Public Release Notes - Manage 10.6.0

Public Release Notes - Manage 10.6.0

About this release

January 2nd, 2025 Manage 10.6.0

In this release, we are excited to announce our key new feature - Managing L&D Requests, designed specifically for healthcare professionals. It streamlines the replacement and exchange process for hearing aids, simplifies invoicing, and offers customizable request options. Enhanced security measures ensure only authorized personnel can manage requests, improving efficiency and accuracy.

Other notable additions include: 
  1. Handling of Managed Care Patients
  2. Filtering Products for Fast Track Sale
  3. Internal HSP Claim Approval
  4. Claim Processing Automation

1. WHAT'S NEW

PATIENTS

[AU, US] Managing L&D Requests

This feature allows healthcare professionals to replace lost or damaged hearing aids, provided the old device is covered under a valid Loss and Damage (L&D) warranty. The new functionality includes:

  1. Streamlined Replacement Process: Expedite the replacement or exchange of hearing aids, ensuring prompt patient support.
  2. Simplified Invoicing: Generate new invoices for exchanges with ease.
  3. Configurable L&D Request Options: Set L&D request limits, reasons, and statuses to streamline your workflow and align with your organization's policies.
  4. Enhanced Security Measures: Assign permissions for L&D requests, ensuring only authorized personnel can access, edit, and manage them.
HOW IT WORKS
Prerequisites and configuration
  1. Grant Permissions: Ensure permissions are in place for creating, editing, and viewing L&D requests.
  2. Verify Warranty: Confirm that the hearing aid has a valid L&D warranty set up.



  3. Configure Inventory Settings:
    Set L&D Request Limits:     Define and enforce limits on the number of L&D requests allowed within the warranty period.



    Specify Reasons and Statuses:
    Establish clear reasons and statuses for L&D requests to facilitate accurate tracking.


Replacement and exchange
To initiate a product replacement or exchange, ensure the product is registered as "sold" in the system and has been delivered to the patient (i.e., a sale for the product has been created). All delivered items can be found in the EQUIPMENT tab. 

Before creating an L&D request, you may need to "Extend the L&D" warranty. To do this:
  1. Navigate to the EQUIPMENT tab in the Patient Profile.
  2. Select a product from the list.
  3. Click the button that appears when you hover over the product.



  4. Choose the action  "Extend the L&D" warranty from the options menu.
  5. Enter the new expiry date in the popup.



  6. Save your changes.
To start the Replacement/Exchange process: 
  1. Select the product, click  and then "create L&D request".



  2. The product status will change to "L&D" request.



  3. For further request processing, use the option "Go to L&D request".



    Alternatively, you can access this request from the INVENTORY MODULE > REPAIR AND L&D > EDIT.



  4. On the dialog, specify S/N and other relevant details. If necessary, create an invoice using the Invoice: + control.



  5. If you opted to create an invoice, a sales page will be opened with the INVOICES section listing the new invoice and the L&D REQUESTS section specifying the number and the status of the request.

    Optionally, clinics have the flexibility to include an additional fee in the invoice, should this align with their standard business procedures. This can be particularly useful for incorporating charges such as fitting fees or other supplementary services, ensuring comprehensive billing that reflects the full scope of the provided care. 

    To incorporate a service fee, start by using the +ITEM control and then select the appropriate service, such as a fitting fee. This will add the chosen service to the invoice, following the usual sales process.

  6. After creating a DELIVERY NOTE, the L&D Request status will change to "Completed".



  7. On the EQUIPMENT tab, the product status will be set to "Exchanged". Replaced items will have the status "Replaced".



  8. To review all inventory transactions during an exchange/replacement, you can "View stock details" by going into the options menu via .


Info
After completing the L&D request, you can only access it via INVENTORY MODULE > REPAIR AND L&D > [selected L&D request] and optionally check the request invoice. On clicking on the invoice link, the sale with this invoice will be opened.





[US] Handling Managed Care Patients

Enhance your clinic's efficiency and patient management with our new Managed Care Integration feature and make use of its key benefits:
  1. Efficiency: Streamline the handling of Managed Care cases, which are a growing part of hearing aid sales in the US.
  2. Visit Tracking: Check the number of visits covered by insurance policies and identify opportunities for additional revenue once the limit is reached.
  3. Payment Monitoring: Register all provided services on the insurer's side, track payments from insurers, and ensure no payments are missed or delayed. 
HOW IT WORKS
  1. Configure Managed Care (MC) insurer in via ENVIRONMENT SETTINGS > FINANCE SETTINGS > PAYERS. 
     a.  Click +PAYER.
     b. Provide relevant details and the URL that will be accessible from the Patient profile.



  2. Add MC Provider(s) to the Patient Profile via PATIENTS > PERSONAL INFO tab > PAYERS section.
     a. Click + to add a payer
     b. Select the MC provider from the dropdown
     c. Select the checkbox "Managed Care"
     d. Provide relevant details
     e. Save



  3. Check Insurance coverage
    After the MC insurance has been added, the following information will be accessible from every page in the Patient profile
     - MC provider link
     - Number of free visits
     - Insurance expiry date


    NOTE: If several Managed Care providers have been added to the Patient Profile, insurance that expires last will be shown at the top of every page.

  4. Users will be able to create a sale as usual, where different other services and products could be added on top of the HA procured directly from MC insurer. During a sale, clinicians can either set the product price to "0" manually or use a pre-configured Price book with "0" product cost for products covered by MC insurance.

HOW IT WORKS
  1. Configure Managed Care (MC) insurer in via ENVIRONMENT SETTINGS > FINANCE SETTINGS > PAYERS. 
     a.  Click +PAYER.
     b. Provide relevant details and the URL that will be accessible from the Patient profile.



  2. Add MC Provider(s) to the Patient Profile via PATIENTS > PERSONAL INFO tab > PAYERS section.
     a. Click + to add a payer
     b. Select the MC provider from the dropdown
     c. Select the checkbox "Managed Care"
     d. Provide relevant details
     e. Save



  3. Check Insurance coverage
    After the MC insurance has been added, the following information will be accessible from every page in the Patient profile
     - MC provider link
     - Number of free visits
     - Insurance expiry date


    NOTE: If several Managed Care providers have been added to the Patient Profile, insurance that expires last will be shown at the top of every page.

  4. Users will be able to create a sale as usual, where different other services and products could be added on top of the HA procured directly from MC insurer. During a sale, clinicians can either set the product price to "0" manually or use a pre-configured Price book with "0" product cost for products covered by MC insurance.


 [AU, US] Filtering Products for Fast Track Sale

The key benefit of this feature is the ability to precisely control which products are eligible for fast-track sales.

PRERREQUISITES
Users activate the "Fast track sale" attribute on the Product Card.


HOW IT WORKS
Only products with the active "Fast track sale" attribute are available for selection during a fast-track sale.


[AU] Internal HSP Claim Approval

Patients > Patient sale
Environment settings > HSP configuration

A new optional status, Ready to review, has been added to the claim process flow to enhance accuracy and accountability. The updated flow now includes the following stages:

  1. Draft → Ready to review → Ready to send
This additional step allows a dedicated specialist to review claims before submission to HSP, reducing errors and mitigating the risk of claim rejections. Workers without special permissions can perform initial reviews, moving claims between Draft and Ready to review statuses. Specialists with the 'ReviewClaim' permission can complete the final review, transitioning claims to Send to review status.



To enable this feature:
  1. Navigate to Environment settings > HSP configuration > General.
  2. Activate the toggle for Include "Ready to review" status in the claiming process.
  3. Save changes.

Automatic Status Transition
To minimize manual effort, certain services can skip the 'Ready to review' step and move directly to 'Ready to send':
  1. Ensure the  Include "Ready to review" status in the claiming process toggle is enabled.
  2. Specify service numbers from HSP contracts in the dropdown menu.
  3. Save changes.

Info
If a claim contains multiple services, all services must be selected for automatic transition; otherwise, the claim will move to Ready to review. Non-service items in a sale are unaffected by this configuration.

[US] Claim Processing Automation

1. Waystar Integration Settings
Environment settings > Finance settings > Integrations > Waystar

The integration with Waystar simplifies and automates the electronic claim generation and submission process. A new Integrations section in Finance settings allows users to activate the Waystar integration and configure their Waystar account credentials.
Alert
Multiple unsuccessful login attempts may result in access limitations. To ensure a seamless setup of your Waystar account, please contact your Waystar onboarding specialist.
Info
The Waystar 999/997 file acknowledgement is not automatically set up for FTP download when Waystar takes over claims processing. To enable this, it must be configured by Waystar.

Please reach out to Waystar for assistance with the FTP setup to receive this file.

2. Improved Claim Creation Workflow
Patients > Patient sale > Claims 

During this integration phase, we offer support for generating the electronic claim form 837P and submitting it to Waystar. However, we do not currently support automatic status updates for claims processed in Waystar. 

To track the status, users should log in to their Waystar account, check the status there, and manually update the final claim status in the "Manage" section.

The claim generation process, integrated with Waystar, now allows for effortless and automated claim submission. Key highlights of this updated workflow include:
  1. Claim ID Assignment: A unique Claim ID is now assigned to each claim and displayed at the top of the general claim information page, so that they can further be found and managed from the Claims section in FINANCE.


  2. Extended Fields and Validation: Additional fields have been introduced, and validation has been added to comply with claim form requirements:
    1. Required fields are marked in red and include warning messages if incomplete.
    2. Changes can only be saved when all required fields are filled.
    3. Certain details are automatically pre-filled and retrieved from the Manage account. Please review these pre-filled details to ensure the correct information is being submitted (e.g., Rendering Provider NPI, Billing address, etc.).
AlertTo ensure that your updates are securely saved and to prevent any loss of data, please remember to click SAVE AND CONTINUE before switching tabs.
  1. Improved ICD-10-CM Codes: In DIAGNOSIS tab, the ICD-10-CM codes section has been enhanced with dropdown options for A-L fields.

  1. Some of the details are pre-filled and fetched from the Manage account. We recommend reviewing the pre-filled details to make sure that the correct information is being submitted.

Current known limitations
Current known limitations

Info
Auto Accident and Other Accidents: For claims involving auto accidents or other types of accidents, the specific accident date is not automatically filled in the system. Users must manually provide the accident date directly on the Waystar portal. This ensures that all relevant information is accurately recorded for these types of claims.

Other Insured Information: For claims involving additional insured parties, manually input all relevant details, such as names and policy numbers. Accurately entering all essential information helps avoid delays. Please note that Manage does not transmit this information, so it must be checked on the Waystar platform.

Referring Provider Information: When filling out the details for a referring provider, it is necessary to enter both the provider's name and National Provider Identifier (NPI). Omitting either piece of information can result in incomplete claim submissions and potential processing issues. Make sure both the name and NPI are correctly filled out to comply with submission requirements.


Claim Submission

To submit a claim, follow these steps:
  1. Prepare the claim: Review the claim details thoroughly before proceeding. 
  2. Set Claim Status: Click READY TO SUBMIT to update the claim's status to "Ready to Submit."
    This will enable the SUBMIT CLAIM icon and the print & export options:
    1. Print or Export PDF (CMS-1500 Form): This action generates a PDF version of the claim using the CMS-1500 form format, which can then be printed or exported as needed.
    2. Export 837 Form: This action generates an electronic version of the claim in the 837P format, making it compatible for submission to Waystar.
      These options are accessible from the following locations:
      1. PATIENTS > PATIENT SALE > CLAIMS section > [selected CLAIM]
      2. FINANCE > CLAIMS table
  3. Submit the Claim.
    Click SUBMIT CLAIM and choose one of the following options:
    1. Submit manually: Generate and print the CMS-1500 form for manual submission.
    2. Submit to Waystar: Submit the claim directly via Waystar. 
      Note: Submit to Waystar option is available if the Waystar integration is active in Environment settings.

  4. Mark Payer's Feedback: You can check the status updates in Waystar and mark it in Manage:
    1. Click the APPROVE CLAIM icon to confirm the claim's acceptance.
    2. Click the REJECT CLAIM if the claim is declined or requires further review.
Info
Additional Details for Automated Submission
  1. Processing time: Submitting a claim to Waystar may take up to one hour. During this time, the claim status will be marked as "In Progress".
  2. Confirmation: Once the claim is successfully submitted, the status will change to “Submitted.”
  3. Status check: You can log in to your Waystar account to check the status of your claim at any time.
  4. Missing information: If any details are missing, they will be highlighted in red on the Waystar platform. In the event of errors, please review the data on the Waystar platform. You can then correct the mistakes and resubmit the claim directly from Waystar.

2. IMPROVEMENTS

PATIENTS

Mandatory Card Details Storage

Environment settings > Finance settings > Sale related > Payment/refund methods
Patients > Patient sale > Fast track sale

The "Mandatory Card Details Storage" feature allows users to determine whether card details must be provided when initiating a card payment for a sale, applicable to both standard and fast-track sales.

By implementing mandatory card details storage, you can achieve the following benefits when handling payments:
  1. Enhanced Accuracy: You can ensure that all transactions are processed with the correct card information.
  2. Seamless Transactions: Stored card details allow for faster and smoother payment processes in future transactions.
  3. Improved Record-Keeping: Having card details on file simplifies tracking and managing financial records, contributing to better audit trails and financial oversight.
HOW IT WORKS
  1. The "Card details required" option is activated on the "Payment/refund method" dialog within FINANCE SETTINGS.



  2. When the card is selected as the payment method, users are required to enter the last four digits of their card during payment or deposit transactions.
  3. The ADD button remains inactive until valid card details are entered, ensuring mandatory entry.



  4. Upon successful validation, card details are securely stored for future use.

File Upload Size Increase

Patients > Documents

The file upload size limit of patient documents has been increased to 50 MB. This enhancement facilitates collaboration and improves workflow efficiency by enabling users to share more substantial documents.



Info
The file upload process may take longer due to slower internet connection speeds. Please note that large files may require more time.  If the upload seems to be taking unusually long, consider checking your internet connection or trying again later.

Improved Handling of Duplicate Patient Records

This update allows users to edit and save patient records flagged as duplicates based on identical First Name, Last Name and Date of Birth.
  1. This enhancement is particularly beneficial for managing imported data, where duplicates are common. Users can now update these records without restrictions, ensuring accurate and efficient patient management.
The process for creating new patients remains unchanged, with the system continuing to prevent duplicate entries to maintain data integrity.

[US] Manual Claim Flow Enhancement

Patients > Patient sale > Claims 

The manual claim submission process has been updated to improve clarity and usability. Claim statuses and action buttons are now separated and displayed in the upper-right corner of the screen.
Steps for Manual Claim Submission
  1. Prepare the Claim: Review the claim details thoroughly before proceeding. Ensure all required fields are completed and validated.
  2. Set Claim Status: Click READY TO SUBMIT to update the claim's status to "Ready to Submit." This will enable the SUBMIT CLAIM button.
  3. Submit the Claim.
    Choose one of the following options:
    1. Submit manually: Generate and print the CMS-1500 form for manual submission.
    2. Submit to Waystar: Submit the claim directly via Waystar. Find more information on electronic submission in Claim Processing Automation.
  4. Mark Payer's Feedback.
    After receiving a response from the payer:
    1. Use APPROVE CLAIM to confirm the claim's acceptance.
    2. Use REJECT CLAIM if the claim is declined or requires further review.
These steps ensure the manual claim submission process is straightforward and easy to follow.

FINANCE

[US] Claims Section Update

Finance > Claims

The Claims section in the Finance module has been enhanced to improve usability and efficiency. Key updates include:
  1. Filtering by payer: Users can now filter claims based on the payer for targeted data retrieval.
  2. New columns: The addition of "Claim ID" and "Submission type" columns provides more detailed claim insights.
  3. Enhanced search: In addition to searching by invoice number and patient name, users can now search using the Claim ID.
  4. Print and export: Users can print and export the CMS-1500 form and the electronic 837P form for claims that are not in the DRAFT status.


When a claim is located in the Finance module, clicking on it opens the claim details in a new tab within the Patient module, ensuring seamless access for further review or processing.

REPORTS

Enhanced Reporting Features

All Sales Report Extension
The "All Sales" report has been enhanced with a new column: Payer. This addition allows users to easily identify the payer source(s) associated with each sale, offering greater transparency and facilitating financial analysis.

Sorting by Area
Reports containing location information now support sorting by Area. This allows further filtering by region and location, enabling more granular reporting capabilities.

[AU] Serial Number Overview Report Extension
The "Serial Number Overview" report now offers greater customization with the addition of a Status filter. This enhancement allows users to include and filter hearing instruments with the On Trial status, ensuring a comprehensive view of trial devices.

HELP MENU

Help button configuration

This feature enables you to independently configure Help button links. You can choose to use the default Auditdata knowledge base and support center or redirect users to your own user guides, training materials, and support systems.

KEY BENEFITS
  1. Customization: Tailor Help button links to direct users to resources most relevant to your organization's needs.
  2. Consistency: Ensure consistent support resources across your organization.
  3. Efficiency: Reduce time spent searching for help by directing users straight to the required guides or support systems.
  4. Branding: Maintain your branding by integrating your own support materials and user guides instead of the default options.
HOW TO CONFIGURE
  1. Navigate to COMPANY SETTINGS > DEFAULT SETTINGS.
  2. Provide the URLs for the Help Center, Support Center, and User Manual.



  3. After setup, the HELP menu links will direct you to the right resources.



3. PUBLIC API

For details, we recommend checking our Swagger API specifications. This resource provides a comprehensive overview of our public API, including endpoints, request parameters, and response formats. 

Swagger API specs US

HOW TO USE
Select the version to see the available endpoints and gain a deeper understanding of our API's capabilities.

PATIENTS

Post - Import New Patient Lead [v1] 

To ensure more comprehensive information is captured during patient creation, you can now specify the outcome associated with a new patient by including the "LeadOutcomeID" parameter in the POST request. 

Get, Post, Patch, Update - Create and Update Patients [v1, v2]

For efficient patient creation and updates, use the "Original Patient ID" parameter in GET, POST, and PATCH/UPDATE requests to specify and retrieve the "OriginalPatientID" field.

Get - Obtain L&D Request Order Information

To improve order processing and analysis:
  1. GET requests are now supported to retrieve comprehensive information related to Lost and Damaged (L&D) orders. This includes possible statuses, reasons, and L&D limits (number of L&D requests that can be made within the valid warranty period per single hearing aid) associated with Lost and Damaged operations. 
SCHEDULER

Get - Retrieve Time Slots by Appointment Reasons  [v2] 

When you query for available time slots, the system displays only the time slots that have been specifically designated as available.
  1. The Timeslot API now reflects template-based availability for specific appointment reasons, like "Hearing Aid" appointments.
  2. The attribute "isAllReason" has been added as a query parameter in GET requests. Now, when a CRM system queries for time slots for specific appointment reasons, only the time slots specified by the corresponding template will be shown, providing a selection of available time slots for specialists.

4. TECHNICAL REQUIREMENTS UPDATE

4.1 Current System Requirements

Operating systems
Windows 10, Windows 11, macOS
Supported browsers
Chrome (version 131.0.6778.205 and higher), Edge (version 131.0.2903.112 and higher)
Language preferences
English
Country layers
UK, AU, US
Bridge version
Bridge BE - 2.3.3 + Client 2.3.2, Bridge BE - 2.3.2 + Client 2.3.0
Listo version
1.3.3
Zapier version
AuditData (4.2.2)
Screen resolution
1920x1200
Internet connection speed
10Mb/s

4.2. DWH Schema Changes

 4.2.1 Added Tables
 COUNTRY LAYER
TABLE
  UK 
Dim_UkPayer

Fact_UkCreditNotes

Fact_UkPaymentTransactions

Fact_UkProductReplacements

Fact_UkProducts
  US
Dim_UsClaimsPriority

Dim_UsPlaceOfService

Fact_UsClaimDiagnoses

Fact_UsClaimDiagnosisIcdCodes

Fact_UsClaimInsuranceDetails

Fact_UsClaimPatientDetails

Fact_UsClaims

Fact_UsClaimServiceDetails

Fact_UsClaimServices

Fact_UsClaimsRelationships

Fact_UsCreditNotes

4.2.2 Updated Tables

TABLE

CHANGES
Dim_AppointmentSpecialist
New columns:
AppointmentSpecialistId (key), ChangeDate, ChangedBy, CreatedBy, CreationDate, IsDeleted
Dim_SpecialistLocationLink
New columns:
SpecialistLocationLinkId (key), ChangeDate, ChangedBy, CreatedBy, CreationDate, IsDeleted
Dim_Product
Removed column:
IsNhsReplacementService
Fact_ProductSales
Removed column:
IsReplacedByRepaierOrder; New columns: LnDOrderId, ReplacementType

5. SOLVED ISSUES

PATIENTS

[AU, UK] Inactive Payment Methods Availability 

Patients > [selected Patient] > Patient sale
  1. The problem of users being able to select payment methods previously disabled in the ENVIRONMENT SETTINGS has been resolved. Now, inactive payment methods are excluded from selection during a patient sale.

[AU] Date Field Population Issue in Trial Print Templates

Patients > [selected Patient] > Patient sale > Trial
  1. The problem with the "Start" and "End" date fields in the HI Trial print template, which were incorrectly populated as time fields, has been fixed. This ensures accurate date calculations and proper display during printing.

Missing Product Name on Shipped/Delivered Items

Patients > [selected Patient] > Patient sale > Purchase Order
  1. The problem with missing product names on the "Shipped item" and "Delivered item" dialogs for purchase orders has been fixed. Now, when the user clicks the "All shipped" or "All delivered" button, the product names are correctly displayed.

Problem with Uploading Encrypted Documents

Patients > [selected Patient] > Documents tab
  1. The issue preventing the upload of password-protected and signed documents to the DOCUMENTS section of the patient card has been fixed. Users can now successfully upload encrypted files without encountering the error "File content doesn't match its extension".

Error 500 on Rapid Tab Switching

Patients > [selected Patient] > Switching between tabs 
  1. The issue causing an Error 500 in the PATIENTS module due to rapid tab switching using the up and down arrow keys has been resolved. Now, users can navigate between tabs without encountering this error.

[AU] Missing Workcover Insurance Information on Сustom Invoice Print Template

Patients > [selected Patient] > Patient sale > Print Invoice for 3rd party payer
  1. To address the missing Workcover insurance details in the custom invoice print template, a fix has been applied. The updated template now features Policy Number and Policy Expiry Date.
FINANCE

[AU] Missing Invoices on Search Patient Sale Page

Finance > Search Patient Sale > Enter Invoice Number
  1. A fix has been implemented to address discrepancies between the database and search index, ensuring that all invoices created during a patient sale are now correctly added to the Sale Index and visible on the Search Patient Sale page. The search functionality now accurately finds all patient sales invoices.

Receiving Order Process Labeling Inconsistencies

Patients > [selected Patient] > Patient sale
Inventory > Order Management > [selected Order] > Order History tab
  1. A fix for inconsistencies in the receiving order process has been implemented. The labels and fields for the "All Shipped" and "All Delivered" buttons now consistently and accurately reflect shipment and delivery statuses. This ensures clarity in the order management process, with correct labeling in both the input fields on purchase order dialogs and order history.
INVENTORY

"0" Product Cost Error

Inventory > Product catalog
  1. The issue, where an error message stating "Unit price must be positive" was shown when "Product cost" was set to 0, has been solved. "Product cost" can now be set to 0 without encountering an error.

[AU] Partial Delivery Creation Issue

Inventory > Order management
  1. A fix has been implemented for the issue preventing users from creating partial deliveries from purchase orders on the ORDER MANAGEMENT tab. Users can now successfully split orders.

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