Complete Release Notes 2012

The following Release Notes include the features and modifications made in the current update. PCS suggests you provide each department a copy of the Release Notes so they are aware of the changes which may affect their department.

In order to be aware of ALL changes in the software, please read all release notes from the version you are currently on through to the version to which you are updating.

The update may include items labeled: ATTENTION. These will IMMEDIATELY affect Billing and other daily tasks. Please be sure to notify all departments which will be affected.

Intellect Update Authorization Form:

Print, complete, sign, and return the Update Authorization Form to PCS prior to your update. Even if updating your system yourself, PCS requests you send us this completed form so we can update your Client Record with the version number to which you are updating. Knowing your version number is necessary if we find a critical error in the program and need to update clients with specific versions.

If your version is less than 9.12.01, click here.

If your version is 9.12.01 or greater, click here.

If your office runs Live Update yourself:

If you are updating your server yourself, refer to the instructions for updating your server, restarting Services, and updating workstations.

If your version is less than 9.12.01, click here.

If your version is 9.12.01 or greater, click here.

This update may include new features labeled: BETA TEST. These are new features which require additional testing in a real, live environment. If you are interested in being a Beta Test site, please contact Prime Clinical System for additional information and set up.

This Complete Release Note is arranged by main menu option with the most current information at the top of each section:

For the <Race> and <Ethnicity> fields, some clients changed the default to Unknown and were then unable to add patients. This problem has been corrected. A default of ‘blank’ or Unknown now allows patients to be added.

In the past when using the “Find Possible Duplicate Patient” search function on the Add Patient/Worker screen, the patient could only be found in the clinic in which his/her information was initially entered. This would happen if a patient did not have a record in the account balance table at one of the other clinics. Now, if a search is made using “Find Possible Duplicate Patient” at any of the clinics that share their patients, duplicate patients will display.

FIX Registration--►Regular--►Patient Insurance and Worker--►Worker Insurance

In past software versions, if Clinic 1 shared patients but not insurances with Clinic 2,

Intellect would show the Clinic 1 insurance when the patient was accessed from Clinic 2. This problem has been corrected; now, when two clinics do not share their insurances, Intellect does not show the patient’s insurance from one clinic when the patient is accessed from another clinic.

As of update 12.12.06, when users add or modify a worker record, Intellect updates the <STP Dr> field in the account balance table.

In software versions prior to 12.12.06, the Registration--►Worker--►Worker--►Add/Modify screens did not have a <Race> field. This caused a problem when users modified patients on the Worker screens. This problem was corrected by adding a <Race> field to both the Add Worker and Modify Worker screens.

In prior software versions on the Registration--►Doc Archive screen, the <Document Type> field listed multiples of the same document type if it was set up for different scanners:

As of version 12.12.06, each document type is shown only once, regardless of how many scanners are set up with that document type.

Also in prior software, if the value of the Document Type was long, or the font size had been increased, part of the value was truncated. This has been fixed in version 12.12.06 as the size now adjusts automatically.

When a user goes to the Registration--►Doc Archiver screen, the <Patient Account> field will be pre-populated with the very last patient account that was used, if there is any. If it is blank, it means that no accounts have been entered yet.

In a prior version, a bug in Intellect caused Registration--►Registration--►BOP
to send out the report either unencrypted or without the password. This bug might have had an affect on other reports as well. The bug has been fixed in this update.

Since PCM uses first letter upper case and the rest of the word in lower case, Intellect has been updated to the format that PCM uses; i.e., "ENGLISH" now displays as "English".

With the new change, the <Language> field contains a blank line, then English, Spanish, and the rest of the 184 languages sorted alphabetically.

Note: If you are using a particular language with CallStaff, please let Support know so that they can make the change when the update is done.

In prior software versions, while in the Appointment option, when you selected [Modify Patient] from the Appointment Schedule window and in the Registration screen you changed the Category, the system then asked if you wanted to add or modify insurance and, if you answered [YES], the program did not take you to the insurance screen; you remained in the demographic screen. As of this update, the error has been fixed and the program will take you to the Modify INSURANCE screen.

A [Save] button was added to the detail information panel displayed when using the 'N' command:

Pressing the [Save] button after making a change in a field on this panel saves the change, making it no longer necessary to press [Enter] through the rest of the fields to save your change. Pressing the [Save] button also clears the information panel and displays the Charge panel.

<Cost>: The information for this field is pulled from the <Cost> field on the Utility--►Procedure--►Procedure screen. This field is also affected by the <Global (Y/N/X)> and <Qty (Y/N/X)> fields on that screen. For example, if <Global (Y/N/X)> = "X" and <Qty (Y/N/X)> = "X", or <Global (Y/N/X)> = "Y", the <Cost> field on the information panel displays the amount of the <Cost> field on the Utility--►Procedure--►Procedure screen multiplied by <Quantity> or <Days/Units>.

<Revenue>: This field pulls information from the <Revenue Code> field on the Utility--►Procedure--►Procedure screen.

In prior software, when posting charges with a panel code that has more than one procedure, all procedures had the same QTY as the first procedure. This has been corrected in this update. Now each charge has a QTY based on the procedure (set up in Utility--►Procedure--►Procedure <Days/Units> and <GlobalY/N/X> fields).

Clients are now able to print receipts from Charges--►Charge and Charges--►Receipt for patients, regardless of the account balance. Receipts print whether the patient pays off the entire balance, or whether the patient makes a partial payment toward the balance.

In a prior software version, the statement group was missing from the data that was sent to the server to print the receipt from the Charge screen. This caused statements to print one charge on each page when the job was server side. This has been corrected in this update.

Example: The ICD-9 code of 285.0 was entered in the <Diagnosis Code> field. Because the <ICD10 Effective Date> field had a date prior to the current date, a selection box displays with multiple ICD-10 codes from which to choose. The user can click on the appropriate ICD-10 code, and then click on [Select]. Or, the user can click on [Exit] to close the selection box and return to the <Diagnosis Code> field.

Note: If no ICD-10 codes have been linked to the ICD-9 codes, a selection box will not display. For more information on linking ICD-10 codes to ICD09 codes, see Utility--►Diagnosis--►Crosswalk in this release note and/or in the online documentation.

As of version 12.12.06, when posting a charge with more than one procedure, if none of the panel codes has the <Inventory> field set to Y, the system gets the information (such as <Dr>, <Billing Prv>, <From/Date>, <RDX>, <Who>, etc.) only once, and posts all the charges for that panel code with the same information. The Claim Requirement screen for all the procedures displays once, and includes all the necessary fields.

In versions prior to 12.12.06, Intellect stopped at the <From Date> field for each procedure. Now, Intellect only stops at <From Date> for each procedure if there is inventory for that procedure.

As of this update, after posting a charge on the Charge screen, if the user modifies the <QTY>, Intellect checks the <Global (Y/N/X)> and <QTY (Y/N/X)> fields on the Utility--►Procedure--►Procedure screen. If <Global (Y/N/X)> = Y or, if <Global (Y/N/X)> = X and <QTY (Y/N/X)> = X, and the Panel Code is not an Anesthesia procedure, then changing the <QTY> changes the charge amount, approved amount, and cost for that charge record.

When modifying a line, you may click on the column that you want to change to disable all the buttons, except [Resume] and [Cancel], until your change is completed.

Once the change is entered, click on [Resume] to save your change and enable the other buttons, or click on the Command Column (‘C’) to continue charge posting. This differs from the 'M' (modify) option in that if a change is made using modify, other entries may be made (such as adding another Diagnosis Code) that will cause your change to be lost. Using the [Resume] option prevents other changes from being made until the [Resume] button or ‘C’ is clicked.

For example: If you want to enter or change a Payment, Who, or any other field related to a highlighted line item, simply click on that column (disabling the buttons at the bottom of the screen), enter your change/addition, and then click on [Resume] to save your change and re-activate the buttons/options at the bottom of the screen.

If in the middle of entering a charge or modifying charge information under option N, a user tries to click on the multi-line display area, Intellect displays:

Click on [OK] and press [Enter] through the remaining fields to save your change.

In past software versions, if Clinic 1 shared patients but not insurances with Clinic 2,

Intellect would show the Clinic 1 insurance when the patient was accessed from Clinic 2. This problem has been corrected. Now, when two clinics do not share their insurances, Intellect does not show the patient’s insurance from one clinic when the patient is accessed from another clinic.

A [Save] button was added to the detail information panel displayed when using the ‘N’ command:

Pressing the [Save] button after making a change in a field on this panel saves the change, making it no longer necessary to press [Enter] through the rest of the fields to save your change.

Additionally, Intellect now checks data as it is entered into the <Billing Prv>, <Category>, <Primary>, <Secondary>, <Tertiary>, <Who>, and <Status> fields. In prior software versions, users had to press [Enter] at each field to check that the data was valid.

Please note that the ‘Apply to All’ check box has been moved from the left to the right on this screen.

A new Modify section with an [Apply Changes] button was added to the bottom of the main Charge Modify screen:

This button is used to save changes when making a change on the Multi-Row Table Display/Information Panel.

For example: If a user needs to change an RDX, the user would click on the RDX field, enter the new information, and then click on the [Apply Changes] button to save the change. When the user clicks on the RDX field, all of the buttons at the bottom of the screen become inactive except for the [Apply Changes] and [Exit] buttons. These buttons remain inactive until the change is saved, either by clicking the [Apply Changes] button, or by pressing [Enter] until the focus is at the end of the row.

If a user would like to make more than one change to an individual charge record, the user can do so, and then press the [Apply Changes] button only once after all the changes are made to that record.

If a user would like to make changes to more than one charge record, [Apply Changes] must be clicked after changing the first charge record before modifying the second charge record; otherwise, the following error message displays:

For greater accuracy, the [F2] function has been added for columns ‘C’ and ‘D’ on the CHDP screens:

As of version 12.12.06, if a user enters a value in either column ‘C’ or ‘D’ that is not one of the codes in the system, Intellect displays a message asking the user to correct his/her entry:

As of version 9.12.35, if a super bill is not entered on the Charge screen, the system will fill-in the <Provider> and <Facility> fields with the information given in the Patient screen <Treating Provider> and <Hospital> fields. If the <Treating Provider> and <Hospital> fields are not filled-in on the Patient screen, the system fills the <Provider> and <Facility> fields (on the Charge screen) with the information in the <Default Provider> and <Default Facility> fields on the Parameter screen.

In prior software, when posting charges with an encounter on the Charge screen, if the Calendar was used to select more than one date, the system decreased the <Visit No.> field by one. As of this update, the software now decreases the <Visit No> field by the number of dates selected.

In the past, if the information was changed in the <Category> field to a non-existent category, the system accepted it. Now, when a user changes the <Category>, the system checks to see if the entered category exists. If the category does not exist, the system displays the following error message:

On the Charge screen and Charge Modify screens, the punctuation and spaces have been removed from the Modifier Code. Also, if the Modifier Code is not valid, the system gives the user the option to Edit or continue. Additionally, the system only accepts modifier codes that have 2, 4, 6, or 8 characters.

On the Charge Modify screen, three fields have been added to the Charge Information: Cost, Copay Due, and Revenue.

Cost: Displays the amount shown in the <Cost> field on the Utility--►Procedure screen. For <Cost> calculation information, please refer to the online documentation.

Copay Due: Displays the same co-pay that you see in the <Co-Pay> field on the Charges--►Charge screen. This is set up in the <Co Payment> field on Registration--►Regular--►Patient Insurance--►Add Insurance.

Revenue: Displays the code selected in the <Revenue Code> field of the Utility--►Procedure screen.

Additionally, the Assignment field has been removed since it already exists in the Charge Modify table.

As of version 9.12.32, it is now possible to bill patients for unpaid co-pays using the new Bill Copay option on the right click menu. This can be used if a patient has a co-pay, as indicated on the Charges--►Charge screen (an example of a $15.15 co-pay is shown below) but does not pay it at the time of his/her appointment.

Highlighting the line with the charge and clicking on the Bill Copay option tags the co-pay amount, adds the co-pay amount to the billing statement, and identifies it as ‘Co-payment Due’ on the statement.

NEW FEATURE/FIELDS Charges--►Charge – Add CLAIM REQUIREMENT screen based on Facility requirements:

New <Encounter> and <Claim Requirement> fields were added to the Utility--►Facility screen in order to expand the use of the Claim Requirements feature added in version 9.12.14 (March 2011). This feature may now be used as a reminder when posting charges of required Encounter information based on the Facility or Place of Service. For example, the <Encounter> and <Claim Requirement> fields may be used to set up the Facility Code for a hospital so that the Claim Requirement screen will pop-up on the Charges--►Charge screen if there is no Admission Date for the claim.

The set up for the feature works the same as the Claim Requirement for Procedure in version 9.12.14 (March 2011). If you have a Claim Requirement set up for Facility, or Procedure, or both, the system will ask for all required information at the same time - just after completing the charge row information. For additional information, please refer to the online documentation for the <Charge> field in Charges--►Charge, or the <Encounter> and <Claim Requirement> fields in Utility--►Procedure--►Procedure or Utility--►Facility. Or, in the March 2011 release note (version 9.12.14), see Charges--►Charge – Claim Requirement.

As of version 9.12.31, a new <Batch> field has been added to the detailed information panel which is displayed by typing ‘N’ next to a procedure:

If on the Charge Modify screen you need/want to modify the Batch number, you may delete the existing number, and enter the correct Batch number.

Effective version 9.12.31, a <Batch> field was added to the Charge Information screen, enabling users to modify the Batch number for a selected charge:

The Charge Information screen is accessed by selecting the [Edit] button on the Edit Charge Review screen, selecting a charge(s) to modify, and then clicking on the [Charge Info] button.

If importing charges from a vendor, not from Patient Chart Manager, you will need to ‘map’ the codes provided in the HL7 file to the codes set up in Intellect using the HL7 Mapping table. Complete the screen as follows for each of the codes which will be imported in the HL7 file.

If the vendor includes the Modifier Codes, they do not need to be mapped. PCS will post them with the charge exactly as they are provided in the HL7 file. This means you can import Modifier speed codes provided the speed code is set up in Utility/Procedure/Modifier.

If an imported record does NOT include a Modifier, and the Utility/Procedure code which the record is mapped to has a default Modifier set up, Intellect will post the Modifier code. Whether the Modifier is included in the HL7 file, or pulled from the Utility/Procedure table, the program will apply the conditions set up in the Utility/Modifier table when applicable. For example, if the Modifier code is 24 and Utility/Modifier <Charge (G/P/T/R)> = P (professional), the program will post the Utility/Procedure <Professional Charge>. If a Fee Schedule applies, the program will post the <Professional Charge> and <Professional Approved>.

Charges imported from an outside vendor will have the Who column set as follows:

G When the patient is a Cash patient or does not have a current primary insurance.

To review imported charges on screen, and make needed corrections prior to billing, go to Charges/Charge Review and select the appropriate task button to easily modify claim information, or to place the claim on hold, or transfer the responsibility to the patient or insurance. Using the Charge Review screen replaces the need of a paper report to list the imported charges, and simplifies the correction process. For example:

Source: Enter the name of the vendor/entity which the HL7 data is being imported from. The name must be entered the same each time, therefore we suggest you speak with support or training to have a default name set up in Field Choices. When in the Modify mode: you can press F2 to list the codes already entered.

Table Name: Select which table the record you are entering will be mapped to. For example, if the code is an ICD9 or ICD10 select Diagnosis. If the code is your doctor or other provider of service select Doctor, etc.

*the Procedure Code must match the Utility/Procedure <Panel Code>. If the Panel Code has several pr_procedures set up, the program will post all the pr_procedure records.

Code: Enter the corresponding code from the Intellect table selected in field Table Name.

Box8a Prints the patient’s social security number as shown in the <Social Security No> field on the Registration--►Worker--►Worker screen. If you want the SSN to print, you will need to call PCS and ask us to add it to the form; it will not automatically be inserted.

Box 62 Prints information from the <Claim No. 1> field on the Registration--►Worker--►Worker Insurance screen. When that field is blank, the system prints 'Unknown'.

Box 80 Per the client’s request, the address where the employee works, as shown in the <Address> field of the Registration--►Worker--►Worker Insurance screen, can be added.

Box 81 The Worker’s Comp Claims now require the Report Type, Report Transmission, and Identification when applicable. If the <Report Type Code>, <Report Transmission Code>, and <Identification Code> fields are completed in the Charges--►Encounter screen, the values entered will print in the third part of Box 81. If they are not completed, the third part of Box 81 will be blank.

As of this update, you can use your mouse to select a line in the multi-line display table, as is the case in Charges--►Modify.

Box 6: When the client is registered under the Worker menu, the system will now populate Box 6 with ‘Other’, by default.

Box 10d: New Worker’s Comp appeal codes have been added to the drop down menu in the <Report Type Code> field.

Box 11: In prior software versions, this box used to pull the name of the insurance company, as set up in Registration--►Worker--►Worker Insurance. Now, this box pulls the policy name.

Box 11c: In prior software, this box used to pull the policy name; now, this box is blank.

Box 19: As of version 9.12.28, this box no longer pulls the Worker’s Comp Specialty Code. Instead, since it is now required that you add notes, the software now pulls the comments entered into the <Box 19 Claim Notes> field.

Box 22a & b: This box is for replacement claims, corrected claims, or appealed claims. In other words, when a claim has been rejected and needs to be resubmitted. Section (a) of this box is filled with a 7 or 8, as entered into the <Claim Frequency Code> field. Section (b) of this box is filled with the Attachment Control Number from the pre-printed MEDI-CAL CLAIM Attachment Control Form, as entered in the <Identification Code> field. Note: The form must accompany the supporting documentation.

MODIFICATIONS Charges--►Charge – New edits for Referring Provider, Modifiers and Diagnosis Pointer

Due to an increase in rejections applied by Medicare and other payers in ANSI 5010, PCS has added several new edits in Charge Posting:

1. When posting charges, Intellect can alert you when a Referring Provider or Modifier are required for the procedure posted. The set up is located in two new fields added to the Utility--►Procedure table:

When posting a charge where <Requires Referring Prv> is set to “Y” (yes), the following message will pop up:

The message box allows you to either type in the Referring Provider code or search for the appropriate referral by placing the cursor in the <Referring Provider> field and using the same searching steps used in other fields: typing in part of the referring physician name and pressing [F2], or pressing [F2] key twice for the entire list.

When posting a charge where <Requires Modifier> is set to “Y” (yes) AND <Mod Y/N> = N (do not stop at modifier when posting), the following message will pop up as you finish posting the charge:

The message box allows you to either type in the Modifier code or search for the appropriate modifier by placing the cursor in the <Modifier> field and using the same searching steps used in other fields: typing in part of the modifier description and pressing [F2], or pressing [F2] key twice for the entire list.

When posting a charge where <Requires Modifier> is set to “Y” (yes) AND <Mod Y/N> = Y (stop at modifier when posting), the following message will pop up when focus reaches the Mod field.

Reminder: If a Modifier Code, or set of Modifier Codes, is entered during Charge Posting and it is not set up in the Utility--►Procedure--►Modifier table, the following message will be displayed:

[Continue] will allow you to continue posting with the Modifier Code(s) entered even though they are not in the Utility--►Procedure--►Modifier table.

2. If the Rdx contains pointers for which there is not a valid diagnosis, the following warning will pop up. Notice, in the example, we have Diagnosis 1 and 2, but the RDX column has 1,2,3. The edit message pops up after selecting to “Commit” the charges. You must correct the error before you can commit the charges.

3. Renumbering of Diagnosis column L# (used for Rdx - Diagnosis Pointer). If a diagnosis is deleted, the program will now show the renumbering of the diagnoses on the screen in the Date/L# column. Prior to this update, the L# for Diagnosis Pointer would show the original numbering. Refer to the following example:

The second diagnosis, 836.0 TORN MEDIAL CARTILAGE, was deleted. What was originally L# 3 became L# 2.

The same Diagnosis Pointer edit in Charge Posting has been added to Charges--► Modify. Because Charges--►Modify doesn’t have an option to “Commit”, we have added a new button to use if changes have been made to the diagnoses to verify that the Rdx (Diagnosis Pointer) matches the Diagnoses entered:

If the Rdx contains pointers for which there is not a valid diagnosis, the following warning will pop up. Notice in the example we have Diagnosis 1 and 2, but the RDX column has 1,2,3.

If the RDX and number of Diagnoses entered are correct the following will display after clicking on Check RDX:

NOTE: This does not mean you have billed using the correct Diagnosis Codes, only that the RDX (diagnosis pointer) are linked to a Diagnosis entered.

For clients who complete most of the Encounter screen fields with the same values for each patient, you may now set up a 'default' record with the value you wish to be carried over to all new Encounters.

To set up a default screen, go to Charges--►Encounter. Select the type of Encounter screen your office uses, then select Modify. At the <Patient Account No> field, enter 0 (zero). At the <Encounter #> field, enter 0 (zero).

Setting up the default encounter screen will NOT affect any encounters you have already entered.

1. In the Information Panel (pressing ‘N’ or clicking on the [Information] button), the program will warn you if you are trying to set the <Who> column to an invalid selection. For example, The patient has only P1 insurance and you try to change it to P2. Or, for example, if entering only the numeric value, and not entering the alpha character, you enter 1 be P1.

OR, If you are trying to change it to a single character, using only the letter and omitting the number: the program will verify which insurances the patient has on file for the Date of Service and select what it feels is the most appropriate.

2. In the Information panel you can press the [F3] key to view the appropriate utility screen for the <Category>, <Referring>, <Billing Provider>, <Insurance Code (Primary)>, <Secondary> and <Tertiary> fields. For example, if the focus is on the <Prim Insurance> field and you press [F3], the patient’s primary Utility/Insurance record will display in View mode.

The program has always contained this feature in the <Dr>, <POS (Facility)>, and <Rdr (Referring)> columns when pressing ‘M’ to modify a charge line.

3. When pressing ‘M’ to modify a charge line; at the <Who> column if you change the value from P1 to P2, or S1 to S2, etc., the program will prompt to see if you want to change the treatment history to the appropriate insurance. For example, if the patient has two primary insurances and you change the <Who> from P1 to P2, if you answer YES, the program will modify the insurance code stored in the treatment history file from the P1 insurance code to the P2 insurance code.

As of this update, if the user selects the check box for [Print Statement], a statement will print regardless of whether or not the <Include Zero Charges> field is set to 'N' on the Utility--►Parameter screen.

In a prior version, in the JUMP screen (displayed by typing ‘J’ in the Command column in the Posting section), fields <Payment> and <Adjustment> did not allow users to use their [BACKSPACE] key. This has been fixed in this update.

After committing a charge, it is now possible to modify the amount in the <Deduct> column.

Effective this version, when <Adjust Cross Over> is set to ‘Y’, calculations for the adjustment have been corrected.

MODIFICATION Payment--►Auto Payment – F2 at Field Name to query list of files and select file to post

When posting an ERA/ERN file from the Auto Payment screen, rather than typing in the file name you can now search for it by pressing [F2] at the <File Name> field. Complete the <Carrier Type> as usual, and at <File Name> press the [F2] key to list the ERA/ERN files in your ERA directory. The files will be listed in order by the file name. The first value in the <File Name> is the clinic in which the ERA/ERN file was picked up. If your office bills from multiple clinics, the files will be listed in the clinic order of the clinic from which the ERA/ERN is picked up .

This field is accumulative, meaning each time a Copayment is posted the newest amount paid will be added to the previous amount paid.

In a prior version, the ledger displayed the diagnosis more than once and did not show all the charges. This problem has been corrected in this update.

In version 9.12.35, diagnosis codes are displayed twice even though they are only processed once. In other words, the actual accounting is OK, but visually it looks wrong:

As of version 9.12.35, a [View Patient Insurance] button has been added to the bottom of the Accounting and Open Item screens:

When this button is selected, a Patient Insurance screen is displayed (see below), which shows all the insurance(s) associated with the patient, as entered in Registration--►Regular--►Patient Insurance.

As of this update, when a payment is made for a charge and then that same payment is taken from the first charge and transferred to another charge with no additional payment being made, a payment amount of $0.00 (zero) is displayed as the payment for the first charge in order to have an accounting trail in the ledger.

In past software versions, on the Ledger--►Accounting screen when users highlighted a charge on the multi-line display, pressed ‘i’ to go to the payment history table, and then pressed ‘q’ to return to the multi-line display, the buttons at the bottom of the screen would disappear. This has now been fixed.

In a past update, an intermittent issue caused remarks added to the ledger to not display if the flag was null. This has been corrected.

At the bottom of the Ledger--►Accounting--►Print and Ledger--►Open Item--►Print accounting reports, the Previous A/R line was not displaying as currency. This has been fixed in this release.

Prior to version 9.12.34, when printing the ledger for patient co-pay amounts, the monies were being omitted when printing. This has been corrected in this update.

This option works in conjunction with the Charges--►Charge Bill Copay right-click option in version 9.12.32. If a co-pay amount greater than zero on the Charges screen has been tagged using the Bill Copay option, then, on the Open Item screen, the background will be red for the charge with the unpaid co-pay:

The En#, POS, RDX, ASI, and Rdr columns have been removed from the Ledger--►Open Item--►Print--►Batch of Patients report. Additionally, the font size has been increased.

Prior to version 9.12.32, Remarks on the Ledger--►Open Item screen were limited to what the user typed in. As of version 9.12.32, a Remark can be pulled from one of Intellect’s tables (the current default is the Diagnosis table). Now, when adding a Remark, users can press [F2] in the Remark field of the Open Item screen to display diagnosis descriptions, scroll to the appropriate diagnosis, and press [Add].

2. Enter the information in the <Screen Name>, <Field Name>, and <Table Name> fields as shown below:

3. Enter the new field/table information in the <Related Field>, <Related Table>, and <Search Field> fields. If you are not sure of the new field and table names, please contact Prime Clinical Support.

The Key’s Help display now shows Pink for Payment/Adjustment. In prior versions, Key’s Help did not list Payment/Adjustment.

As of version 9.12.32, the Ctrl-C keys may now be used to copy the fields in the second portion of the Accounting and Open Item screens (shown below) for use in Excel, Word, etc. For example, to save yourself having to re-type the subscriber number, place the pointer in <Sub No> field, click and drag the pointer to highlight the number, and press Ctrl-C to copy it. Now, if you are in Excel, Word, etc. you just need to paste the subscriber number into your new document.

This field allows the operator who is creating the collection file to assign it to another operator. For example, a supervisor can now create the files for the collection staff. Pressing [F2] at the <Assign To> field will list all the operators within the client; highlighting and pressing enter, or double-clicking, will select the operator.

The collection person will bring up the file through Ledger--►Review Collection the same as usual. If the person who created the file worked any accounts, they will remain in the file assigned to the collection person, and will be marked as Worked the same as usual.

In version 9.12.28 when a patient’s ledger was viewed, the Ledger--►Accounting screen occasionally displayed the incorrect batch number when a line was highlighted. This has now been corrected.

Effective this version, when using family statements, the Ledger <Cycle> will display the Guarantor's Cycle Number. The reason for the change is because family statements will always print for all family members on one statement using the Guarantor's Cycle number, not the individual patient's cycle number. Therefore, it is less confusing when looking at the Ledger screen of the patient to know when the next statement will be generated.

In software version prior to 12.12.06, if a user clicked on a column to sort the records based on that column, all the records were removed from the preview list. This problem has been corrected.

NEW FIELD Billing--►Tele Com--►Access Claim Report – Detail Acknowledgement

A <Category> field was added to the [Charge Info] screen, eliminating extra steps:

In prior versions for follow up letters/reports in the system, the printers were defaulting to the printer that is set up under reports for the "Billing" category when it should have been using the default printer for the "Follow Up" category. As of this update, the system will look for the follow up printer first.

As of this update, the View Claim Files screen displays in descending date order and only includes the files generated in the last 90 days.

Effective version 9.12.31, a <Batch> field was added to the Charge Information screen, enabling users to modify the Batch number for a selected charge:

The Charge Information screen is accessed by entering the date and insurance information on the Access Claim Report screen, clicking the [Access] button, selecting the [View Detail] button, and then clicking the [Charge Info] button. The Charge Information screen displays the fields of the Charges --►Charge screen that may be modified for the rejected claim.

MODIFICATION Billing--►Tele Com--►Submit GOP/BOP – Electronic Billing Report

Effective version 9.12.31, the Reference Number field at the bottom right of the

Electronic Billing Report has been expanded to include the whole reference number. In prior versions, a portion of the reference number was cut off.

In version 9.12.29 there was an error which, under some circumstances, could prevent the Billed Date from being updated. Therefore, claims that were billed may bill a second time. The error was fixed in the patch for version 9.12.30, released on 4/23/12.

Modifications have been made for LA County Mental Health’s electronic billing issue to meet new/current requirements.

Under some circumstances, when picking up the 999 and 277CA (Claim Acknowledgement), the files would be placed in the tmp directory, and therefore not available for processing/viewing in Intellect. The dial info was modified to resolve the issue in this update. This has been fixed in the patch for version 9.12.30, released on 4/23/12.

NEW OPTION Billing --► Insurance, Worker --► Statement & HCFA Form, TeleCom --► Submit Claims - Batch of Patients

Addendum to Release Notes for Version 9.12.30, added to Release Notes on 4/30/2012

A new "B" option was added to the drop down menu of the <Billing Sorting> field on the Utility --►Set Up --►Parameter screen. This change affects Billing --► Insurance, Billing --►Worker --►Statement, Billing --► Worker --► HCFA Form, and Billing --►TeleCom --►Submit Claims. The new option does not affect Billing--►Statement, Billing--►Worker--►Letter, Billing--►Worker Attorney, or Billing--►Company Statement.

NEW FEATURE Billing--►TeleCom--►Acknowledgement – Viewing the 999 report

In version 9.12.28 when you viewed a 999 file it would display the same as the printed 999 file if it was Accepted.

If the 999 file was rejected, the display would show the Billing Information along with the Error shown in red print:

Effective this update, the 999 will display the 837 file for both Accepted and Rejected files. We’ve added a field in the heading to indicate Accepted or Rejected, as shown in the following example:

NEW FIELD & FEATURE Billing--►TeleCom--►Acknowledgement – View 997, 999, Acknowledgement and 277CA files

A new <File Path> field has been added to allow you to view the ANSI 4010 997 and Acknowledgement report, or the ANSI 5010 999 and 277CA files from the Acknowledgement screen. The feature was added for clients who prefer to view the reports, and not print them.

This screen may still be used to pick up files by completing the <Status> and <Insurance Code> fields as usual leaving the File Path blank.

To view the files, you will need to complete the <Status> and <Insurance Code> fields, though the list of files will NOT be limited based on your entry. With the focus in the <File Path> field, press the [F2] key to list the directories where the files are kept.

Clicking on the icon next to the directory name will list the files within that directory. The files will be listed in order by the file name. In our example below, the 997 directory is displayed, and one 999 report/file. Both the ANSI 4010 997 and ANSI 5010 999 reports will be listed in the 997 directory.

The first value in the file name is the clinic in which the file was picked up. If your office bills from multiple clinics, the files will be listed in the clinic order of the clinic from which the files were picked up.

To select a report/file, double click and, when the printer dialog box comes up, select View. The file will display:

Information at the top of this file correlates to information on the Electronic Billing report as follows:

When viewing the 999 file from the 997 File Path; if the file was rejected, the program will locate the line # the error is on and display the error on the screen in red, as shown in the following example.

Total Billed: Matches the amount in Total Charges at the bottom of the Electronic Billing report.

Insurance: Displays the Ins where the claims were billed; i.e., Medicare, or the clearinghouse name.

Control No.: Displays the Reference Number at the bottom of the Electronic Billing report.

Claim File: Matches the File information at the bottom of the Electronic Billing report.

When viewing the 999 file from the Acknowledgement File Path, if the file was rejected, the program will locate the line # the error is on and display the error on the screen in red, as shown in the above example.

If the ANSI 4010 997 and Acknowledgement reports, or ANSI 5010 999 and 277CA files, are picked up nightly through automation, you can request to have the printer be set to null so the reports will no longer print.

Adding this feature will not automatically stop your reports from printing. If you wish to implement this feature call PCS Support and request us to change your automated tasks. OR, if you pick up the reports yourself when prompted which printer to send the report to; select NULL

5010 NEW FEATURE Billing--►Tele Com--►Submit Claims – new Pay To address for electronic billing

ANSI 5010 requires providers to bill with physical addresses. A P.O. Box address is no longer accepted in the electronic equivalent of Box 33. To accommodate for providers who wish to continue receiving payments to a P.O. Box or other secure site, the ANSI 5010 has a Loop and Segment which was not part of the ANSI 4010 file. Effective this update, Intellect has added the ability to transmit the ‘Pay To’ address when different than the physical address.

In prior software versions, the Management--►Journal report generated an error if run on the server, or as a scheduled task, if nothing was selected for the <Sort By> field. As of version 12.12.06, this report defaults to the first option (Account Number), if no option is chosen.

While running on the server when requesting a Management--►Check Slip--►Bank Use report, the report would fail to work or some of the parameters were left blank. This has been fixed in this update.

In the past, there was a bug in the Management--►Balance report that caused it to bring the wrong result when the current clinic was using another clinic's
shared doctors. This error has been fixed in this update.

A new “Insurance Category” option has been added to the drop down list on the <Report Code> field:

Selecting this option provides a report based on the <Insurance Co. Code> field of Utility --►Insurance --►Insurance.

In prior software versions, there was a column ambiguity problem with the Facility option of the Management--►Statistical report. This has been corrected in this update.

In past versions, the Report Aging screen was holding the entered parameters from the first user request so the first requested report was correct, according to the entered criteria, but the second request on the same screen kept the old criteria and could not generate the new report with new criteria. This problem has been fixed in this version.

Selecting this option groups the report based on the Group selected in the <Category> field on Utility--►Insurance--►Insurance.

The grand total was added in version 12.12.06 to the Management--►Analysis--►Misc report.

On the Print Utilization screen, the following 8 choices were added to the drop down list on the <Report Code> field:

These 8 new options provide a bar graph for the selected option. All of the fields on the Print Utilization screen may be used to filter the results.
Note1: Adobe Acrobat Viewer must be used to view or print these charts. Make sure the correct path is entered in the <Acrobat Viewer Path> field of Utility--►Tools--►Configuration. After adding the path, Intellect needs to be shut down and then re-opened.
Note2: In the <Cash/Accrual> field, if 'Cash' is selected, dates must be entered in the second set of <From/To Date> fields. If ‘Accrual’ is selected, it is not necessary to enter dates in the second set of <From/To Date> fields.

In prior software versions, the "Procedure Utility by Provider" option in Management--►Analysis--►Utilization report is slow on some systems. This problem has been corrected by adding the appropriate index in this update.

In the past, in columns such as Expected, Payment, Adjustment, etc., if an entry had no monetary value, the column would be blank. As of version 12.12.06, if an entry has no monetary value, Intellect displays 0.00 in the column.

Also, a new “Patient Detail” option has been added to the drop down list on the <Report Code> field. This report displays both a section and a subtotal for each patient. If there is more than one patient by the same name, the patients are listed in account number order with a subtotal for each patient. The Balance field shows the charge balance for each line with a total at the bottom.

<Adjustment Code> and <Payment Code> fields have been added to the Print DETAIL_MAIN screen:

In prior software versions on the Detail Payment/Adjustment Report, the Insurance column was too close to the next column (DOS). As of this update, more space has been added between the two columns.

Additionally, the Detail Procedure by Clinic option was not taking into account the zip code if one was chosen. This has been corrected in this version.

In a prior software version, a “column ambiguously defined” error could occur on some databases. As of this update, the problem has been resolved.

When running the Analysis Detail Report by Billing Provider, when the provider code was left blank, the client could get the error message “record not found” even if only one provider did not have a record. The problem has been fixed in this update.

On the Procedure Category by Analysis/Provider report, there was a problem when a second set of dates was entered. This has now been fixed.

FIX Management--►Journal – Provider Journal and All Provider Journal Reports

These reports were randomly showing adjustments that were not posted for a specific patient and clinic. The problem has been fixed in this update.

Effective version 9.12.31, several zip codes may be entered in this field. Zip codes should be separated by commas. Only patients with the entered zip codes will receive the email.

As of this update, to meet HIPAA requirements, Intellect documents being emailed are now sent as an encrypted pdf attachment which requires a password to open/un-encrypt. The password is sent in a separate email. This applies to ALL reports which include financial information; i.e., charges, payments, adjustments, balances, etc.

The standard message in the body of the email is: “We have attached a report for your review; the information in the report has been encrypted. The password to open the attachment will be sent in a separate email.”

The message in the body of the email can be customized for your office. To do so, create your message and send the exact text to: support@primeclinical.com. Our staff will set up the message in your system.

The message, standard or custom, is sent in only the first email with the report attached. It is not part of the email containing the password.

Encrypting the report as an attachment and the email message does NOT apply to the Appointment Reminder emails.

A new field named Net Expected has been added to the bottom of the Financial Report
which represents the sum of the approved amount:

If the primary insurance payment was posted using Auto Payment (ERA), or the actual approved amount was entered when manually posting the primary insurance payment, the Expected will be calculated using the actual approved amount. When the primary payment has not yet been posted, the approved amount (based on the Utility--►Procedure--►Fee Schedule) captured at the time the charges were posted will be used. On the Financial report, the Net Expected will calculate for charges where the balance is greater than zero.

A new Expected column has been added to the following Utilization reports. A sample Insurance by Clinic report follows:

The Expected column is available on all Utilization reports except the Diagnosis by Clinic or Single Provider report. The Expected column represents the sum of the approved amount. If the primary insurance payment was posted using Auto Payment (ERA) or the actual approved amount was entered when manually posting the primary insurance payment, the Expected will be calculated using the actual approved amount. When the primary payment has not yet been posted, the approved amount (based on the Utility--►Procedure--►Fee Schedule) captured at the time the charges were posted will be used.

MODIFICATION Management--►Analysis: Payment Analysis by Clinic, Payment Analysis by Provider, Adjustment Analysis by Clinic, and Adjustment Analysis by Provider reports

Prior to this version, if there were credit and debit payments or adjustments posted which balanced out, they would not be included on the report even if posted to different providers. This has been modified in this version.

In prior versions, the Balance Report displayed duplicate records. As of this version, the problem has been corrected.

The following three fields were added to both News Letter and News Letter Report. These fields allow clients to put limits on recipients of Newsletters and Reports.

One or more CPT codes may be entered in this field, limiting the newsletter recipients to just the patients with the entered CPT code(s). Multiple CPT codes must be separated by a comma.

For example, to send your mailing to both new and established patients between the ages of 12-17, enter the two panel codes separated by a comma; i.e., 99384, 99394.

One or more Diagnosis codes may be entered in this field, limiting the newsletter recipients to just the patients with the entered Diagnosis code(s). Multiple Diagnosis codes must be separated by a comma.

For example, if you have new treatment information for vascular headache patients, you could limit who will receive your mailing by entering the vascular headache diagnosis code in this field.

Newsletters and reports may also be limited by insurance group. Use the drop-down list to select the appropriate insurance group as defined below:

In past versions, users would get an error when they ran the Tracking Productivity report with the following criteria:

As of this update, additions were made to the drop down options on the <Transmission Method> and <FTP Site> fields as follows:

• https://www.silverbillit.net/axis/cciCheck.jws to accommodate Silver Billit HTTPS for java 1.4

• https://webservices.zirmed.com/Eligibility/Gateway/GatewayAsync.ashx for ZirMed real time eligibility

Starting on the date entered in this field, an ICD-10 code should be used instead of an ICD-9 code at the time of posting charges. Intellect helps the user to choose the correct ICD-10 code. See Charges--►Charge in this release note, and/or in the online documentation for more information.

This field is used in the charge import program. If this field is set to ‘Y’, all the imported charges are put on hold when Who = Y.

When using previous software versions, if a user selected ‘N’ from the <Group Provider (Y/N)> field, Intellect would use option ‘Y’ instead. This has been corrected in this version.

In prior software versions, when adding a Provider, if a user wanted to clear the screen in the middle of adding a record and chose "do not save changes", the user was unable to add that record again. This problem has been corrected.

Using this option, you may enter ICD-9 codes and add, delete, or view ICD-10 codes related to that ICD-9. For each ICD-9 code, you may have one or more ICD-10 code. For information on using this option, please refer to Utility --►Diagnosis --►Crossover.

Note: This option does NOT add ICD-10 codes into Intellect from an outside source. It is simply used to link ICD-10 codes already in Intellect to the comparable ICD-9 codes in Intellect.

The following problems, which occurred especially when using panel codes with more than one procedure, have been fixed:

1. When the beginning sequence number was zero in the <Number of Procedure> field, users were not able to modify or delete the last procedure.

2. After using the [Clear] button, the [Back] and [Next] buttons were not working properly.

In the past, doing an [F2] search on <Item Code> in the Utility--►Procedure--►Inventory--►Vendor Item--►View screen would always select the first item code on the Searching Vendor Item screen, no matter which item code was selected. This has been corrected in this update.

As of version 12.12.06, NDC numbers are processed the way they are entered. For example, in the past, if ‘3’ was entered, Intellect changed it to ‘3.0’ and it was processed as ‘3.0’. Now, if ‘3’ is entered, Intellect does not add ‘.0’ and the NDC is processed as ‘3’.

In prior software, the descriptions for the choices on the <Code Retired> field had been switched. The descriptions have been corrected in this update.

Prior software versions had a bug in Report Designer which caused the operational field not to hold its’ second operand as a text value. This has been fixed in this release.

As of version 12.12.06, a new <Intellect Memory (MB)> drop-down field was added to the Utility--►Tools--►Configuration screen through which users can set Intellect’s memory:

Note: This is RAM dependent; i.e., if users have older computers, they might be limited on selections.

The program has to be restarted after applying the modification for it to take effect.

As of this update, the xml format checking that is done on the TaskManager screen and causes the annoying warning screen to popup constantly is only applied to XML parameters, instead of every kind of parameter.

In a prior version, there were two issues with this menu option. One problem occurred when a user tried to modify a record after adding one. The other problem happened when a user entered only the hour part in the <To Time> field at the top of the screen – Intellect would insert “12:00” into the table, no matter what had been entered in the <To Time> field. Both issues have been fixed in this update.

These fields are used to facilitate more than one fee schedule per From/To Date. At the time of charge posting, Intellect looks for a Fee Schedule with a From Date and To Date that covers the date of service. Note: <From Date> and <To Date> can also be blank.

When adding or modifying records, a user can enter or modify the <From/To Date> fields or leave them blank. If a user fills the <From/To Date> fields on the upper portion of the Add FEE_SCHEDULE screen, Intellect displays the records that are within the <From Date> and <To Date> range. The <From/To Date> fields on the multi-line display show the date parameters of the records. Users can modify the <From/To Date> fields.

For example, Medicare’s fee schedule may authorize a charge of $80.00 for an office visit (panel code 99213) in 2012 and their fee schedule for 2013 may authorize a charge of $100.00 for the same type of office visit (panel code 99213). Therefore, even though a user enters a panel code of 99213 for a December 31, 2012 Medicare office visit and then enters the same panel code for a January 4, 2013 Medicare office visit, the charge amount would differ by $20.00, based on the <From/To Dates> of the fee schedules.

This change affects all the charge postings from the Charge Screen, the CHDP Screen, and imported charges from PCM.

In prior software versions, on the Fee Schedule screen, the <CPT> field on the top right side of the screen was linked to the <Panel Code>; i.e., the user had to enter the panel code to get a result. As of version 9.12.35, the <CPT> field has now been changed to work with the multi-line display <CPT> field, which displays the contents of the <Code C> field on the Procedure screen.

In this update, the <From Date> and <To Date> fields were added to the Import screen:

Users may select a fee schedule based on the date range entered in the From/To Date fields.

Selecting this option enables the program to run faster and visually enhances the display.
When updating workstations, select Your Intellect server (see above), and check the boxes for Update Intellect program and Update to java 1.6. Then click [Next].
When updating your server, select Prime Clinical Systems’ server, and check the boxes for all four components, including Update to java 1.6. Then click [Next].

A new <Batch Sorting> field has been added to the Utility--►Setup--►Parameter screen:

The system uses this field to sort the results when printing a report or form from Batch of Patient screens in Billing--►Insurance, Billing--►Statement, Billing--►Worker--►Statement, Billing--►Worker--►HCFA forms, and Billing--►Worker--►Attorney.

Batch: Sorts the batch in the order the accounts were entered into the Batch Entry screen.

A new <Cancel> field was added to the Modify APPOINTMENT_TYPE screen in version 9.12.32:

This field is used to generate an appointment cancel letter. To generate a cancel letter:

When these steps are completed, Intellect will add the date for the letter, the reason, and message to the message to the Recall box in the Modify Appointment dialog box. A letter will be scheduled to print with the current date unless modified.

A new <Create Appointment Reminder> field was added to the Utility--►Set Up --►Appointment --►Appointment Type screen. Setting this field to ‘Y’ allows appointments set up in Intellect to populate in PCM.

In version 9.12.32, a new <Report Clinics> field was added to the Modify SECURITY screen. For practices with multiple clinics, electronic billing, statements, management reports, and billing reports may now be requested for more than one clinic at a time. The clinic number must be separated by a comma. The following example shows how you would request statements for both clinics 1 and 5:

A new <Age Ledger Account> field was added to the Utility--►Set Up --►Parameter screen. The default value is "NO":

In prior software versions, every time a user accessed the Ledger --►Accounting and Ledger --►Open Item screens the system would age all of the patient accounts in the system. This really isn’t necessary since an automated task ages every account every night. With the default setting of ‘No’, the system no longer ages all the accounts every time the Ledger --►Accounting and Ledger --►Open Item screens are opened, thereby speeding up access to these screens.

The following new fields were added to the Utility--►Facility screen in order to expand the use of the Claim Requirements feature added in version 9.12.14 (March 2011):

The <Encounter Screen> and <Claim Requirement> fields work together. Choices made in the <Encounter Screen> are displayed in the <Claim Requirement> field and subsequently affect what is displayed on the Charges --►Charge screen. These fields help ensure that the necessary information is included on the claim form before it is sent. At the time of posting charges, if users enter a facility and a procedure that both have Claim Requirements, the system pops up one window with all the required fields for facility and procedure.

The set up for the feature works the same as the Claim Requirement for Procedure in version 9.12.14 (March 2011). See Charges--►Charge – Claim Requirement.

Effective version 9.12.30, reports containing financial information which are emailed from Intellect are sent as encrypted pdf documents and are password protected. The password is sent to the destination address via a separate email. Refer to NEW FEATURE Emailing Reports with Financial Information from Intellect under the MANAGEMENT portion of these Release Notes for more information.

Addendum to Release Notes for Version 9.12.30, added to Release Notes on 4/30/2012

A new "B" option was added to the drop down menu of the <Billing Sorting> field on the Utility --►Set Up --►Parameter screen:

As shown in the Description above, option “B” is used only for Batch of Patient tasks.

This change affects Billing --► Insurance, Billing --►Worker --►Statement, Billing --► Worker --► HCFA Form, and Billing --►TeleCom --►Submit Claims.

The new option does not affect Billing--►Statement, Billing--►Worker--►Letter, Billing--►Worker Attorney, or Billing--►Company Statement.

The Eligibility Remark screen is enabled with tooltip (hover on) capability. In other words, placing the mouse on a field causes the contents of that field to be displayed in a pop-up box. The columns have also been resized on this screen.

The Reason Codes screen is enabled with tooltip (hover on) capability. In other words, placing the mouse on a field causes the contents of that field to be displayed in a pop-up box. The columns have also been resized on this screen.

Additionally, Electronic Remittance Advice/Notice (ERA/ERN) Reason Codes for Payor Initiated Reductions (Type: PI) have been added to the Utility--►Messages--►Reason Codes table. PI Reason Codes are used when, in the opinion of the payer, the adjustment is not the responsibility of the beneficiary. The PI Reason Codes are NOT used by Medicare.

ERA Reason Codes are accessed during Auto Posting. The coding determines which action should be applied and which should not. The system reads the reason codes embedded into the ERA file being posted and compares them to those set up in Messages Reason Codes, reads the “Status” to determine whether to perform the action as defined. Your office should review the new PI Reason Codes and determine how you want the adjustments handled when posting the ERA/ERN via Auto Posting. Intellect will ALWAYS post the payment. Your office may decide whether or not to apply the Adjustment, and whether or not the Who column should change.

Y: Yes – apply the adjustment regardless of whether or not a payment was made:

When posting for the Primary Insurance and the patient has a Secondary Insurance, the Who column will change to S

When posting for the Secondary Insurance or the patient does not have Secondary Insurance: the Who column will change to G.

N: No – do NOT apply the adjustment. The Who column will NOT be affected or changed.

D: Update the treatment history deductible. This option should be used only for ‘Deductible’ Reason Codes:

When posting for the Primary Insurance and the patient has a Secondary Insurance, the Who column will change to S

When you are posting for the Secondary Insurance or the patient does not have Secondary Insurance, the Who column will change to G.

P: The Co-Insurance will print on the Automatic Payment Journal (Payment --► Auto Payment <Post Payment Report>). This option does not have any other affect and should be used only for ‘Co-Insurance’ Reason Codes.

When posting for the Primary Insurance and the patient has Secondary Insurance, the Who column will change to S

When posting for the Secondary Insurance or the patient does not have Secondary Insurance, the Who column will change to G.

A new Task Cleanup feature has been added to the Automated Tasks. By default, this new feature runs monthly. Looking back 365 days from the current date, the program creates a zip file of old files and archives them. Task Cleanup takes place in the ERA, Acknowledgement, 997, 270, 271, and 277 directories, which speeds up the Billing search function.

Until this version, Intellect's scheduled jobs only accepted relative date parameters in the form of 'TODAY' or 'TODAY - 3' as an example.

Effective version 9.12.28 and greater, it will also accept the following date formats:

NEW FIELDS Utility --►Set Up --►Clinic and Utility --►Provider --►Provider

When billing in ANSI 5010, a P.O. Box address is no longer accepted in the electronic equivalent of Box 33. To accommodate for providers who wish to continue receiving payments to a P.O. Box or other secure site, we have added four new fields:

These fields are for the actual pay-to address. Users may enter a P.O. Box in the <Address> field and enter the actual physical address in the <Physical Address> field.

If your office does not have a different pay to address: complete only the <Address>, <City>, <State> and <Zip Code> fields, and leave the new ‘Physical’ address fields blank.

For additional information, please refer to the ANSI 5010 Billing entry in this release note.

FIX Schedule--►Appointment --►Full Day --►Appt List Tab - Context Menu/Post Charges

When this option was used, the patient name was stripped out of the electronic billing report labeled ‘OnStaff Electronically Billed Report’:

The patient name was also stripped out of the treat_hist table and the field labeled ‘th_name’.

This was listed as a Known Issue in the version 9.12.35 release note and has been fixed in this update.

On the Print Appointment screen, the following choices were added to the drop down list on the <Selection> field:

The first 7 new options provide a bar graph showing the patient count for the selected option. The patient count represents individual patients, not scheduled time slots. The report may be limited by <From/To Date>, <Provider Code>, and/or <Place of Service>.

The last option, Inactive Patient, displays a list of patients who had an appointment within the <From/To Date> parameters but who have not scheduled an appointment after the <From Date>.

Note: Adobe Acrobat Viewer must be used to view or print these charts. Make sure the correct path is entered in the <Acrobat Viewer Path> field of Utility--►Tools--►Configuration. After adding the path, Intellect needs to be shut down and then re-opened.

In a prior version, the Office Receipt was not showing the entry date on the receipt report when being run on the server side. This problem has been fixed in this update.

In the past, there was a locking problem when a user was trying to add insurance through Schedule --►Appointment --►Full Day --►right-click Modify--►[Modify Patient] --►[Add Insurance]. As of this update, the issue has been fixed.

As of version 9.12.35, when you use the right-click menu options Delete or Cancel, a new warning message is displayed:

Note: When more than one patient is scheduled for a particular time slot, clicking on Delete or Cancel takes you to the Delete Appointment screen where the appropriate patient can be selected, and the [Delete] button clicked, causing the Delete/Cancel warning box to display (see above).

In the past, it was possible for the appointment reminder option to change the color in the Ver. Stat. column. This issue has been fixed.

NEW OPTION Schedule--►Appointment --►Full Day --►Appt List Tab – Context Menu

Clicking on the Post Charges option takes you to the Charge screen, skipping the fields in the Public Info section and going directly to the <Diagnosis Code> field where the charge can be entered and committed. On the App. List tab, once a charge has been posted for a client using this option, a colored background displays in the Patient Name field.

As of version 9.12.32, a new PENDING feature prohibits multiple operators from overbooking an appointment time slot.

When an operator accesses the Add Appointment dialog box to begin scheduling an appointment, HOLD displays in the Type column and a PENDING message displays in that time slot for all other operators:

If the server goes down or the computer is shut off while an appointment is pending, a PENDING/HOLD message box will display. The system will automatically clear all pending appointments within 24 hours if they have not been completed.

Selected Patient: This option acts the same as the main Eligibility option does in versions prior to 9.12.32. It requests eligibility to be checked and viewed for a qualified individual patient. Click on Selected Patient to display the Inquire Appointment screen, click on the [Eligibility] button, and view the results on the Eligibility History tab.

Doctor's Appointments: This option requests eligibility to be checked for all qualified patients for the selected doctor.

Day's Appointments: This option requests eligibility to be checked for all qualified patients for all doctors for the selected day.

To view eligibility results for qualified individual patients, place the pointer on the patients’ appointment, select Inquire to display the Inquire Appointment screen, and click on the Eligibility History tab. Inquire can be accessed from two places:

The Appointment List display now includes Length and Ver. Stat (verify status) columns:

The Ver. Stat (verify status) column displays the status of patient eligibility.

An Inquire option has been added to the context menu which will work the same as it does on the right-click menu on the Day tab; i.e., it allows users to open the Inquire Appointment screen and either verify patient eligibility or send a real-time eligibility request without having to switch screens. The Print, RX, Export, and Receipt features also work the same as they do on the Day Tab (see Online Documentation).

The context menu may be accessed by right-clicking in any column on the Appointment List display.

As of version 9.12.32, when you hover your mouse over a patient's name, a box will display which includes the patient's name, appointment type, total length of the appointment, and the facility code.

In versions prior to 9.12.31, the Recall field displays the date of the patient’s most future scheduled appointment. Effective version 9.12.31, the program now displays the date of the patient’s next upcoming appointment.

In prior versions, the First Name displayed incorrectly when a card reader was used. For example, it displayed as: %PCS:LAST NAME:FIRST NAME?;1:575 For example: if patient John Doe was checking in his name displayed %PCS:DOE:JOHN ?;1:575 , but should have displayed: JOHN DOE

Effective this version, several new features have been added to the Self Check In option.

1. Patients may now update their demographic information.
Once the main screen has been filled in (see above) and the [Check In] button selected, a new screen displays:

2. Patients can now pay by credit card.
Once the [OK] button has been selected on the above screen, Intellect displays a screen which includes the patient's co-pay, if they have one, and the patient's account balance, and gives the patient the option to make a payment via credit card:

If the patient selects [No], he/she is directed to have a seat and wait for further assistance.

Patients can type in the amount they want to pay in the Balance Due field; other fields are filled in by the credit card swipe. Patients cannot modify the amount of the co-pay, but they can type in the amount they want to pay in the Balance Due field.

Press [Process] to complete the payment, otherwise, press [Cancel]. If either [Process] or [Cancel] are selected, Intellect displays:

Once a patient has checked-in, the [Patient Icon] begins to blink, changing from the original figure (see above) to a figure with a 'plus' sign:

Clicking on the blinking [Patient Icon] displays a report showing only the patients which have checked in since the last time the report was viewed. If the patient made a co-pay or payment to his/her balance, the payment will show on this screen:

Note: To close this feature you must log out of Intellect; X does not work by design to prevent patients from accidentally shutting down the system.

As of version 12.12.06, ten new icons (marked with arrows below) were added to the toolbar at the top of Intellect’s main screen:

Users can launch frequently used tasks more easily using the new buttons. Hovering the mouse over each icon displays the name of the task it performs.

Selecting this icon takes the user to the Modify Patient screen. See online documentation Registration --►Patient --►Regular Patient --►Registration - Modify Patient for screen details.

Selecting this icon takes the user to the Add CHDP screen. See online documentation Charges --►CHDP --►CHDP for screen details.

Selecting this icon takes the user to the Edit Charge Review screen. See online documentation Charges --►Charge Review for screen details.

Selecting this icon takes the user to the Payment screen. See online documentation Payment --►Open Item for screen details.

Selecting this icon takes the user to the Auto Payment screen. See online documentation Payment --►Auto Payment--►Autopay Pickup ERA for screen details.

Selecting this icon takes the user to the Open Item screen. See online documentation Ledger --►Open Item --►Display for screen details.

Selecting this icon takes the user to the Review Collection File screen. See online documentation Ledger --►Review Collection for screen details.

Selecting this icon takes the user to the Print GOP Insurance screen. See online documentation Billing --►Insurance --►Group of Patients for screen details.

Selecting this icon takes the user to the Submit GOP EBilling screen. See online documentation Billing --►Tele Com--►Submit Claim --►Group of Patients for screen details.

Selecting this icon takes the user to the Access Claim Report screen. See online documentation Billing --►Tele Com--►Access Claim Report for screen details.

There was a bug on fields having a decimal format which caused users, on some occasions, to not be allowed to insert digits right before the decimal point. This is fixed in this update.

Twilio may now support languages other than English. Clients wishing to have their phone messages in a language other than English must record their greeting, patient names, and provider names in MP3 format. For additional information, please contact Prime Clinical support.

Gateway noticed that there is a comma after the STATE for patient’s where statement information was sent via XML to clearinghouses for them to print the patient statements. For example:

It was found that this was in Intellect’s programming language. The comma has been removed in this release.

In the 9.12.30 version, ALT-L was used to clear information from the Patient Insurance screen but afterwards the system went to the Patient Insurance/Modify screen. This has been corrected in update 9.12.31.

As of version 9.12.29, there was a bug causing various reports not to work. The error happened under some conditions and was due to another change being made in the program for email encryption. The error has been corrected in version 9.12.30.

Affected reports included Schedule/Appointment/Print, Billing/Insurance/Batch & Group, as well as Management/Letters/News Letter Report and Management/Receivables.

Holding down the Ctrl key and pressing the letter L will capture the image currently on the screen. A printer dialog box will pop up allowing you to select a printer to send the screen image to. Select the printer and enter the number of copies to print.