Table of Contents

Release Highlights

EMR, Patient Engagement & Calendar Enhancements

Synchronization of Calendar Red Line with Realm Time Zone

What's New: We've made an update to align the "current time" red line on the calendar with the realm's time zone instead of the user's local computer time zone.

Why It Matters: This is important to ensure accurate representation of appointment times, eliminating any confusion caused by time zone differences.

Who It's For: This update impacts users working from different time zones than their realm.

How to Use This Update: No specific actions are required by the user to implement this update. The red line on the calendar will automatically reflect the realm's timezone after the update. As a user, you simply need to reference the red line for the current time in the realm's timezone when viewing or scheduling appointments on the calendar.

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Addition of Time Zone Information in Email and Text Calendar Reminders

What's New: Calendar reminders for appointments now automatically include time zone information, providing clarity about the exact timing of the scheduled events.

Why It Matters: This enhancement is crucial in today's interconnected world where services like telehealth often span multiple time zones. By displaying the time zone, we ensure that users and patients located in different time zones than the realm's default are aware of their exact appointment timings, reducing the risk of missed appointments.

Who It's For: This feature is beneficial for all users, but it's especially advantageous for those who provide or access services such as telehealth across different time zones.

How to Utilize It: When scheduling an event on the calendar and configuring an email or text reminder, the system will now automatically include the relevant time zone information in the reminder. This improvement simplifies the process, reduces the need for manual intervention, and enhances clarity for all recipients of these notifications.

Open

Increased Space to enter Comments in the Deceased Section

What's New: We've made two key changes to the 'Comment' field in the Deceased Modal: the character limit has been increased and the error message has been made more clear.

Description: In the past, users could only input up to 20 characters in the 'Comment' field of the Deceased Modal, and the error message provided when this limit was exceeded was vague, leading to confusion. Now, we've expanded the character limit to 200 characters, allowing users more space to input necessary details. We've also changed the input field from a simple text field to a text area to better handle this expanded character limit.

Moreover, we've improved the error message that appears when the character limit is exceeded. The new error message is clear and informs users directly about the revised character limit: "Comment length exceeded: Please limit your comment to 200 characters."

Who It's For: This change is for any user who needs to fill in the 'Comment' field in the Deceased Modal.

How to Utilize It: Access the Deceased Modal through the facesheet, click the menu button at the top right, select "Deceased", and in the pop-up, you can now input a comment up to 200 characters. If you exceed this limit, the system will provide a clear error message guiding you to limit your comment to 200 characters.

Improved Look and Feel of Patient Engagement Forms & Added Option to Hide Assessment Scores from Patients

What's New: We've improved our Patient Engagement forms to make them even more user-friendly on mobile devices and added an option to hide assessment scores from patients.

Description: Specifically, we've optimized four key Patient Engagement forms (Adult BDI, AUDIT, BAI, and C-SSRS) to ensure they're easily viewable and fillable on mobile devices.

In addition, we've introduced a new feature in our Form Builder: a "Do Not Show Score in Patient Engagement View" option. When this option is enabled, the patients will not see their assessment scores when they're filling out the forms. This control over score visibility allows healthcare providers to manage how and when they communicate results with their patients.

Who It's For: This update is particularly beneficial for healthcare providers who use our Patient Engagement forms and Form Builder. It's also great news for patients, who can now more easily engage with these forms on mobile devices.

How to Utilize It: When accessing the four mentioned forms on mobile devices, they will be optimized for the mobile view. When using the Form Builder, there's now an option to hide the score from the patient's view when they're filling out the forms.

See More of Your Calendar at Once with Our New Full-Screen Mode

What's New: We've listened to your feedback and are excited to introduce a new Full-Screen feature for the Calendar. With one click, your calendar view will expand to show up to 8 columns and approximately double the hours vertically, reducing the need to scroll.

Why It Matters: This enhancement addresses a key user experience challenge for users with multiple calendar subscriptions. The full-screen mode provides a broader, more comprehensive view, reducing the need for horizontal and vertical scrolling. More of your calendar is visible at once, making it easier to plan and oversee your schedules.

Who It's For: This feature is designed for all users who interact with the calendar feature, but it will be especially beneficial for those managing multiple calendar subscriptions.

How to Utilize It: Simply navigate to your Calendar and click the new 'Full Screen' icon in the menu. This will expand your calendar view to full screen. All calendar features and functionalities remain available in this mode. To exit the full-screen mode, click the 'Exit Full Screen' option. Enjoy your enhanced, expansive calendar view!

Addition of "EACH" as a Dose Unit in ePrescribe

What's New: We've introduced a new dose unit option, "EACH," in the ePrescribe feature.

Why It Matters: Previously, when ordering certain medications like Spravato or Humalog, providers were encountering errors due to discrepancies between Sunwave's dose unit options and those of ePrescribe. Adding "EACH" as a dose unit option helps to reconcile these discrepancies and ensures more accurate medication orders.

Who It's For: This update is specifically designed to assist providers when ordering medications through Sunwave's ePrescribe integration.

How to Utilize It: When using ePrescribe to order medications, "EACH" will now appear as an option in the 'Dose Unit' and 'Total Unit' fields.

Reporting Enhancements

Launch of a Comprehensive Continuing Care Report

What's New: We've created a comprehensive Continuing Care report, designed to enhance communication and streamline the care planning process across Admissions, Utilization Review, Continuing Care, and Business Development teams. As part of the enhancement in order to be able to report on continuing care fields from Form Builder, we’ve added 2 new editor components to Form Builder 'Continuing Care - Current Recommendation' and 'Continuing Care - Anticipated After Discharge'

Why It Matters: The Continuing Care report aims to deliver more comprehensive insights into the patient journey to more effectively plan continuing care on a patient by patient basis.

Who It's For: This report is ideal for stakeholders involved in Continuing Care. It provides a consolidated view of vital patient information to facilitate better decision-making and planning.

How to Utilize It: The Continuing Care report can be accessed through Reports > Continuing Care Report. New editor components - 'Continuing Care - Current Recommendation' and 'Continuing Care - Anticipated After Discharge' - have also been incorporated to extract more details from the Form Builder.

Enhanced the Aftercare Report with Additional Fields

What's New: The Aftercare Report now has four additional reportable fields: Discharge Type, Admission Service Facility, Admission Level of Care, and Discharge Service Facility. Also, the "Level of Care" field is now renamed to "Current Level of Care".

Why It Matters: By adding these new fields, our Aftercare Report becomes more comprehensive and provides you with a broader range of data to analyze. This allows for more informed decision-making.

Who It's For: The enhancement is beneficial to users who rely on the Aftercare Report for patient data analysis and post-treatment planning.

How to Utilize It: Navigate to CRM > Aftercare Report to see these new fields. You can sort and filter the report as needed. The "Current Level of Care" field will function just as the previous "Level of Care" field did, but with a clearer label.

Introduced 'Form Instance ID' for Enhanced Assessment Reporting

What's New: We have added a 'Form Instance ID' to our Assessment Score Report and Assessment Report. This unique identifier allows the system to distinguish between multiple assessments of the same type completed for a patient on the same day, ensuring individual responses are accurately captured and reported.

Why It Matters: Before this enhancement, if a patient completed the same assessment more than once in a single day, the scores would aggregate, potentially obscuring individual assessment results. Now, each completion of an assessment form, regardless of type or date, will generate a unique Form Instance ID. This enables precise tracking and analysis of each separate instance.

Who It's For: This improvement is particularly beneficial for clinicians, therapists, and administrators who need accurate, granular data from assessments to evaluate patient progress and adjust treatment plans as needed.

How to Utilize It: To use this new feature, simply generate the Assessment Score Report or Assessment Report as usual. In the field selection, you will find a new option: 'Form Instance ID.' Include this field in your report to track individual form completions. Each unique completion will have a different Form Instance ID, allowing for clear distinction even if multiple instances of the same assessment are completed on the same day.

Integration of 'Level of Care' into AR Report, API, and Billing EOBs

What's New: We've integrated the 'Level of Care' into the AR Report, our API, and Manage EOBs.

Why It Matters: This makes it easier to get a comprehensive view of each claim, providing more context and facilitating better revenue management. Moreover, it enhances the data available for integration with other systems via our API.

Who It's For: This feature is particularly useful for billing managers, administrators, and anyone utilizing our API for integrations.

How to Utilize It: To view the Level of Care in the AR Report, navigate to Billing > AR Report. In the API, the Level of Care will be included as a field in relevant data sets. To see the Level of Care in Manage EOBs, go to Billing > Manage EOBs and look for the new column in the table. Please note that the Level of Care reflected is based on the Service Date on the claim.

Easier Tracking of 2-Factor Authentication in User Reports

What's New: We've added a new field to the User Reports in the Practice Setup. This field, titled "Include 2-Factor", displays whether a user has enabled 2-Factor Authentication for their account.

Why It Matters: Administering security measures like 2-Factor Authentication is a key part of managing user access. This new field will help administrators easily review which users have this extra layer of security enabled.

Who It's For: System administrators, or anyone managing user profiles, will find this feature helpful. They can now quickly see which users have 2-Factor Authentication enabled, directly from the Users Report in Practice Setup.

How to Utilize It: To see the 2-Factor Authentication status of each user, go to Practice Setup and open the “Users Reports”. Look for the new "2-Factor" field. Here, you can filter to either "Enabled" or "Disabled".

Improvements to the Accounts Receivable Report

What's New: We've improved our Accounts Receivable report, now including the "Level of Care" along with the existing fields. Additionally, it takes into account both "Billed" and "Unbilled" items, and the "Level of Care" provides a more specific overview of the care provided during a service order.

Why It Matters: The inclusion of "Level of Care" in the report improves financial accuracy and transparency. It provides an additional layer of detail, making the report more comprehensive and ensuring every aspect of a service order is meticulously tracked and recorded. This leads to more accurate accounting, facilitates audit processes, and helps in making informed decisions regarding patient care and billing.

Who It's For: This feature is crucial for anyone involved in the accounting, financial management of service orders, and audit preparations.

How to Utilize It: When generating an Accounts Receivable report, users will now see an added "Level of Care" field for each service order. This field will provide specifics about the type and level of care provided during the service, making the report more detailed and comprehensive.

Addition of Transaction ID Field in Financials Export File

What's New: We've introduced a new field called "je_line_id" in the financial export files. This field assigns a unique ID to each line item in a journal entry, which assists in connecting related transactions.

Why it Matters: Previously, matching related transactions could be time-consuming and prone to errors, as it was necessary to scrutinize each line item's details, such as facility ID, patient ID, and date. With the introduction of the "je_line_id", this process is much easier and more accurate. This unique ID creates a direct link between related line items, making them straightforward to identify and manage.

Who It’s For: This enhancement is particularly beneficial for those managing the financial export files, especially members of the accounting team. It streamlines the process of tracking and managing financial transactions, saving time and reducing potential errors.

How to Utilize It: This new field is accessible by navigating through the left menu to 'Financials', then 'Accounting Periods', 'View Transactions', and finally selecting 'Export Transactions with Control Accounts'.

Better Visibility into Scheduled Opportunities with New 'Scheduled Level of Care' Field

What's New: We've expanded the Opportunities Report under CRM to include a new field: 'Scheduled Level of Care'. This new field allows you to better differentiate scheduled opportunities based on the level of care assigned.

Why It Matters: Including 'Scheduled Level of Care' in your Opportunities Report allows executives and other stakeholders to have more detailed visibility into each opportunity.

Who It's For: Executives and other key stakeholders who rely on the Opportunities Report for planning and decision-making will find this additional field helpful.

How to Utilize It: To see this new field, navigate to CRM and select Opportunities Report. In the report, you'll now see the 'Scheduled Level of Care' field. This field reflects the information from the Scheduled Opportunities and can help you understand the level of care planned for each opportunity.

Administrative Enhancements

Enhanced Experience of Form Set Creation and Added a New 'Copy Form Set' Feature

What's New: We've redesigned the process for creating new Form Sets, streamlining the user interface to improve ease of use and efficiency. We've also introduced the ability to copy existing Form Sets, providing a head start in form set creation.

Why It Matters: Creating a new Form Set can be a complex task due to the wide variety of form options available. The enhanced UX/UI simplifies this process by offering a clear, concise, and intuitive method for selecting and organizing forms. Furthermore, the new copy feature allows you to duplicate an existing Form Set, significantly speeding up the creation process for similar Form Sets and ensuring consistency across forms.

Who It's For: This upgrade is a major benefit for Sunwave’s implementation team as well as administrators and staff responsible for form setup and management. It makes it much simpler to create and manage Form Sets tailored to your practice's specific needs.

How to Utilize It: Navigate to the Form Sets section and click on '+ NEW FORM SET'. The redesigned interface provides a list of all available forms on the left side. You can filter forms by Form Set Type or part of the form's name, and select forms either individually or en masse. Use the green button to move your selected form(s) to the 'Forms in Set' box on the right, and the same process in reverse to remove forms from the set.

To use the copy feature, simply click on the copy icon next to an existing Form Set. This will open the 'create new' interface with a duplicate of the Form Set you chose to copy, which you can then modify as desired. Once you're satisfied with your changes, give your new Form Set a name and save it.

Telehealth Enhancements

Telehealth: Improved Notification Language for Sequential Therapist Sessions

What's New: We've enhanced the notification language and control labels for sequential therapist telehealth sessions. This upgrade provides more clarity, reducing confusion and miscommunication when a therapist is conducting back-to-back sessions with different patients.

Why It Matters: The updated notification language provides therapists with a clearer understanding of patient readiness for their scheduled sessions. This will help avoid potential confusion and ensure smooth transitions between consecutive sessions.

Who It's For: This improvement primarily benefits therapists managing multiple telehealth sessions consecutively.

How to Utilize It: When a therapist is in an ongoing telehealth session (Session A) and another patient is ready for their scheduled session (Session B), the therapist will receive a notification stating, "{Patient Name} (DOB: {DOB}) is ready to enter their scheduled session: {Session Title} {Session Start Time} - {Session End Time}.

RCM & Financials Enhancements

Addition of Newly Added 'Adjustment Type' Dropdown to the Payments Report

What's New: 'Adjustment Type' has been added to the Payments Report, providing an additional data point for analyzing and auditing payment adjustments.

Why It Matters: The addition of the 'Adjustment Type' field offers deeper insight into payment adjustments, making it easier to identify patterns, manage financials, and improve transparency during auditing.

Who It's For: This feature is primarily beneficial for financial and administrative users who are responsible for managing payments, auditing, and accounting.

How to Utilize It: When viewing the Payments Report, you can now see a new column named 'Adjustment Type'.

Addition of 'Balance' Column in Patient Chart's Claims Table

What's New: We have added a new 'Balance' column in the patient's chart under the Billing > Claims section. This column will display the current Open Balance for each claim line.

Why It Matters: This enhancement provides immediate visibility into the Open Balance of each claim right from the patient's chart, which streamlines the billing process. It helps in achieving a clearer understanding of each claim's outstanding amount, aiding in effective tracking and management of outstanding claims.

Who It's For: This feature is designed for the convenience of all billing staff and administrators involved in claims submission and tracking.

How to Use This Update: To see the new 'Balance' column, navigate to Billing > Claims within a patient's chart. Here, the 'Balance' column will show the current Open Balance for each claim line, offering a real-time snapshot of the claim's financial status. Additionally, in the Columns dropdown above the table, you'll find the option to filter the 'Balance' column in or out, along with the other existing columns for a tailored view.

Ability to Filter Voided Claims Out of View

What's New: We've added a 'All but Void' filter option to the Claim Status dropdown menu, enabling users to view all claims excluding those voided.

Why It Matters: Users no longer have to sift through voided claims when reviewing other claim statuses.

Who It's For: This new feature will be especially valuable to billing staff and administrators who are responsible for claims review and management.

How to Use This Update: To utilize this new feature, simply select ‘All but Void' from the Claim Status dropdown menu located in the left navigation sidebar Billing > Claims or within a patients' chart in claims. This will present you with a view of all claim statuses, excluding those marked as 'Void'.

Preventing Voiding of Claims Post-Payment or Adjustment Allocation to Ensure Financial Accuracy

What's New: We've made a change to our claim management system that prevents the cancellation, or "voiding," of a claim after a payment or an adjustment has been made towards it. This update addresses an issue where adjustments and payments made against a voided charge were still showing up in the financial records, leading to inaccuracies. Now, users are stopped from cancelling a claim they've already received payment for or made adjustments to, which could cause confusion or problems. Instead, if there's an issue with a paid or adjusted claim, the correct action is to submit a claim correction.

Why It Matters: This update is vital for ensuring financial accuracy. By preventing voiding after payment or adjustment, we ensure all financial entries match the actual claim status. We can always keep track of when a service was originally billed, paid for, or adjusted, which helps to eliminate discrepancies in our financial records. This makes our billing and accounting processes more accurate and efficient.

Who It's For: This improvement is for anyone working in billing and accounting who handles payment allocations and claim adjustments. It's designed to help these professionals keep accurate, precise, and consistent records of billing and accounting.

How to Utilize It: If you attempt to cancel a claim after a payment or an adjustment has been made towards it, you'll now see a message. The message will read, "You cannot void this claim because payments or adjustments have already been made against this claim." This serves as a reminder of the new rule and guides you towards the correct action if there's an issue with a claim.

Redirecting Post-Admission Payment Plans to Admissions When Billing Facilities Differ

What's New: We've updated the financial management functionality of our platform to ensure that post-admission payment plans are accurately assigned when a different billing facility is selected. The system will now redirect such payment plans to the correct Admission record, ensuring an accurate reflection of Total Payments on the Claims header.

Why It Matters: Prior to this fix, when a different billing facility was chosen post-admission, payment plans were incorrectly logged in the associated Opportunity. This was causing discrepancies between the actual payments made and the Total Payments displayed in the Claims header. This update corrects that issue, ensuring accurate tracking of patient payments.

Who It's For: This update is crucial for users who manage payment allocations and need to maintain accurate financial records.

How to Use It: Now, when you create a payment plan post-admission and select a different billing facility, the system will automatically redirect the payment plan to the correct Admission record. This action will be reflected in the Allocated/Total Patient Payments field and the Total Payments on the Claims header.

We've Shifted the Billing Info to the Right on Patient Statements

What's New: We've repositioned the Billing Facility name and address on our Patient Statements. To better protect privacy, the information has been shifted to the right. Now, when statements are mailed in a standard "#10 Single Left Window" envelope, the Billing Facility details will not be visible through the window.

Why It Matters: Before this change, it was challenging to avoid showing the Billing Facility name when sending Patient Statements in a #10 envelope, even with a normal trifold. By adjusting the placement of this information, we've made it so the Billing Facility name will no longer appear in the window.

Who It's For: Healthcare facilities that send physical Patient Statements in #10 envelopes will benefit from this change.

How to Utilize It: When generating and printing Patient Statements for mailing in #10 envelopes, you will notice that the Billing Facility name and address have been shifted to the right.

Automatic Update of Collection Status to Closed when Balance is $0

What's New: Now, when allocating funds for both Insurance and Patient remits, if the balance reaches $0, the Collection Status will automatically update to 'Closed'.

Why It Matters:

This change increases the efficiency and accuracy of balance management. The system now automatically recognizes when a balance is cleared and updates the status accordingly, eliminating the risk of human error and confusion.

Who It's For:

This update is beneficial for billing managers and finance teams managing EOBs and handling payment allocations.

How It Works:

While posting payments in the 'Manage EOB's' section, once the recalculated Patient Responsibility reaches $0.00, the Collection Status will automatically change to 'Closed'. If the balance goes negative during payment posting, the Collection Status will remain 'Patient Responsibility'.

All Tickets in Release

1. Make Calendar Full Screen Functionality (Story)

2. Fix Issue with MAR Export (Bug)

3. Add Time Zone Info in Email and Text Reminders (Story)

4. Include Transaction ID in Financial Export File (Story)

5. Add New Field to Payments Report (Story)

6. Sync Calendar Line with Real Timezone (Story)

7. Modify Abnormal Flag Mappings (Task)

8. Add Balance Column in Billing (Story)

9. Add 'All but Void' Option in Claim Status Dropdown (Story)

10. Auto Close Collection Status when Balance is $0 (Story)

11. Resolve Issue with Indicators for Discontinued PRN Orders on MAR (Bug)

12. Enhance Accounts Receivable Report (Story)

13. Improve User Experience of Creating a New Form Set and Add Copying Feature (Story)

14. Assign Unique ID to Assessment Report and Score Report (Story)

15. Integrate Level of Care into AR Report, API, and Billing EOBs (Story)

16. Fix Issue with Date Saving in Master Treatment Plan (Bug)

17. Improve Calendar Reminders and Allow Additional Text (Story)

18. Add EACH as a Dose Unit in ePrescribe (Task)

19. Fix Missing Patient Signature on Completed Form (Bug)

20. Clarify Notification Language for Sequential Therapist Sessions in Telehealth (Story)

21. Block Voiding of Claims with Payments or Adjustments (Story)

22. Extend Character Limit and Modify Error Message in Deceased Comment Field (Story)

23. Optimize Patient Engagement Forms for Mobile Viewing & Add Score Hiding Option

24. Adjust Alert Navigation from Dashboard to Correct Form (Bug)

25. Adjust Position of Billing Facility Info in Patient Statement for Number 10 Envelopes (Story)

26. Created New Detailed Continuing Care Planning Report (Story)

27. Resolve Issue with Column Types in Form Builder (Bug)

28. Display Correct Checkout Date in Occupancy Report (Bug)

29. Ensure Group Notes Visibility in Patient's Chart (Bug)

30. Include New Insurance Authorization Lines in Form Changes API (Bug)