Sunwave 6.15.1 (and 6.15.2)

Table of Contents

Release Highlights

EMR Enhancements

Add "SMS Patient Engagement Forms" Flag in Manage Realms

A new "SMS Patient Engagement Forms" flag has been added in the Master Data > Manage Realms section. This flag allows telemental health facilities to enable or disable sending Patient Engagement forms via SMS for specific realms, providing an alternative method of communication to better cater to patient preferences and needs.

With the addition of the "SMS Patient Engagement Forms" flag, healthcare providers can now customize form sending options per realm. When the flag is enabled, Patient Engagement forms within that realm will be sent via SMS. When the flag is disabled, forms will continue to be sent via email as usual.

Setup/Access:

1. Navigate to Master Data > Manage Realms

2. Locate the "SMS Patient Engagement Forms" flag

   Open

   

3. Enable or disable the flag for a specific realm as needed

Note: When the flag is enabled, Patient Engagement forms within that realm will have the ability to send forms via SMS to patients. When the flag is disabled, forms within that realm will only have the option to be sent via email.

Ability to send Patient Engagement links via text (SMS)

We added a new feature that will allow users to send patient engagement forms via SMS. With the "SMS Patient Engagement Forms" flag now available in the Manage Realms section, users can enable this feature for specific realms and provide patients with an additional option for form sending.

This new feature is especially useful for our new customer, Collegiate Behavioral Health Associates, which serves college students who prefer mobile and SMS communication.

How to Enable the SMS Patient Engagement Forms Feature:

To enable the "SMS Patient Engagement Forms" feature, follow these steps:

1. Go to Master Data > Manage Realms

2. Enable the "SMS Patient Engagement Forms" flag for the desired realm(s).

Open

When the SMS Patient Engagement Forms flag is enabled, make sure that the SMS is configured properly

Practice Setup > Users

Once enabled and you will have access to the following new functionalities:

1. Create an SMS header in Realm Setup

2. Send Patient Engagement forms via SMS. Note that a phone configured for SMS is required for this to work.

Ability to configure calendar appointment colors for Session Types and Session Statuses

The calendar has a new feature that will allow users, with permissions, to select colors for the List of Values (LOVs) of Session Type and/or for Session Status.

Setup/Access - It is User based per realm

1. Per Realm

2. In Practice Setup (left navigation)

3. Users

   1. Select a user

   2. In Edit User on the left panel within “User Specific”

   3. Check “Can configure calendar colors”

   4. Scroll to bottom of the page and click “ok”

4. Refresh Page

5. Now the user will be able to update the calendar colors

Configuring Calendar Colors:

Once a user has access then they will be able to go to the calendar and select from any color and hue of that color from a color picker.

1. Go to Calendar on the left Navigation

2. Click on the large blue Menu Button,

3. At the bottom of the Menu button options will be “Configure Calendar Colors”, click on that option

4. A Pop-up box will appear labeled “Configure Calendar Colors”

5. You can choose to Edit Type or Status LOV lists with the “Select Colors for” button (see below)

6. Once you have selected the LOV you wish to enhance the LOV will show below.

7. Click on the color next to the LOV you want to change the color of and a color picker will appear, you can either

   1. click anywhere on the color gradation screen

   2. click on the color bar

   3. add an RGB number directly at the bottom

8. Update as many or as few as you would like, then click the “Update Status Color” button on the bottom AND then press the green Go button on the calendar screen to make the change appear.

Default

• Colors will default to the standard colors we have had on the calendar.

• Once this feature is made the colors will remain the same as they were prior to this feature so as not to confuse anyone.

Print Staff Schedule now includes Group Session as a type, displays Group Session patients and includes row borders for better readability

Example:

Ability to discontinue medications that are ready for approval in the Dashboard

The Med Orders Ready for Approval and Controlled Substance Orders Dashboard widgets now provide the ability to discontinue selected medications in the list. This saves the provider time by not requiring them to navigate away to patient charts in order to discontinue one or more medication orders.

To use:

• Go to the Dashboard and scroll to the Med Orders Ready for Approval or Controlled Substance Orders widget.

• Select one or more medications to discontinue:
  
  

   

• Click the DISCONTINUE SELECTED button and complete the required documentation:
  
  

   

• Click Discontinue to complete discontinuation of selected medications.

Show Patient Name and Admission Date when viewing My Action Orders on a mobile device

When viewing Case Load > My Action Orders on a tablet, we now include the Patient name and Admission Date fields in the display:

Prior to this release, those fields were hidden when viewed on mobile devices.

Ability to sort PRNs by Created Date or Medication Name on the MARS

On the MARS in a patient chart, users now have the ability to sort the list of PRN Orders by Medication Name or Created On date:

Improved usability in Patient Engagement for deleted and/or cancelled forms

We have made a number of improvements to improve usability for scenarios where a form sent to a patient via Patient Engagement is deleted or cancelled.

When a form is sent to a patient via patient engagement:

• If the form is deleted from the patient’s chart PRIOR to the patient completing the form:

  • The user attempting to delete the form will receive a warning that the form was sent via Patient Engagement and asked to confirm:
    
    

     

  • After clicking Delete:

    • It will appear in Patient Engagement in italics and an indication that it was deleted:
      
      

       

    • It will be removed from Patient Engagement > Pending Forms.

    • If the patient follows the Patient Engagement email link, the form will no longer be in the list of forms to complete:
      
      

       

• If the form is cancelled from Patient Engagement PRIOR to the patient completing the form:

  • It will appear in Patient Engagement with a status of Canceled:
    
    

     

  • It will be removed from Patient Engagement > Pending Forms.

  • If the patient follows the Patient Engagement email link, the form will no longer be in the list of forms to complete:
    
    

     

  • It will NOT be deleted from the patient’s chart.

• If the form is deleted from the patient’s chart AFTER the patient completes the form:

  • The user attempting to delete the form will receive a warning that the form was sent via Patient Engagement and asked to confirm:
    
    

     

  • After clicking Delete, it will appear in Patient Engagement in italics and an indication that it was deleted:
    
    

     

• If the form is cancelled from Patient Engagement AFTER the patient completes the form:

  • It will appear in Patient Engagement with a status of Canceled:
    
    

     

  • It will be removed from Patient Engagement > Pending Forms.

  • It will NOT be deleted from the patient’s chart.

Added support for the Add Table component in Patient Engagement

The Add Table component is now supported when sent through Patient Engagement.

To use the Add Table component in Patient Engagement:

• Go to Forms Builder, create a new form or edit an existing form.

• In the section header where you want to insert the table, click Action > Add Table:
  
  

   

• Select the Column to place the table in and click Add.

• Hover over the Add Table component and click the Edit button:
  
  

   

• Configure the table options, add columns, then click Add to save your changes:
  
  

   

  • Include Score: TO DO - unclear how this works.

  • Read Only: Makes ALL text and date type columns uneditable in forms. Select, textarea and checkbox type columns will still be editable:

  • First Column Read Only: Makes only the first column uneditable in forms.

  • Include Header: Include the ability to filter, add and remove rows in the table:

     

    • Click Add Row button to add a row.

    • Any rows added by the user can be deleted by clicking the red X in the right column of the row

  • Include Last Row as Totals: Adds a row to the table containing the total of the values entered in the last column. Last column must be a text column and Include Header should be disabled:

    
    
    

• Click Save to save changes to your form.

• Make sure your form is enabled for Patient Engagement:

Known Limitations:

• User and Timestamp type columns do not display values when viewed in Patient Engagement.

• Filtering is not supported or shown in Patient Engagement when the Include Header option is enabled.

• The total row (Include Last Row as Total) will NOT update as user completes in Patient Engagement, but the Total will be computed and displayed correctly when viewed in the EMR.

Ability to add Relative Tapers to Protocols

Users now have the ability to include Relative Tapers when creating Protocols.

To add a Relative Taper to a Protocol:

• Go to Current Medications on a patient chart, then click Create Order.

• Hover over the green Protocol Manager bottle, then click Edit and Create Protocol:

   

  • If you don’t see the Protocol Manager option, make sure your user has the Access Protocol Manager permission in Practice Setup > Users:

     

• Click the Add a new protocol… link, enter a name, then click Add new level for this protocol…:

   

• Enter the title for the protocol level, note that the TAPERS section now includes Relative Taper templates:

   

• Click Save Changes.

In prior releases, Relative Tapers were not displayed and available to select for inclusion in the Protocol.

User permission for managing which users can delete diagnosis codes

We have added a new user permission called Can Delete Diagnosis Codes providing administrators the ability to configure which users have the ability to delete existing Diagnosis Codes independently from the ability to view, create or modify existing Diagnosis Codes.

To enable or disable a user’s ability to delete Diagnosis Codes:

• Go to Practice Setup > Users, then click on the user you wish to edit.

• Under Patient Diagnosis, check or uncheck the Can Delete Diagnosis Codes permission:

   

Users who have the Read-Write permission, but do NOT have the Can Delete Diagnosis Codes permission will be able to view and/or modify existing Diagnosis Codes, but will not have the X button allowing them to delete them:

Ability to enforce required fields on forms completed in Patient Engagement

When sending forms via Patient Engagement that include components configured as required fields, patients now MUST enter values for required fields before they can sign the form to complete it.

If a user attempts to click Sign and Submit prior to completing required fields, all blank required fields will be highlighted in red:

NOTE: the error message presented will be the default message shown above, it will not display any custom Error Message configured on the component in Forms builder, for example:

Display warnings when administering PRN medications

When administering PRN medications, the Medications Action dialog now displays warning if the medication is scheduled for a future date or has already been administered within the prescribed frequency window:

Appointment times now display in chronological order when scheduling through Patient Engagement

This enhancement resolves the issue of appointment times not being displayed in chronological order in the Patient Experience (PE) calendar scheduling feature. Ensuring that appointment times are displayed correctly will help patients better understand and navigate the available time slots, making it more convenient for them to book appointments.

Location of Enhancement:

This enhancement affects the Patient Experience (PE) calendar scheduling feature within the calendar link included in an Envelope.

Reference Screenshots:

1. Before Enhancement: Appointment times are not displayed in chronological order

2. After Enhancement: Appointment times are displayed in chronological order

Add Service Facility, Building and Room assignment in Patient Header on a mobile device

When viewing a Patient Chart on a mobile device, we now display the Service Facility, Building and Room in the header:

RCM Enhancements

New API endpoint for AR Report (Summary and Detail)

There are new APIs for pulling the AR Report summary and detail data.

Get AR Report - Summary View

Syntax:

GET /api/billing/arreportSummary/from/{start_date}/until/{end_date}/billingentityid/{billingentity_ID}

Parameters:

• start_date and end_date define timeframe of data to retrieve.

• billingentity_ID is ID for the billing entity, found in Practice Setup > Billing Facilities.

Example Call:

https://emr.sunwavehealth.com/SunwaveEMR/api/billing/arreportSummary/from/2022-03-15/until/2023-03-15/billingentityid/49

Example Response:

Get AR Report - Detailed View

Syntax:

GET /api/billing/arreport/from/{start_date}/until/{end_date}/billingentityid/{billingentity_ID}

Parameters:

• start_date and end_date define timeframe of data to retrieve.

• billingentity_ID is ID for the billing entity, found in Practice Setup > Billing Facilities.

Example Call:

https://emr.sunwavehealth.com/SunwaveEMR/api/billing/arreport/from/2022-03-15/until/2023-03-15/billingentityid/49

Example Response:

Added Service Name field to Billing > Ad-hoc Reports and Billing > Dynamic Reports

In Billing > Ad Hoc Reports, we have added the Service Name field:

In Billing > Dynamic Reports, we have added the Service Name field:

This field contains the Service Name(s) associated with a claim as defined in Master Data > Manage Services:

Ability to configure Service Business Rules (Manage Services) to use the Service Facility’s Taxonomy code to populate Box 81a on UB04 forms

A new flag called Use Service Facility Taxonomy Code has been added to the Master Data > Manage Services > Service Business Rules section for UB04 Claim Types, as well as a new field in the Practice Setup > Service Facilities section. This flag allows users to populate the Taxonomy Code from the Service Facility in Box 81a on the UB04 form, providing more customization options for claim management.

Location of Enhancement:

1. In Practice Setup > Service Facility, edit a service facility and note the new field Taxonomy Code Modifier:
   
   

    

2. Master Data > Manage Services: Click on a service, when your Claim Type is selected on UB04, you will see this new checkbox Use Service Facility Taxonomy Code
   
   

    

   1. When checked, claims generated for this service will place the value set in Taxonomy Code Modifier from the associated Service Facility on Box 81a of the UBO4 form.

       

Please note that this enhancement includes updates to the validation rules for the UB04 form and the form generation process to ensure the Taxonomy Code is populated correctly in Box 81a when the flag is checked. Additionally, an error message will be displayed if the flag is checked and the Taxonomy Code is missing from the Service Facility.

Ability to configure Service Business Rules (Manage Services) to use a patient MRI to populate Box 3b on UB04 forms

A new feature has been introduced that allows all facilities to include the patient's MRI number in box 3b on the UB04 claims form for all insurances when using UB04. This enhancement adds a checkbox/flag within the Manage Services section, enabling the automatic population of the MRI number in box 3b for UB04 claims.

Location of Enhancement: Master Data > Manage Services: Click on a service and scroll down to Service Business Rules

Reference Screenshots:

1. UB04 Form: MRI Number Populated in Box 3b

2. Went to Waystar Correctly

3. Went to OfficeAlly correctly

    

Capture and Display Adjustments in Financials when Processing ERA Payments

A new realm-specific flag called Create Auto-adjustments from ERAs has been introduced, enabling the automatic creation of adjustments in financials when processing ERA payments.

To configure, go to Master Data > Manage Realms:

When enabled, the Adjustments pop-up in Manage EOBs if enabled now has adjusted amount (Charged Amount minus Allowed):

When Create Auto-adjustments from ERAs is not enabled, the Amount shown in Adjustments will be $0 as it was prior to this enhancement:

This enhancement improves the financial record-keeping, transparency, and accessibility of adjustment information when processing payments from Electronic Remittance Advice (ERA). The system now captures and displays adjustments in financials when creating a payment from ERA with the financials feature "ON," providing more accurate and transparent financial information for AR staff, the Business Office, and patients.

All Tickets in Release

Bugs

• SUN-2237 Trigger Task Feature Not Working in PE for C-SSRS Form

• SUN-2235 Link Checkbox with a Section" not functioning as expected in CSSRS Assessment form when filled out via PE

• SUN-2281 Inactive/Deleted Sessions Showing as Available for Patients to Book on Calendar

• SUN-2234 "Complete Before Signing" Checkbox in Assessments not Enforced when Sent via PE

• SUN-2288 Calendar "Next" and "Prev" Buttons Not Properly Navigating to Adjacent Months for Patients

• SUN-2290 Reminders deleted for recurring calendar sessions when booked via PE link

• SUN-2297 Some reminders on calendar appointments not delivered due to timing issue.

• SUN-1597 Unable to order medications using Copy Orders From Forms feature.

• SUN-2312 Month Display Incorrectly for Months with 1st Day on Saturday

• SUN-2306 MAR not displaying all medications administered when viewing a past month with less than 31 days on the 31st day of the current month

• SUN-1194 Unable to generate claims by Financial Class.

• SUN-2098 Unable to send Assessments w/ subtotals via Patient Engagement.

• SUN-2169 Unable to create appointments on patient calendars after navigating to the calendar from the patient chart (Menu > Patient Calendar).

• SUN-2141 Send Email to Patients from a Group Session causes UI to get stuck processing.

• SUN-2108 Labcorp Valley Hope Parker lab results going into Labcorp Valley Hope Denver lab results- Pending Signature.

• SUN-2066 Medication Reminder Time is Incorrect

• SUN-2058 Unable to add patient from child realm to Constant Contact.

• SUN-1931 Unable to change a PRN order to a Routine order when using Discontinue & Duplicate.

• SUN-1658 Copy from Prior Admission does not work within the Intake Process screen.

• SUN-1620 Duplicated N-forms on the same day are not sorted correctly.

• SUN-1844 "OK" button not working in Planned Group Notes.

Enhancements

• SUN-2134 Ability to configure calendar appointment colors for Session Types and Session Statuses.

• SUN-2213 Add "SMS Patient Engagement Forms" Flag in Manage Realms

• SUN-2198 Add ability to send Patient Engagement forms via SMS

• SUN-2278 Appointment times now display in chronological order when scheduling through Patient Engagement.

• SUN-2023 New API endpoint for AR Report.

• SUN-2264 Add Service Name field to Billing > Ad-hoc Reports

• SUN-2263 Add "Service Name" field into Billing Dynamic Report

• SUN-1307 User permission for managing which users can delete diagnosis codes.

• SUN-147 Ability to enforce required fields on forms completed in Patient Engagement.

• SUN-1167 Ability for patients to complete (fill out) Table components in forms sent via Patient Engagement

• SUN-2190 Ability to add a Relative Taper to protocol

• SUN-1890 Ability to discontinue medications that are ready for approval in the Dashboard.

• SUN-1688 Show Patient Name and Admission Date when viewing My Action Orders on a mobile device.

• SUN-1604 Ability to sort PRNs by Created Date or Medication Name on the MARS.

• SUN-2224 Ability to configure billing rules to use the Service Facility’s Taxonomy code to populate Box 81a on UB04 claim forms.

• SUN-2261 Enable MRI Number Population in Box 3b on UB04 Form

• SUN-1429 Improved usability in Patient Engagement for deleted and/or cancelled forms.

• SUN-1832 Display warnings when administering PRN medications.

• SUN-2315 Capture and Display Adjustments in Financials when Processing ERA Payments

• SUN-2326 Create Auto-adjustments from ERAs Realm Flag

• SUN-1341 Add Service Facility , Building and Room assignment in Patient Header on iPad

• SUN-2156 Include Group Session patients and Group Session type when printing Staff Schedules.

Pop-up Release Notes

EMR Enhancements

• Ability to configure calendar appointment colors for Session Types and Session Statuses.

• Print Staff Schedule in Calendars now includes Group Sessions as a type, displays patients assigned to the Group Session and includes row borders for improved readability.

• Added a user permission for managing which users can delete diagnosis codes.

• Ability to sort PRNs by Created Date or Medication Name on the MARS.

• Ability to add Relative Tapers to Protocols.

• Ability to discontinue medications that are ready for approval in the Dashboard.

• Display warnings when administering PRN medications if the medication is scheduled for a future date or has already been administered within the prescribed frequency window.

• Show Patient Name and Admission Date when viewing My Action Orders on a mobile device.

• Patient Engagement Improvements:

  • Ability to send Patient Engagement links via text (SMS).

  • Added support for Required Fields.

  • Added support for the Add Table component.

  • Available appointment times now display in chronological order when scheduling.

  • Deleted and/or cancelled forms are automatically removed from Patient Engagement>Pending forms and displayed as deleted in the Patient Engagement tab on patient charts.

RCM Enhancements

• Added API endpoints for the AR Report Detailed and Summary views.

• Billing Ad-hoc Reports and Dynamic Reports now include the Service Name field.

• Ability to configure Service Business Rules (Manage Services) to use the Service Facility’s Taxonomy code to populate Box 81a on UB04 forms.

• Ability to configure Service Business Rules (Manage Services) to use a patient MRI to populate Box 3b on UB04 forms.