Clinical

Clinic administrators can now have more control over city, state and zip code combinations allowable in their data (S2K-2269)

SMART generally adopts the standard zip code listing from the United States Postal Service and defaults the zip code relationship to the city, state and county to whatever the primary for that code is per the USPS. Sometimes, local zip codes change or have more specific city and county relationships that are known and accepted by mail carriers. Clinics can now control which of these is allowed in their data with the zip code information management feature. Users can still enter any combination to a patient record but if that combination is not recognized by the software they will get an error message and will be prompted to consider adding that as a formally accepted combination by this new feature. This will prevent future errors from showing when entering patient data for that city, state, zip code and county.

Update MA DPH to coincide with state requirements (S2K-2171)

For clinics in Massachusetts only: An update to the state specification now requires that patient insurance information be sent to the state of Massachusetts with every enrollment and update message type. We made the necessary changes in SMART to support that our outbound transmission of information now includes the patient’s insurance for any clinic planning to deploy our MA DPH electronic messaging feature. This feature is ready for pilot testing; please reach out to your PSM if you are interested in learning more about utilizing this time-saving feature for your clinic.

Introducing the next generation Scheduler in SMART!

The calendar function has been completely updated and is now available from the same icon in SMART as the brand new Scheduler! A few of the key improvements to this new Scheduler are:

A modern interface that allows you to view your calendar by day, week or month
Ability to view multiple staff member calendars at the same time
Easily reschedule and update meetings
Revised workflow for recording a session
Expanded repeating events options
Scheduler-specific privileges that gives clinics better control

To learn more, please visit our Training Materials available on the SMART Support Portal: https://support.smartmgmt.com/hc/en-us/sections/360003977020-Scheduler. The SMART Scheduler will require a couple of very simple set up and migration steps. Please contact your Partner Success Manager to learn how to access this great new module.

Add Patient ID to Individual Appointment Edit Screens (SMX-1203)

Users will now see the Patient ID listed next to the Patient Name on all Individual Appointment Edit Screens.

Prevent Patient Changes on Individual Appointments (SMX-903)

To ensure the telehealth notification process sends the full set of telehealth notifications to the intended patient and only the intended patient, the ability to edit patients for Individual Appointments has been removed. New Individual Appointments can be created to schedule an appointment with a different patient.

User Default Navigation and Filter Selections (SMX-668)

Users can now set a personalized default selection for the navigation and filters options. Once a user has set their new default, the Scheduler will load with those selections each time it’s opened. For example, a user can update the View default from Month View to Week View and then the Scheduler will load Week View when opened.

Expanded Patient Search Options (SMX-707, SMX-708)

We’ve revamped the Patient Search feature so that users can schedule Individual Appointments and Group Sessions with inactive patients and patients within other programs in their clinic. Users with the privilege to create events or the privilege to add/remove patients from will now see a new search interface. From this interface, users can search by First Name, Last Name, and/or Patient ID and now have the option to choose a program and whether to locate active patients or patient with any status.

List View (SMX-711)

A new view has been added to the Scheduler so that user can quickly see a list or agenda-style view for a week’s worth of appointments. Users can switch to this view by selecting the List button, and one or more Staff Member’s calendars can be viewed.

Patient Double-Booking Warning (SMX-409)

To help prevent double-booking a patient, users will now receive a warning when they schedule or reschedule an Individual Appointment or a Group Session at a time when the patient has an existing event. If more than one patient added to a Group Session has a conflict, the message will list all patient conflicts.

The message will list the patient name, event type, program, provider and event time for each conflict. This message is only a warning; users can choose to schedule an event.

Recorded Session Visual Indicators (SMX-422)

Counselors can now easily see if they’ve created a Progress Note for an event from the Scheduler. Individual Appointments and Group Sessions will now appear with a gradient color scheme and with a lock icon once a users has recorded session for those events. These indicators are visible in the Day, Week, and Month views.

Release Notes (SMX-604)

We’ve added a link to the Gears menu for quick access to the Smart Release Notes page. Users can now easily pull up the latest Scheduler Release Notes to see information on our latest features and updates.

Automatic Scheduler Refresh (SMX-707, SMX-708)

We’ve implemented an automatic Scheduler refresh process. This process monitors updates made by other users to events on the Scheduler, and when updates are detected those events are refreshed with up-to-date information. This is a behind-the-scene process that will not impact the user's ability to complete in-progress tasks.

We also added checks that prevent a user from saving an event if another user made a change to that event while the Edit Event screen was open. This will prevent the user from unintentionally overwriting another user’s update to an event.

User Interface Improvements for Short Appointments (SMX-682)

Numerous improvements have been made to user interface in Day and Week view to better support appointments of 15 minutes or fewer. The time scale in Day or Week view has been increased from 30 minute increments to 15 minute increments.

Filter Staff By Scheduler Access (SMX-560)

Staff Member Filtering options have been added so that users can narrow the list to users with Scheduler Access. Users with Scheduler Access are those that have the “Can Access Scheduler Module” privilege for that program.

The Staff Member List on main Scheduler page has been limited to staff with Scheduler Access in the selected program. By default on the Create and Edit Event windows, the user will see a filtered Staff Member list when they open the Provider/Facilitator/Leader drop-down or the Staff Member drop-down. The user can check the “Include Staff without Scheduler Access” checkbox to see the full list of active Staff Members in that program.

Quantitative Services Review matched with Services Due reports (S2K-1959)

We have resolved a couple of issues that were causing certain services to be omitted from the Services Due reports. These modifications help to ensure that the Service Due variations match the numbers shown on the Quantitative Services Review Report, when run for equivalent time periods. The benefit to these changes is that now clinic staff can accurately track down which services are still outstanding by using the Services Due set of reports. These include:

Services Due by Counselor
Services Due by Medical Provider
Services Due by Tx Unit
Services Due by Type

For MA clinics - Last Needle Use answers in the Fact Sheet and Assessments have changed (S2K-2306)

In preparation for MA DPH electronic data transfer, we have updated the Last Needle Use answers to include an option for “Never” by creating a new version of the fact sheet and assessment (FSU and ASU service types). For those with administrator knowledge, this change was made by pointing this question to the answers in the NeedleLastUse table. Previoulsy, this question used the LastUseCodes table in Lookup Table Management under gears.

Assessments and Biopsychosocials now available as a PDF (S2K-989)

Users can now access a PDF of an Assessment directly from the Case History screen. This PDF is an easy, print-friendly way to view all information entered on the Assessment, and it's available for any service with the ASU type designation - namely Assessments and Biopsychosocial Assessments.

Along with the Assessment PDF, we implemented a robust signature workflow that formalizes the process for reviewers to sign or request changes to an Assessment. At each step of the way, the Assessment PDF provides a record of the data entered into the Assessment, signatures added, and who requested changes, if applicable.

For more specific information on this new feature, please check out the user guide on our Support Portal here.

Expected Attendance Report now available (S2K-2307)

A new report is available to help clinics organize the patients expected to return on future dates. The report will give a listing of patients (by patient ID, name and birth date) and will list each patients expected dose, medication type, and the number of doses they will be given when they arrive. The data will be organized by date that the patient is expected to come back to the clinic (titled “Return Date”) and can be run for one program or all programs.

The report also indicates the type of order the patient is on by designating in the column titled "Takehome/AWL":

a "/" for patients that receive a daily dose at the clinic
a "T/" for patients that are on takehome orders
a "/A" for patients on an AWL order

This report can be run for the current day, future dates or a range of dates and is available under Medicating -> Attendance. To learn more, visit the support portal here.

Note: This report builds from several areas in SMART and therefore can take several minutes to open.

Locate files more easily on the Stored Documents tab in Case History (S2K-2309)

The stored images tab has received a makeover and is now called Stored Documents! This is the second tab you will see behind the patient’s case history (from Tx) and partners can use this tab to upload and save supporting documentation (images and PDF files) pertinent to the patient’s medical record. Partners will now see that this tab is organized as a list view where the most recent files uploaded will appear at the top of the list. Each of the three columns displayed can be sorted to make finding what you’re looking for quick and easy.

This improvement helped solve a few problems that existed with the previous look of the Stored Images tab including that files were created as icons that were challenging or impossible to see on the tab itself and gave the user no ability to sort based on the key data associated with the file.

All files previously stored on this tab will now be available in this list view following the update to this version. To learn more, visit the support portal here.

Increased Progress Note character limit (S2K-2463)

As a result of the way that our new SMART Scheduler was designed, we have expanded the character limit that can be entered into a standard Case History Progress Note. This will affect any form that uses the basic Progress Note functionality in SMART and users will find that they can now enter notes up to 65,000 characters in any progress note recorded. The previous limit was 10,000 characters so this represents a substantial increase to help properly document the complex patient records when necessary

Direct Service Analysis Reports Hours To Two Decimal Places (S2K-2482)

We expanded the decimal places allowed on the Direct Service Analysis report. Users will now see these hours displayed out to two decimal places. This resolved a problem where the math appeared incorrect due to rounding the hours to just one decimal place when in fact the report was accurate. This improvement will help with accurate tracking and reporting of the time staff members spend with patients.

To learn more about this report, visit our HelpDesk article: What is the Direct Services Analysis Report?

Additional checkboxes available on Release Authorization Template (S2K-2415)

Two new fields are available on the Release Authorization settings. These can be populated for additional details about the information the patient is agreeing to release. This is available in the Gears module (for users with Administrative access) > Settings > Clinic Settings > “Rel Auth” tab. Once the additional fields are utilized, they will appear as checkboxes to select on each release authorization that is created for patients' from the Case History (Tx).

Important Note: Modifying these fields is retroactive; meaning that previously signed release authorizations will now reflect the new selections on the Release Authorization in the patients' Tx. The selections will be unchecked and the printed version will reflect exactly as it did when the authorization was originally signed, therefore while the settings changes do show, they do not impact the content of the release. This includes modifications made to the text in the settings. See the knowledge base article here for more information.

Phone Type added to Patient Contact Information Screen (S2K-2509)

We have added a new field to the Patient Information Management screen (accessed through the clipboard). Users will now see that they can record the Telephone Number Type to patient records; this is an important field for future features that will leverage patient notifications via text message. This field will appear blank for all existing patients and records can be updated to record if this is a landline, primarily mobile phone or secondary mobile phone number.

Medical

Doctors and nurses can now save incomplete blood test results from the lab (S2K-2187)

When blood test results are returned automatically from the lab, SMART populates those results in the patients records and requires a doctor, nurse or other authorized user to save those complete. We now allow that action even when not all results have been returned. Clinics should be careful to train their staff to review the results and not save any that are still pending; but this gives staff members the control to close out orders in a more time efficient way when they are not expecting further results to post. Upon attempting to save a test result that is not complete, the user will get a warning before they can proceed to help ensure the quality of work remains high.

Medication Strength will now print on standard takehome labels (S2K-2291)

Medication strength will now print on our standard Takehome labels for liquid methadone at the required 10mg per mL strength. This will populate on the label just below the indicated dosage. Partners will also now notice that this strength is reflected in the Medication setup for liquid methadone and when receiving inventory for this drug. Because this is the standard strength for this drug, this is a non-editable field in those locations of the software.

For clinics that prescribe Suboxone, we can now support showing the full strength of this medication as well. Prior versions would only show the buprenorphine portion for this field. If your clinic is interested in this feature, please coordinate with your PSM as we will need to migrate your existing inventory such that the accurate strengths can be displayed. Once that is complete users will see the appropriate split of these medications print below the dosage of the takehome label (i.e. 2mg/0.5mg, 4mg/1mg, 8mg/2mg).

Special note: clinics that do not use our standard label will not see a change to their version.

Added Date of Birth to the Dosing Summary by Carrier Report (S2K-2351)

We have made a modification to the Dosing Summary for Carrier report to allow for improved and more accurate matching of patient records by adding the date of birth as an additional column on this report. Users will see this as the third column in the heading of the report and can run this from the Reports icon in SMART and from Third Party: Services: Dosing Summary by Carrier.

Accuvert Pumps May See an Improvement in Dispense Time (S2K-2498)

We have greatly improved the dispensing time for Accuvert pumps.

In addition to the improved dispensing time, a new Reset Pump button has been added to the dispensing screen to allow the user to reset the pump under certain circumstances. For more information be sure to review our HelpDesk article: What are some tips for using my Accuvert Pump?

Important Note: According to the manufacturer, the Accuvert pump door should be closed during the dispensing process.

Telehealth

Smart’s new Telehealth feature is now available for beta testing. This feature is integrated into the Scheduler and will allow clinic staff to easily and seamlessly schedule, notify patients via text message or email, and conduct Telehealth sessions with patients on desktop or mobile devices.

Updated Date of Birth Format (SMX-1141)

Patients will now use the MM-DD-YYYY format to enter their date of birth. Additionally, patients are no longer required to add a padding 0 for single digit months or days.

Patients continue to have the option of using the date picker, which will automatically format to the required format.

Program ID on the Telehealth Listings page (SMX-1149)

Providers will now see the Program ID for each session listed on the Telehealth Listings Page in the Telehealth portal. The Program ID will appear for any newly created event, but will be blank for any existing session.

Remove Camera Controls on Video Tile (SMX-1097)

The Camera on/off toggle has been consolidated to the icon at the top of the Telehealth Session. This is now the only way to turn on and off the video feed once a user enters the Telehealth Session

Indicate Selected Device on Telehealth Session (SMX-1099)

Users can now easily see which device is selected when in a Telehealth Session. The camera, microphone, and speaker device currently selected will now be highlighted with a shaded row when the device drop-down is opened on Telehealth Session page.

Polling Telehealth Session to Record Attendee Data (SMX-1012)

Smart has added behind the scenes functionality to track the attendees on a Telehealth Session down to the minute. This feature supports enhanced end meeting functionality and Smart Telehealth reporting and billing.

Removing Patients When End Meeting is Selected By Provider (SMX-969)

Providers are now asked to confirm they want to end a meeting when the End Meeting button is selected on the Telehealth Session page. If the provider chooses to continue ending the meeting, they will be redirected to the Telehealth Listings page and all patients will be redirected to the page letting them know the meeting has ended. No attendees may rejoin a meeting once the provider has ended it.

Ending Telehealth Session When There Is Only One Attendee (SMX-876)

Telehealth Sessions will now end after five minutes if only one attendee is present. This feature was added to prevent charges from accumulating if both parties do not join the session. The countdown starts once the scheduled start time has past, and is reset if another attendee joins the session. Additionally, attendees may rejoin this session if the need arises.

Improved Telehealth Session Layout (SMX-1133)

We’ve improved the layout of video tiles on the Telehealth Session page. These tiles now make better use of the real estate available based on the user’s device size.

Update Launch Button For Meetings That Have Ended (SMX-1201)

The Launch button on the Telehealth Listings page will now show “Meeting Ended” for meetings that have been ended by the Provider.

Reports Section Now Available in the Telehealth Portal (SMX-1194)

Staff Member will now see a Reports section in the Telehealth Portal. Telehealth Reports will be added to this section as they become available.

Billing

Expanded Aging categories on Patient and Third Party Summary Totals (S2K-2224, S2K-2225, S2K-2236, S2K-2249)

We have expanded the aging buckets that report out on the headings of several of SMARTs reports to view aged accounts past 120 days. These reports will now reflect aging categories out to a full year and lump any accounts beyond a year in the 365+ Days category. We’ve applied this to the following SMART reports:

Third Party: Open Claims by Svc Date: Aging Summary Totals
Third Party: Open Claims by Trx Date: Aging Summary Totals
Billing: Balance Due: Aged Patient Accounts by Trx Date
Billing: Balance Due: Aged Patient Accounts by Svc Date

The Aged Patient Accounts by Svc Date report is a new report that mimics its cohort but anchors the data based on the service date.

The new column headings are shown below:

Support for check numbers (TRN02 EDI segment) up to 50 characters in length (S2K-843)

SMART has expanded the allowable number of characters in the Reference Identification number field in our software to match the maximum specified in the EDI standard for this field (TRN02). Users can now successfully store up to 50 characters in this field in SMART for any returned check number without suffering performance issues. This change resolves an issue some partners have experienced when filtering on the Ref ID and finding that the SMART application will freeze. With this change, we have also updated several report formats to allow for displaying the full 50 characters in this field.

During this change in the software, we were also able to resolve issues previously observed when trying to capture long-character length bottle numbers within inventory management. Users should expect to see improvements in this area as well.

All column headings appear on several Aging Reports (S2K-2279)

Further improvements to standardize the export format of several Aging Summary reports were implemented in this release. The reports listed below will now show all columns consistently when running the reports even if there is no value in a category. This improvement should help when merging reports across time frames to ensure column consistency. The reports impacted by this change are:

Third Party: Open Claims by Svc Date: Aging Summary Totals
Third Party: Open Claims by Trx Date: Aging Summary Totals
Billing: Balance Due: Aged Patient Accounts by Svc Date (New Report)
Billing: Balance Due: Aged Patient Accounts by Trx Date

Now supporting Medicare! SMART Billing can now support Medicare with new Bundle Billing Feature (S2K-2251)

We’re pleased to announce our new feature for creating insurance bundles that allow for billing to be executed when a collection of service requirements are met for a patient. This feature will be useful to any billing department required to bill by the bundle but unlocks more automated billing in compliance with Medicare’s needs. SMART’s brand new Bundle feature allows users to:

Configure as many bundles as you require
Choose the exact services required to satisfy minimum billing requirements per insurance
Support add-on codes required for controlling billing for items such as takehome doses
Enforce weekly or monthly billing limits when codes requiring such limits are entered as services
Institute start and end dates for the bundle to allow users to set up new bundles in advance of their implementation and retire them in accordance with insurance guidelines

For more information and detailed setup instructions, please visit our support portal to view the documentation on this new feature. You may also reach out to your PSM and one of our trainers will gladly assist with any questions you have.

Expanded Aging categories on Aged Open Claims Summary Report (S2K-2280)

We have expanded the aging buckets that report out on the headings of several of SMART's Aged Open Claims Summary reports past 120 days. These reports will now reflect aging categories out to a full year and lump any accounts beyond a year in the 365+ Days category. We’ve applied this to the following SMART reports:

Third Party: Open Claims by Svc Date: Aged Open Claims Summary Report
Third Party: Open Claims by Trx Date: Aged Open Claims Summary Report

The new column headings are shown below:

SMART can now support billing in the state of Tennessee (S2K-2371)

Tennessee’s billing expectations required several modifications to SMART’s standard billing processes. These have been implemented in this release to bring the expected level of system automation to the clinics in this state. The changes included:

Allowing encounter claims to be included in the claim file
Ensure proper Medication Reimbursement billing aligned to the TN specification of one dose per week, every week
Automate the Medication Administration codes based on the number of take-homes
Allow user to choose the BHT 06 Transaction type to be included in the EDI file (either CH for a chargeable service or RP for a re portable service)

Please reach out to your PSM or Billing Specialist to learn more about these changes.

Aged Patient Accounts Reports Can Now Be Run By Status and Program (S2K-2435)

We have added two new filters to allow users to better sort the Aged Patient Account Reports for the information they need. These new filters were applied to both the “by Svc Date” and “by Trx Date” variants. You can now choose patient status in addition to the program and the selected patient status will appear first on the report results:

For more information about the content of this report, please visit our Support Help articles:

Ability to transfer Claims When Processing Payments (S2K-2346)

A change was made so that when transferring claims to the next responsible insurance the invoice will transfer with the same information that was in the original invoice.

Although this work was done to accommodate the new bundle billing, users will now be able to deselect billable services when the service is no longer billable to that insurance. Formerly, they would need to leave the service marked as billable and change the UCR and Expected payment to $0.00.

Integrations

Lighthouse Central Registry Emergency Dosing Critical Updates (S2K-2305, S2K-2250)

For clinics that are in states that leverage the Lighthouse Central Registries: The daily emergency dosing output file will now generate on a program level to allow multiple daily dosing records to be created from within a single SMART database. This is primarily applicable for our multi-program sites however all users must now configure their file name in the Controls tab in program settings (under the Gears icon). See the screenshot below. Clinic administrators will need to know their location’s site ID and the destination path for the file (these can be provided by your Lighthouse contact) and must take care to enter this using forward slashes in the destination name. For more information on that, you can watch a short overview video and review the user guide here.

In addition to that, updates have been implemented in SMART to support a revised specification from our central registry partner, Lighthouse. For partners using this feature, the export file will now include the patient's birthday and the clinic ID in the export table for improved matching of patient records when that data is uploaded to the central registry. These changes do mean that any patient with missing or inaccurate data in their birthday recorded in SMART will not properly synchronize with the central registry. Users will be made aware of these issues by their central registry error report and must resolve them in order to ensure all patient emergency dose records can be exported from SMART and saved to the central registry.

EPIC Integration Available (S2K-1821)

SMART can now process HL-7 update messages (A08) from data in EPIC by accepting electronic messages from EPIC hospital systems to auto-update or create new patient records in SMART. For users who leverage EPIC as their master system-of-record across enterprise hospital systems, this feature allows for reduced data entry and better data integrity between systems. To learn more, please contact your PSM.

Important! Users that want to leverage this feature must be on a minimum SMART version of 4.5.5.

EPIC Integration Message Log Available (S2K-1797)

SMART will soon have the capability of integrating with facilities that leverage EPIC as their master patient management system. With this integration, we are introducing a new report that catalogs all messages received from the parent EPIC system. This report will provide users with a troubleshooting and audit tool to know not just what message types were received and when but will also identify the sending facility, and how SMART handled the message. Partners must be licensed for our EPIC ADT interface to see this report.

Please note: The first time a new facility sends a message to SMART the facility code may not be selectable on the FACILITY drop down in the report selector. Users will see the facility when they run the report for all programs. To select just that new facility, simply log off and back on again to SMART and the new facility code will be added to the drop down.

This feature is now available to beta test; if you are interested in learning more, please contact your Partner Success Manager.

Infrastructure Expanded to Accommodate Multiple Integration Options (S2K-2555)

Customers that are leveraging our integration options will now be able to seamlessly add more than one to their database. This is important as SMART continues to expand our integration suite to include state compliance, EPIC compliance and work with outside functional software such as billing and more. This change is transparent to the user but enables our infrastructure to support more than one integration on a database. Please note that it is critical that partners leveraging MADPH and/or EPIC integrations are updated to SMART version 4.5.5 and have SMARTBridge updated per the Q4 2020 release notes. Integrations for lab results and MOTS are not affected by this change.

UA: Allow alternate ID for UA results posting to SMART (S2K-2541)

We have expanded our ability for urine screening results to allow the software to match files to patient records based on IDs other than the SMART assigned ID. This capability will allow partners to designate other field ID's as the primary criteria for sending and receiving patient lab results. When no alternate ID exists, the software will default to using the SMART patient ID.

MADPH

MADPH: Patient Update Messages (A08s) with blank segments remove the blanks (S2K-2519)

For Massachusetts Partners: We have modified a process behind-the-scenes that omits any information from the message that is not required to be completed for all admission message types. This was per the request of MA DPH as they did not want to be receiving blank message segments in the A08_01_02.