

We identified an issue that was causing some accounts with erroneous referrals to continually be rejected even when the referral was rectified. This was because the cached referral information was not clearing from the billing tab. We have fixed this issue.

Maintain Payors
We have improved the user experience on the Maintain Payors page. Now once a health fund has been added to the payor it will no longer be in the drop down list, this is to prevent users erroneously adding payors multiple times to the same payor.

Referral Expiry
We have adjusted the automated referral expiry to be x period minus 1 day in line with medicare requirements. For example a 12 month referral with a start date of 2nd of April 2018 will expire on the 1st of April 2019 whereas previously we calculated the expiry as being the 2nd of April 2019.

Changes To Master Service
Changes have been made to the Master Services page to enable adding of multiple services. We have improved the efficiency of the query on the PBS lookup so that it is quicker to add services.
Please see below, the interactive guide to learn all the changes that have been made to this page.
Adding Multiple Services and Single Services To The Master Services List http://ior.ad/wuJ


Multi-Procedure
Organisations can now implement multi-procedure rules on the contract. To learn how please follow the steps in the below guide
How to apply multi-procedure rule to a contract http://ior.ad/wuQ

Quantity Based billing
The below guide explains how to set up quantity based billing on a contract
Quantity Based Billing http://ior.ad/wuP



Changes to Patient Record

Creating New Patients
An issue was identified where in certain circumstances on saving of a new patient record an error was generated. This issue has been resolved.

Date of Death
Now date of death can be flagged as estimated. When a patient record is changed to a status of 'deceased' a date of death field appears, a day, month and year needs to be added but you can flag that as 'Estimate (exact date not known)' by checking the box next to it.



Patient Program ID
We erroneously removed the patients program id (Identification number entered when patients are enrolled in a program/study) from the patient demographic string. This has now been reinstated.

Patient Merge
We have identified and rectified issues that were causing patient records to error when merged. This was due to the patient having an outstanding task that was assigned to a user that has since been deactivated.

Edit Patient
The following issue only affected organisations where users cannot edit the patient record due to integration to an external PAS. If a patient record had an invalid character in the patient given or surname field a hidden validator was preventing users from making any edits to the Edit Patient page. This has now been resolved.

Health Identifiers
We are in the final stages of testing the health identifier integration. If your organisation is interested in utilising health identifier please notify us so that we can enable your organisation for health identifier integration.

Admin Reports

NEW - Patient Reminder Report
A new patient reminder report is available to all organisations. This report displays all reminders that have been sent or are due to be sent within a date range. For SMS reminders we display the sms message in the report. Unfortunately we cannot display the email message as it can contain html mark-up which would cause the report to error and as the messages tend to be very long, it would make the report less efficient to run and more difficult to read.

NEW - Client Alerts Report
A new report is available to all organisations. This report returns all client/patient records that have a current active alert recorded against their record. The report displays all active alerts saved on a client/patient record.

NEW - Patient Record Creation Report
A new report is available to all organisations. This date range report displays on patient records created within the date range, the date they were created and by whom.

Upcoming Appointments Report
We have modified the query used on the upcoming appointments report so that it is more efficient (faster)

All Billed Items Activity Report
A new column that displays 'total inclusive of GST' has been added to the 'All billed items activity report'

Expired/Expiring Documents & Expired/Expiring Consents
We have added a site filter to this report so organisations running multiple practices from different sites can more easily manage their patients' consents and documents. As a patient is not directly linked to a site we use the site of their most recent visit to populate the site column.