Public Release Notes - Manage 11.4.0

Public Release Notes - Manage 11.4.0

About this release

July 31st, 2025 Manage 11.4.0

Manage 11.4.0 enhances clinical efficiency with real-time AI transcription and documentation tools, plus faster appointment scheduling directly from patient records — all designed to streamline workflows and reduce administrative overhead.

Key features and improvements introduced in this release:

  • AI-Powered Transcription & Documentation: Record and transcribe patient conversations in real time, then generate AI-assisted documents or journal notes — all within the patient record.

  • Faster Appointment Booking: Schedule appointments directly from any patient tab, speeding up workflows and reducing clicks.

  • Smarter Financial Documents: Customize invoices, quotes, and credit notes with detailed payment information—including transaction history, deposits, and refunds (available globally). In the US, users can also include payer-specific totals and outstanding balances on financial documents and generate credit note summaries with tax-inclusive totals.

  • Auto-Signature on HSP Claims: Automatically apply authorized specialist signatures to HSP tax and invoice claims for faster, compliant submissions.

1. WHAT'S NEW

PATIENTS

[UK - Request Access in Other Regions] AI Transcription and Document Generation

Patients > [all tabs]

Streamline clinical documentation with AI–driven transcription and document generation right from the patient card. Reduce administrative tasks, improve accuracy, and keep the focus on patient care.
CORE CAPABILITIES
  1. Real-Time Transcription: 
    Transcribe audio in real time, with support for multiple speakers and speaker differentiation.

  2. English Dialect Recognition:
    Enjoy enhanced transcription quality with the ability to accurately recognize and differentiate between various English dialects, including British English, Scottish English, Irish English, Australian English, New Zealand English, and American English.

  3. Audio Recording Control: 
    Start, pause, and stop audio recording during appointments.

  4. Consent Management: 
    Capture consent using privacy-compliant messaging.

  5. Automatic Timeout: 
    Automatically stop recording after 60 minutes, with a prompt to save.

  6. AI-Generated Documentation: 
    Generate documents and journal notes using configurable AI prompts.
 

AVAILABILITY: 
Users located in the United Kingdom or other regions where AI features are not enabled by default should reach out to Auditdata Support to request access. The support team will assist with enabling the functionality as needed. 

Please note that AI services are offered as an enhancement to the standard platform and are subject to additional commercial terms. For further details regarding access and pricing, reach out to your Account Manager for personalized guidance.
REQUIRED PERMISSIONS
Once the AI Transcription and Document Generation functionality is activated by Auditdata Support, specific user permissions must be configured to ensure secure and controlled access. These permissions govern the ability to interact with transcription tools and generate AI-assisted documentation:
  1. ManageAIGenerateDocFromTranscription: Grants users the ability to generate AI-assisted documents and journal notes directly from transcriptions. This includes the ability to save generated content within the patient's record.

  2. ManageAIStartTranscribing: Allows users to initiate real-time transcription during appointments. This permission enables the start, pause, and stop functionality for audio recording, as well as linking transcriptions to appointments or storing them independently.
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NOTE: These permissions should be assigned based on user roles and responsibilities to maintain compliance and data integrity.

HOW IT WORKS

1. Initiate Transcription
  1. Click    on any tab in the PATIENTS card to begin.
  2. Accept the Consent for Transcription to proceed.
  3. Select the appropriate audio device for recording.

2. Control the Transcription
Once transcription begins, you can manage it using the following options:
  1. PAUSE / RESUME – Temporarily stop or continue the transcription.
  2. STOP AND SAVE – End the transcription session and save the recording.


Navigating to another tab during transcription will NOT PAUSE the process, allowing you to continue working with patient records without interruption.

3. Save and Generate Output
  1. Click STOP AND SAVE to end or cancel the transcription.
  2. You can then choose to generate either a DOCUMENT or JOURNAL output. These options must be pre-configured by Auditdata Support.



  3. If you click SAVE without selecting an output type, only a Session Transcription document will be created. You can find it later under the DOCUMENTS tab and use it to generate outputs when needed.

4. Generate Documents from Session Transcription
  1. Go to the DOCUMENTS tab and locate the Session Transcription record.
  2. Hover over the record to reveal the OPTIONS (three-dot) menu.



  3. Click Generate documents.
  4. Select the type of documents you want to generate.



  5. Once generated:
  1. Document outputs will appear on the DOCUMENTS tab, where you can download them for viewing via OPTIONS (three-dot) menu.
    You can optionally select     Edit Details to change the document status, adjust the sensitivity level, add relevant tags or description.



  2. Journal outputs will appear on the JOURNAL tab, where you can view, manage, and edit your AI-generated journal notes for up to 24 hours.

[ALL] Creating Appointments Directly from Patient/Lead Records

Patients/Leads > [all tabs]

Scheduling appointments is now faster and more intuitive. With the new Create Appointment feature, you can book appointments directly from any tab within a Patient or Lead record — eliminating extra steps and improving efficiency.


HOW IT WORKS

  1. Users with the appropriate permissions (ViewScheduler, EditScheduler) will see a Create New Appointment button in the top-right toolbar on every tab of both patient and lead records.



  2. Clicking this button opens the Scheduler’s Create Appointment dialog, which is automatically prefilled with the selected patient’s or lead’s details — including the current date and time. If the patient profile includes a specified Location and Specialist, those fields will also be pre-populated, allowing for quick and accurate scheduling.



REPORTS

[UK] Stock Overview Report

Reports > Inventory > Stock Overview

Stock Overview Report has been added specifically for the UK region to provide a comprehensive overview of serialized inventory items. This report gives a full overview of serialized items, including:
  1. Product details: name, description, category, color, serial number
  2. Location, stock status (Available/Reserved), quantity
  3. Age of stock (in days)
You can export and filter report data by location and product type.

2.IMPROVEMENTS

PATIENTS

[ALL] Payment Details on Financial Document Printouts

Patients > Patient sale

Enhance financial transparency by adding detailed payment information to invoices, quotes, and credit notes.

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LEARN MORE

Printouts now support the display of payment data such as transaction history, deposits, and refunds. Users can configure custom financial templates to include key details like payer name, date/time, payment method, payment type, and amount.

By default, payment information is hidden but can be enabled through template settings. This update offers greater flexibility, allowing organizations to tailor financial documents to their needs and provide a more complete financial overview to both staff and patients.

[US] Payer Totals and Outstanding Amounts on Financial Printouts

Patients > Patient sale

Gain clearer financial insights with payer-specific totals and outstanding balances now available on invoice and quote printouts.


LEARN MORE

The system now supports generating and printing credit note documents to serve as formal confirmation of returned products for the customer. These printouts use a predefined template and reflect the original invoice totals, including tax, while clearly listing credited items.

Credit note printouts are available for both common and fast-track sales. They are generated for the patient (payer), and if no payments exist for the sale, the payments section is omitted. Subtotals are shown without tax or payer breakdown, ensuring clarity and consistency in the return documentation.

[US] Credit Note Printouts

Patients > Patient sale

Generate formal credit note documents to confirm returned items with clear, tax-inclusive totals.

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LEARN MORE

The system now supports generating and printing credit note documents to serve as formal confirmation of returned products for the customer. These printouts use a predefined template and reflect the original invoice totals, including tax, while clearly listing credited items.

Credit note printouts are available for both common and fast-track sales. They are generated for the patient (payer), and if no payments exist for the sale, the payments section is omitted. Subtotals are shown without tax or payer breakdown, ensuring clarity and consistency in the return documentation.

[AU] Automatic Signature on HSP Tax and Invoice Claims

Patients > Patient sale

Expanding on the Specialist Signature feature introduced in 11.3.0, Manage now takes it a step further by automatically applying the authorized person’s signature to HSP Tax and Invoice Claims for faster, more seamless processing.
LEARN MORE
When the authorized person is selected and marked as “Signed,” their saved signature is automatically applied to the generated documents. These signed claims are then stored under the patient's DOCUMENTS tab, and the signing action is also recorded in the HISTORY tab for full traceability.

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To prevent saving incomplete files, if the selected authorized person DOES NOT have a signature configured, the system WILL NOT automatically save the claim documents.

Once the signature is later uploaded for that specialist, the HSP Tax Invoice and Claim will display the signature when the document is opened in preview. The document can then be manually downloaded with the attached signature.

[US] Automated Conversion of Deposits to Payments

Patients > Patient sale

The system now supports automatic conversion of deposits into payments during invoice generation. 


LEARN MORE
To enhance consistency and efficiency across financial workflows, the system now applies a unified process when generating invoices from quotes that include deposits. 

Automated Workflow
When a user initiates invoice creation from a quote containing one or more deposits, the system performs the following actions automatically:
  1. For each deposit associated with the quote, a corresponding payment is generated.
This ensures that the number of payments created matches the number of deposits originally recorded on the quote.

3. TECHNICAL REQUIREMENTS UPDATE

3.1 Current System Requirements

Operating systems
Windows 10, Windows 11, macOS
Supported browsersChrome (latest version), Edge (latest version)
Language preferencesEnglish
Country layersUK, AU, US, NZ
Bridge versionBridge BE - 2.4.0 + Client 2.4.0
Listo version

1.3.3, 2.0.0

Zapier versionAuditData (4.2.4)
Screen resolution1920x1200
Internet connection speed10Mb/s

3.2 DWH Schema Changes

 4.2.1 Added Tables
NOTE:
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 LAYERTABLECOLUMN NAME
USFact_UsInvoices

UsInvoiceId (key)
EnvironmentID
CreationDate
ChangeDate
CreatedBy
ChangedBy
IsDeleted
Number
SaleId
Info
LoadTime
DataLoadTimestamp


4.2.2 Updated Tables
NOTE:
Starting from version 11.4.0, the CorrelationId and CurrentState columns in the Dim_UsPayer table will be removed from Manage. These columns will remain available in the DWH schema for backward compatibility but will be populated with NULL values.

COUNTRY LAYERTABLECHANGECOLUMN NAME

US

Dim_UsPayerKept for compatibility; values are NULLCorrelationId
US
Dim_UsPayer
Kept for compatibility; values are NULL
CurrentState


4. SOLVED ISSUES

PATIENTS

[US] Phone Number Validation: Incorrect Error Message

Patients > Patient sale
  1. The error message for phone number validation has been updated to reflect the required format, indicating that the number should follow the standard length used in North American phone numbers.

[AU] HSP Sale: QP Number Validation not Triggered on Selecting Specialist

Patients > Patient sale
  1. Validation logic for QP number requirements in HSP sales has been corrected. Previously, users were able to proceed with a specialist who did not have a QP number, despite validation being enabled. This issue has been addressed to ensure that only eligible specialists are selectable, and appropriate messages are shown when validation conditions are not met.

[AU] Patient Sale: Items Not Found When Filtering by Description

Patients > Patient sale

  1. The search functionality in the patient sale workflow has been improved to support keyword matching in product descriptions. Previously, when using the filter to find items, users could not locate them by description, limiting search flexibility. This fix ensures that description-based filtering now works as expected, making it easier to find relevant products and add them to a sale.

[AU] Document Download: Issues with Files Containing # Symbol

Patients > Documents
  1. The issue preventing document downloads has been resolved. Files containing # symbols in their names (e.g., text#.txt) were causing errors during download. The system has been updated to handle such filenames properly, ensuring that users can access documents as expected across patient records.

[ALL] Patient Letters: Documents with Logos Saved as Blank Files

Patients > Documents
  1. An issue affecting the generation of patient letters containing logos has been resolved. Documents that included a logo were being saved as blank files when downloaded. This problem has been addressed to ensure that letters now retain all content, including images, as expected.
INVENTORY

[ALL] Stock Management: Errors Triggered on Selecting a Region

Inventory > Stock management
  1. The issue has been resolved where multiple errors appeared during region selection in the search filter on the Serial Numbers tab, while viewing a serialized product in Stock Management. The system now handles region selection correctly, and the errors no longer occur.

[ALL] Trial Cancellation: Serial Number Locked When 'N/A' Is Selected as Cancellation Reason

Inventory > Stock management

  1. The issue where serial numbers remained in a reserved state and could not be reused or deleted after cancelling a trial with the reason set to 'N/A' has been addressed. Now, for products that remain reserved after trial cancellation or credit note creation where no stock update was specified, a context menu option — 'Add to stock' — has been added, allowing users to update the product status and reuse or remove serial numbers as needed.

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