Mavericks Release Mar. 2020
Smart Schedule Search
TotalABA introduces the first phase of the Smart Scheduler Search feature. This feature allows your staff to first set their availability (working hours). Thereafter, the Schedule can be searched for open availability as well as other criteria. The search criteria can be based on open availability, matching student/staff member locations and custom created credentials. You can also choose to search only within the Students pool of Assigned Therapists. The search results will provide you with the best staff member for the appointment search criteria.
For more information on how to use Smart Schedule Search, please watch the recorded webinar below:
Setting - Show Hours in Left Pane
A new setting will allow you to see how many hours are scheduled for each resource on the calendar. The hours will be viewable on the Resource Day, Week, Month and Smart Scheduler views and will show the hours for each corresponding time period.
The setting is a personal setting and can be found under the Schedule settings section.
Check Show Hours in Left Pane and save.
Setting - All Students on Student Day/Week
This is a new setting that when enabled will show all Students (up to a certain limit) on the Student Day and Week views. Prior to this release, this view would only show Students that were scheduled. This will help gain a better picture of which Students have not been scheduled for a day or week. The schedule will first show those with appointments in alphabetical order. Then all of those without appointments in alphabetical order.
The setting is a personal setting and can be found under the Scheduler settings section.
Setting – Match Apt. Duration and Applied Minutes
This is a new setting that will make the Applied Amount field on the Appointment always match the duration of the appointment until a Session is created. This will ensure the editing a of appointment durations keeps the applied minutes, and thus the Authorization countdown, in line.
This is a practice wide setting that can be found under Settings > Practice Admin, under the Appointment Setting Section.
Clone and Update Auth button
A new button named Clone and Update Auth has been added to the Contract. Pressing this button works just like the Clone button. However, upon saving the record, all Authorizations that were associated to the original Authorization will automatically transfer to the newly cloned Contract.
This is useful if a secondary insurance becomes primary. Instead of editing the original record and changing it from Secondary to Primary, you should create a new one and deactivate the old. This new button streamlines that process.
Therapist is Rendering Provider Setting Change
In our Wedge release, we released a new feature named “Send Therapist as Billing Provider”. In this release the logic was slightly changed. The label was changed to Therapist is Rendering Provider. Furthermore, the logic no longer requires that the Therapist be marked as a Billing Provider on the Staff Member record. However, an NPI must still be entered. Please review the Wedge Release Note for more information on this feature.
Session Print Optional Fields – Added Student DOB
A new Session print option has been added which will print the Students DOB on the header of your printed Sessions. The setting can be found under Settings > Practice Admin, under the Session Settings section.
Hover Optional Fields – added Primary Copay Amount
A new option has been added to the appointment hover fields for Primary Copay Amount. If checked, the appointment hover will now show the Copay Amount from the Students active primary insurance. Note that if the patient has 2 active primary insurances, it will display the one created most recently.
The setting is a personal setting and can be found under the Scheduler settings section.
Student Messages Feature
A new Student field has been added to the new message screen. This allows you to select the Student that the message is related to. This will allow the recipient of the message to see which Student the message relates to. Furthermore, a new Messages related section has been added to the Student page where you can see all messages that have been sent related to a particular Student.
Parent Portal - Portal Form Field Sort Order
You can now sort the fields entered on a Portal Form. To sort, enter the desired sort order in the Sort Order fields next to each field. Note that you cannot sort a form that has already been assigned to a Student.
Parent Portal Setting - Limit Message Recipients to Student Assigned Therapist
A new setting has been added that will limit the parents list of recipients for which they can send messages to in the Parent Portal. If enabled, the parents will only be able to send messages to the Students Assigned Therapists.
This setting can be found under Settings > Practice Admin, under the Portal Settings section.
Parent Portal – Cancellation Reasons
Parents can now select a cancellation reason when they cancel appointments from the parent portal.
Parent Portal – Exclude Cancellation Reasons
A new setting has been added that will limit the cancellation reasons that can be selected when a parent is canceling an appointment within the Parent Portal. Add the reasons you wish to exclude to the right window.
This setting can be found under Settings > Practice Admin, under the Portal Settings section.
New Reports
The following new reports have been added or updated:
- Sessions without Time Blocks
- Student Appointment Hours
- Billing Hold – Authorizations
- Expiring Authorizations – Updated
Student First Name and Associated Person First Name
Increased Student First Name and Associated Person First Name field size to 50 characters.