There is a new button in the billing module titled "Create Practice 1500." This button is visible to all users who have the "Billing" permission. The Practice 1500 is helpful for clinics who would like teach their students more about claims.
All the fields in the Practice 1500 form are editable. When completed, the form will save in the Client List in that particular client's "Files" folder.
We have fixed a bug that was allowing a document to appear multiple times on one user’s todo list. Now that this is resolved, you will not have two todo list items for the same document on your own todo list. There might be a todo list item for that particular document on multiple user’s todo lists, but it will only be on your own todo list once, even if saved and submitted many times during the revision process. Documents on the todo list are also automatically saved to the Client List so the same document might appear in both the client list and todo list.
There is one caveat: if a supervising therapist edits an official document, a new version will be created. The original document will remain in the client list unless deleted.
Also if you see multiple soap notes on your todo list with the same session date, that means several different notes were created for a client with the same session date and this was most likely an error. You can delete the extra soap note if it was created by mistake but please remember, once a document is deleted it is gone so please be very cautious.
There is a new field in the Client List titled “Info.” It is located in the “Client Insurance” section on the Edit Info page. This is a versatile field that can be used in a number of different ways depending on your needs.
How the field works:
This is a free field that you can type anything into. Whatever you type will be pulled into several different places.
How to use this field:
There are a couple of ways you can use this field. You could type private pay here so that you could sort your clients and claims. You could also type in specific sliding scale information here to sort. Any billing related information that you would like to sort by would be helpful to include here. It is important that you type the same information exactly every time so that you can sort accurately. For example, if you type “private pay” for all your clients and then one time accidentally type “private” that client will not be included when you sort by this field.
There is a new module in the patient portal called Patient information where clients can fill out or update the fields on the edit info page in the client list. If they move or change insurances, they can log into their portal and add this information here. When they click “Save” the edit info page in the client list will automatically be updated.
The patient portal now supports fillable forms so clients can type directly in the form on their device without having to download and upload any files. You can share fillable forms to patient portals in two places:
The first is the Admin Panel. Click the Portal tab. In the fillable forms dropdown, select the fillable form you would like to share to ALL patients. Click ‘Share to Portal” and “yes”. If you would like to remove this form from ALL patient portals, click “Remove from Portal.” If you would like to remove this form from just a few patient portals, go to the client in the client list and click the portal folder. Click “Remove from portal.” Here you can also share a fillable form with just one individual patient at a time. Select the fillable form from the form dropdown. Click “Share to Portal” and “Yes”.
The fillable forms will appear in the patient’s portal in the clinic forms module. Newly shared forms will automatically appear in the Incomplete forms list. To fill out, patients will click start and fill out the fields. They can click save and finish later if they want to resume filling out later. To resume, they’ll click edit. Once they’re done, they’ll click “add signature” to draw in their signature and type their name and relationship to client. Then they’ll click “Submit.” Once submitted, the form will appear in the completed forms list in the portal as well as the portal folder in the client list. The patient and therapists can view the form as a pdf by clicking view.
If a client ever fills out a form incorrectly, you can always reshare it to them by following the same steps listed at the beginning of this video. If you need to reshare a form every year to all clients for example, you can always just reshare the form from the Admin Panel.
Please refrain from logging into the dashboard at that time as you may be kicked out of the system.
Please watch the following videos to ensure you are aware of what’s coming:
Clinic Directors: if you would like two-factor authentication enabled for all users at your clinic, please send us an email to let us know.
Please read this Patient Portal Onboarding Guide to know how to set up clients and their family members in the patient portal.
If you have any questions about the update, please submit a ticket. We are happy to schedule one-on-one training sessions for the patient portal.
Start & End dates
When starting a new Progress Report, students must select the appropriate Start & End dates for "Summarize Sessions Between." The Progress Report will pull the Long Term Goals, Short Term Goals, Data Fields and charts from all SOAP notes with session dates between the Start & End dates.
Progress Reports for one semester only
Progress Reports for whole duration of treatment
Gray sections & Refresh Data
If a client is seen after their Progress Report has already been started, you can click "Refresh Data" to pull the most recent goals, data fields, and charts.
Clicking "Refresh Data" updates ALL gray areas in the Report. Because gray areas designate parts of the Progress Report that are pulled from the Client List, any new text that is typed into gray areas will be LOST when "Refresh Data" is clicked. We suggest typing in the white areas only.
If "Refresh Data" is clicked on accident, click "Backups" to retrieve the most recent version of the report.
Scroll down to watch a second video about Track Changes Steps & Permissions.
Track Changes Buttons
"Track Changes" toggle
"Resolve All Changes"
"Resolve Changes by (user’s initials)"
Highlight text, right-click cursor, select "Comment"
Track changes actions
Make edits directly in the Report:
*We do not recommend typing suggestions to the student in the body of the Report.
Give student suggestions for edits they need to make:
*Right-click comments are recommended for suggesting edits that you’d like students to make.
*Right-click comments are recommended if you want to ensure students see each and every comment
Turning Track Changes OFF
Track changes Permissions
All student & supervisors automatically have access to all "Resolve" buttons. They can resolve their own changes as well as any other user's changes on that Report.
If you do not wish for your students to be able to resolve any changes, please remove the "Resolve Track Changes" permission from their account in the Admin Panel.
LN, FN Middle Initial
Therapist Names in the column headers:
FN Middle Initial LN
Client Names on main dashboard schedule and full schedule:
Last Initial, FN
Client Names on Edit Appointment page for users who have the editing permission:
LN, FN Middle Initial
For Clinical Administrators:
Middle names are no longer a required field for users, so please feel free to delete the “.” from each user’s account in the Admin Panel.
To Add a New User:
1. Click "View Admin Panel"
2. Click "Add User" (green button under the User tab in the top left)
3. Ensure you pick the correct user type.
4. Assign a Username (we suggest using their email address)
5. Create a unique password for their initial log-in. They will change their password upon first log in.
6. Complete the rest of the User information.
7. Assign User Permissions under the permissions section (Permissions explained at this link).
8. If needed, Restrict to Specific patients using the checkbox at the bottom.
9. Save - Create User using the Green "Create User" Button in the bottom right.
10. Contact us at ClinicNote to pay for your new user.
Important Things to Note:
We are best reached at either Info@ClinicNote.com or 701-219-4675. Please let us know how many users you've added and the best way to reach you.
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