Public Release Notes - Manage 11.17.0

About this release

1. WHAT'S NEW

[ALL] Dynamic Data Tags In Survey Templates

Environment settings > Survey templates
Patient > [Selected patient] > Surveys

Survey templates can now be configured with dynamic data tags that automatically pre-fill known patient information. Previously, users had to manually re-enter details already stored in Manage, such as demographics or appointment information, which could lead to inconsistent data and longer completion times.

Now, a dynamic data tag can be assigned to a single-line input question in a survey, linking it to the corresponding patient data so it is pre-populated automatically when the survey is opened, reducing manual entry and improving data accuracy.

HOW IT WORKS
To add a dynamic tag to a survey template:

1. Navigate to Environment settings > Survey settings > Surveys.
2. Open/create a survey template and select a single-line input question.
3. In the question's settings panel, click on Prefill for manage data to open additional settings.
4. Under Prefill data for, select the record the value should come from (e.g., Patient or Additional Contact).
5. Under Insert field, select the specific field to pull in (e.g., Last Name or Contact Person Name).
6. Click Prefill to insert the tag into the question.
   
   
   
   After the tag is added, the Prefill template field will look like this:
   
   
   
   
7. All changes must be saved, and the survey must be published before the dynamic tags become available. 

 
When a survey based on that template is added to the patient's records: 

• Available patient data is automatically inserted into the linked fields.
  
  If the corresponding data is missing from the patient record at that time, the field remains blank and can be completed manually.
  
  
  
• If that data is later added or changed on the patient record while the survey is still in progress and incomplete, an information bar appears offering to refresh the field.
  
  
• Selecting Update fills in or updates only the fields that have not been manually edited. Any field changed directly by the user is protected and will not be overwritten.
  
  

NOTE:

• Dynamic data tags are currently supported for single-line input questions only.  Other question types, such as single-select or multi-select questions, as well as tables and image-based fields, are not supported. 
  

[ALL] Patient Communication Name For Locations

Environment settings > Locations > [Selected location] > General tab

A new Patient communication name field has been added to Location settings, allowing clinics to define a customer-friendly name for each location for use in patient communications and reports.

Patients frequently recognize their local store by a familiar name, such as a shopping centre, rather than its formal business name. This field enables clinics to display the name patients are more likely to recognize, reducing confusion, unnecessary inquiries to the store, and the risk of missed or delayed appointments.

HOW IT WORKS

1. Navigate to Environment settings > Locations. Select the location to be configured.
2. On the General tab, optionally enter a Patient communication name.
   
   
3. The Patient communication name is available as an insert field in SMS notification templates, email notification templates, patient letters, and report templates.
   
   Users can add the Patient communication name field to these templates to display the recognizable name to patients instead of the internal or legal name.
   
   
   
   

NOTE:

Patient communication name does not replace Name or Full Name in any existing context and is used exclusively for patient-facing communications and report templates.

[AU] Exchange Option Added to the Patient Sale

Patient > [Selected patient] > Patient sale
Patient > [Selected patient] > Equipment

Delivered products can now be exchanged directly from a Patient Sale, for example, to change a device type or accessory after delivery, eliminating the need to manually create a Credit Note and a new Sale for each exchange. Commission is recalculated automatically as part of the exchange, where commission functionality is enabled.

EXCEPTIONS

• Only delivered physical products are eligible for exchange; Services, Repair Services, and Loss & Damage (L&D) Warranties cannot be exchanged, nor can items with a status of Exchanged, Credited, Replaced, or On Trial.
• Exchange is not available on Patient Sales that include an HSP payer.
  
  

HOW IT WORKS

1. On an invoiced Patient Sale with at least one eligible delivered item, click +Exchange.
   
   
2. Select one or more items to exchange, choose a Stock Action for each, and confirm the Credit Note Reason (defaults to "Exchange").
   
   Only delivered items can be selected; non-delivered items are shown in the list but stay disabled until they've been delivered.
   
   
   
   
3. Click Next, then select replacement product(s) and configure the payer allocation for each, as when adding an item to a Patient Sale. Each item can only be replaced with one new item, and the quantities must match.
   
   If the exchanged item has auto delivery enabled, its replacement's serial number must be entered now, since a new invoiced sale is always created immediately with a delivery note for the auto delivery item. Otherwise, it can be entered later. 
   
   
4. Review the Exchange Summary, which shows the original and replacement items with the payer split.
   
   If the original sale was paid, the amount already paid can be reassigned to the new sale: the original sale records this as a Payment Transfer refund, and the new sale automatically receives a matching Payment Transfer payment, so the patient does not have to pay again. If unpaid, the Payments section stays inactive.  
   
   When commission functionality is enabled, a Commission section is pre-filled from the original sale and can be edited independently of the payment transfer. 
   
   
   

5. Save the Exchange. This creates a Credit Note for each payer on the exchanged items, updates their status to "Exchanged" on the original sale, and generates a new, invoiced Patient Sale with the replacement products and the remaining sale details (appointment, payer, specialist, etc.).

   Products set to auto-delivery get a delivery note automatically, and the new sale can then be processed as normal, including delivery, payment, or further exchanges.

   Original sale
   
   
   
   
   
   New sale
   
   
6. Exchanged items appear as "Returned" on the Equipment page.
   
   
   
   
   Inventory is updated to the Stock Status corresponding to the Stock Action selected during the exchange.
   
   
7. Once the replacement item is delivered, it behaves as a newly sold item, including the ability to add Repair Orders and Loss & Damage (L&D) Warranties.

NOTE:

There is no limit to how many times a sale can be exchanged; each new sale created by an exchange behaves as a normal sale. 

[ALL] Bulk Export of Patient Surveys

 
NOTE:

Bulk survey exports can currently be generated for one patient at a time. Exporting surveys for multiple patients in a single operation is not supported.

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[ALL] Payment Reconciliation Report

Reports > Operations > Payment Reconciliation Report

A new Payment Reconciliation Report is now available in Manage. The report provides a consolidated view of payment activity across selected locations and date ranges, allowing users to review payments, refunds, deposits, and deposit refunds in a single report. With transaction-level details, subtotals, and payment method summaries, it helps streamline reconciliation and auditing processes. 

 

The report includes:

• Location and payment method grouping
• Totals for deposits
• Totals for deposit refunds (displayed as negative values)
• Totals for payments
• Totals for refunds (displayed as negative values)
• Roll-up totals by location and payment method
• Payment date
• Invoice number and invoice type
• Payer details
• Patient ID (for patient-paid transactions only)
• Payment type (Payment, Refund, Deposit, or Deposit Refund)
• Transaction amount
• Payment, refund, deposit, or deposit refund number
• Transaction notes
• The user who created the transaction

Filters available:

• Date range (payment transaction date)
• Location status (active/inactive)
• Areas
• Regions
• Locations
• Payment type (payment, refund, deposit, deposit refund)
• Payment method

Transactions are grouped by Location and Payment Method, with subtotals and overall totals available to support payment reconciliation.

 

Refunds and deposit refunds are shown as negative amounts for clarity. Only non-deleted transactions are included in the report, and patient numbers are displayed only when the payer is the patient and not a third-party payer. 

Report data can be exported to PDF, CSV, Excel, and other supported formats for further processing.

2. IMPROVEMENTS

[AU] QP Number Now Set Once Per Specialist Instead of Per Location

Environment settings > Scheduler settings > Specialists > [Selected specialist] > General tab

Previously, a QP Number had to be entered separately for each location a specialist worked at. The QP Number is now a single field that applies across all of a specialist's locations, replacing the repeated per-location entries. Provider # is unaffected by this change and continues to be set per location and payer.

As a result, bulk Battery & Maintenance claim generation can now include patients from multiple locations in a single run. Previously, claims could be blocked if the selected specialist was not assigned a QP number at every relevant location. Now, claims are only blocked if the specialist has no QP number at all.

HOW IT WORKS

1. Navigate to Environment settings > Scheduler settings > Specialists and open the specialist to review.
2. On the General tab, a single QP number field is now available and applies across all of that specialist's locations.
3. The QP Number field is no longer shown for individual locations.