Public Release Notes - Manage 10.4.0

About this release

November 4th, 2024 Manage 10.4.0

We are excited to introduce a range of new features and enhancements designed to elevate your practice’s efficiency and patient care.

This release includes several notable additions:

Current Hearing Aid Section for quick identification of active hearing devices directly from the patient summary page.
Client Equipment Page for a detailed overview of all hearing care devices associated with a patient’s profile.
Secure Card Details Storage for safe storage of card information and seamless refunds.
Sales Page Purchase Orders for the management of purchase orders directly from the Patient Sale page.
Survey Versioning for improved management of patient surveys.
Appointment Tagging for better organization and categorization of appointments within the Scheduler.

1. What's new

PATIENTS: Current Hearing Aid Section

Upon accessing a SUMMARY PAGE within patient’s profile, users can promptly identify the active hearing devices the patient is using and view their key details. This immediate reference is particularly beneficial during consultations or care planning.

NOTE: Only one current hearing device is shown for each ear (left and right). For more information, view the patient's EQUIPMENT page.

PATIENTS: Сlient Equipment Page

The client equipment page displays a detailed list of all hearing care devices associated with a patient’s profile. This includes current and previously utilized equipment, providing a complete overview of the patient’s hearing aid history. Users can also see which device is currently active, update equipment records, and access sale details directly from this page.

PREREQUISITE: Only those devices and accessories for which a delivery note has been created will appear on the Client Equipment Page. Generating an invoice during a sale does not result in adding equipment to this page.

By default, the page view displays SERIALIZED PRODUCTS. However, the filter can be adjusted to show either all products or non-serialized products only.

By clicking the options button

that appears on hover, users can access additional functionality:

[FOR CURRENT DEVICES]

Unmark or mark the device as current
Extend L&D warranty for the device
Create repair order/Go to repair order

[FOR BOTH CURRENT AND PREVIOUSLY USED DEVICES]

View stock details and transfer history
View sale details

NOTE: The latest delivered hearing device is marked as 'current' by default. Batteries and other accessories can be marked manually.

PATIENTS: Secure Card Details Storage

This feature enables the system to safely store the last four digits of a card when a payment or deposit is made using a card as the payment method on Fast Track and regular invoices. This information is later utilized to return funds to the same card used for the initial transaction.

PATIENTS: Sales Page Purchase Orders

Users can now create purchase orders (POs) for all non-service products directly from the Patient Sale. To generate a PO, select + PURCHASE ORDER at the bottom of the Sale page.

The system will automatically fill in the order with the necessary product and patient details, minimizing the need for manual input.

The system assigns a PO number automatically, which serves as an active link to the PO in Order Management. Any changes made in ORDER MANAGEMENT will be updated in the Sale accordingly.

· Orders can be created in either a 'draft' or 'submitted' state depending on whether the key required attributes (supplier, cost) are fully specified at the time of sale: 1) submitted (when attributes are completed) or 2) draft (when any attributes are missing, allowing users to finalize and submit once all data is entered).

When multiple suppliers are involved, separate POs are created for each supplier to ensure accurate tracking and communication.
Once all attributes are filled in, users cannot edit individual items, but they can delete the entire order if needed. Any missing attributes can be completed before submission.

PATIENTS: Survey Versioning

The new feature enhances the efficiency of managing patient surveys by allowing users to filter surveys based on their statuses and view only the latest surveys. This helps users focus on the most current data without manually searching through long lists.

The latest patient surveys are shown by default.
Surveys created based on the existing ones will reference the original survey.

SCHEDULER: Appointment Tagging

Appointment tags in Scheduler are now displayed on both the APPOINTMENT PREVIEW and EDIT dialogs. This feature enables users to view and manage tags, like ‘Quick Follow-up’, directly within these interfaces. By means of appointment tags, users can better organize and categorize their appointments, facilitating the generation of detailed reports and the tracking of specific appointment types.”

2. Improvements

COMPANY SETTINGS: Specialist Management Permissions

New permissions, ‘View Specialist’ and ‘Edit Specialist,’ have been added to the system, allowing Clinical Administrators to manage Specialists for their locations. These permissions enable viewing, creating, modifying, and deleting selected specialists without accessing other Scheduler Settings options.

SPECIALISTS SETTINGS: Override Amendment Warning

The system now automatically reviews the specialist’s schedule whenever an override is being created. It checks for any appointments that are already scheduled on the date in question. If there are appointments booked for that day, the system will display a warning message. This warning informs the user about the potential impact of the override on the existing appointments. However, it does not prevent the user from proceeding with the override, allowing them to make an informed decision while maintaining flexibility.

HSP CONFIGURATION [AU]: Date Consistency Verification Rule

The new HSP invoice creation validation rule, ‘Date Consistency Verification Rule,’ ensures that the Appointment date, Service date, and Device date are the same within a sale. If these dates do not match, the system will alert the user or prevent the invoice from being created.

LOCATION SETTINGS: Expanded Location Management Options

Users now have more comprehensive management capabilities, allowing them to set up and organize areas, regions, locations, and brands effectively. This includes configuring a list of supported areas and related regions, as well as associating customer brands with specific locations.

PATIENTS: Inbound Referrals Retroactive Start Date

It is now possible to select a start date in the past when registering an inbound referral, allowing for more accurate and flexible record-keeping. This ensures that referral records can reflect the actual date of the referral, improving the precision and reliability of your data.

PATIENTS: Appointment Fields Editable via Workflow

Audiologists now have the ability to edit 'Status', 'Outcome', and 'Notes' fields in patient appointments when these appointments are accessed through a Workflow. This enhancement ensures that audiologists can accurately and efficiently document the results of their appointments, improving the overall management and tracking of patient care.

SCHEDULER: Appointment Reasons Visibility

Appointment reasons assigned to a specialist are now displayed in the Scheduler grid, even when the ‘Booking for any reason’ setting is active. This visibility helps users quickly identify the primary reasons a specialist is assigned, providing clarity on their main areas of focus. Despite this, users still have the flexibility to book appointments for other reasons if necessary, ensuring that the system remains adaptable to various scheduling needs.

Tooltips now include detailed patient information, such as state, city, and county. This improvement ensures that users have comprehensive information at their fingertips, facilitating more effective patient search and selection.

Example: Patient Selection in Scheduler

SCHEDULER [US]: Help Text for ICD-10 and CPT Codes

Short descriptions for ICD-10 codes and the names of CPT codes will be displayed as help text to clarify the purpose of each code. This enhancement is designed to assist users, like audiologists, in making informed and accurate code selections for appointments and treatments, ultimately reducing errors and improving satisfaction in navigating code options.

Example: Selecting an ICD-10 code when scheduling an appointment.

SCHEDULER: DNA Status Lock for eRS Appointments

Appointments scheduled through the eRS system cannot be marked as ‘Cancelled’ once they are labeled as DNA (Did Not Attend). After an appointment receives the DNA status, the ‘Cancelled’ option is no longer available, even if the appointment can still be edited. This rule ensures that users cannot cancel appointments prematurely before receiving confirmation from eRS.

In the Scheduler module, once an inbound referral is saved, the referral field turns grey to indicate it is disabled. A tooltip has been added to provide additional information, such as referral dates, GP practice details, and NHS contract information, allowing users to have easy access to all relevant referral data.

REPORTS: GP Reporting Fields

The addition of GP and GP practice fields to the "Appointment Details' and 'Patients and Leads Information' reports allows clinics to efficiently report all ENT appointments to each GP practice, ensuring comprehensive care for conditions such as hearing loss, sinus problems, throat infections, or voice disorders. By automating this previously manual process, clinics save time and reduce errors, thereby improving the overall efficiency.

REPORTS: Date of Birth Report

The "Date of Birth Report" has been added to the list of Operations Reports, displaying patients who visited the clinic within a selected period and have birthdays in the specified date range. This report also includes patient demographics and contact information, such as phone numbers and email addresses.

API: Public API Extension

[v1]: Users can now retrieve detailed patient information with associated outcomes, create leads with specific outcomes, and access a list of available lead outcomes. Notably, new parameters 'leadOutcomeID' and 'outcomeID' have been added, along with the introduction of a new endpoint for lead outcomes.

[v2]: Patient consents can now be accessed and modified by means of the public API. The system now enables users to manage patient consents via Zapier while ensuring compliance with HIPAA and GDPR regulations. Users can efficiently view, update, and configure consents for email, SMS, and physical mail.

[v2]: To address the inconsistency in country formats across the system, we have implemented support for ISO 3166 alpha-2 standards for countries in our public API. This ensures a standardized format, simplifying the process for API consumers.

3. Issues solved

Print settings: The problem with Printing Templates, where it was impossible to add a logo via the Picture Box tool, has been fixed. Users can now seamlessly insert logos and modify text within templates.

Patient letters: The error that occurred when saving a patient letters template under a newly created Document Category and Document Type has been fixed. Users can now successfully create and store templates.

Patient search: The problem with the patient search has been resolved. Users without the 'View User Defined Fields Patient' permission no longer trigger unnecessary checks, preventing the error message from appearing.

Patient sale: An issue has been resolved regarding the visibility of the ‘+ NEW SERIAL NUMBER’ button for users lacking ‘View Finance Settings’ and ‘Edit Finance Settings’ permissions, despite prior configurations in the Environment Settings.

Patient surveys: The issue with the proper data pre-filling and editing of 'In Progress' surveys has been fixed.

Patient surveys: The visibility of read-only text in surveys has been improved, ensuring all text is easily legible in both Edit and View Only modes.

Print templates: The 'fully subsidized' and 'partially subsidized' titles are now effectively displayed on HSP Device Quote printouts.