Accuro EMR 2013.05 Release Notes


Accuro®EMR is the most recent version of Accuro available. The reason for no version number is because Optimed is going to a more regular release schedule to avoid large annual releases. Optimed is now offering regular product releases to all customers. To get the latest release, run your “Update Accuro” at your convenience. Note that once you update one of your computers, all of your computers will need the update run so please coordinate with your clinic. Administrators can lock down updates.

Accuro©EMR is the most recent version of Accuro available. The reason for no version number is because Optimed is going to a more regular release schedule to avoid large annual releases. Optimed is now offering updates every two months to all customers. This means that every two months we will provide a release in the form of “Update Accuro” which you can run at your convenience. Note that once you update one of your computers, all of your computers will need the update run.

The release notes below are dated. When you apply the update, you will receive all changes since your last update. To find the last date you updated, login to Accuro and click Help > About > Details.

Accuro Release Notes Index by Iteration

Features


Managing Submissions (BC)

An update has been made to managing submissions in BC.

For each submission the submission date, the bills procedure code and who they were for (both by provider and patient) are tracked. Records are stored prior to attempting submission. Once the submission is successful the status is updated from Incomplete to Complete. This information can be seen in the submission manager which can be accessed by selecting the Claims icon > click the Gear button at the bottom-right of the window.

Users can now manually flag a submission as completed in the case where the submission makes it through but Teleplan fails to respond properly for Accuro. This is done in the submission manager by clicking the Include Incomplete checkbox, selecting the submission and clicking the Redo submission button.

The undo and redo now update the last sequence number. The only time the undo or redo should adjust the last sequence number is when the submission being managed is the most recent submission for the data center.

A manual adjustment of the last sequence number is now available through the BC submission manager. Unlike Fix Sequence Number this only updates the last sequence number and does not unsubmit all the bills.

To access the submission manager select the Claims icon > click the Submission Manager button (bottom-right of window with a gear icon on it).

Previous submissions can be viewed using the submission report (Ctrl+R to access reports). Only new submissions will be tracked in the Submission Manager.

Mass Marking Not on File (NOF)

An update has been made to allow users to be able to mass mark NOF. This is particularly useful for remittance files from a client’s previous software or from a physician’s alternative clinic. To mass mark NOF select the Claims icon > click the Unmatched Remittances tab > select all the appropriate remittances > right-click and select Set NOF.

New Bill Using Ctrl+B

Adding a new bill using the shortcut Ctrl+B only used to work if a user was in the claims section. An update has been made so that users can create a new bill using Ctrl+B in most areas of Accuro.

Not on File (NOF) Matching BC

Not on File are any responses where the sequence number is less than the first sequence number submitted in Accuro. An Unmatched tab has been added to the claims section which now displays the remittance and refusal responses which are not matched to bills and have yet to be marked NOF. These can be matched up to existing bills or marked not on file by selecting the appropriate bill(s) and using the right-click menu option to select the appropriate action.

View/Submit by Date Range

An update has been made to allow users to be able to submit claims by date range. Previously users could only submit by day (in Daily Claims) or by All Completed Claims (in Unsubmitted Claims). A dropdown at the top of the Daily Claims window allows users to select either “Single Date” or “Date Range”. If single date is selected one field is displayed allowing the user to select the date they want displayed. If date range is selected users see a From and To field and select their required dates (all options also have calendars button that can be used to select the date). To access Claims select the Claims icon.

Unmatched Remittances (ON)

Unmatched Remittances are now filtered so that only users with permissions to view the provider will be able to view their unmatched remittances (unmatched remittances have the provider number on them).

Unmatched Tab

> A new Unmatched tab has been added to the claims section (for provinces that did not already have it). This means that unmatched claims are found on the Unmatched tab, rather than on the Unmatched tab within the Not Reconciled tab (for provinces that already had this tab). To access the Unmatched tab select the Claims icon > click the Unmatched tab.

Compare Text Lab Reports

A new feature has been added allowing users to compare two text lab report (text lab reports are those stored in the documents section of the virtual chart). The text lab reports can be compared in the documents section of the virtal chart or in the Labs area of the Home section. When comparing the lab reports are displayed side by side in the window allowing a physician reviewing the new lab to easily compare with older results. To compare two lab reports from within the Home section select the Home icon > Open the Labs folder, select and open the appropriate lab > click the Documents button > select the categories to be compared. To compare labs in the Virtual Chart select the EMR icon > click the Virtual Chart tab > Open the Documents folder, select and open the appropriate lab > click the Documents button > select the categories to be compared.

Note: Labs can only be compared if they show up as labs in the Documents area of the Virtual Chart.

Submitted Billing Export (MB)

For clients looking for mass data extract of standardized claim information for data analysis purposes and new menu option has been added called Manitoba Bill Response Export. Permission to use this new export tool is a feature permission that is defaulted to off for all users except those with an administrator role. To access the Manitoba bill response export click File > select Export > click Manitoba Bill Response Export.

Faxing from the Documents Window

A new fax button has been added in the Documents section (located next to the Open button). When clicked this button allows users to fax directly from the Documents area of Accuro. When the button is clicked the Fax Recipients window displayed is the same one that users see when they fax form the Virtual Chart. Faxing a document does not require a patient to be assigned to the document being faxed. For this reason and because the faxing isn’t recorded on any patient charts, the document being faxed is recorded in the Activity Log in Manage Security (Users > Manage Security> Audit Logs).

Print Accuro Mail from Optimed

A print button has been added to a header at the top of Optimed mail messages (in Accuro) to enable users to print them out. This was requested by clients wanting to print out the Tech Tuesdays. To access mail messages select the Home icon > open the Mail folder.

Carecard and Driver’s License Merge (BC)

An update has been made to Accuro to recognize the new combined carecard and driver’s license that is being introduced. Accuro still recognizes the stand alone care card and driver’s license as well as the new combined card. To swipe a patient’s carecard press Ctrl+Space.

Maintenance and Issue Fixes


Billing:

A/R By Insurer

Accounts receivable by insurer can no longer be accessed on the Menu bar (Reports > A/R By Insurer). It is now accessed in the claims section. To access A/R By Insurer via the claims section select the Claims icon > click the Accounts Receivable tab.

Claim Adjustments, Multiple Providers with the Same Payee and Prac Numbers (BC, SK)

A client reported that they were unable to get an accurate report of claim adjustments. An investigation found this was because two doctors each had four providers with the same practitioner number and payee number and their adjustments were summed and displayed under the first provider for each doctor. An update has been made to separate out doctors and their providers onto separate lines. To access claim adjustments select the Claim icon > click the Adjustments button (bottom-right of window).

Claim Section Column Headers

The following columns are now available in the claims tables:
To change the columns displayed in the claims tables select the Claims icon > click the appropriate tab > click the Column Selector button above the scroll bar.

Confirmation Message for Resubmit All

Following feedback from clients, when a user selects “Resubmit All” on the Not Reconciled tab a confirmation message is now displayed. The message states “ claims will be flagged for Resubmission. Do you wish to proceed?” The user has the option of yes or no. To access the Not Reconciled tab select the Claims icon > click the Not Reconciled tab.

Creating Bills Without Diagnostic Codes in Alerts (Query Builder) (ON)

An update has been made so that users can now create bills from Alerts (Query Builder) for procedure codes that do not require a diagnostic code. Previously a diagnostic code was required for all bills created in Alerts (Query Builder). This update ensures that bills created in Alerts (Query Builder) use the same rules that are implemented when users create bills in the claims area of Accuro. To create a bill in Alerts (Query Builder) click Reports > select Alerts (Query Builder) > select the Definition > click Run Report > select the Apply Against and Fields to Display > click Run > right-click on an Alert Match and select Create Bill.

Default to Patient Last Diagnostic Code (MB, ON)

A setting “Default to Patient last Diagnostic Code” has been added to provider configuration. When enabled this option defaults new bills to the patient’s last diagnostic code. To access Default to Patient Last Diagnostic Code press F2 (Provider Configuration) > click Configure > click Next to get to the Billing Details Section > the Patient’s Last Diagnostic Code checkbox is in the Provider Defaults section.

Internal Note field in the Claims table and Note Field in Claim Details (ON)

An update has been made to link the Internal Note Field that is located in the Claims tables with the note field that is found within claim details. These fields are the same but typing in one did not update the other. Now when a user types in the Claim table the field in Claim Details will be updated (and vice versa). To access the Internal Note Field select the Claims icon > select the Daily Claims or Unsubmitted Claims tab. To access this note in Claim details select the Claims icon > click the Daily Claims or Unsubmitted Claims tab > right-click on a claim and select Claim Details.

Resetting Billing Flags when a Response is Received

When a bill receives a remittance response or a user manually matches the bill to a remittance the flags no charge, adjust to paid and write off are now reset.

Using Tracking pins in A/R by Insurer and Appointment History (F4)

The tracking pin feature has been expanded so that users can now use tracking pins in A/R by Insurer (Claims > click the Accounts Receivable tab) and Appointment history (F4). Tracking pins are available as a right-click Menu option. To create pins click Billing > select Options > click Manage Claim Tracking.


Documents:

Forwarding a Document to a Recipient Who Already Has the Document

When a user tried to forward a document in the Home section to a provider who already has the document, a message “Your Data May Not Have Been Saved” message was displayed. This error occurred because Accuro was not checking to see if the provider already has the document. An update has been made so that Accuro checks to see if the provider has already received a copy of the document. If the document is already with the provider awaiting review then it is not forwarded again. If the provider does not already have the document then it is forwarded for review. To access documents select the Home icon > open the Documents folder.


EMR:

Icons in the Virtual Chart

Some chart items should have multiple icons (e.g. faxed/printed) but only one icon is being displayed. An update has been made to ensure all the correct icons are displayed. To access the virtual chart select the EMR icon > click the Virtual Chart tab.

Show Refuted and Erroneous Allergies

The show refuted allergies checkbox was not functioning correctly and so refuted or erroneous allergies were not displaying. An update has been made, the checkbox has been renamed to “Show Refuted and Erroneous Allergies” and also when the show refuted and erroneous allergies checkbox is selected, refuted or erroneous allergies are now displayed. To select the Show refuted Allergies checkbox select the EMR icon > click the Medications tab


Export:

Import and Export Permissions

An update has been made to Accuro so import and export menus for the following items are only available to Administrators (office or system):
The following export items are feature permissions and only default to being enabled for administrators:

Faxing:

Message when Faxing from the Letter Queue

The message “Do you want to remove the successfully faxed letters from the queue?” that was displayed after faxing from the letter queue has been reworded. This message was misleading because letters that have been sent to the fax queue are removed from the letter queue. But, the faxes have not yet been sent and therefore are not successfully faxed.


Forms:

Cross Page Support for Multi Page Forms

An update has been made to components in the form editor so they are aware of and act upon other pages of a multipage form. This new feature works with value totals and checkboxes. To access the form editor click Tools > select Form Editor.

Form Value Totals with Conditions

Forms has been updated to support conditional logic where scores for an answer change based on other answers. This is to enable the use of questionnaires and surveys. For this, two new functions are now available:
To access forms click Tools > select Form Editor. To access the new functions right-click on a component and select Edit > the ISEMPTY and HASVALUE functions can be found in the Edit Condition area of the window.


Labs:

Excelleris Labs (BC)

The following changes have been made to Excelleris lab processing and display:


Messaging/Tasks:

Task Tracking in Encounter Notes

The title of “Tasks” in encounter notes has been changed to “My Tasks”. This is for clarity because only incomplete tasks assigned to the current user are displayed. An additional tracking option has also been added for “All Tasks” and this tracks all incomplete tasks for the patient (including those for the current user). To access encounter notes select the EMR icon > click the Encounter Notes tab.


Other:

Adding or Editing of Pharmacies

An update has been made so that adding or editing of pharmacies is now included in the audit logs. To edit a pharmacy click Tools > select Address Book > click the Pharmacy tab. To access the audit log click Users > select Manage Security > click Audit Logs.

Expired Care Card or Driving License (BC, ON)

Where a care card or driver’s license is swiped and the card has expired (the current date is on or after the expiry date) then a warning message is displayed to alert the user. To swipe a card click Tools > select Card Swipe.

Framingham Risk Calculator, Standard (CHD Risk)

The Framingham Risk calculator has been updated to include a patient is diabetic field. To access the Framingham Risk Calculator click Tools > select Framingham Risk Calculator > if the calculator being used needs to be changed click the Gear button.

Manage CDS Window

The Manage CDS window has been updated to make it more user friendly. Now when either the Manage User CDS or Manage Global CDS windows are selected a small window opens that has add, edit and remove buttons. The fields that were displayed in the right hand side of the window are only displayed once a selection has been made. To access the Manage CDS windows click CDS > select Manage User CDS or Manage Global CDS, as required.

Typographical Correction

Updates have been made in various areas of Accuro to correct the spelling of received.


Patient Demographics:

Disable Random Chart Number Icon

A system setting has been added to allow users to disable the random chart number icon (dice icon). This has been added because overriding and creating a random chart number could be done with one click of this icon and this was not an ideal scenario for some clients. To disable the random chart number icon click Users > select Manage Security > click the General tab > select the Disable Ability to Generate Random File Numbers checkbox. The random chart number icon can be found by selecting the Patients icon > click the Demographics tab > click the Dice icon (to the right of the File Number field).

Work Phone Extension Number in Patients Section

The work phone extension field has been updated to display correctly 5 digit extension numbers. Previously this field was cutting off part of the fifth number. To access the work phone extension field select the Patients icon > click the Demographics tab.


Performance:

Bulk Provider Permissions

It was reported that the bulk provider permissions window was running very slowly for site with large numbers of offices and providers. Updates have been made to improve the speed and performance.

Insurers in the Reporting Section

Clinics with extreme numbers of insurers in their system were finding queried running very slowly. An update has been made as to how the insurer information is accessed to improve speed and performance.


Physician:

Inactive Providers in the Address Book

When a search is made for a provider in the address book, inactive providers are displayed in red (if the setting to “Show Inactive Providers” is enabled). To access the address book click Tools > select Address Book.

Physician Billing Modes (SK)

An update has been made so that both the number and the description are now displayed in the physician billing modes dropdown. To access the physician billing modes press F2 (Provider Configuration) > click Configure.

Provider Demographics in the Address Book

When users search for a provider in the address book (and select them) the specialty and office name are now displayed in the provider tab. To access the address book click Tools > select Address Book.


Refactoring:

AccDocs Folder

The message displayed when the AccDocs folder is unreachable (usually due to permissions issues) has been updated to make the reason a document cannot be accessed more easily understood. The message now says, “Accuro cannot connect to the location specified or the file no longer exists. Please confirm that is available from this workstation or contact IT services for assistance.

Note: If restricted folder access is enabled and the password is invalid or the login is incorrect or AccDocs can be reached but the file does not exist in the patient folder then a different message is displayed to identify the issue.


Reporting:

Appointment Location in Alerts (Query Builder)

In Alerts (Query Builder) appointments category, users can constrain on appointment location, but this item did not display in the output results. An update has been made to that appointment location is displayed in the output results. To access Alerts (Query Builder) click Reports > select Alerts (Query Builder).

Lab Value Comparison in Alerts (Query Builder)

An update has been made to Alerts (Query Builder to allow users to constrain a query alert based on the comparison of two numeric lab valued when using basic formulas (e.g. Find patients where the difference in a last results was >1). The result includes both the values being compared allowing users to visually confirm and compare the results.

To access the lab value comparison click Reports > select Alerts (Query Builder)> open the definition > select a category of Labs > Select Lab Results > click New in the Manage Rule Section > select Difference from Previous Value > select from: <,>=,> and enter a numeric value.

Patient Appointment Summary and Patient Appointment History Reports

An update has been made to the Patient Appointment Summary and Patient Appointment History reports to ensure the reports mask data if the user printing the reports does not have permission to see the masked appointments. To access reports from anywhere in Accuro press Ctrl+R.

Patient Flags in Alerts (Query Builder)

An update has been made so that users can now constrain on patient flags in Alerts (Query Builder. To access Alerts (Query Builder) click Reports > select Alerts (Query Builder).

Referrals and Orders in Alerts (Query Builder)

Referrals and Orders have now been added as constraints that a user may select in Alerts (Query Builder). The new constraints available are:
To access Alerts (Query Builder) click Reports > select Alerts (Query Builder).

Subtracting and Updating Dates in the Form Editor

Subtracting dates in the form editor did not work because the word subtract was spelt incorrectly. An update has been released to correct the spelling. When a component calculates the date from itself it was causing the software to go into an infinite loop. This issue has also been fixed.


Scheduling:

Managed Lists in Outstanding Requisitions, Referrals and Orders

An update has been made to the Description, Specific and Location fields in Outstanding Requisitions, Referrals and Orders. A mange option has been added as well as a free text input to allow for consistent data entry. To access Outstanding Requisitions, Referrals and Orders click Reports > select Outstanding Requisitions, Referrals and Orders.


Security:

Global Messages in the Audit Log

An update has been made to ensure that global messages added in the Patient Tasks window (F7) are now included in the audit log. To access the audit logs click Users > select Manage Security > select the Audit Logs tab.

Managing Document Sub-Types

Permissions for document sub-types are now controlled by the same permissions as full document types (Users > Manage Security > Roles).

Using Save As in Clinical Note Templates

The permissions to use “Save As” in a clinical notes template has been changed to require the same permissions as required in the template wizard. This is to prevent users who do not have template permissions from saving templates under new names and effectively creating new templates. To access a Template from clinical notes select the EMR icon > click the Encounter Notes tab > click the down-arrow in the Clinical Notes section.


Waitlist:

Booking Status Linked to Dates

Changes have been made so that when an appointment is booked for a patient (who is on the waitlist) their status on the waitlist progresses and the dates are automatically filled for each appointment booked. Previously booking an appointment would prompt with all the waitlist requests for the patient where the booked date was not assigned and the request status was not booked, cancelled, completed or deceased. To access the waitlist click the Waitlist icon.