Sunwave 6.14.2 (and 6.14.3)

Table of Contents

Release Highlights

RCM & Financials Enhancements

Improvements to how refunds are displayed in Patient Statements and Ledgers

Patient Statements and Patient Ledgers have been updated to ensure that refunded amounts are properly recorded as a separate transaction from the original payment. This will allow the patient and the user to see what has been refunded and what their current balance is:

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Additionally, the "Card Refunded On" and "Card Refunded By" columns in the Patient Payments section will now be filled with the date and email of the person that processed the refund.

Prior to these improvements, the original payment was removed and zeroed out, causing confusion for the user and the patient. Additionally, the "Card Refunded On" and "Card Refunded By" columns in the Patient Payments section were missing refund details:

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Before Fix (Patient Statement/Ledger)

Patient Statements and Ledgers now display the Payment Date for adjustments

Adjustments now include the Payment Date associated with the adjustment when viewed on Patient Statements and Ledgers:

Prior to this change, Adjustments appeared without a Payment Date making it difficult to tell when adjustments were made:

Add ACH Payment ID or Check Number to Export Transactions with Control Accounts (Financials)

The ACH payment ID or check number field has been added to the Export Transactions with Control Accounts download file in Sunwave Financials. This allows the finance team to avoid time-consuming and error-prone manual processes. This will improve efficiency, reduce the risk of errors, and provide more accurate financial records for analysis and decision-making.

To export the report:

• Go to Financials > Accounting Periods > View Transactions.

• Click Export Transactions with Control Accounts:

   

• In the report you will see the added column which is called check_number:

This improvement is targeted towards the finance persona who is responsible for reconciling accounts and balancing the books. By adding the ACH payment ID or check number field to the financials download file, we have streamlined the accounting process and reduced the risk of errors. The finance team can now easily access and download the new file with the added ACH payment ID or check number field, which will help them reconcile accounts and balance the books more accurately and efficiently.

Use Service Date from Census instead of claim when Exporting Transactions with Control Accounts (Financials)

We have updated the Export Transactions with Control Accounts feature (Financials > Accounting Periods > View Transactions) to retrieve service dates from the Census instead of the claim to ensure the service dates are available for all patients, including patients who had been admitted but not yet billed. For example:

This will make revenue recognition more accurate and efficient for the finance team, as they no longer need to manually look up accounts and put in service dates for unbilled charges at the end of the month.

Prior to this fix, patients who had been admitted but not yet billed appeared with blank values for Service Dates. This created an issue with revenue recognition, as there was no way to recognize revenue based on service date for these patients, for example:

To access the Download CSV feature for Financials Transactions:

• Go to Financials > Accounting Periods > View Transactions.

• Click Export Transactions with Control Accounts:

Include Deposit Date as its own column when Exporting Transactions with Control Accounts (Financials)

The Download CSV feature (Financials > Accounting Periods > View Transactions) now includes a dedicated column for deposit_date which allows financial users to easily access this information without having to manually extract it from the description field for each record.

This will save time and minimize the risk of errors. In addition, financial users can import the deposit date along with other financial data into their financial packages, providing a more organized and efficient system.

Prior to this improvement, the deposit date was only available as part of the composite description field. This made it difficult for Accountants to import data into their financial packages:

To access the Download CSV feature for Financials Transactions:

• Go to Financials > Accounting Periods > View Transactions.

• Click Export Transactions with Control Accounts:

Include Global Rate (Out Of Network) in the Revenue Recognition report.

The Global Rate field has been added to the Revenue Recognition report for the accounting/finance team's ease of understanding the original amount for a service and comparing it to the contracted amount. The Global Rate field is sourced from the Master Data > Manage Services > Edit Service screen and is included as a separate field just before the charge_amount column in the report:

Prior to this enhancement, the Revenue Recognition report did not include the Global Rate field, which made it difficult for the accounting/finance team to understand the original amount for a service and compare it to the contracted amount. By including the Global Rate field in the report, the accounting/finance team can now easily reconcile debits and credits, understand the amount billed, and identify any discrepancies or variances that may require further investigation. This results in more accurate financial reports and helps identify any potential revenue leakage or errors.

Ability to select ACH as the Payment Type when manually posting insurance payments.

When posting payments from insurance in Billing > Manage EOBs, users can now select ACH as the Payment type:

This allows customers the ability for posters and billers to properly classify the Payment Type so that it can be mapped to the correct GL Account in Sunwave Financials.

Prior to this enhancement, users only had the ability to manually post payments with a Payment type of Check. This created a problem for payment posters and billers who received ACH payments on an ERA, as it did not post to the correct GL account. With this update, our users experienced faster processing times, improved financial reporting, and a more efficient payment posting process.

CRM Enhancements

Include activities from the associated Lead on the Opportunities Timeline and in the getOpportunityTimeline API results.

When a Lead is converted to an Opportunity, we have updated the Timeline view on Opportunities to include all activities documented from the Lead.

Prior to this enhancement, the only way to view activities documented on the Lead was to navigate away from the Opportunity Timeline to the Lead Timeline. By including all timeline activities associated with the lead when converting it to an opportunity, CRM users are now able to better understand the lead's history and make more informed decisions when working on opportunities.

To view combined Lead and Opportunity activities on the Opportunity Timeline:

1. Go to CRM > Leads

2. Choose a Lead

3. Click Menu and choose one of the options.

4. Click Create Opportunity

5. Go to CRM > Opportunities

6. Locate the person you converted from Leads and select them

7. Click Timeline and notice the activity transferred over indicated by it saying “Leads Activity” next to the date stamp.

    

When querying the getOpportunityTimeline API endpoint, results will also include Lead Activities on Opportunities that were converted from a Lead. There will be two new fields for distinguishing Timeline activities that come from the Opportunity vs. the Lead:

• associated_with - returns a value of Lead or Opportunity based on where the activity was created.

• associated_with_id - returns the ID of the object (Lead or Opportunity) where the activity was created.

API Endpoint Updated:

GET /api/opportunities/{opportunityId}/timeline

Example Responses:

• Activity logged against the Opportunity:

   

• Activity logged against the Lead which was converted to the Opportunity:

EMR Enhancements

Prevent Users From Creating Group Notes With End Times Prior to Start Time.

NOTE: This feature had to be pulled out (aka 6.14.3) because it caused an issue with displaying Started On times in forms with Service Times. It will be re-released on 3/9/2023 as part of the 6.14.4 Release.

When documenting the Started Time and Ended Time on Group Notes, we will now prevent users from entering an Ended Time that is prior to the Started Time. If the Ended Time entered is prior to the Started Time, a pop-up will appear informing the user that then need to correct the error:

Prior to this enhancement, the system allowed users to create group notes with an end time that was prior to the start time leading to negative impacts on billing and other areas:

This improvement applies to all Group Header Components: Add Group Header, Add Group Header with Patient Time, and Add Group Header With Multiple Patient times.

Use 12-hour datetime format for timestamps and the Realm timezone on signatures in Medication Inventory.

The datetime format when viewing Signatures in the Tx Detail dialog of Medication Inventories has been updated to use a 12-hour format for consistency with how other datetimes are presented on the Inventory Movements screen. We also ensured that the date and time were displayed in the Realm's timezone and that the time displayed on both screens was accurate:

Prior to this improvement, the time format used in the Inventory Movements screen was in a 12-hour format, while the Tx Detail screen displayed the time in a military/24-hour format. Additionally, the timezone was not consistent with the Realm's timezone.

Ability to Zoom in/out on Calendar.

The Calendars display now has an option to Zoom In or Zoom Out allowing users to toggle between seeing more or less of the day on a single screen. For example, users may want to Zoom Out on views where there are lots of meetings scheduled at the same time of day.

To use the Zoom In / Zoom Out feature:

• Go to Calendars.

• Click the Menu button in the top right.

• Depending on your current Zoom level, you will either see will see a Zoom In option to get a larger view of the calendar by user, or a Zoom Out option to see more hours at one time:

• The selected Zoom level is remembered so that when users navigate away from the Calendar and come back, it will remain at the last Zoom level selected.

• Here is comparison of the Zoom Out vs. Zoom In display modes:

Ability to Print Staff Schedules.

This feature allows users to print all of the scheduled appointments when viewing a Staff (User) Calendar. This provides a more readable printed version of all activities scheduled for a Staff person that week.

Prior to this enhancement, some clients used the Menu > Print feature in Calendars which is poorly formatted and hard to read when there are many scheduled Calendar events.

To print a Staff schedule:

• Go to Calendars.

• Click the User button, then click Change User to select the Staff member you wish to print.

• Select the Date and press Go to set which week you wish to print.

• Click Menu > Print Staff Schedule:

• It will automatically open the print page, you can’t see it on a page like a report this is for printing only since that was the issue:

• It can be selected to be printed as Portrait or Landscape.

Troubleshooting:

• I did notice that if I tried to print and the scale in the Print section was marked as Custom it caused oddities int eh page so make sure they have the scale as “Default”:

All Tickets in Release

Bug Fixes

SUN-1434 Case Load: Newly created Primary Therapists do not appear in Case Load and display as null when selecting Primary Counselor in Level of Care.

SUN-2043 Unallocated Report: unexpected Payment Type causes Export to CSV to break

SUN-1809 Inconsistent time format and timezone in Medication Inventory

SUN-1761 Refunds not properly recorded in Patient Statements, Patient Ledger and missing refund details in the Patient Payments section

SUN-2050 Import Users from CSV not respecting all permissions

SUN-1915 Patient Engagement: Emails no longer being received by Patients

SUN-1754 Email blasts from Group Sessions (Calendar) did not reach O365

SUN-1863 ERA - Error - Not Allocating Correctly

SUN-1808 Medication Inventory: Tx details displaying in Eastern time

SUN-1694 Movement Details after receiving medication show incorrect timezone

Enhancements

SUN-1308 Ability to configure 2, 4, 8 and 12 hour Qs

SUN-2135 Calendar: Ability to zoom in and out on the calendar.

SUN-2130 Calendar: Ability to Print Staff Schedule.

SUN-2123 Update Lead Conversion to Include Timeline Activities in Opportunities when converting a Lead to an Opportunity

SUN-2122 Add ACH Payment ID or Check Number to Financials Download

SUN-2121 Retrieve Service Date from Census for Financials Download (instead of from Claim)

SUN-2119 Separate Deposit Date into its own Column in Financials CSV Download

SUN-1884 Prevent Users From Creating Group Notes With End Times Prior to Start Time

SUN-2166 Display Adjustment Date on Patient Ledger and Statement

SUN-1858 Include OON Rate/Global Rate in Revenue Recognition Report

SUN-2118 Allow ACH Option for Manual Payment Posting of Insurance Payments

Pop-up Release Notes

RCM Enhancements

• Patient Statements and Ledgers now display the original payment along with the associated adjustment when making refunds.

• Patient Statements and Ledgers now display the Payment Date for adjustments.

• Export Transactions with Control Accounts now includes the ACH Payment ID or Check Number to make it easier to reconcile accounts. (Financials)

• Export Transactions with Control Accounts now uses the Service Date from Census instead of claim. (Financials)

• Export Transactions with Control Accounts now includes the Deposit Date as its own column. (Financials)

• Revenue Recognition report now includes the Global Rate (Out Of Network rate).

• Ability to select ACH as the Payment Type when manually posting insurance payments in Manage EOBs.

CRM Enhancements

• Opportunities Timeline now includes Lead activities when the Opportunity was created by converting a Lead.

• The getOpportunityTimeline API endpoint now also returns Lead activities when the Opportunity was created by converting a Lead.

EMR Enhancements

• Added validation to prevent users from creating Group Notes with an Ended Time prior to the Started Time.

• Updated the date-time format for signatures in the Medication Inventory to use 12-hour format and display the timezone configured for the realm.

• Added the ability to zoom in to see the calendar at a larger size (Calendars > Menu > Zoom In/Out).

• Added the ability to Print Staff Schedule from the Calendar Menu when viewing a User calendar.