Table of Contents

Release Highlights

RCM Enhancements

Bulk Insurance Verifications through VerifyTX

What's New: We're introducing a new feature for Users running VOBs through VerifyTx to perform them in bulk.

Why It Matters: This update was specifically targeted to assist you in verifying all your active patients still have the same insurance and that it is still active, but you’ll get loads more information and this sets us up for even more enhancements around this in the future.

Who It's For: This feature is designed for anyone running VOBs through VerifyTx.

How to Use:

Preliminary Steps:

1. Eligibility: This service is exclusively available to clients contracted with VerifyTx. Integration with Waystar is in the pipeline but is not yet operational.

2. Subscription: Interested parties must subscribe to this service separately through VerifyTx. Contact VerifyTx directly to enroll.

3. Activation: Post-subscription, request activation of the feature within Sunwave by reaching out to our Customer Success Team.

How to Access and Use the Feature:

• Navigation: Once activated, navigate to Reports > Verification of Benefits within Sunwave.

• Operation: To initiate verification, manually select "Run New Batch". The processing time can range from a few minutes to several hours, depending on the batch size.

• Notification: Users listed in the VerifyTx portal will receive an email containing a CSV file of the requested verification of benefits (VOBs).

• Data Review: To examine the verification results, access Sunwave's table by clicking "Search". Prior to searching, you have the option to apply filters based on date, coverage status, or insurance to streamline the results.

Features and Functionalities:

• Batch Processing: The "Run New Batch" functionality allows for batch processing of verification requests.

• Results Display: Verification outcomes are displayed in a tabular format. This includes essential information such as the VOB date, patient identification, insurance specifics, and coverage details.

• Advanced Tools: Leverage advanced filtering and sorting capabilities to navigate through the VOB Date, Patient, Primary Insurance, and Coverage Status. Additionally, the table supports pagination and the option to export data in CSV format for further analysis.

Enhanced Manage EOBs Interface with Tracking for Deleted Payments

What's New: We've added new UI elements to the Manage EOBs interface: "Deleted By" and "Deleted Date" columns. These elements provide crucial information on who deleted a payment/remit and when it was deleted, directly within the interface.

Why It Matters: This update brings transparency and ease of auditing to the payment management process. It eliminates the need to request this information from Sunwave support allowing billers and finance team members to quickly understand the details behind deleted payments and engage in informed discussions with the responsible individuals.

Who It's For: This feature is invaluable for billers and finance team members who need to audit or investigate deleted payments. It simplifies the review process and enhances internal accountability.

How to Use:

• From any realm with billing access, go to Billing and select Manage EOBs.

• Choose a date range and select “Show Deleted Payments.”

• The new columns for "Deleted By" and "Deleted Date" will display pertinent information for any deleted payment or remit.

Mandatory Service Business Rule Configuration in Manage Services

What's New: We've implemented a mandatory default rule configuration for RCM Users working with services. Now, when adding a new service or modifying an existing one, the system requires complete configuration of the default rule before the service can be saved. This is crucial for ensuring that claims generate correctly and system integrity is maintained.

Why It Matters: This update prevents the creation of incomplete or improperly configured services, which can lead to issues in claim generation and potentially disrupt the system. By enforcing complete rule configuration, we ensure smoother operations and reduce the risk of errors.

Who It's For: This feature is essential for RCM Users who are responsible for configuring services.

How to Use:

• When adding or modifying a service in Manage Services, fill in all mandatory fields in the default rule configuration. These include Procedure (CPT), Claim Type, Diagnostic Code, Diagnostic Type, NPI to Use, and Physician details.

• If any mandatory field is left incomplete, the system will display an error message identifying the missing information.

• The user interface will clearly mark mandatory fields, guiding users through the required steps for completion.

Enhanced ERA Posting: Accurate Auto-Allocation with Modifier Matching

What's New: We've enhanced the ERA posting process in our billing system. The auto-allocation system now takes into account modifiers when matching payment lines to claim lines. This update ensures that ERA files are allocated accurately and completely..

Why It Matters: By integrating modifier matching, the system can now handle ERA line items more precisely, aligning them with their corresponding claim lines. This eliminates discrepancies and errors in payment allocation, leading to a more streamlined and accurate billing process.

Who It's For: This enhancement is particularly important for billing managers who oversee the ERA posting process.

How to Use: The system will automatically match modifiers in ERA line items with those in claim lines during the auto-allocation process.

Enhanced Financial Summary in Patient Charts

What's New: The financial summary in a patient's chart now displays "Total Patient Debits" alongside the "Patient Responsibility" amount. This update changes the label to "Patient Responsibility/Debits" and dynamically shows the total of all unallocated patient debits next to the Patient Responsibility amount.

Why It Matters: By providing a comprehensive view of the patient's financial obligations, including both their responsibility and outstanding debits, users can better understand and manage patient accounts. This clarity supports more informed financial discussions and planning with patients.

Who It's For: This feature is designed for any user who manages patient financials, including billing staff and financial counselors.

How to Use: In the financial summary section of a patient's chart (typically located in Insurance tab > Claims), you will now find the updated "Patient Responsibility/Debits" label. The total patient responsibility is displayed first, followed by a slash ("/"), and then the total of all unallocated patient debits.

Insurance Authorization-Based Service Bundling

What's New: This new feature allows the bundling of multiple services under a single level of care with one insurance authorization. This enhancement is designed to cover a multitude of services under one authorization, simplifying the billing and insurance verification process, particular OP providers.

Why It Matters: This feature addresses the need for a more efficient way to manage insurance authorizations where a patient's care plan may involve various services. By bundling services under one authorization, providers can ensure comprehensive coverage and reduce administrative burdens.

Who It's For: This feature is ideal for billers and UR teams managing patients who require authorization for services and are looking to streamline their workflow with auto-billing capabilities.

How to Use:

1. Bundle Services: Navigate to Master Data > Level of Care Services to bundle various services under a single level of care. This step consolidates multiple services, making them eligible for a singular insurance authorization.

2. Configure Insurance Authorizations Table: Ensure your Insurance Authorizations table in the Form Builder includes a "Level of Care" column. This configuration is crucial for linking services to specific levels of care within insurance authorizations.

3. Authorize at the Patient Level: In a patient's chart, you'll see the "Level of Care" column. When adding a new authorization, simply select the appropriate level of care. This action automatically associates the patient with all services included within that level of care for billing purposes.

Administration Enhancements

Enhanced 2FA Feature with Auto-Reactivation

What's New: We've upgraded the Two-Factor Authentication (2FA) turn-off feature in Sunwave. Now, when an admin temporarily disables 2FA for a user, it will automatically reactivate after a 24-hour period.

Why It Matters: This update ensures continued security while providing flexibility in situations where a user may need to reset their 2FA (e.g., if they lose access to their authenticator device). It eliminates the manual tracking and re-enabling process, making 2FA management more efficient and secure.

Who It's For: This feature is crucial for admins, particularly in scenarios where temporary suspension of 2FA is necessary.

How to Use:

• Temporary Deactivation: When an admin disables 2FA for a user, a notification will confirm that the deactivation is temporary and 2FA will reactivate automatically in 24 hours.

• Reporting: The 'Disable' and 'Auto-Turn On' actions will be logged in the 2FA Actions report. Users with 2FA disabled will be shown as inactive in the Practice Setup > Master Users and Users Reports.

• Auto-Activation: For users in realms where 2FA is currently off but required, the system will automatically turn it on (either immediately or after 24 hours), ensuring compliance with security protocols.

CRM Enhancements

Patient Engagement Enhancements

PE - Pending Forms - Select All Functionality

What's New: A new “Select All” option has been made available for users in Patient Engagement.

Why It Matters: Select All permits easier mass accepting or canceling of Patient Engagement forms for facilities heavily utilizing patient engagement to engage in external communication and document gathering.

Who It's For: This enhancement is beneficial for office staff, administrators, clinicians and others who need to send patients documentation.

How to Use This Update: Navigate to Patient Engagement → Pending Forms, Patient Engagement or Pending payments and locate the check box in the header row of your patient list. Click the check box and select all!

PE - Patient Engagement Landing Page Customization

What's New: Sunwave customers are now able to brand their Patient Engagement landing page!

Why It Matters: Greet your patients and enhance your facility branding by displaying your logo and a welcoming message when they fill out patient engagement forms.

Who It's For: This enhancement is for facilities who want to brand the landing page patients see when receiving form packets and documentation sent through Patient Engagement.

How to Use This Update: Navigate to Practice Set-Up → Service Facilities. Upload your facility logo to the logo area. Reference the menus along the bottom of the screen, “Service Facility PE Description” will display to your patients on the Patient Engagement Landing Page.

Calendar Enhancements

Cal - Display Service Facility Logo on Printed Patient Roster

What's New: Sunwave now allows the Service Facility Logo to be printed on patient rosters!

Why It Matters: This calendar enhancement increases the professional appearance of printed calendar documentation and fosters a sense of branding and increased credibility for facilities. Printing the Service Facility logo ensures printed rosters carry a consistent and recognizable visual identifier.

Who It's For: This enhancement is beneficial for office staff, administrators, techs, nurses and anyone else who assists in patient processing or handles patient documentation.

How to Use This Update: This behavior is dictated by the “Print Patient Roster With Logo” flag when printing patient roster. Service Facility logo can be uploaded from Practice Set-up → Service Facilities. Select a specific service facility and upload the desired logo by clicking the blank space under “Logo”. Deselecting this flag will remove the facility logo from your printed patient rosters.

EMR Enhancements

EMR - New MOR/MAR Dynamic Report

What's New: The Sunwave MOR/MAR Dynamic Report provides healthcare professional with a comprehensive overview of all medication administration records and their status for their patients.

Why It Matters: The MOR/MAR Report ensures patient safety, continuity of care and medication compliance for all patients receiving medications in Sunwave. This report offers detailed records of med administration including the ordering authority, status of the observation/administration record and the staff member entering the record.

Who It's For: This report is beneficial for nurses, physicians, providers and pharmacists to allow easy tracking and monitoring of medication compliance and identify any potential issues.

How to Use This Update: Navigate to reports in the left hand menu and located MOR/MAR Dynamic Report.

EMR - Group Sessions - Allow Selectable Group Titles from Group Sessions Library

What's New: Group Sessions have been enhanced to allow selectable group titles and their associated objectives when utilizing planned group notes or ad-hoc group notes.

Why It Matters: Clinicians now have access to the library of group sessions available in the facility they are facilitating the group session. This enhancement allows the selection of appropriate and specific topics from their library of group sessions in support of clinical planning.

Who It's For: This enhancement is for clinical directors, therapists and other clinicians who want to utilize a clinical curriculum when facilitating group sessions.

How to Use This Update: When creating Scheduled Group Sessions in Practice Set-up, check “Display Group Titles List” option. Selecting this option will allow the user to free type or search for any of the facilities group sessions. Group sessions can be added to the available list in Practice Set-up → Group Titles List. Any Planned Group Sessions configured in Practice Set-Up → Group Session Schedules as billable will stay billable.

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