Release Notes 4.5.7 - January 2021

Release Notes version 4.5.7

Published February 10, 2021

Enhancements

New Report! Bundle Rate Sheet Report now Available (S2K-2350) - A new report is available with this release to help administrative and billing staff to easily view the bundle configurations, including for Medicare. The report is a listing of the Bundle Combinations and Billable Services. To learn more about this new report see the Knowledge Base article here.

Improved! Release Authorization Template Improved (S2K-2416, S2K-2417, S2K-2425) - Several significant improvements have been made to the Release Authorization template:

• Configure Default Selections for Release Purpose: Users now have the option of adding default Purpose to the release of information template in SMART. The intention for this feature is to allow clinics to configure a set of reasons or needs to disclose information about a patient, much like there was already the option to configure the Information to be released. To configure this, a user with Administration privileges can access the setup through the Gears under the Settings for Clinic and by choosing the tab “Rel Auth.” From here, they can select Release Purpose in the drop down and add as many choices as they require. Modifying this setting will have no impact on prior Release Authorizations executed for patients and updates can be made at any time. Clinics are not required to use this feature; for those that choose not to the option to enter free text for the Purpose of the Release is still available. For more information on this, please see the knowledge base article here.

• Record the Release Method: A new setting is available in Gears → Settings → Clinic and on the Rel Auth tab. You will now notice a “Release Method” option in the drop down that allows clinics to configure default options to document the method used to provide approved information via disclosure. The default options for disclosure format are:

  • Mail

  • Email

  • Fax

  • Pickup

  • Verbal

  But clinics have the option of editing these or adding new through the settings. Capturing the format when disclosing patient information is important to patient information security so this feature will increase your clinic’s initiatives to this end. When disclosing patient information, the disclosing party will be required to choose one of these methods before saving the disclosure. More than one can also be selected, if relevant. For more information about this new setting, please visit our knowledge base here.

• Clarified Title for “Other” Release Information: The title of the Release Authorization box that details additional information the patient is authorizing for release has been modified. Previous versions of the software said “Additional Description” and this section will now read “Additional Info to be Released.” This was to make what the user is entering in this field more intuitive. No change was made to the way this prints on the Release of Information from Print view; anything in this box will still be listed with the rest of the information to be released.

Resolved Issues

Dosing
Edit/Correct DoseHistory change caused no Medication Type of Dosehistory Record (S2K-2635)	If a user was required to update a dose history through the Administration module (using Edit/Correct DoseHistory), setting an AWOL or Suspension dose back to a Dispensary dose allowed the user to save the record without a Medication Type which later caused problems in billing. This has been resolved such that any dose that is edited using Edit/Correct Dose History and has a Dosage of more than zero will be required to also have a Med Type assigned in order for the user to save. Important Note: Users can still save dose types with no dosage and no medication type therefore careful attention should be paid to the dosage field when using Edit/Correct Dose History.
Dispensing Screen EOD : Data displayed under Patients Medicated field, before and after EOD processing does not match (S2K-1139)	Patients Medicated total on the Dispensing screen was factoring in AWOL patient totals after the End of Day process was run; which was misleading because those patients did not actually receive doses that day. This has been corrected such that the total patients medicated will display throughout the dispensing process and that total will not be altered with the End of Day process. Only patients that receive doses that day will be included in this value.

Billing
Medication Reimbursement billing past the filing deadline when set to “Mark as Billed” (S2K-987)	For Medication Reimbursement services, services past the Filing Deadline were billing even when Do Not Bill Past the Filing Deadline setting was selected. This has been corrected so that when the carrier setting Do Not Bill Past the Filing Deadline is selected, all services with a service date that is prior to the number of days Filing Deadline will be marked as non-billable with a reason Past the Filing Deadline.
Claim Denials Due to Space Being Removed from Last Name in EDI (S2K-2677)	When a patient has 2 last names such as Smith Jones, the space between the last names was being removed when generating claims. This was causing claim denials. The space will no longer be removed when generating the electronic claims.
Encounter Claims Building Incorrectly for some Patients (S2K-2684)	During the post billing process, the software was incorrectly grouping the claims that included encounter claims. This has been resolved and the claims will show on the Produce New Claims Grid correctly so that they will be included in the weekly claim.

Clinical
Users are Unable to Maintain Rooms & Beds for Inpatient Tx Units (S2K-2632)	For inpatient modality, the Rooms and Beds screen was not displaying current Tx Units for the user to select when assigning rooms and beds. This has been resolved such that any Tx unit assigned to the inpatient modality will now be selectable from this screen.
Service Configured for Doctor Signature does not Prompt for Signature after choosing to Finish Later before Save Complete (S2K-2304)	When the “Doctor” role was configured to be a required signature on the service, the software did not prompt the user for the doctor’s signature when a patient’s note (of this type) was saved complete if it had previously been saved in the Finish Later state. This has been resolved such that the doctor signature will prompt every time it is saved complete.
Some Release Authorizations Have a Status of Open even when the Release is Expired (S2K-2507)	For patients that have multiple episodes, the Release Authorization status would sometimes get stuck in the “Open” phase even when the expiration date had passed. This has been solved such that the release authorization will reflect the correct status after the expiration date has passed. For Release Authorization set to expire on discharge, the status will also reflect Expired after the patient is discharged. This can happen at the time of discharge or in the case of a forced discharge, may occur after End-of-Day is run when AWOL patients are forced to discharge.

Incident Reports

Treatment Unit is not displaying correct description of retired item (S2K-2661)

On the incident report, when a treatment unit is retired, the printed version was displaying the default selection instead of accurately displaying the retired Tx Unit that was completed at the time the report was saved. In this scenario, the SMART Incident Information screen was still displaying the correct (retired) Tx Unit, this only impacted the printed version. This has now been corrected so that the Tx Unit selected at the time of the incident remains on the interface and the print version of an Incident Report.

Reports
Services Due Are Showing Under Inactive Providers on Services Due By Treatment Unit Report (S2K-2608)	Retired counselors were showing on the Services Due by Tx Unit Report. This was due to a way that the report query was looking at previous admission sessions for the patients with service due. This is been corrected to ensure that only active counselors appear. Users will also notice that the report has improved when run for “All” treatment units. The report title will no longer reflect just one program in this condition (which was an error) and the report will include subtotals by program and a grand total that is accurately documented on the last page of the report.
Patient Check In Report by Program is Missing Medicated Time/Wait Time Fields (S2K-2672)	Certain patient wait times were not being shown when the Patient Check-In report was run for a single program. The report would show the appropriate times for when run for all programs; but encountered issues when run for one. This has been resolved such that when the report is run for one or all programs, the data will be presented completed for Medicated Time and Wait Time (the two fields that were previously missing).
Patient by City Report Displaying Duplicate Cities (S2K-2681)	The Patient by City Report was previously case sensitive such that cities would appear more than once on this report if there were patients in the database that had the same spelling with different capitalization (i.e. Las Vegas and las vegas and Las vegas would all prompt to display separately on this report). We have removed the case sensitivity of this report so that all results for the same city (spelling identically) will appear on a single line. The report will now display the cities in all capitals regardless of how they are entered in the Patient’s profile.
Medication Usage Summary Not Printing Full Page (S2K-2568)	The Medication Usage Summary report was cutting off the final balance column when users attempted to print this directly from SMART’s Report Module. This has been resolved such that users should now be able to print the full report immediately from SMART.