Public Release Notes - Manage 11.0.0

Public Release Notes - Manage 11.0.0

About this release

March  31st, 2025 Manage 11.0.0

Manage 11.0 introduces New Zealand as a supported country, expanding system availability to NZ customers for the first time. This release ensures full compliance with local regulations and healthcare industry requirements, including NZ-specific fields, tax calculations, and ACC claims processing.

The key features include:
  1. New Zealand country layer with localized settings for various modules to ensure compliance and efficient management.
  2. NZ-specific fields added to the Patient module, Location, and Specialist settings for ACC regulations.
  3. Stock take functionality for accurate inventory management, allowing users to handle audit requests more effectively.
  4. ACC-compatible invoicing and automatic tax calculations, ensuring seamless financial operations.
  5. Specialist profile extension with new fields for personal details to ensure accurate specialist information handling.
  6. Claiming enhancements for US users, improving compliance with CMS-1500 form and electronic 837P file standards.

1. WHAT'S NEW

New Zealand Country Layer

New Zealand customers can now use Manage’s comprehensive business and patient management tools tailored for the hearing healthcare industry. This release ensures that all system modules are available with full localization, enabling clinics to efficiently manage patients, process ACC claims, handle inventory, schedule appointments, and generate reports while staying compliant with NZ regulations.
Below is an overview of the key functionalities available to NZ users.

ENVIRONMENT SETTINGS
Specialist settings
The Specialists section under Scheduler settings allows administrators to manage specialist records. The following fields have been added for New Zealand users:
  1. Provider Number – Required for ACC submission.
  2. NZAS Registration Number – Ensures compliance with ACC accident-related claims.
  3. HPI Number – Provides a unique identifier for healthcare providers, ensuring accurate service attribution.


Location settings
For New Zealand, the following fields have been added to ensure compliance with local regulatory and financial requirements:
  1. Suburb – Enhances address formatting accuracy for NZ users.
  2. ACC Vendor ID – Ensures correct attribution of services and payments within the ACC system.
  3. GST Number – Identifies businesses registered for Goods and Services Tax, ensuring tax compliance.

LEADS / PATIENTS
The Leads and Patients modules enable healthcare professionals to manage patient records efficiently. For New Zealand users, this includes:
  1. Comprehensive patient records, including:
    1. NHI Number storage and search functionality.
    2. NZ-specific address fields for compliance with local formatting.

  2. ACC payer registration included for efficient invoicing.



  3. ACC and other payers claim registration.

SCHEDULER
The Scheduler module allows clinics to manage and optimize patient appointments efficiently. For NZ users, this includes full-featured scheduling with multi-location management and specialist assignments.

FINANCE
The Finance module provides full financial tracking and automated processing tools for New Zealand users:
  1. Automated tax calculations based on administrator-defined settings in Environment settings.
  2. Product tax assignment directly within Inventory.
  3. HI Trials functionality available for tracking patient hearing aid trials.
  4. ACC and private payer invoicing with compliant document templates that include funding codes and tax breakdowns. Users can allocate payments across multiple payers, ensuring accurate distribution of costs and reimbursements.


INVENTORY
Complete product catalog and stock management functionalities are available for NZ users.

REPORTS
The Reports module enables clinics to track key business metrics. All standard reports are available for New Zealand users, categorized into Sales, Operations, Finance, Marketing, Inventory, and General.

TASKS
The Tasks module provides a task management interface that enables clinic staff to create, assign, and track tasks. 
SUPPORT MATERIALS FOR NEW ZEALAND USERS

To assist new users in getting started with Manage, we offer a range of support materials:
  1. User Manual  – A comprehensive guide to Manage features and functionalities.
  2. Online Training Courses – Interactive courses available in the Auditdata Help Center to help users navigate the system efficiently.



Streamlined Stock Take Process

Stock taking is crucial for businesses to ensure inventory records match actual stock by physically counting and verifying items. To streamline this essential process, a new feature for managing Stock take has been introduced. This feature includes predefined permissions, status flows, and notifications to ensure a smooth and consistent audit process. With specific roles for Managers and Specialists, managing audits is now simpler and more efficient.

KEY BENEFITS
  1. Enhanced Security: Users can only perform actions based on their assigned roles, ensuring that sensitive information is protected.
  2. Improved Efficiency: The predefined status flows guide each audit request through a clear and structured process, reducing the time and effort required to manage audits.
  3. Role-Specific Capabilities: Managers and Specialists have tailored permissions that align with their responsibilities, promoting accountability and clarity in the audit process.
PERMISSIONS BASED ON ROLES
  1. Managers: View, create, modify, and delete audit requests.
  2. Specialists: View audit requests and update specific fields within them to ensure accurate stock calculations.
AUDIT REQUEST WORKFLOW

The audit request workflow ensures that users can track the progress of each request through defined stages, from creation to completion, with clear visibility, automation, and logging of status changes. This clear workflow helps in tracking progress and ensuring timely completion of audit requests. The stages include:
  1. Draft: The initial stage where the audit request is created and can be edited by the request creator.
  2. Ready for Calculation: The stage where the audit request is prepared for calculation and can be reviewed by Specialists.
  3. In Progress: The stage where the audit request is actively being worked on and updated by Specialists.
  4. Finalized: The stage where the audit request is completed and reviewed, with no further changes allowed.
  5. Done: The final stage where the audit request is fully completed and closed.
  6. Cancelled: The stage where the audit request is cancelled, and no further actions are taken.

INVENTORY
Stock Take View
The Stock Take View is designed to enhance the stocktaking process, allowing users to handle audit requests more effectively, verify inventory records are accurate and up-to-date, simplify the audit process by creating, copying, updating, and deleting audit requests directly from the Stock Take View, guarantee users see only relevant audit requests with visibility adjusted based on assigned locations, and easily track audit requests with filtering options by status, location, or due date.

HOW IT WORKS
To access the “Stock take” page, navigate to INVENTORY > STOCK TAKE
  1. Find requests by using filters or the search bar.
  2. Copy or delete an existing request by using the options button. 
  3. Sort columns (Status, Request #, Location, Date/time creation, Date/time due) in ascending or descending order by clicking on them.

Create Audit Request

To create an Audit Request, an inventory manager needs to:

  1. Click on +AUDIT REQUEST in the STOCK TAKE view.
  2. Specify the Location, Date due, and Time due.

  3. Select the following attributes to determine the process of the stock take:
    • Blind stock calculation: This option will hide the expected stock quantities from the user performing the stock take, requiring them to count the stock without knowing the expected quantities.
    • Indicate S/N: This option will require the user to indicate the serial numbers (S/N) of the products during the stock take (if these products are serialized).
    • Add all products from catalog: This option will include all active, stock-controlled products from the product catalog in the audit request.
    • Include “On Trial” products: This option will ensure that products currently undergoing trial periods, as well as those being tested or evaluated for potential use, are part of the audit request.

  4. Upon clicking CREATE, an audit request will be created in the DRAFT status. While in this status, the request is only visible to the user who created it.
Alert
Audit request attributes can only be selected on the “Create Audit Request” dialog.

For security reasons, such as ensuring data integrity and access control, as well as technical reasons, such as optimizing system performance and maintaining database consistency, this selection is finalized and locked once the user clicks CREATE audit request.

If an audit request needs to have any other parameters selected, a new audit request must be created.
Info
NOTE:
  1. The audit request can be edited by the Specialist only when it is in the "Ready for Calculation" or "In Progress" status.
  2. The audit request can be edited by the Manager for all statuses except "Done."

Non-Blind Stock Calculation

The Non-Blind Stock Calculation process allows a Specialist to conduct an audit with full awareness of the existing stock levels. During this procedure, the Specialist verifies stock quantities and assigns serial numbers (S/N) to each product, provided the “Indicate S/N” parameter was activated on the Audit Request. 

To initiate an audit using the Non-Blind Stock Calculation process, make sure that the "Blind Stock Calculation" attribute is not selected on the audit request.


"Indicate S/N" Parameter
If this option is selected, after the audit request is moved to the status "Ready for calculation":
  1. Serial numbers on location stock will be displayed as non-editable entries.
  2. Drop-down lists next to each serial number will contain the following statuses: Unverified (default), Verified, Missing.
  3. Each serial number will have a corresponding comment field.

Verify Serial Numbers
To check S/Ns, use   . Select the status "Verified" if this S/N was found during the audit. The COUNTED quantity for this stock product will change automatically.

In the example below, all S/Ns were verified, so the COUNTED quantity matches the EXPECTED quantity.


It is possible to add S/Ns, using the corresponding control.
  1. Each S/N must be unique per Manufacturer.
  2. If the S/N already exists in another location or is already assigned to a different product, the system will notify you accordingly.
Investigate Discrepancies
Any discrepancies identified during the audit will be marked with a discrepancy alert   , making them easily noticeable. This alert will also apply to any products added manually by the specialist, ensuring that all potential issues are highlighted.

To efficiently manage and review discrepancies, especially in long lists of audited items, you can use the "Show only discrepancies" filter located under the search and filter panel. This filter will help you quickly isolate and address any discrepancies found.



Add Missing Products
If any products are found to be missing from the inventory list during the audit, the Specialist has the ability to manually add them. This can be done by clicking the +PRODUCT button located in the top left corner of the screen.

By using this functionality, the Specialist ensures that the inventory remains accurate and complete, reflecting all items that should be present. This is particularly useful for correcting any discrepancies or omissions discovered during the audit process.

Complete Audit Request
After the stock calculation is performed, the specialist has the option to finalize the audit request by setting the audit request to the status "Finalized." At this stage, it is still possible to revert the audit request to "Ready for calculation" if further adjustments are needed.

Blind Stock Calculation

The Blind stock calculation process allows a Specialist to conduct an audit without prior knowledge of the existing stock levels. During this procedure, the Specialist assigns serial numbers (S/N) to each product, ensuring accurate tracking and identification. If any products are found to be missing from the inventory list, the Specialist has the flexibility to manually add them, ensuring comprehensive and precise stock management.

To initiate an audit using the Blind Stock Calculation process, make sure that the "Blind Stock Calculation" attribute is selected on the audit request.


Verify Stock Quantities
During the audit, the Specialist counts the stock items and records the quantities found. Since the expected quantities are hidden, the Specialist must rely solely on the physical count, ensuring an accurate and impartial audit.




Verify S/N
If the "Indicate S/N" parameter is activated, the Specialist will need to verify serial numbers (S/N) for each product. The actual serial numbers are not displayed, and the Specialist needs to enter them manually.
InfoNOTE: Serial number verification process applies only to serialized products. For these products, the Specialist will be prompted to add the serial numbers.



Investigate Discrepancies
In the context of blind stock audits, only the Manager will have visibility of any discrepancies identified. The Specialist will not see these discrepancies, ensuring an unbiased and accurate audit process. This approach helps maintain the integrity of the audit by preventing any potential influence or bias from the Specialist. 
Any discrepancies identified during the audit will be marked with a discrepancy alert   , making them easily noticeable. This alert will also apply to any products added manually by the Specialist, ensuring that all potential issues are highlighted.


To efficiently manage and review discrepancies, especially in long lists of audited items, you can use the "Show only discrepancies" filter located under the search and filter panel. This filter will help you quickly isolate and address any discrepancies found.


Add Missing Products
If any products are found to be missing from the inventory list during the audit, the Specialist can manually add them by clicking the +PRODUCT button. This ensures that the inventory remains accurate and complete, reflecting all items that should be present.

Complete Audit Request
After the stock calculation is performed, the Specialist can finalize the audit request by setting it to the status "Finalized." If further adjustments are needed, the audit request can be reverted to "Ready for calculation."

Audit Request History

When you access the Audit Request History tab, you will find a detailed log of actions taken within a single audit request. This log enhances transparency by allowing you to see a complete history of actions, ensuring all steps are documented. It also promotes accountability, as you can review past actions to verify that all changes were made appropriately.



Export Audit Request

The Export Audit Request feature allows you to download audit request data in Excel format. This option enables easy review and analysis of the information, making it more convenient to manage and interpret audit data. Export can be initiated by clicking on the corresponding control .
  1. The exported file is easily identifiable, as its name consists of "Stocktake" followed by the location and the current date-time. This naming convention ensures that each file is unique and can be easily traced back to its specific audit request. For example, a file exported from Sydney on January 25, 2025 at 15:58:23 would be named "Stocktake_Sydney20250125155823". 

  2. The file will contain comprehensive details on audited products, including category, product name, supplier and manufacturer information, expected and counted quantities, as well as any comments.


2.IMPROVEMENTS

ENVIRONMENT SETTINGS

[US] Specialist Profile Extension

Environment settings > Scheduler settings > Specialists

To ensure seamless integration with Waystar, accurate and complete specialist information is now stored in the system. This enhancement adds First name, Last name, and Middle name fields to the Specialist profile, available during creation, which guarantees consistent and accurate data throughout the system.

HOW IT WORKS
For manually added specialists:
  1. When a new Specialist is added, it is possible to define: First name, Last name, Middle name. First and Last name fields are mandatory.



  2. When an existing Specialist is updated, First name, Last name, Middle name fields are read-only.


For migrated specialists: 
  1. If the Specialist name consists of one word, it is migrated to the First name field and duplicated to the Last name field.
  2. If the Specialist name has more than one word, the part before the first space goes to the First name field, and the second part goes to the Last name field, even if there are more spaces.
Such migration ensures that all specialists have their First name, Last name, and Middle name accurately stored in the system, facilitating seamless integration with Waystar and other services.

FINANCE

[US] Claim Form Enhancements

Several fields across all claim-related tabs have been refined to improve compliance with CMS-1500 form and electronic 837P file standards, reducing the need for manual corrections and ensuring smoother claim submissions. They include:

Enhanced Claim Forms
Adjustments across all claim-related tabs improve alignment with the standards, increasing accuracy and reducing errors.

Diagnosis Tab: Additional Fields 
  1. When adding a Referring Provider or Other Source, users must select the appropriate type (Ordering, Referring, or Supervising) from the dropdown list in the Qualifier field (1).


  1. For electronic claim submission, First and Last Name and NPI number are required (2).

  2. Newly added Field 17a (3) captures the Other ID Number (non-NPI number) if applicable.
    The Other ID Number field is now divided into:
    1. ID Qualifier dropdown to select the appropriate qualifier.
    2. Other ID field for entering the corresponding number.

  3. These fields are automatically included in printed claim forms.

Services Tab: Additional Fields 
  1. For electronic claim submission, the Rendering Provider must include First and Last Name and NPI Number (4).


  1. Selecting a Specialist from your location retrieves the NPI number automatically if stored in Specialist settings. Otherwise, it must be entered manually.

  2. New fields have been introduced to capture additional provider IDs for cases where a non-NPI number is required:
    1. 24I and 24J. Rendering Provider Other ID (5)
    2. 32b. Facility Other ID Number (6)
    3. 33b. Billing Other ID Number (7)
If applicable, enter the ID Qualifier and Other ID Number; otherwise, leave blank.
Info
For more details on completing the claim form, refer to the latest version of the 1500 Health Insurance Claim Form Reference Instruction Manual and check payer requirements before submission.

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. 


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



CONFIRMATION TYPES

Get - Obtain Appointment Confirmation Types [v2]

To simplify appointment management and monitoring, you can now use GET requests to obtain appointment confirmation types through the Manage Public API. The information provided includes key details such as:

  1. Confirmation Type ID
  2. Confirmation Type Name
  3. Confirmation Type Status

USER MANAGEMENT

Get, Post, Put, Patch - Manage Location Access [v1]

The "All locations" attribute has been implemented in the User Management API. This update supports various methods such as POST, PUT, PATCH, and GET, making it easy to integrate and utilize within existing workflows.

  • Viewing all users in the system, including their access to all locations.
  • Adding new users with the "All locations" attribute, ensuring they have access to all locations.
  • Modifying the "All locations" attribute for existing users, allowing changes to their access permissions.
  • Updating user data, including the "All locations" attribute.
  • Retrieving detailed information about specific users, including their access to all locations.
  • Retrieving user details by email, including the "All locations" attribute.

ONLINE BOOKING

Get, Post - Manage Resources for Online Booking [v1, v2]

To facilitate the creation of appointments, an enhancement has been introduced to the Online Booking Public API. Resources, such as facilities and equipment, used in appointments can now be retrieved via the API based on location, appointment reason, and time slot. This means that the necessary resources for appointments (especially when they are mandatory for certain appointment reasons) can be found and booked by specifying these criteria. The creation of Online Booking appointments with resources is enabled using the API's product endpoints that contain "online-booking" in the route. 
  1. Through  GET requests, users can retrieve available resources.
  2. Through POST requests, users can create appointments with the selected resources.
This enhancement improves the user experience by allowing the selection and booking of the necessary resources during the online booking process.

4. TECHNICAL REQUIREMENTS UPDATE

4.1 Current System Requirements

Operating systems
Windows 10, Windows 11, macOS
Supported browsers
Chrome (latest version), Edge (latest version)
Language preferences
English
Country layers
UK, AU, US, NZ
Bridge version
Bridge BE - 2.3.2 + Client 2.3.2
Listo version

1.3.3, 2.0.0

Zapier version
AuditData (4.2.4)
Screen resolution
1920x1200
Internet connection speed
10Mb/s

4.2. DWH Schema Changes

 4.2.1 Added Tables
Info
The Data Warehouse (DWH) structure is uniform across all country layers. However, for operational convenience, each country layer can only access data relevant to them, with data access being managed at the customer level.

COUNTRY LAYER
TABLE
 AU, UK, US, NZ Dim_OrderProductSerializedItem 
 NZ Dim_NzPayer

 Fact_NzCreditNotes

 Fact_NzDeliveryNotes
  Fact_NzInvoices
   Fact_NzNotes

 Fact_NzPayerAllocations

 Fact_NzPaymentTransactions

 Fact_NzProductDiscounts

 Fact_NzProductReplacements

 Fact_NzProducts

 Fact_NzPurchaseOrders

 Fact_NzSales

 Fact_NzTrials
 US Fact_UsTrials

4.2.2 Updated Tables

TABLECHANGE TYPECOLUMN NAME
Dim_SpecialistAdded

NzPayerId
EnvironmentID
Number
ExpirationDate
FunderId
PatientId
SaleId
CreatedBy
CreationDate
ChangedBy
ChangeDate
IsDeleted
PayerType
ApprovedBand
ClaimDate
ClaimNumber
Info
LoadTime
DataLoadTimestamp
Dim_User
AddedOrderProductSerializedItemId
CreatedBy
ChangedBy
CreationDate
ChangeDate
EnvironmentId
OrderProductId
StockProductItemId
SerialNumber
Info
LoadTime
DataLoadTimestamp
Fact_UkSalesAddedNzCreditNoteId
EnvironmentID
Number
CreditNoteExchangeReasonId
CreationDate
CreatedBy
ChangedBy
ChangeDate
IsDeleted
Info
LoadTime
DataLoadTimestamp
Fact_UkProducts
AddedNzDeliveryNoteId
EnvironmentID
ActualDeliveryDate
StartWarrentyDate
Number
CreationDate
CreatedBy
ChangedBy
ChangeDate
IsDeleted
Info
LoadTime
DataLoadTimestamp
Dim_Supplier
AddedNzInvoiceId
CreationDate
ChangeDate
CreatedBy
ChangedBy
CurrentState
Number
SaleId
CorrelationId
IsDeleted
EnvironmentID
Info
LoadTime
DataLoadTimestamp
Fact_AutomaticBatteriesProvisionsAddedNzNoteId
EnvironmentID
Text
PayerId
SaleId
CreatedBy
CreationDate
ChangedBy
ChangeDate
IsDeleted
Info
LoadTime
DataLoadTimestamp
Fact_RepairOrdersAddedNzPayerAllocationId
EnvironmentID
AllocationAmount
PayerId
CreationDate
CreatedBy
ChangedBy
ChangeDate
IsDeleted
AccPayerAllocationData_AccContribution_Code
AccPayerAllocationData_AccContribution_Contribution
AccPayerAllocationData_AccContribution_Description
AccPayerAllocationData_AccContribution_MaxContributionWithTax
AccPayerAllocationData_AccContribution_MaxContributionWithoutTax
AccPayerAllocationData_FittingFee_Code
AccPayerAllocationData_FittingFee_Contribution
AccPayerAllocationData_FittingFee_Description
AccPayerAllocationData_FittingFee_MaxContributionWithTax
AccPayerAllocationData_FittingFee_MaxContributionWithoutTax
AccPayerAllocationData_MdpContribution_Code
AccPayerAllocationData_MdpContribution_Contribution
AccPayerAllocationData_MdpContribution_Description
AccPayerAllocationData_MdpContribution_MaxContributionWithTax
AccPayerAllocationData_MdpContribution_MaxContributionWithoutTax
AccPayerAllocationData_ServicesAllocationAmount
Info
LoadTime
DataLoadTimestamp


5. SOLVED ISSUES

FINANCE

[AU] Incorrect "HSP Plan expired" warning for patients with active HSP plans

Finance > HSP > Battery & Maintenance

  1. The issue causing the "HSP Plan expired" error message to appear for patients with a Battery & Maintenance (B&M) plan expiry date set to more than one month in the future has been resolved. Previously, patient records with B&M plan expiry dates of one month or longer were disabled, and patient details could not be opened, in addition to the warning being shown. Now, these patient records are accessible as expected, and the error message no longer appears for patients with an active B&M plan.





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