Major Updates
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New feature: Outlook Calendar integration!
Similar to the Google Calendar integration already available, provider schedules are now able to be synchronized to an Outlook calendar.
To configure this, go to Settings > Scheduling > Provider Calendar and scroll down to the Outlook Calendar section. You will be able to connect your Microsoft Account, select a color for imported events, and configure additional options in “advanced settings”.
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We’ve done a comprehensive rework of the Tasks interface, focusing on a clean, flexible interface that supports a wide variety of screen resolutions and devices.
User Interface Improvements
Updated language in Online Booking - if saving a card on file, the patient would see “Your Payment was successful” even though their card was not charged. They will now be informed that their card was saved and their appointment was secured.
Superbill Fixes
Fixed an issue with superbill creation where a “payment processed through terminal/device” message was being included on the superbills.
Fixed a superbill issue that caused the last 4 digits of the credit card to not be displayed.
Fixed an issue that could cause a superbill to be created for a staff member/MA when they are editing a chart, rather than the provider who created the chart.
Fixed an issue in the mobile app that made superbills inaccessible on the patient portal.
Fixed an issue that could prevent services from being transferred from chart to superbill.
Other Bug Fixes
Fixed a display issue which would cause PDFs of a patient’s recurring appointments to display only the date of the first appointment.
Fixed an issue with appointment PDFs where the appointments would not be in date order.
Fixed an issue that could cause appointment reminders to go out even if an appointment had been deleted.
Fixed an issue that could cause an extra reminder to be sent for recurring appointments.
Fixed an issue with the Recall List that could cause an incorrect service to be displayed.
Fixed an issue that could prevent creation of a Task for a patient that does not have an email on file.
Fixed REFERRING_PROVIDER_NAME keyword not populating correctly in Send Records templates.
Fixed DOB not being shown when adding a task from the Lab Orders screen.
Fixed an issue that caused practitioner last names to be displayed twice in several places in the system.
Fixed a “scripting not supported” error message that could occur when saving an appointment.
New Features
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We’ve added support for Wholescripts! You can find the buttons to access Wholescripts right next to the buttons for Fullscript - in the Patient Action Menu and in the chart note in the Plan section. The process works essentially the same as Fullscript does: click the Wholescripts button, sign into your Wholescripts account, and you’ll then be able to enter product recommendations (and, if adding from inside the chart interface, add the recommendations directly to the plan section).
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Addition of Resources to Scheduling
Resources are non-provider entities that patients can schedule with. Examples include IV chairs, sauna rooms, or even simply “clinic staff” if your clinic’s workflow doesn’t include booking with a specific provider.
New resources may be added in Settings > Business > Resources. Resources act in many ways like a provider (including having their own payment processor settings and patient text/email notification settings) but are not users, cannot log in and cannot create chart notes.
As many of you are aware, in order to accomplish this previously, you would need to create a “pseudo-provider” for patients to book with. We hope that this simplifies setup for many of you! At this time any previously set up “pseudo-providers” will continue to function as they have, but we encourage you to begin migrating to Resources as this should make your administration easier.
Payment Processing/Superbill Improvements
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We've added support to online booking for multiple practitioners with different Stripe accounts.
Previously, online booking could only be used with a single Stripe account (typically the first one added to the clinic). Now the Stripe account associated with the provider being booked will run the payment, if multiple Stripe accounts are configured.
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Improved credit card selection when setting up Fiserv recurring payments.
You can now choose from the cards on file for that patient rather than being forced to use the most recent.
You can now change the card used for an existing subscription.
For Fiserv terminals, we've added the MID to the terminal selector dropdown alongside the terminal ID.
Superbill Update: when editing a superbill from a previous date in which no payment has been recorded, using “Take Card Payment” to run a transaction will now correctly record the payment on the current date rather than on the original date of the superbill.
Improved behavior of superbills created from chart notes - if a service is listed as a procedure or lab order, it will now be imported to the superbill on the appropriate line, rather than under “office visits.”
User Interface/other Improvements
Added improved height controls for the Sticky Note - it now has a fixed height and is scrollable, with a “show more” link to easily expand the height.
Improved handling of URLs generated for logo images.
Improved encryption for chart data sent to DeepCura.
Removed the ability for non-admin users to view the “Clearinghouse Set-up” section in Settings.
Bug Fixes
Fixed an error that could occur when sending an email related to a gift card created from a Superbill.
Fixed an issue that could prevent outgoing faxes from being sent if the PDF contained manually-edited signatures, drawings etc. This could occur when using Shortcuts > Administrative > Send a Fax.
Fixed an issue that could prevent tags from being deleted if none of the display checkboxes are checked.
UI Updates and Improvements
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Significant updates and improvements to the Superbill interface.
Improved search function for ICD codes - you can now see favorite ICD codes in the search list, as well as clearly choose whether to import from a patient’s full ICD list or by the chart date.
Improved search function for services (office visits/procedures/lab tests). If using the search box that matches the categorization of a service (e.g. searching for a procedure in the procedure box) it will be shown at the top of the list, but matches from other categories will still be shown in the list as they have been previously.
Line item details (quantity, charge, discount etc.) have been hidden until an item is added.
There should be no additional clicks for any of your familiar workflows - only improvements here!
New feature - on Lab Orders screen, clicking the patient’s name will now bring up a sidebar preview of the patient’s Dashboard. We will be rolling this change out to additional areas of the program soon.
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Revamped 2FA authentication screen during login
Timers will now display remaining time before code expires or a new code can be requested
Backend changes to improve reliability of text 2FA codes if text provider is having issues
Added display of dosage information to the summary view of medications and supplements.
Bug Fixes
Improved the 2-hour text reminders (for clients using the two-way texting add-on) so that they should be sent closer to the target of two hours prior to a patient’s appointment.
Fixed an issue that could cause website code to be copied into a chart note along with medications/supplements.
Fixed an issue where Google Calendar events could fail to block online booking.
Fixed an issue where superbills with line breaks in the memo field could fail to save/load.
Fixed an issue that could caused superbills generated from EOBs to have the wrong date of service.
Fixed a logging issue that could cause an email sent via Documents screen to be misattributed to the logged-in user rather than recording who it was sent on behalf of (this was not visible to patients).
Fixed an issue that could prevent manual uploads of EOB check PDFs.
Fixed a “null” value that was incorrectly displaying on CPL lab orders.
Fixed an issue with Quest AOE that would require it to be ordered twice in order to process correctly.
User Interface Improvements
Added explanatory text to the Gift Card order form, clarifying where adding an email will cause the recipient to be notified immediately (in case it’s a surprise).
Updated sticky notes to save automatically when clicking another area of the screen, rather than requiring the user to click “save.”
Enabled all users to print PDFs for credit card transactions.
Improved timezone awareness when generating an appointment PDF for a patient.
Insurance Billing
Updated PDF headers on printed/exported chart notes to include the insurance ID. This should assist for certain states which require the patient’s ID number to be shown on every page.
Improved location awareness for insurance claims. Claim forms should now properly fill box 32 based on the location of the appointment, or default to the provider’s default billing location if creating a claim without existing location info.
Integrations
Added support for InBody body composition scanners.
Improved operation of integrated Zoom video chat functionality, which should resolve intermittent video loss issues some clinics have been experiencing.
Improved how dates are handled when importing from MDToolbox - the last updated date will now be changed when a medication is updated instead of the start date.
Fixed date format incompatibility on outgoing webhooks being sent to Go High Level.
Bug Fixes
- Fixed a display issue with reassigned messages that could cause them to be cut off.
- Fixed an issue in Send Records that could cause de-selected chart sections to be shown regardless.
- Fixed an issue on mobile where the patient portal could fail to recognize that a patient is already logged in when booking a new appointment.
- Fixed an error message that could occur when a user tried to print a fax received via Sfax.
- Fixed an issue with annotatable images that could cause some text to be cut off - a visible margin will now be displayed to prevent this.
- Fixed the “uncheck all” button on the Patient Portal & Kiosk screen in Settings.
- Fixed patient handouts not creating links when sent out via email.
- Fixed a timezone issue that could cause ICD-10 codes to show in the patient dashboard/summary as being added on the wrong date.
New Features
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Practitioner-specific invoicing
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Payments for emailed patient invoices can now be routed to an individual provider's payment processor.
Previously, only a single clinic-wide payment processor account could be specified for use with patient invoices.
This should assist clinics where not all payments are going to the same accounts, which previously could run into issues with invoicing.
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To use this feature, go to Settings > Communications > Patient Portal and Kiosk, then set "Allow Payment of Bills" to "Yes, only one at a time."
If this option is set to "Yes, multiple at one time" or "No, do not allow bill payment" then all invoices will be paid to the single payment processor account specified in Settings > Payments > Patient Invoicing.
If the practitioner associated with a superbill does not have a payment processor set in Settings > Payments > Processors, the invoice will default to the Patient Invoicing (global) payment account.
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Message Reassignment & Copying
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Patient portal messages can now be reassigned to another staff member or provider.
To use this feature, a provider or staff member can open a patient portal message, and will see a new “reassign” button. This will allow you to choose someone to reassign the message to, as well as add an explanatory message.
As an example, a provider could reassign a message to a member of the front desk staff, commenting “please schedule this patient as soon as possible” and the staff member would see the patient’s message and the provider’s explanation.
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User Interface Improvements
Added the ability to un-restrict a chart that had previously been marked as restricted to the practitioner.
In page/tab titles, only the patient’s first name, last initial and patient ID will now be shown, to reduce visibility of patient PII.
Improved display of larger images/photos when using the Compare Before/After feature from the Documents screen.
Improved clarity of error messages when attempting to redeem an invalid gift card number/key.
Improved patient search feature in Take Card Payment screen.
Added add-on services to be displayed in appointment PDF.
Added the ability to configure chart auto-save intervals. It will continue to default to 10 minutes for all accounts.
Added “preferred language” to the patient’s demographic information. This can be selected by the patient during online booking, or updated by clinic staff in the Patient Profile.
Added a Patient Action Menu to Processed Claim Details screen.
Insurance Billing
Improved handling of taxonomy codes when submitting insurance claims.
Integrations
Re-added display of medication instructions to the Rx list.
Improved handling of duplicate medications with same start date but different statuses (e.g. discontinued) when importing data from MDToolbox.
Bug Fixes
Fixed a bug that could occur when saving a payment card, which caused a success message to be displayed even if the card failed to save. An error message will now be displayed if the card fails to save.
Fixed an error that could prevent sending a fax from Send Records.
Fixed a bug that could cause gift cards to be applied twice when redeeming from the superbill screen.
Fixed a bug that prevented typing in of credit card numbers during checkout on some tablets when using the web app.
Fixed a display error on the superbill screen that could cause superbill fields to display on top of the Patient Action Menu when it was clicked.
Fixed an issue that could cause Google Calendar events to overflow into the previous day.
Fixed some formatting/display issues with the superbill Summary of Charges section.
Fixed excess whitespace being added to service line items in superbills.
Fixed a display issue when adding tags in side-by-side mode.
Fixed a display issue with the time selector in the mobile app.
Fixed saved cards not appearing in the mobile app.
Fixed missing age display in Charts screen in the mobile app.
Fixed an issue that could cause a user to be logged out when closing mobile app (clearing background apps).
Fixed an error message that could be generated when a practitioner tries to sign out on mobile.
New Features
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Restricted Access for Sensitive Charts
A practitioner may now restrict an individual chart note so that others in the practice cannot view it (only the practitioner who created the note will be able to view it).
This should assist in scenarios where (for example) staff members are also patients or where certain patients are friends/relatives of staff members who should not be able to view the notes.
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Mobile Charting
You can now create Basic Notes from the mobile app! Further improvements and expansion of mobile charting functionality will follow in future updates.
Added support for dot phrases in TCM charting sections.
User Interface and Workflow Improvements
User interface updated/improved in many areas of the program, including the Patient Summary information on Superbill, Charting and Patient Dashboard.
Additional improvements to the Kiosk (self check-in) functionality, workflow and appearance.
Patients will no longer see a “messages” option on the portal navigation bar if there are no providers who have enabled patient portal messages.
Integrations and Outbound Communication
Improved outbound webhooks - you can now send additional information upon checkout, including diagnosis codes, services, and insurance-related information.
Lab requisitions sent from Documents will now show in email logs.
Improved reliability of Google Calendar connections.
Added a pop-up/error message when a user attempts to delete a Google Calendar event from inside OptiMantra.
Enabled uploading of historical vaccine information (CT only).
Inventory and Custom Formulations
Cost/price may now be automatically updated in custom formulations when editing inventory items (along with expiration date and lot number).
Security and Permissions
Decreased the rights assigned by default in MDToolbox to new non-prescribing staff members. Existing staff are not affected.
Improvements to XSS protection.
Bug Fixes
Fixed display of extra decimal points in certain credit memos.
Fixed an insurance issue where paid + write-off amount was wrongly giving an error message that the amount was exceeded.
Fixed an issue with editing of custom document types.
Fixed an issue where changing location while editing a superbill would not update the tax rates to the new location's rates.
Fixed failed recurring transactions not displaying properly for Fiserv.
Fixed an issue that could occur when adding/deleting tags.
Fixed an issue that forced capitalization of a patient's first name on certain forms in the mobile app.
Fixed an issue causing incorrect display of fax utilization.
Scheduling and Booking
Enhancements to scheduling and online booking now allow you to
- get a double booking warning for providers and rooms,
- view patient preferred names in online booking and on prospect registration, and
- online booking only displays applicable modalities based on location-specific service offerings, plus set your patient portal to show the modalities booking page (vs. your full list of services).
- confirm a single instance of a recurring appointment - versus confirm the whole series
- updated the clinic name as the "from" name when an email for appointment confirmation is sent - versus provider name before
- default to the selected room when creating an appointment from the room view
- improve the viewing of the modalities page on a mobile device
- view online booking manual confirmations on the schedule
- autoupdate the ICS calendar attachment with the location time zone
Charting
- view custom questionnaires' summed value of responses in addition to individual questions
- hide the ineffective medications section in the Clinical Profile
- view patient date of birth and age in addition to patient name on more Actions pages, also on generated Rx
- view last name of practitioner throughout Settings to make it easier to assign roles
- view units on growth charts to provide metric transparency
- connect to CT vaccine registry
- connect to more labs through the direct integration - now includes Labcorp, Quest, Access, Evexia, Cleveland Heart, Pathgroup, LabTech, CPL, Solaris, Sonara Quest, Northern Plains, Vibrant America, and more
Payments
Thank you for bearing with us as we tokenized your account over the last few weeks! This is a critical part of PCI compliance, but we've also been making a lot more payment updates so you can
- save multiple cards on file for each patient (and invalid cards are flagged as invalid)
- track unused packages with a package counter on the Superbill
- disable recurring subscriptions in OptiMantra even after doing so in Auth.net
- view better error messages for failed transactions (e.g., CVV or address issues) to help you update the transaction
- view the payment tab when one of the required fields in that tab is blank and preventing profile from being saved with incomplete information
- Add both service and service template from the same search for faster editing of Superbills
- Take card payment page will prefill details with the latest card added to the patient
- Provider can enter the CVV when submitting a payment for a saved card if they have configured CVV as a required field in their merchant account
And more to come including... the ability to set a default credit card and tag cards for easier usage and have patients pay multiple invoices at once on the patient portal.
Insurance
To build on our recent insurance updates, we now
- Populate copay, deductible, and coinsurance fields using adjustment codes
- Ensure all CPT codes appear on the payment posting page, not just those in the EOBs
- Prevent automatic posting of EOBs with negative charges
- Have a new check date option to add to claim details alongside the payer processed date
- Have the option to add denial reasons and statuses from a list on the insurance billing screen
CRM Webhooks
- Include Location, Provider ID and Name, Appointment ID, and Patient DOB in your webhook
- View failed webhooks in the Shortcuts > Webhook Log
Fax
- Add a fax cover sheet and change its subject when faxing without adjusting Settings each time
Other
Additional updates our team made include
- Adding brand name to vaccine registration screen
- Adding a new field, ethnicity, that is needed for CTWiz vaccine registry
- Additional additional security measures for product endpoints and on messaging (SMS/email) actions
- Building out Zoom beta - now supports
- group telehealth sessions
- virtual background on chrome browser, and
- shows used minutes in the utilization report
- Making group text of all patients and using tags less error prone/more efficient
Bug fixes
- Fixed a bug that prevented location from being saved without a fax number
- Fixed a bug where duplicate cards were showing up for a patient when the tokenex
- Fixed bug causing failure during refunds and void when using Fiserv
- Fixed bug preventing the download of YTD statement
- Fixed for class created at 8:15AM showing up as 9:55AM
- Fixed sorting by date in notifications page
- Fixed overlapping slots showing up incorrectly in online booking
- Fixed bug so "save and notify" in appointment section will use default reminder template instead of the booking confirmation template
- Fixed exporting recall list should not error out anymore
- Updated patient portal incorrectly displaying time zone when location time zone setting is off
- Disabled side by side mode for clinical exchange for better viewing
- Allowed dash/hyphens and additional period in email addresses
- Stopped override of patient personal ID to blank when patient updated without it
· Multiple credit cards per patient (now in Beta)
· NDC codes for insurance billing
· Online booking across timezones with timestamps by patient timezone in automated reminders
· Growth charts easily accessible in the chart note
· e-Prescribing configurations for locations
· Online booking enhancements to deposits, online modalities
· And more! New cancellation workflow, security updates with 2-factor authentication, and more here
- Appointment Cancellations email and text from your Scheduling page
- Payments Fiserv terminal payment for multiple bills, AVS, held for review tracking, and more
- Inventory Management low level alerts and 3 decimal points
- Cover page for outgoing faxes
- Insurance Billing for Auto and Workers Comp claims
- Customized landing page after online booking
- Security updates including better management of two-factor authentication (2FA), ability to save IP addresses to skip 2FA, and the addition of firewalls - enable two-factor for your whole practice! and read more security recommendations below
- and more updateshere
- Fiserv payment processing enhancements including payments using chip readers/terminals, Fiserv CloverConnect direct integration (skip Authorize.net fees), recurring payments in beta, and more - reach out to learn more
- Security updates including better management of two-factor authentication(2FA), ability to save IP addresses to skip 2FA, and the addition of firewalls - enable two-factor for your whole practice! and read more security recommendations below
- Insurance automated payment posting is available to all practices; submissions to Office Ally have been moved to the standard x12 submissions
- Live office chat shows active users and includes live notifications, even when the tab is not active!
- Inventory enhancements to better track on-hand amounts, dosages, and changes
- OptiMantra add-on usage tracking for insurance claims, faxes and more
- and more updates (eRx and mobile app, vaccine registries for CT and VT, direct lab interfaces) and more here
We've updated the Settings section to be easier to navigate - to help you find what you're looking for, please use the Search bar at the top of Settings page or reference our guide to the changes here.
We're excited to share the updates we've been making:
- Payments using chip readers (terminals) is now in beta with Fiserv CloverConnect, and the Fiserv CloverConnect direct integration is live for non-recurring payments
- eRx on the mobile app and pricing update
- Automated payment posting on insurance billing phase-I is now beta
- Marketing UTM parameters for tracking ads are enabled
- Live office chat shows active users; live notifications coming
- Direct interface with labs are processing new set-ups
- and more updateshere
- 2-factor authentication to add an extra layer of security to your account - plus additional data security tips
- Role-based access for reports in Analytics
- New eligibility check beta testing will start this week
- Beta release of the mobile app on both the Android and iOS app versions
- CRM integration enhancements to make the integration vendor-agnostic and simpler to support diverse use cases
- Ability to save Task templates
- And more here.
- Beta release of the mobile app with Android version next week and iOS version pending (as soon as the App Store verification completes)
- CRM integration enhancements to make the integration vendor-agnostic and simpler to support diverse use cases
- Vaccine Registry integration to submit vaccine data to states
- Additional labs (Genova, Northern Plains) via the direct interface, Evexia is coming next!
- Jopari clearinghouse integration to bill for auto and workers comp
- Dot-phrase enhancements to include them in email templates, patient portal messages and cover letters
- Upgrades to our infrastructure (servers, clustering, shared caching) to increase our capacity and redundancy to support our growing and highly engaged customer base
- And more here
- (Dot-phrase templates to speed up charting
- Hiding additional charting sections (Annotable Images, Vitals, etc.) to customize charting
- Gender identity, Race, and Pronoun fields to better track patient information and remain compliant with state, insurance and lab requirements
- Automated review collection (now live for all clinics) to capture post-appointment feedback and to solicit positive online reviews
- Auto-populated Online Booking (CRM connector links)
- Staff users access to Fullscript, including the ability to order on behalf of practitioners if authorized
- And more here
Please refer to our Knowledge Base Section Program Update Release Notes to see more of all the changes and updates OptiMantra has made over the years!