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Public Release Notes - Manage 10.3.0

About this release

October 2nd, 2024 Manage 10.3.0

This release brings a variety of new features and improvements aimed at streamlining operations, boosting efficiency, and enhancing patient care. 

Key feature highlights include:

  • Fast and efficient patient data export
  • Customizable appointment reports
  • Optimized scheduling across various locations
  • Improved handling of deposits
We have also upgraded the functionality to support multiple insurance companies, improved document handling, enhanced appointment and inventory management, and expanded the list of available reports.

1. What's new

Patient Data Export 

The "Export patient data" feature enables specialists to export all relevant patient documents from a single location when transitioning to another provider. This functionality ensures comprehensive data portability by enabling specialists to collect for export only the documents selected on the DOCUMENT tab using filters.

  1. To view available filters, click .
  2. Once all relevant documents are selected, click the EXPORT button . 


THINGS TO CONSIDER:

Document Categorization: Proper categorization of documents is crucial for efficient filtering and accurate export.
Folder Structure: Document categories help build a proper folder structure in an exported ZIP archive, ensuring documents are sorted into separate folders once downloaded .




Each export action is recorded and can be viewed from AUDIT TRAILS > ACTION LOGS, alongside the date/time of export, the user who initiated the export, and the name of the patient whose data has been exported.



Appointment Report Generation

Users can now design templates with dynamic clinical data, quickly generate reports from appointments, and save them as patient documents.

Template management

The new  APPOINTMENT REPORT TEMPLATES tab in PATIENT LETTERS SETTINGS allows users to create and manage customizable templates.  Reports can be tailored to include essential details such as the date of the visit, tests performed, and results obtained. Use the “Insert field” option while editing to explore all available fields for inclusion.

Templates can be sorted, searched, and managed by status, with only one active at a time.


One-click report generation

Reports can be generated from the APPOINTMENTS tab in the PATIENT module by clicking +REPORT. The report is automatically populated with appointment data and can be saved as a draft or finalized. Reports are stored in the DOCUMENTS tab, editable as drafts until finalized, and downloadable in PDF format.



Advanced Scheduling Options

The scheduling efficiency has been significantly enhanced by the latest update in Scheduler settings. Schedule templates have been introduced to simplify the management of specialists’ schedules across multiple locations, thereby optimizing peak time slots for higher profitability.

Designated appointments blockers with templated scheduling

This feature introduces designated appointment blockers, reserving peak times for high-revenue services (referred to as "Appointment Reasons"). Users can create Schedule Templates that apply across multiple specialists, saving time and ensuring that prime hours are used for profitable services.

Templates can be customized for different locations and weeks, offering flexibility in schedule management.

Creating schedule templates

  1. Schedule templates are created in ENVIRONMENT SETTINGS > SCHEDULER SETTINGS > SCHEDULE TEMPLATES.
  2. For each day of the week, users can define which Reasons are allowed in which time slots, with up to 15 slots per day.
  3. Preview the schedule to see how it will look in the Scheduler before applying.
  4. Different templates can be applied to different locations and for different weekly cycles (up to 10 weeks).
Example: Two reasons set up between 10:00 a.m. and 12:00 p.m.



Applying schedule templates

To apply a schedule template:

  1. Find the needed template and hover over the three-dot menu.
  2. Click Apply.
  3. Choose the start/end dates, locations, and specialists it will affect.

Templates can only be applied to specialists with the USE SPECIALIST SCHEDULE setting enabled. Templates affect only the working hours defined by the location or the specialist's prior schedule, and all unblocked hours are automatically open for all appointment reasons.

The applied template will be displayed in each specialist’s schedule.


Preventing time overlap

To avoid conflicts, ensure that the number of weeks set for each location is a multiple of the schedule at the first location. For example, if one location uses a biweekly schedule, other locations must use  1-, 2-, 4-, 6- or 8-week schedules to prevent overlap.

Booking for any reason
To ensure full utilization of specialist schedules, clinics can enable  BOOKING FOR ANY REASON  in SCHEDULER SETTINGS > GENERAL tab. This feature removes restrictions on blocked time slots for today and the nearest upcoming days, allowing specialists to be booked for any available appointment reason, ensuring their schedules remain filled.


Time Range Auto Scrolling 

When configuring schedules, users can efficiently set up working hours for locations, specialists, and schedule templates. Auto scrolling will begin with Default Working Hours' start time, preconfigured in SCHEDULER SETTINGS. 

This applies to:
  1. Selecting working hours for a location
  2. Creating a new schedule or a schedule override for a specialist
  3. Adding a new schedule template




[XERO] Deposit Payment Identification

It is now possible to identify the original payment method used for deposits (such as cash, card, or check) within the Manage system and transfer this specific information directly to Xero. Previously, deposits were categorized under a generic "payment transfer" type, which could lead to confusion. This update ensures that the deposit details now include the exact payment method used, eliminating any ambiguity. As a result, all information about the payment type is accurately transferred to the recipient.

The option to create a deposit is displayed in the QUOTES section, once a quote is added.



By clicking the corresponding control, you can specify the payment method used for the deposit.


2. Improvements

 [AU] Enabling multiple work insurers

From ENVIRONMENT SETTINGS > FINANCE SETTINGS, users can now add more than one work insurer per clinic. The list of the configured work insurance companies can later be assigned to various patients or cases in order to accurately record and manage each patient’s insurance details. This enhancement provides greater flexibility and efficiency in handling work cover claims, as clinics can easily switch between insurers based on the patient’s coverage.

Supporting STL Documents

In the PATIENTS' module, it is now possible to upload, download, and export documents in the STL format, which is commonly used for 3D scans such as ear mold impressions. This feature allows users to work directly with files from the 3D scanner without requiring any additional modifications.

Appointment Availability Syncing

This feature improves the rescheduling process of eRS appointments by accurately recalculating available time slots. When an appointment is rescheduled, the system automatically updates and processes the new time slots, ensuring that all available times are accurately reflected and displayed to the user in real time.

 [US] "Quotes and Deposits" Report

The "Quotes and Deposits' report has been added to the list of available reports. This new report shows quotes generated within a selected date range and the corresponding deposits made on those quotes, allowing users to track and manage their financial data more effectively.

Email Enhanced "Appointment Details" Report
In addition to the appointment results, the ‘Appointment Details’ report now features a patient email field, allowing users to conveniently access patient contact information directly within the report.

Inventory Design Improvements

Design enhancements have been implemented in the Inventory module to ensure smoother, error-free management of stock items.

3. Issues solved

Patients [Documents tab]:  Users no longer lose the file extension when trying to download patient documents containing dots in the file name.

Patients [Clinical data tab]:  The curve symbols for masked and unmasked tests conducted using the Primus module have been updated to be distinct from each other. This change ensures that the symbols for each type of test are now unique, preventing any confusion and allowing users to easily to differentiate between masked and unmasked test results.

Patient sale:  A hotfix has been implemented to enable the creation of private invoices on eRS appointments. 

Patient sale [AU]:  When adding products to a sale, the dropdown selection accurately displays products associated with workflows.

Inventory:  The issue preventing users from creating repair orders for hearing devices imported via data migration has been fixed.

[CR-092]:  A change has been implemented to fix an issue where unavailable slots are not canceled in eRS, causing an E400 error in eRS.