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Release Notes Summaries

Below are summaries of what was added or changed within each version of the software. Note that these are intended to be an overview of what was changed, not an in-depth look at those changes and additions.

For more complete information regarding each release, see the detailed release notes section of the portal.

 Version 4.3.3

 

  • Liquid Medication Reimbursement
  • When using "D" key to dose, only one dose will dispense until the "D" key is released and depressed again 
  • The warning for Loss of Connection to Pump error has been updated to include steps to troubleshoot and contact information for SMART Support 
  • Dispensing Log report is now running correctly
  • While reconciling multiple bottles, and adding a spilled amount to one of the bottles, the software now clears the amount and is retained in the next bottle 
  • Medication Inventory Detail Report is now printing correctly 
  • The Operation Compete message is working properly when clearing, emptying and flushing the pump  TT- 464 
  • The NDC on UB04 form for medication reimbursement services now prints out on the form 
  • The Print Full Billing Edit List report is now printing correctly 
  • Receipt Journal Summary and Receipt Journal now match  
  • Rate Sheet is now providing data for Medication administration and medication Reimbursement Services 
  • The Modifier 59 code is now being respected in the billing process, allowing for more than one of the same type of service to be billed out per day 
  • Printed treatment plans now display correct dosage 
  • Assessments are now saving correctly 
  • Users can now approve treatment plan without Director privileges 

 

Oregon 

  • MOTS Fact Sheet Update is calculating the age of patients marked as Veterans correctly  

APT 

  • Medical Visits are now billing correctly 

Version 4.3.2

New Features

The ability to transfer data to MOTS (Oregon only) directly from SMART.


Fixed Issues and Minor Enhancements

Clinical

• The Direct Service Analysis Report is now displaying and printing properly TIER3-68
• Can Update Fact Sheet Privileges now work properly in Tx Module and Dosing Module TIER3-64 Medical
• Bottle history entries are now displayed in sequence on the Bottle History Report TIER3- 69

Customer-Specific
Oregon
• Kiosks are now collecting wait-times accurately TIER3-87

Habit West Lebanon
• Audit logs are now working correctly TIER3-98 CODAC
• The level of care in the progress note now reflects the patient's level of care at the time of the appointment TIER3-28


Version 4.3.1.2

Fixed Issues and Minor Enhancements

Billers

  • The NDC and unit information now prints according to the carrier configurations and format requirements for the medication reimbursement services TT-391
  • The Third Party Billing Full Edit List Report is now printing correctly TT-415
  • SMART now prints the prior authorization number specific to medication reimbursement as required TT-390
  • The 835 is posting correctly and invoicing the patient's copay and deductible to the patient account TIER 3-57
  • SMART is now using the facility type code in the CLM Loop 2300 for institutional claims TT-183
  • Revenue Code and Description are now set at the service level. The Revenue Code field has been modified from a 10 digit field to the required 4 digit field. TT-180
  • Medication reimbursement is now configurable by mg, unit or medication type TT-35

Clinical  

  • The "Add New Objective" Window now opens following the completion of a new Problem in the Treatment Plan  TIER3-42
  • The "Services Due by Medical Provider" report is now reflecting only services completed by the provider within in the selected program TIER3-23 

Medica

  • The Bottle Reconciliation Screen is now displaying the correct amount in the "dispensed today" column TIER3-47       

 

State-Specific

New York

  • The PAS 44N is now printing correctly TT-420
  • PAS - The PAS 45N fields for Asthma, Hypertension and Tuberculosis have been corrected TT- 403
  • The PAS 26 fields for Type of Residence and Physical Health-Related conditions have been corrected TT- 400

 

Version 4.3

New Features 

  • SMARTBridge™ - Allows for automatic and secure retrieval and transmission of clinic results and financial data.
  • Checkboxes can now be configured on factsheets and assessments. 
  • New Fields on Name and Address Tab & Patient Demographics have been added. 

 Fixed Issues and Minor Enhancements 

  • The Last Completed Date for Treatment Plan is now being used for Treatment Plan scheduling.  (TT-369) 
  • Across all forms, the "Cancel" Button has been relabel "Close" to prevent confusion as to whether information would be saved. (TT-358)

 

VERSION 4.2.1.1

Summary

Version 4.2.1.1 boasts improvements in 3rd party and billing functionality.  There have been corrections and improvements in Treatment Unit and Programs sorting and printing, as well as corrections in the inventory module.  

New Features

  • CRF State of Delaware Changes 
  • NY PAS Forms 26 44 and 45

Fixed Issues and Minor Enhancements

3rd Party Billers

  • Deny Claim function no longer allows the user to transfer the same invoice to another carrier TT-242 
  • 837 File is now billing correctly for Suboxone solid medication Tier 3-16 
  • Billing settings allow for grouping consecutive days on a claim when configuring the Dispensary and Take home dosing TT- 250 (4441) 
  • When entering a manual carrier payment and transferring the copayment to the patient, a program will now attach to the patient invoice TT 279 
  • The software generates a unique SeqNum per claim Tier 3 22 
  • The Reverse Account History feature on the Billing Dashboard is working properly TT213 
  • The Print Full Billing Edit list prints properly TT-336 


Clinical Associates

  • Treatment Unit based admission services for Level of Care changes are now generating correctly TT171 (3026) 
  • Print Multiple in Case History is working correctly TT172 (3062) 
  • The correct Program for the patient is now reflected in the UA Module Tier3 2 
  • Releases of Information set to expire on patient discharge will now work as expected TT-204 


Administrative Associates

  • Starting and ending day is now working without issue when Setting changes are made during the day Tier3 38 
  • User will now see only the Program they have privileges to when ending day Tier 3 2 
  • Select licensing issues have been corrected TT-321


Medical Associates
The Bottle order on the Inventory Management Screen is now correct TT319
 

VERSION 4.2

New Features

  • An option has been added that allows the printing of takehome labels by patient
  • Added Health Home Chesapeake Regional Information System for Patients (CRISP) export function
  • A report has been added that documents delivery of more than one strength of the same solid medication for DEA compliance
  • A checkbox has been added that allows for the inclusion of services on the non-billing edit list for comprehensive services.
  • An option has been added to allow for the printing of the manufacturer's name on takehome labels.
  • Additional color legends have been added to the "Produce New Claims" screen to indicate when two different carriers have different procedure codes and modifiers in comprehensive services and when different carriers have different procedure codes and modifier
  • Receipts Journal Summary Report sorted by Program and Category for Self-Pay has been added
  • Roll-up multiple services daily for billing

Resolved Issues

  • Denied Doses no longer generate an invoice
  • Modifying a service in Case History no longer generates an additional invoice
  • Searching Open Invoices now shows only active invoices
  • Billed Residential Services now include correct date range entered on invoice
  • There is now one Modifier 59 for services billed
  • Guest dosing unit is no longer included in the MADPH Export
  • Suboxone reimbursement services will now bill correctly
  • Claim statement dates for 837I fee-for-service claims are now being populated correctly in the DTP*434 segment
  • Invoices for doses are now populating the Place of Service code correctly
  • Concurrent Billing for buprenorphine now functions properly
  • Patient and Insured Name are now formatted per CMS-1500 requirements
  • Fields FL #4 and FL #7 are now populated correctly on the CMS-1500 form when the patient has multiple forms of coverage
  • Secondary Carrier "Minimum Units to Bill" are now being retained when a claim is transferred or denied by the Primary Carrier
  • Information for Self is now being cleared on the insured tab for the Automated carrier when the child, spouse or other option is chosen for Relationship to insured
  • Medication-Based Comprehensive service is now billing correctly
  • An error is no longer being generated in Coverage when the carrier Receiver ID is set to NULL
  • A Secondary Carrier's "Place-of-service" code is now being considered when a claim is transferred or denied by the primary carrier
  • Connecticut Customers ONLY When processing the 271, the "Eligibility Detail" report will now notify the user when a patient loses their Medicaid coverage under "Medicaid to Self" column Nurses
  • The lot or bottle that is on the pump maintains its association with the dispensary following any setting changes made
  • The issue with isolated customers printing takehome labels manually is corrected
  • When there is a configuration issue with the dosing pump, the error screen will now provide further detail to correct the issue
  • In the dosing screen, Patient ID field no longer becomes unusable at random
  • Customers with Access to Bloodwork Downloads ONLY "Bloodwork Result" report is now correctly displaying the value that indicates whether the result is High or Low. Additionally highlighting has been applied to results which are outside of the normal range. Results have been grouped by categories Clinical Associates
  • An error message is no longer displayed when a user attempts to open any ASU/FSU after clicking "Finish Later" from within an ASU/FSU
  • Drug Usage History is now saving correctly in the Assessment and Fact Sheet functions when using the "Finish Later" or "Save Complete" button Administrative Associates
  • Spell Check feature is now giving suggestions for misspelled words

 

VERSION 4.1.9.8 & 4.1.9.9.4

  • Record confirmatory toxicology results without changing existing results    
  • Prevent duplicate time entry on services option   
  • Operations Level Dashboard per database (not program specific)   
  • Ability to print program name on take-home labels   
  • Daily Billing option    
  • Administrator ability to correct lot number if bottle has not been dispensed  
  • Ability to delete original document scanned into SMART  
  • Kiosks and dispensaries can now be assigned unique network and port numbers 
  • Bottle numbers with leading zeros will now be tracked correctly, retaining the zero 
  • Digital signatures are now working correctly on AWL orders. 
  • ICD-10 now auto populates options for DSM V and DSM V now auto populates options for ICD-10 in the Patient Problem Information Screen  
  • In the Problems Tab > Diagnosed by Field, a user can now enter a name not listed in the list of drop-down options.    
  • Pass-through authentication

 

 

Version 4.1.9.9

RI Health Homes

Version 4.1.9.9 incorporated new functionality to support for the Rhode Island Health Homes initiative.

Resolved issues:

  • Patients who are not expected in the clinic are no longer appearing on the Current Attendance List.
  • The Program/Treatment Plan setting to generate patient alert for treatment plans requiring patient signature now saves correctly.
  • The spelling of “opioid” in the header of the NY PAS26 report has been corrected.
  • Credentialed providers are now able to provide their required countersignatures in order to bill service.
  • 835 Processing sometimes did not recognize a valid carrier. This has been fixed.
  • “Use Patient Periodic Fee to set co-pay amount” setting is now being saved correctly.
  • CMS1500 settings are now being saved correctly.

Net Centers:

  • An issue has been resolved wherein the billing process can stop if a certain number of billing authorizations to process is exceeded. Also, when the clinic uses concurrent billing, the software is now more efficient when generating Comprehensive services.
  • The default choice flag for dispensaries is no longer being reset upon any pump
  • command.
  • Close open statements discovered in performance monitor. 

 

 

UPDATED - VERSION 4.1.9.5.5

Intake Assessment Signatures:  An issue has been resolved whereby Intake Assessment Signatures were being invalidated. 

The goal of this update was to ensure that the application preserves the information and signatures in an assessment sheet (ASU service) once it has been saved complete.    

  • The software will now create a Fact Sheet Update when changes are made to Med Notes, Current medications, pregnancy status or Cardiac Risk factors if:  
  • A Fact Sheet does not exist in the record 

        or

  • The existing fact sheet is 14-days old 

The newly created Fact Sheet will automatically save complete and require no action from the user.


Version 4.1.9.5.5

  • A number of performance improvements have been incorporated including: 
    • Reproduce Existing Claims function 
    • Produce New Claims function 
    • Generate EDI claim files 
    • Printing Claims 
       
  • Program Settings: the default choice is once again available from the service type screen. 
     
  • Billing: The "Clear List" and "Force Bill" features in Review Unauthorized Services Screen are now working correctly.
  • Modify Fee for Service Settings: Service start and end dates for comprehensive service has been corrected for the "Episode Overrides Service Dates" option. 
     
  • Patient Finder: An issue was resolved wherein options checked in one instance of the Patient Finder window were not respected in another. Also, if no patients are found, an error message indicates that it may be due to the programs currently selected or the exclusion of discharged patients. 
     
  • Intake Assessment Signatures: An issue has been resolved whereby Intake Assessment Signatures were being invalidated.  
  • UA Labels: An option has been added to the UA Print Labels window to allow a user to specify a program for pre-admission patients to ensure that the correct lab number is printed on UA labels.

  • Assessments:A memory issue was resolved whereby the application would consume more memory than it was allotted which would trigger an "out of memory" message.
  • Doorway/Tracker: When a screener is "Saved complete", the screener now correctly saves data rather than attempting to create a new screen.

 

Version 4.1.9.5.3

  • The "Print Report" button throughout the application has been relabeled "Generate Report" to more accurately reflect the functionality since the button itself does not trigger the printing process. 

  • Single Sign-On no longer interferes with the pop-up notification that the user has a new internal message within the SMART Application. 

  • NY Medicaid customers can once again configure the settings for the KP Modifier on the first dose. 

  • Changes to Clinic Settings are preserved and no longer reverting back to the original settings.

 

Version 4.1.9.5

  • NEW Setting Supporting Attendance After a Holiday

    A new mandatory attendance option has been added that allows any holiday to be configured such that only patients who would normally visit the clinic to pick up medication on the holiday would have their attendance schedules changed to visit the clinic the day after a holiday. 

  • NEW Report to Support New York PAS-48N

    A report is now available to be used to submit to OASAS. Each of the PAS-48N measures for which the SMART System maintains data is calculated and presented in an easy-to-read report. 

 

The following reported issues have been addressed in this release: 

  • The system will now prevent users from entering an ICD-9 diagnosis in the Problem tab if 'diagnosed by date' is on or after October 1, 2015 and/or status is anything but inactive.
  • A change has been made whereby users are able to make corrections due to invalid ICD-9 codes and have those services included for billing on the next prepare billing cycle    
  • The Carrier Tx Phase Modifier addresses were incorrectly being displayed blank. (Note that this tab is only visible when one or more mailing addresses have been entered in the system for the carrier.)

  • Retired ICD-9 diagnosis codes are no longer appearing in the drop down when adding new problems for patients 
  • A warning message now appears when a user attempts to edit an ICD code and description in settings 
  • A program change has been made to prevent users from entering ICD-9 diagnosis/problem with incorrect diagnosed date and status after 10/1/2015

  • An issue was resolved wherein if dispensary doses are being prepared in advance, and the patient does not have take-home privileges, labels and doses were not being prepared properly 
     
  • Data entered into a service type template is now being correctly displayed via SMART settings. 
  • Institutional Info tab is now available in the Carrier Setting 
  • For Vita Nova Program Participants, expiring authorizations are now functioning correctly  
  • Improved performance when running Expiring Authorizations Report with large databases 
  • The CMS-1500 tab now displays information permitting the addition of new insurance carriers 
  • Under certain circumstances for some customers, doses were previously being recorded incorrectly in dose history. This has been corrected   
  • Inventory corrections have been made when the clinic is using a combination of solid and liquid meds 
  • NY Medicaid claims that have already been submitted are showing as yellow on the Produce New Claims grid   
  • The system can now identify when a patient's problem list had a diagnosis from a previous coding system when discharged and will notify the user that it needs to be updated if the patient is readmitted 
  • Programming has been completed so that the Edit/Correct Dose History is functioning correctly and further supports solid medications 
  • A correction has been made in the objectives section of the Treatment Plan Authoring screen so that the status is reflected correctly  
  • When receiving a lot where multiple inventory locations exist, the software is recording the correct inventory location in a table of the database 

 

 

Version 4.1.9.4

  • Performance Improvements - A new, optional background service has been added to improve the performance of SMART.

  • The table “AdditionalCoverage” no longer contains records with a NULL carrier ID.

  • Clinics may now configure whether or not front and administration staff can enter diagnoses on Admissions.

  • Intake Assessment Signatures which were invalidated signatures due to invalid data in assessment have been corrected.

  • Counselors can now edit problems entered or diagnosed by another counselor if the patient is in their own caseload.

    Note that “Editing” and “Deactivating” are distinctly different processes.
    

If a patient was diagnosed with “X, moderate” and it later improves to “X, mild”, nobody should change the diagnosis from one to the other when it improves; the patient had a moderate case of X which later improved to mild. These are two separate and distinct diagnoses. Instead, the counselor should deactivate the existing diagnosis then enter the new one.

    If someone, on the other hand, enters a diagnosis of "X, mild" and it should be "X, moderate", it would require editing to correct. That's the distinction.

  • The ability to add new insurance carrier in Smart because CMS-1500 tab doesn't display the information has been restored.

  • Diagnosis codes for services are now properly listed at time of manual billing.

  • Alerts can now be added for discharged patients.

 

Version 4.1.9.3

  • An issue with processing 835 files for carrier NJ Medicaid has been corrected.

  • Auto billing performance has been improved.

  • An issue with the Tracker Screener (Doorway icon) caused it to not correlate case history correctly. This has been fixed.

  • The system now properly prevents saving of inaccurate information which  was being displayed in the Diagnosis field on the Case History window.

  • Auto Credit feature now operates as expected.

  • The “Double Billing” report has been fixed.

  • An issue which would display inaccurate inventory and patient dose history information has been corrected.

  • Signature pad signatures are once again visible on screen.

  • A problem whereby a user was unable to type the patient ID or name field in the Find Patient window for dosing has been fixed.

  • A dosing issue was fixed when dosing methadone in diskette form and “minimum pills” was selected.

  • An issue whereby a bottle went missing from the dosing screen has been resolved.

  • An issue processing 835 payment files for paper claims has been fixed.

  • Users can now process and post 835 payment files successfully. Please note that the Preview File Summary screen has been modified and now shows the clinic’s total payment. Users can refer to the Electronic Remittance Application Detail Report via Print Detail button to view the distribution per carrier.

  • (DHRI) Red lines were displaying preventing invoices for Medicaid opt-in. This has been fixed.

  • For medical visits, some patient’s “Problems Tab” was not displaying correctly. This has been corrected.

  • Treatment plans are once again displaying all pages on screen and when printed.

  • Lot# and Bottle# are not displaying when the user tries to add dose history preventing dose history additions. This has been fixed.

 

Version 4.1.9.2

  • Several locations were reporting an issue when attempting to print claims. This has been fixed.

  • Billing performance has been significantly improved.

  • Dispensing strategy is now suggesting optimum solution for solid medication.

  • Auto-billing processing time has been improved.

  • Counselor's menu while admitting patients is now correctly displaying the list of counselors for the particular program.

  • When entering a credit in the 3rd Party Billing, when selecting edit and making a change it is now saving.

  • “Null Pointer Exception Error” is no longer happening when an NDC-ID Code contains a hyphen.

  • Problems in the DSM-4 tab are now visible immediately after being added in the problems tab.

  • Null pointer exception error is no longer appearing while prepare billing.

  • Original dose in dose history is now deleting when a dose is being replaced.

  • Doses can now be correctly deleted via ed/correct dose history.

  • Billing performance has been enhanced during the prepare billing process.

 

Version 4.1.9.1.9
  • Medication Usage Summary report now shows correct values. 

  • In the Dispensing and Inventory Management Screens, the reconcile button now functions properly.

  • System now accurately reports take-home doses that have been properly prepared when attempting to dispense them.

  • Supplements were not being calculated correctly and dose history was not being updated properly. Both issues are now fixed.

  • Once a patient has been dosed, the line now turns red to indicate their updated status.

  • Dosing issues related to a configuration file have been corrected.

  • Fee for service can now be properly billed past October.

  • Billing rejected by carriers due to duplicate diagnosis codes has been fixed.

  • When a dose is replaced due to a pump not pouring, the original dose is now deleting properly in dose history and the replaced dose appears as “Repl” rather than “Disp” allowing the system to correctly calculate the dosage when the patient returns the next day.

  

Version 4.1.9.1.8
  • A “Null Pointer Exception” being displayed in the prepare billing process has been fixed.

  • Problem information for discharged patients is now being retained properly to allow for billing of those services. 

  • Mapping of multiple ICD-9 codes to a single ICD-10 code now allows for billing. (Note that this requires that all but one of the ICD-9 codes has been retired.) 

  • When ICD-9 is mapped to ICD-10, the DSM-4 tab correctly retains “axis” data. 

  • “Exception” error message during the billing preparation process has been fixed. 

  • Fixed an issue where a system administrator is not able to edit a problem due to the screen being greyed out.

  • Addressed an issue where an Admin-level user was unable to delete edit dose history and user-provided info.

  • Software no longer displays an error while generating billing export files. 

  • Fixed an issue wherein the software was preventing the receipt of a first shipment of medication. This has been fixed. (DHCC)

  • Larger doses of solid medication were causing issues with dispensing.

  • An issue that prevented a user from adding multiple DSM-5 diagnoses to a single ICD-10 code through settings has been fixed.

 

Version 4.1.9.1.7
  • Sales journal summary report working correctly.

  • Diagnosis information is now showing on the treatment plan reports.

  • Dispensing strategy is now suggesting optimum solution for solid medication.

  • Auto-billing processing time has been improved.

  • Counselor's menu while admitting patients is now correctly displaying the list of counselors for the particular program.

  • When entering a credit in the 3rd Party Billing, when selecting edit and making a change it is now saving.

  • “Null Pointer Exception Error” is no longer happening when an NDC-ID Code contains a hyphen.

  • Problems in the DSM-4 tab are now visible immediately after being added in the problems tab. 

  • Null pointer exception error is no longer appearing while prepare billing.

  • Original dose in dose history is now deleting when a dose is being replaced. 

  • Doses can now be correctly deleted via ed/correct dose history. 

  • Billing performance has been enhanced during the prepare billing process.

 

Known Issues & Temporary Solutions Available

  • If you encounter any of the following, please contact our support team.

  • Diagnosed By field needs to be revised on the Patient Problem Information screen 

  • Carrier TxPhase Modifier data not loading/displaying properly in the carrier settings

  • Unable to open 'Double Billing' Report

  • Progress Note is asking for Countersign signature before Author signature has been captured

 

Version 4.1.9

 

Introduction

This update to SMART represents far more than support for additional medications in the software, it represents a fundamental change in the way the application “thinks” about medication.

As we work toward the ability to dispense multiple medications per patient, this change allows far more flexibility in the types and dosages of medications that can be delivered and puts that control at the clinic level while providing more streamlined and flexible billing of those medications.

 

Clinical Features

 

Entering new medications

The Medication Information Management screen has been modified to allow for new medication functionality. Categories of information have now been broken into tabs. The content of each tab is outlined below.

Base Medication NEW - Allows the user to specify the root substance in the medication regardless of its brand name or delivery format. For example, whether the prescribed medication is Suboxone or buprenorphine, the base medication is buprenorphine. Likewise, whether methadone is in diskettes or liquid form, the base medication is methadone.

Medication Form - What form the medication takes (liquid, diskette, film, etc.) This option also controls the checkbox at the bottom of the window regarding the pump.

Administration Route - Currently, this option specifies whether the medication is administered sublingually or taken orally but now also allows for other methods to be added in the future.

Dosing Units - Currently restricted to milligrams but now allows for the addition of other units in the future.

Medication is dispensed with a pump - Indicates that the liquid medication is dispensed via pump. Note that this option is only enabled if “Medication Form” (see above) is set to liquid.

Each dispensary can only dispense a single liquid medication through a pump at any given time.

 

NDC ID Configuration - NEW

Once a medication and its strengths have been defined, an NDC ID code must be assigned for every form and strength of medication as defined by the Food and Drug Administration (FDA).

To configure NDC ID codes, click the Administration (gears) icon in the toolbar > Settings > and choose the Medicating tab, and the NDC ID option is near the bottom of the screen.

Any existing medications in your system should already be configured for you. Additional medications can be added at any time.

Clicking Edit/Retire/Delete or Add New will display the medication administration window.


Strength tab -
NEW

Previously, there was no way to indicate multiple strengths of medications. Now, up to 6 strengths can be specified for each medication.

Configure New Strength - This section allows for the configuration of new strengths and their attributes. Once a strength has been configured, clicking the “Add” button will add it to the “Configured Strengths” list in the bottom section of the window (Configured Strengths).

Strength - Strength of this particular form of medication.

Dosing Unit - Unit of measurement for this strength. (Currently, only available as milligrams but allows for other units in the future.)

Cut Number - The maximum number of pieces that can be created from a pill or tablet of this strength, if applicable. For example, a “2” indicates that the tablet can be only be cut once into two pieces, “4” indicates the tablet can be cut twice resulting in 4 pieces. “1” indicates the tablet or pill may not be cut.

NDC ID - Each strength must have its own individual 11-digit code. (See previous step for configuring NDC ID codes.)

Once a strength has been configured, its “Cut Number” or “NDC-ID” may be changed by double-clicking in either column. Make the change and click the “Update” button to accept the change.

 

Modality settings

Configured medications are now displayed in the Modality Settings dialog box. This supports the full list of unretired medication types including existing medications as well as any added to the system by the clinic.


Dosing Tab

 

Maximum/Minimum Dosage Step - The largest and smallest possible increment of a dose change based on the strength and cuts established for the medication.

Percentage Change Limit - The maximum amount a dosage can change as a percentage

Dispensing Strategy - NEW - This allows the software to be configured to use either the minimum number of pills OR the minimum number of cuts.

For example, if a dosage required is 24 mg, “Minimum Pills” would call for 3, 8-mg pills.

“Minimum Cuts” can be thought of as “minimal number of items to consume”. This is helpful for sublingual medications when consuming a single element is easier than multiples. Rather than 2, 2-mg dosage films, the system would choose half of a single 4-mg film thus requiring the patient to only consume a single unit.

 

Inventory Tab

Medication is managed in inventory - Indicates that this medication should be tracked as part of the inventory functionality. Supplemental medications aren’t tracked as part of inventory.

 

Medication Low Warning:

  • Upper Limit - Level at which the system begins warning the user that the medication is low. It will continue to warn until the lower limit is reached.
  • Lower Limit - Level at which the system will stop dosing because the pump may not be able to retrieve from the bottle without introducing air into the tubing

 

Use single control lot - An arbitrarily assigned number used for inventory control purposes only.

Print Reconciliation Report - Triggers the system to generate a bottle history report when the bottle is reconciled.

 

Must take-homes be prepared in advance? - All take-home medication dispensed by a nurse must be prepared in advance by a pharmacist as determined by the state pharmacy board in which the dispensary operates.

When this button is checked, it will enable “Must dispensary doses be prepared in advance?” This setting should be selected if the patient’s dispensary dose for his/her pick-up days should also be prepared in advance.

Can Use Surplus As Take-home? - Determined by local regulations, this option specifies whether the relabeling of unclaimed doses for other patients at the same dosage is allowed as take-homes.

Monitor take-home bottles - Based on local regulations that may require the clinic to closely monitor how many full take-home bottles are given to a patient versus how many empty bottles they return upon their next visit. 

 

Inventory Management

Configured medications will appear in the inventory management window provided they are marked as “Managed in inventory”. (See previous section entitled “Inventory tab”.)

This includes bottle numbers for liquid medications, information and balance totals of non-liquid medications, non-liquid lot number balance information, and non-liquid bottle balance information.

Medication can also be received and reconciled based on configured strengths.

 

Dispensary

The medications which are supported are now a pop-up list rather than checkboxes.

Note that only 1 pumpable liquid medication is supported per dispensary.

 

Incremental Dosing Scheduler

The scheduler has been modified to make it more concise and easier to read and understand. Functionality remains largely unchanged except that it is no longer possible to specify increments in percentages for solid-form medications. This is due to potential inaccuracy when trying to meet the order with the medication's minimum dosage step (see above). 

 

TX - Medical Order Entry

Medication is accessed via a drop-down menu. If the patient has an active medication order, the medication type and dosage will be automatically populated.

Posting a regimen or incremental order for a patient for a different medication type than his/her current order will require the orders for the previous medication type to be canceled.  Take home and AWL orders can also be canceled if desired.  A confirmation screen will appear for the user to view the orders impacted and confirm the actions.

 

Enter and post take-homes

This window has been updated to make it easier to read and understand, especially in scheduling of take-homes. Functionality is otherwise unchanged.

 


 

4.1.8.2.6

Resolved issues:

Since the update to 4.1.8.2.3 from 4.1.7.4.5, billing allowed multiple services with the same category to be billed on the same day.

This has been corrected.

  


 

 

4.1.8.2.4

Resolved Issues:

• The system now matches NY Medicaid 835 take-backs to invoices correctly.

• The system now matches payment for the first dose to the invoice correctly.

• When accessing program settings, the system no longer creates a new version of an assessment.

• A problem was resolved when submitting voided claims from the “Produce New Claims” grid.

• Auto write-off for unpaid claim balances no longer creates credits for claims which were denied.

• When adding services for over 1 week, claims are no longer displaying in yellow instead of white when being billed for the first time.

Middleware Related:

• IN1 segment now properly includes required HL-7 element when the patient is insured by a carrier which does not cover OTP services.

 

 

4.1.8.2.3

Resolved Issues:

• Zip codes are no longer being truncated.

• Patients are no longer being designated with an expired Release of Information when moved from Diagnostic Admission to Active Patient status.

• The system no longer generates an error and saves signature settings correctly when adding a new service or trying to alter signature settings for an existing service.

• The drop-down list for Admission Reporting Fact Sheet Edit/Correct Episodes is now being populated with all completed fact sheets within the past 90 days.

 

 

 4.1.8.2.2

Resolved Issues:

• It is now possible for a user to modify a carrier level Export value necessary for MADPH submissions.

Important: This setting must be correctly configured before submitting claims. Click here for a reference chart containing export values.

• Occasional performance issues with certain database processes have been corrected.

• For multi-program sites, the system now accurately displays the diagnosis linked to a service.

• Uninsured as well as insured patients with no methadone coverage are now reported to BSAS/DPH properly.

• Services recorded in a program that is different from the program to which the patient's current diagnosis is set can now be billed.

• For NY Medicaid, services that are configured to be part of an APG weekly claim are now grouped into a single claim.

• MADPH rejected messages processing errors in Springfield and Fitchburg have been fixed.

 

 

4.1.8.2.1

Resolved Issues:

• When using concurrent billing, the system now recognizes all services which may be billable to a patient's secondary, tertiary, or quaternary carriers.

• EDI claims file are now generating correctly for Ku Aloha.

• EKG alerts are no longer being generated when the patient's current episode does not reflect any cardiac risk factors.

• Patient IDs are now accurately matched in CSL blood work files.

• The software no longer displays an “Insufficient Privileges" message when viewing an assessment that had several dropdown valueList changes.

• It is now possible to add patients to a group that takes place in the past and place a group appointment on the calendar for a date in the past.

• EKG alert generator is now working according to requirement.

• An error message is no longer generated when attempting to process an 835 file from AETNA.

• Sales Journal Summary with service period info report now totals the deferred amount correctly

• Service types are now saved correctly when they are selected for a program.

 

MADPH-related:

• Gaps in required assessment data (due to deployment timing and additional issues) are being allowed for patients admitted between April 1, 2014 and March 1, 2015.

Given the gaps in the information which was gathered between required reporting after April 1 of 2014 and when the functionality was added to the software in October of 2014, it is impractical to expect clinic staff to record that information.

For prior messages to be accepted, DPH is allowing short-term bypass of the usual validation process via the creation of assessment messages with default values (defined by DPH) for the missing data.

NOTE: This method only applies to patients enrolled prior to March 1, 2015. Patients enrolled after that date must be submitted with all required data elements.

Missing elements other than those listed below are still required.

The following fields are affected:

ESME-0138 (“Ever Gambled”)
(Gambling follow-up questions are ESME-0224 through ESME-0239)

ESME-0122 (“Prescribed opiates”)
(Follow up questions are ESME-0159 through ESME-0162)

ESME-0123 (“Non-prescribed opiates”)
(Follow up questions are ESME-0163 through ESME-0166)

ESME-0240 - Primary Drug designation OBX segment

ESME-0241 - Secondary Drug designation OBX segment

ESME-0242 - Tertiary Drug designation OBX segment

ESME-0033 - Does client have a current prescription(s) for opiates?

• Drug Use History data is now recording versions properly.

• Enrollment assessment and periodic assessment messages were not triggering correctly. This has been corrected.

• Software no longer requires the "At This Address Since" date to be entered in Patient Info Management before generating A01 messages.

• ESME-0001, for some messages, was being populated with a date older than 60 days. This has been corrected.

 

 

4.1.8.2

Resolved Issues:

• Aging reports no longer include adjustments in the “Unapplied Payment” column.

• The software can now process 835 and 271 files with varying delimiter values.

• An issue has been fixed wherein a patient whose medication type had changed could not be given more than 16 take-home doses.

• The Edit/Correct Fact Sheets” functionality has been modified such that only Fact Sheet Update services are displayed. Any modifications to Assessment services will need to be completed through Case History to ensure signature encryption is not compromised.

• Additional detail has been added to clarify which episode(s) need to be associated with the fact sheet for state reporting. Reporting now selects episodes/changes correctly.

• Transportation Claims for a carrier other than the one the user selected no longer appear on the Produce New Claims screen.

• Several drop-down menus throughout the application which were being truncated now display the full content of the options available.

• In the Assessment DPH Required tab, the zip code for “last permanent address” now saves correctly when the user clicks “Save Complete”.

• “View Query Response Details” and “View Rejected Acknowledgements” screens for MA DPH now correctly display data.

• Billing institutional claims without a rate code now functions correctly.

• A problem has been corrected with Starting Day wherein the software would freeze at “Determining Patients Expected” preventing the dosing of patients who receive only one take-home across a holiday.

• The ESM # is now loading correctly in the patient’s Demographics. 

This change also provides the following:

• Insures the ESM Client ID assigned by DPH is displayed in the State Client ID field in the Patient Demographics once it is received

• Allows users to search for a patient using the State Client ID

• Insures that all checks for required data are looking in the appropriate place for the State Client ID to eliminate invalid error messages

• Insures that the State Client ID is inserted as the Recipient ID for DPH Coverages once it is received.

• Required signatures on Assessments can now be specified by program.

 

 

4.1.8.1.4

Improvements:

• Version 4.1.8.1 introduced a sporadic performance issue throughout the day any time the software is loading the problems into the Progress Note. The issue has been fixed.

 

 

4.1.8.1.1

Resolved Issues:

• Use of a Touch Screen for signatures prevented a user who has a digital certificate from using it. The system now allows the use of digital certificates and Touch Screen signatures.

• Denied services were incorrectly being reported as a second, duplicate invoice. This has been corrected.

• Custom signature function is now working properly without Author signature.

• When attempting to implement MADPH reporting, the combined Parent Organization and Sub-organization codes were too large for the data field. This has been corrected.

• Logging improvements have been made to MADPH functionality to better troubleshoot issues.

 

 

4.1.8.1

New Functionality:

• Automatic patient ID number assignment is now optional at the clinic level.

• Users may now choose whether sales allowance credits are automatically created at the time the billing is posted, or at the time the payment is posted.

• Receipts Journals have been modified to make them more friendly to general ledger entries.

• The software now automatically exports the "Non-Billable" edit list.

• Format of 837 has been modified for Ku Aloha to be properly accepted by HMSA.

 

Resolved Issues:

• Maine Care 270 files having duplicate ICN numbers has been corrected.

• Reoccurring patients on list no longer disappear when the "Schedule Patients In Group" button is clicked.

• For Assessments, the duration is now recorded properly.

• In "Prepare Third Party Billing", the carriers are no longer set in uppercase which sometimes prevented the software from creating an invoice properly.

• The MU calculation for the medication list measure is now working correctly.

• Software no longer allows two different types of comprehensive services to bill for the same billing period.

• Assessments can now be saved properly in the Intake module.

• A refresh issue with assessment signatures when clicking the "Save Complete” button has been fixed.

• Void Claims now processes correctly.

• The ERA table is now cleared when the setting "Preview Auto Write-Off" is used.

• For a UA Script, the "View" and "Edit/Delete" buttons no longer blank out the Brand Name.

• The inability to report admissions to BHOLD when a factsheet is not completed on time has been corrected.

• Signature is now being saved correctly during dosing.

• The 837I for NY Medicaid Chemical Dependence claims is now populating the rate code into the CLM loop.

• "Encounter Listing Summary by Date" joins to the Submission History table which caused the numbers on the report to be inflated. This has been fixed.

• When printing claims, the software now respects the claim form setting for the maximum number of lines allowed on the claim.

• The Rate Code in the Modifier Field can now be changed.

• The date range in the claim header for NY Medicaid Chemical Dependence Daily Visit claims now reflects the correct date information.

 

 

4.1.8.0.4

Resolved Issues:

The EIMESM # returned from the A19 query is now updated as the recipientID in the 837 file. 

 

 

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