3.1.4 New Features (July 5, 2010):

1) Added 'Approved Payment' and 'Approved Payment Confirmed' fields to the Session Note table and Insurance Maintenance Screens.

2) Added a new checkbox to the Session Notes screen to allow an amount received to be optionally added or not added to the "Deposits to be Done" report. Also locks both the amount and this checkbox if the "Deposits to be Done" report with this value has already been printed so the printed and database amounts do not conflict.

3) Added the Service Code to the "Allowable Fee" form.

4) Added a feature where, if a primary or secondary payment has been received, but the claim needs to be submitted again (such as when the wrong CPT code was used the first time), the prior payment is documented as a "Insurance Payment Received" session note to trap the income from the first check. This was necessary because, as the claim is resubmitted, the payment information for the session is blanked out in preparation for the new check.

5) Added the Phone Message database to the backup routine.

6) Changed Standing Schedule to turn dates and times bright red when there is no client scheduled. This makes it more visually clear which slots are still open.

7) Changed the Standing Schedule to turn client's names blue whenever that client is on the waiting list for a different slot to make it more visually clear that they are waiting.

8) Added a "Map" button to the client's face sheet page to hyperlink to Yahoo Maps.

9) Added a "Web" button to the client's Insurance face sheet to hyperlink to the insurance company's web site.

10) Moved the Income reports from the Fiscal Menu to the "CILe Utilities" program so client's who have been moved to the Archive can be included in the computations.

11) Added new statistical reports to the CILe Utilities program for evaluating show-rates by practice year, and also monthly show-rates across all practice years.

12) Added a new button to the "Calculate Visits Left" screen off of the Fiscal menu to automatically bring up the client's standard ITP form in Microsoft Word.

3.1.4 Bug and Annoyance Fixes:

1) If a Secondary claim was being submitted for the second time on an individual session (resubmission), the value of the primary payment and date were blanked out.

2) Occasionally, CILe would present a message that a new client was already in the database when this was not true. The new client would be successfully added, but the message was confusing.

3) If the Intake date on the Intake Form was changed to a date prior to the one originally documented, the Admission Date on the Fiscal Face Sheet was not updated. The same situation applied to the Discharge Form, as well. Both have been fixed.

3.1.3 New Features (April 18, 2010):

1) Added a "Delete Client" item to the client pop-up menu.

2) Removed next appointment fields from schedule line.

3) Added a "List Checks by Check Number" button to the "Insurance Payment Maintenance" form.

4) Added a checkbox to the session note and Insurance maintenance screens to indicate that the copay has been verified against the EOB, and so is accurate. While this checkbox is checked, the copay cannot be changed.

5) Added a button on the Daily Schedule and Standing Schedule forms as a reminder that there are clients on the waiting list and a link to display the listing.

6) Added two checkboxes to the "Letter to Open Clients' form: 1) Allows a letter to be sent to only the clients who are scheduled through either the normal weekly schedule screen or the standing schedule form (as opposed to 'all' open clients), and 2) Allows a session note to be automatically created in each of the clients for whom the letter was created, referencing the "Open" letter on that date.

7) Added the client pop-up menu to the Waiting List.

8) Added a date-selection form to the Session Copay Maintenance Form and Report.

9) Added a much more robust selection screen for writing multiple clients the same letter. Now selects on session date, standing schedule day, or selection of individual clients from a list.

10) Added a "Missed Session letter sent" note automatically appended to the end of the session note when CILe produces and displays that letter.

11) Organized the Session Note screen to make it easier to read.

3.1.3 Bug and Annoyance Fixes:

1) Fixed the "Deposits to be Done" report where some secondary insurance payments weren't being listed if the user changed the "electronic checK" checkbox.

2) Brought the expanded Fiscal Face Sheet note to the "front" so the boxes behind it don't appear in the text.

3) Fixed a bug where, when you enter and save a 'Phone Consultation" note, you have to click the save bar twice to successfully save it.

4) Removed the editable "session note date and time" field from the session note screen because it is no longer necessary.

3.1.2 New Features (October 15, 2009):

1) Changed the text of the Fiscal menu from "Sessions with no claims submitted" to "Sessions needing Claim creation" so it is clearer that this includes claims that are slated to be resubmitted as well.

2) Added the ability to change the fees associated with each Service Code, including separate fees for adults and children. Added the ability for the Session Note screen to pick up those fees and apply them to the service at the time the session note is created. Removed the "Fee" field from the Fiscal Face Sheet since this capability is now handled automatically.

3) Added a "Delete Client" item to the client pop-up menu so clients who were never opened could be completely deleted from the database.

3.1.2 Bug and Annoyance Fixes:

1) Restricted the values in fields on the Fiscal Face Sheet to only those values that appear on the drop-down lists. This is a critical restriction for claims submission.

2) Fixed the text input box for the Deposit Reconciliation Report where, if the value is a non-zero number or the user clicks the 'Cancel' button, it displays a system error message rather than closing in a clean way.

3.1.2 Known Problems:

1) There is a potential problem if the therapist does absolutely no individual counseling, but does only group, couples, etc.

3.1.1 New Features (August 3, 2009):

1) Added the ability to check the "resubmit claim" checkboxes to the "Insurance maintenance" form.

2) Cleaned up the "Daily Service Ticket" format, available on the "Service Ticket" button on the Daily Schedule form.

3) Corrected some inconsistencies in the way copays are calculated.

3.1.1 Bug and Annoyance Fixes:

1) Corrected a bug in the "Sessions with no claims submitted" form where, if a client had a secondary insurance that was not submittable electronically, some claims which should be submitted electronically would be skipped in the selection process.

2) Added a "Cancel" button to the "Back Up Database" routine so the backup can be cancelled with the previous backup drive preserved.

3) Corrected a pop-up error on the Daily Service Ticket button off of the Daily Schedule form.

4) Corrected some inconsistencies in the way copays are calculated.

3.1.1 Known Problems:

1) There is a potential problem if the therapist does absolutely no individual counseling, but does only group, couples, etc.

3.0.9 New Features (June 12, 2009):

1) Added a screen off of the Fiscal Menu called "Copay This Week Maintenance" where the user can see the entire week's sessions and enter and change the amount of money received from all of the clients on a single screen.

2 Changed the text on the "CILe About" pop-up for the web pages and my e-mail address to hyperlinks.

3.0.9 Bug and Annoyance Fixes:

1) Fixed a bug where, if you have a quote or double-quote in the text of the message on the "Insurance Payment Maintenance" screen will cause the update of the session note with the claim information to fail.

2) Added a feature to all forms where, if the was already open, it will refresh with whatever new information has been added since it was opened the first time.

3) Corrected a bug whereby, if a client or the therapist had an apostrophe in their name, the system would give an error message on some functions.

4) Correct a bug where, if the session note had been created with a time other than the scheduled time, the validation routine would not detect it and turn the field yellow.

4) Corrected a bug where, if the session note was changed, and the change should have affected the electronic claim that had already been created, the change would not be reflected on the electronic claim.

3.0.9 Known Problems:

1) There is a potential problem if the therapist does absolutely no individual counseling, but does only group, couples, etc.

3.0.8 New Features (May 29, 2009):

1) Added a flag to the Insurance Maintenance screen to allow the secondary insurance payment to be documented as "EFT" so it doesn't end up on the "Deposits to be Done" report.

2) Added a Session Note Receipt to the Session Note page.

3) Changed the "Attendance Listing" to show only actual sessions, and not "no charge" phone calls.

4) Added the check number to the Secondary Insurance payment and to the "Verify Check Number" routine.

5) Added the secondary insurance policy capabilities to the help system.

5) Added a menu item to conveniently delete old database backups.

6) Added Alt-C keyboard shortcuts to all menu items.

3.0.8 Bug and Annoyance Fixes:

1)Fixed a bug where check documented in the Insurance Maintenance screen from a secondary insurance company was documented on the "Deposits to be done" report incorrectly.

2)Eliminated the ability to delete a session note that has a claim submitted.

3)Fixed a bug where, if the check documented in the Insurance Maintenance screen is blank (null), the system will assume it is a zero.

4) The "Sessions with no claims submitted" form would give a system error if the "Create Claims" button was submitted and there were no claims needing submission. Now it displays a normal error message.

3.0.7 New Features:

1) Put an option on the "Client Accounting Report" selection box to allow the production of that report to optionally include the insurance information as well.

2) Took the "Change Backup Drive" item off of the Administrative menu because the backup routine itself handles that now.

3) Put the "Do not submit this claim" checkbox back onto the Session Note screen.

4) Added "DSM-IV Code Edit" capability to the Administrative menu.

5) Significantly expanded the Help system.

6) Included a "Note" button on the "Insurance Payment Maintenance" screen to pop-up the contents of the research note pertaining to a specific session note's claim.

7) Added a sort button for Insurance Company to the "Insurance Payment Maintenance" screen to allow for checking multiple clients easily when you're on the phone with an insurance agent because all of the outstanding claims for a particular insurance company will be grouped together.

8) Incorporated the Help system into each of the screens with the F1 key.

9) Added a button to the 'Client Attendance' form to allow printing of the report without the financial information.

10) Removed the "Parole and Probation" information from the top of the Attendance Report.

3.0.7 Bug and Annoyance Fixes:

1) Adjusted the headings of the Accounting Report to allow for variations in printers.

2) Corrected a code in the CILe Utilities routine that would have made restoration from the latest backup more difficult.

3) Corrected a rare error where an error message would be displayed if an insurance payment was documented as paid and the claim was resubmitted and the date was null and the amount paid in the session note was zero, but a prior payment was documented as deposited already.

3.0.6 (Version Number not used)

3.0.5 New Features:

1) Added sort buttons to the "Sessions with no claims submitted" form.

2) Added a "show only kept visits" button the the "Session Note Claim Correction Form".

3) Added "Check All" and "Uncheck All" buttons the the "Session Note Claim Correction Form".

4) Added Secondary Insurance processing".

5) Removed the insurance information from the Client Accounting Report."

6) Removed sessions from the "Count of Unpaid Session" report where the session was slated to be resubmitted back to the insurance company as a new claim."

7) Added a new "Waiting List" input and list feature.

8) Removed the "Print this weeks HCFA" menu items.

9) Added a "Sort by Session Date" button to the "Insurance Payment Maintenance" form.

10) Added the group NPI to the client's fiscal face sheet.

11) Removed the "Invoice" item from the client pop-up menu.

12) Added selection criteria to the "Letters to Open Clients" report to allow for selection on adult-only or gender.

13) Added a check to ensure that the date for the session being submitted electronically is greater than or equal to the client's intake date.

14) Created a pop-up box to display error messages when validating session notes in preparation for claims creation. Also added new validation checks to reduce errors.

15) Changed the "Insurance Plan Type" box on the "Insurance Type Lookup" form to be a drop-down box with options rather than text entry.

16) Enhanced the "Client Accounting Report" to allow the report to be produced for a specific date range, in addition to the current intake period or the entire history of the client's visits.

3.0.5 Bug and Annoyance Fixes:

1) Corrected a bug in the "Copays paid" forms where, if a client made a 'catch-up' payment on a date for which they had no scheduled appointment, the payment would not show up on the 'Copays paid' report. It now shows up without a scheduled appt on the payment date.\

2) Corrected a bug where the "Show All" button on the "Insurance Payment Maintenance" screen would sometimes show sessions where no claim was submitted. It now only shows claims if they have either been submitted or are pending to be submitted.

3) Corrected a bug where the "Show All" button on the "Insurance Payment Maintenance" screen would force the screen to show only a specific client, even if the user got there via the Fiscal menu selection option.

4) Corrected the sometimes-incorrect "Total of Claim" in the "Insurance Payment Maintenance" form.

5) Corrected the sometimes-incorrect "Total of Claim" on the paper HCFA 1500 form.

3.0.4 New Features:

1) Widened the To-do list box.

2) Changed the sort buttons on the "Insurance Payment Maintenance" form to change color when clicked so the current sort order is obvious.

3) Added a sort button on the "Insurance Payment Maintenance" to sort by Insurance Company name so, when you have a clerk on the phone from that insurance company, you can have all of the people you need to do research on in a convenient list.

4) Filtered the "Claim Stop or Resubmit" listing to only list "kept" or "crisis" visits.

5) Put 'Record Selectors" on Attendance form so the number of total sessions can be quickly determined.

6) Put a 'Last Name Search' field on the 'Verify/Delete Pending Eclaims' form.

7) Added a sort button to the 'Calculate Visits Left' form to sort on Insurance Company name.

8) Added a Directory "Browse" button to select backup folder.

3.0.4 Bug and Annoyance Fixes:

1) Corrected a sort on the "Insurance Payment Maintenance" screen where it would occasionally be incorrect.

2) Corrected a misspelling in "HCFA Invoice Sessions Form." It used to say "HICF" instead.

3) Corrected a selection problem in the "HCFA Invoice Sessions Form" where, if you clicked to show "All claims" for a specific client on the "All clients" form, and then clicked a second time to show only the outstanding claims, it would always take to to only the specific client's claims. Now, if you initially selected to see all clients (off of the Fiscal Menu), it will take you back to all clients, but if you selected a specific client (off of the Client pull-down menu), then it will return you to only that client.

4) Corrected a bug whereby there were occasions when claims would not be documented in the session note, but instead, a zero would be inserted where the claim number is supposed to be. This bug would cause the automated claim submission process to fail (via 'Sessions with no claims submitted' screen).

5) Widened a couple of fields on the Client Attendance form so larger values didn't get replaced with # signs.

6) Put the "No Charge" filter into the "Reconciliation" report so it coincided with the original "Deposits to be Done" report.

3.0.3 Changes:

1) Corrected an error where CILe automatically populates the dx code on the Session Note with an older diagnosis rather than the most recent one.

2) Added a form whereby a specific session note can either be checked to stop a claim from being submitted or force a claim to be submitted or resubmitted for a specific session note. This form lists the session notes all on a single form, making it convenient to perform this action on multiple session notes without having to arrow from one note to the next.

3) The text box on the Fiscal Face Sheet and "Count of Unpaid Session" form are now expandable, making reading and editing longer entries more convenient.

4) Fixed a bug where, if there are multiple authorizations listed for a client, it might pick up an older authorization number and put it on the claim.

5) Added 'Line Number' to the 'Verify/Delete Pending EClaims' form to allow for visual validation that the line numbers are sequential.

6) Fixed a bug where, if you delete more than one Service Line from the 'Verify/Delete Pending EClaims' form simultaneously (by selecting multiple Service Lines and hitting the delete key), it only updates one of the services (session notes) as having been deleted. There is now a "Delete" button, forcing the user to delete only one at a time, correcting the update problem.

7) Fixed a annoyance where a user had inadvertent access to a hidden field on the 'Input Deposit Slip' screen, hanging the screen if they accidentally changed it to a non-valid value.

8) Put "Payment Details" and "Fiscal Face Sheet" buttons on the "Count of Unpaid Sessions" form to make getting to that information more convenient.

9) Fixed an annoyance whereby, if you click the 'expand' button on the "Count of Unpaid Sessions" screen, you may not end up with the client you want at the top of the screen. It now automatically puts them there for easy reading of the note.

10) Changed the accounting system so that, if a session note is added just for the purposes of a financial adjustment but the 'amount paid' is not supposed to show up on the banking reports, then the client can select "No Charge" on the note and put the dollar amount in the "Amount Paid" box and it will show up on the accounting report but not the banking report. For instance, you are seeing a father and son separately and the father gives you $20 to cover the copay for his son. If you inadvertently document the entire $20 toward the father, then the father will have a $10 overage and the son a $10 deficit. If you've already made the deposit, then by using the "No charge" service, you can document the adjustment without the $10 now applied to the son showing up on the Tracking report.

11) Added a "jump to note" button to the session note screen to allow a user to jump to the specific note they want to see rather than having to arrow through all of the notes one at a time.

12) Fixed a bug where, if the user did a "Verify Check Number" on the Insurance Payment Maintenance screen and the user has a session note and an insurance payment with the exact same dollar figure, the apparent total of the insurance check could be wrong.

13) Fixed a bug where, if the user documented a waiver of an outstanding bill with a "No Charge" session note, that waiver would show up on the "Deposits to be done report" as if it were an actual payment that needed to be deposited.

14) Added the "Submit Electronically" checkbox to the "Sessions with no claims submitted" so that, if a client's claim does not get automatically created when the "Create Claims" button is clicked, the user can see if it is because the "Submit Electronically" checkbox is not checked.

15) Fixed a bug where, if the user was trying to resubmit a claim for a session note prior to the most recent one and the most recent one had the "do not submit claim" checkbox checked, the claim for the older session note would not be created. It was actually using the most recent session note in the query in a "Max" subquery, and it didn't need to. I added a Public routine that captured the actual date of the session note claim being created rather than use the Max session note date.

16) Added a convenience on the "Insurance Payment Maintenance" screen where, when viewing the list of all clients with outstanding insurance payments, the user can type in a portion of the client's last name and click a button and the screen will jump to that client's name.

3.0.2 Changes:

1) Allows the therapist to declare on the Fiscal Face Sheet that no authorizations are needed, so the 'Authorizations' button will not turn red and the claims process will not require one.

2) The Allowable Fee button will only turn red if the insurance company indicates that the copay is based on a percentage of the allowable fee.

3) The session note's electronic claim record will be written even if none of the allowable fee, copay, or authorizations are entered.

4) Included the Therapist's insurance provider information check in the electronic claim validation routine (a button on the Fiscal Face Sheet). Without this information, the electronic claim will not be produced when the session note is produced.

5) Corrected a problem where, when you click one of the three fee/copay buttons on the Fiscal Face sheet, it may take you to a page with the wrong person's name on top. The data was correct, but the name at the top may have been incorrect if you clicked a different client's name before clicking the "info" button to the left.

6) The "Missed Session Notes" screen now includes sessions where the Service Code is missing on 'kept' visits, where the note itself is either missing or says "Note" at the beginning, or where the scheduled time is missing. The "Catch-up Session Notes" menu item has been eliminated because the "Missed Session Notes" screen now serves the purpose it used to serve.

7) Corrected an annoyance where the Session Note screen would give a pop-up message saying that the fiscal data had changed when it wasn't true and that there might be a discrepancy between the new note and what had been transmitted to the clearinghouse. This was an erroneous message and is now eliminated.

8) Since the insurance-dictated copay is no longer included on the electronic claim submitted to the clearinghouse, the system is not checking to see if it changed on the session note. You can now change the HICF copay on the session note without any annoying pop-up messages being displayed.

9) Eliminated the pop-up messages from the session note saying that the copay and/or allowable fee are missing. The copay on the electronic claim will always be zero anyway, so other than tracking the client's outstanding debt to you, it doesn't matter to the electronic claim process. The allowable fee only matters if you want the system to compute the copay owed and the copay is a percentage of the allowable fee. Since it's not that big of a deal, I eliminated the pop-up message.

10) Allows the user to change the "sort date" of the session note on the session note screen itself, forcing the session notes to scroll in the order the therapist wants. This could have been a problem where two notes were added for the same day and the therapist might want one of them to 'scroll' earlier than the other one but that it was added afterward. You can now change the sort date (which includes the time of day in addition to a date) to force the correct sorting order.

11) Eliminated the CPT code 90801 (Diagnostic Session code) from showing up on the "UTP's Due" screen. Since you can only have one of them, it was confusing, implying that since you were authorized one and you've used one, you now have zero left. The zero would turn red, implying that you need to submit another authorization request for the 90801's, which of course, you don't.

12) Clicking into the 'time' field on the session note will now find the time of the scheduled appt on the schedule date rather than the most recent scheduled time.

13) Corrected an error in the Fiscal Face Sheet validation routine where the Copay and Authorizations were erroneously reported as being needed.

14) The "Verification Needed" label will turn yellow if it has not yet been done, and will be included in the validation routine, and the "verification needed" checkbox will be re-validated if the "submit claim" box is checked or unchecked.

15) Corrected a bug where insurance checks entered into the 'Insurance Pmt Maintenance' screen were not correctly getting added to the Insurance Check table.

16) Change the name of the client pull-down menu item "Insurance Pmts Outstanding" to "Insurance Pmt Maintenance" to conform to the screen heading and the item on the Fiscal Menu.

3.0.1 Changes:

1) Added per-session notes and 'Total Claim Amount' to the 'Insurance Pmts Outstanding' form. This is useful when talking to someone at the insurance company about why a particular session note's claim didn't get paid.