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Kareo Help Center

Release Notes June 2021

Updated: 07/09/2021
Views: 1570

On June 24, 2021, your Kareo account will be upgraded to the latest version.

Billing

 

Send Patient Statements: Exclude Patients with Card on File

Patients that have a card on file can now be excluded when sending a batch of patient statements.
 

Exclude Patients with Card on File

  1. Navigate to send patient statements. The Send Patient Statements - Select Criteria window opens.
  2. Enter the appropriate criteria to Filter Patients and click to select "Exclude patients with card on file".
  3. Click to select the Statement Delivery method(s).
  4. Click SHOW PATIENTS. The Send Patient Statements - Confirm Patient List window opens. Only patients that do not have a card on file are listed.
Desktop_SendPatStmnts_ExcludePatsCOF.png

Billing General Improvements

Billing Resolved Issues

  • Fixed an issue where users received an exception error upon Kareo sign in 
  • Fixed an issue where users experienced latency 
  • Fixed an issue where the validation error did not properly display for duplicated diagnosis codes entered on the same service line 
  • Fixed an issue where adding a default unit to procedure records caused the description to no longer display in some features 
  • Fixed an issue where digital wallet payments created duplicate payment records 
  • Fixed an issue where the patient agreement form could not be downloaded 

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Clinical

Tailored Patient Chart View

July 7, 2021 Update: The effective date has been moved to July 16, 2021.

Eliminate irrelevant information on the patient facesheet by tailoring the view specific to the practice's specialty or user's preference. System administrators can enable chart view customization to automatically hide sections of the patient facesheet and sidebar navigation to fit the practice's specialty. Users can override the practice configuration by customizing the patient facesheet to their needs.

Note: The specialty is based on the Practice Specialty selected when completing the practice setup wizard.

Feature available for all customers by July 7, 2021.

Enable Practice Level Configuration
  1. Hover over the User icon and click on Practice Settings. The Practice Settings page opens.
  2. Click Clinical. Additional setting options expands.
  3. Click Chart View. The Chart View page opens.
  4. Preview what section(s) will be hidden.
  5. Click On to hide the section(s) for users. A confirmation message displays.
PracticeSettings_ChartView.png
User Level Customization

Users can further customize the patient chart to override the practice's Chart View setting. If the practice's Chart View settings is disabled, users can still customize the patient facesheet to their needs.

Note: Chart view customization is user specific and applies to all patient charts.

  1. Access a patient's chart.
  2. Click Customize View. The Customize Change View pop-up window opens.
  3. Click to clear the section(s) to hide or click to select the section(s) to display on the Sidebar.
  4. Click to clear the section(s) to hide or click to select the section(s) to display on the Facesheet.
  5. Click Save when finished. The Sidebar and Facesheet displays the user's customized view.
Facesheet_Configure.png

Clinical General Improvements

  • Updated the VIS date for Pfizer BioNTech Vaccine EUA, Moderna Vaccine EUA, and Janssen Vaccine EUA to reflect current CDC guidelines.

Clinical Resolved Issues

  • Fixed an issue where users received an error message when attempting to document a clinical note

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Engage

Patient Communication Customization

Customize the appointment reminder office email and/or text to help tailor the patient's experience. System administrators have the option to customize the email for each message (e.g., add parking instructions, practice website, COVID protocols) and add an additional text message, when applicable.

Note: Customization for Telehealth confirmation and reminders are not available at this time.

Access Customization
  1. Hover over the Platform icon and click on Patient Communications. The Patient Communications page opens.
  2. Click the drop-down arrow to select the provider these settings apply to.
  3. Click on the Appointment Confirmation, Appointment Update, Advance Notice, Appointment Reminder, or Day-of Reminder card to access the reminder's customization. The reminder page opens.
  4. Customize the Office Email reminder and add an additional message to the Office Text reminder (when applicable).
PatientComm_AccessCustomization.png
Customize Email Reminder
  1. Edit the Top Text and/or Bottom Text message. The new message displays in the email preview.
    • Use a macro to insert the patient name, provider name, service location phone number, or option to send a message in the desired place.
    • To preview the message for a specific service location, click the Preview for Service Location drop-down and select the service location.
    • To restore the default message, click Reset. Then, click OK on the confirmation pop-up window.
  2. Click Save when finished or if applicable, customize the office text reminder.
PatientComm_EmailCustomization.png
Customize Text Reminder
  1. Click Office Text. The Text Customization displays.
  2. Enter an additional message (144 characters max) to send with the appointment reminder. The message displays in the text preview.
    • To preview the message for a specific service location, click the Preview for Service Location drop-down and select the service location.
    • To remove the additional message, click Reset. Then, click OK on the confirmation pop-up window.
  3. Click Save when finished.
PatientComm_TextCustomization.png

Custom Form: Multiple Choice Questions

Tailor the practice's custom forms by using checkboxes to create multiple choice questions. This allows system administrators to create different types for forms (e.g., COVID questionnaires, screening tools) specific to the practice's needs.

Create Multiple Choice
  1. Create a new custom form.
  2. Click Add Question. The Question section displays in the form.
  3. Select Checkbox from the drop-down.
  4. Enter the question.
  5. Enter the multiple choice options.
    • To remove the option, click the X icon.
  6. Click Add Option to add additional options.
  7. Continue to add additional options or questions as necessary.
  8. Click Preview to see the patient's view. The preview pop-up window opens.
CustomForms_Checkbox.png
  1. Click X to close the preview pop-up window.
  2. Continue editing the custom form or click Save when finished.

Once saved, the front office can send the form to the patient through the Patient Intake workflow.

CustomForms_Checkbox_Preview.png

Practice Online Scheduler: Add Logo

Build the practice's brand recognition by adding a logo to the practice's online scheduler.

Note: The uploaded logo is only available for the practice online scheduling feature and cannot be applied to other workflows at this time.

Add Logo
  1. Hover over the User icon and click on Practice Settings. The Practice Settings page opens.
  2. Click Edit. The Edit Practice page opens.
  3. Click Upload. The Edit Practice Logo pop-up window opens.
PracticeLogo_Upload.png
  1. Drag an image from your desktop or click browse for a photo and select an image from your computer. The selected image displays in the Edit Practice Photo pop-up window. The image must meet the following criteria to be uploaded:
    •  File type: .jpg, .jpeg, .png, .tif, or .gif
    • File size: smaller than 2mb
    • Measurements: minimum 200 pixels in width and 200 pixels in height
  2. Click and drag the crop box over the desired area of the image. The area inside of the box is uploaded.
  3. Click Crop when placement is complete.
  4. Review the image and click Confirm crop to save the image, or click Redo crop to make additional changes. The uploaded image displays under Practice Logo.
PracticeLogo_Crop.png
  1. Click Save when finished. The logo now displays on the practice online scheduler.
    Note: Once saved, the uploaded image cannot be removed. If desired, upload a new image to replace the current image.
PracticeLogo_Save.png
View Logo
  1. Access the practice's online scheduler.
  2. The practice logo displays at the top left of the page.
PracticeScheduler_ViewLogo.png

Practice Online Scheduler: Hide Service Location

System administrators can hide service locations that are not available for patient appointments from the practice online scheduler. This helps the patient avoid confusion when requesting an online appointment and streamlines the practice's workflow.

Hide Service Location
  1. Add or Edit a service location. The New or Edit Service Location pop-up window opens.
  2. Click to clear "Display location on practice scheduling page".
  3. Click Save when finished. The service location is removed as an option from the practice online scheduler.
ServiceLocation_DisplayLocation.png

Online Appointment Booking: Self-Pay

Providers now have the option to indicate they are self-pay only when patients are scheduling an online appointment via the Provider Profile or Practice Online Scheduler.

Complete the following steps for all providers in the practice that only accepts self-pay patients.
  1. Hover over the Platform icon and click on Provider Profiles. The Provider Profiles page opens.
  2. Click Manage on the right of the provider name. The Provider's Profile page opens.
  3. Scroll down to the Online Appointment Booking section of the Provider Profile.
  4. Hover over Online Booking Settings and click Edit. The editor opens.
  5. Click to select "Accept Self-pay Only".
  6. Click Save Changes when finished.
ProviderProfile_Self-Pay.png

Engage General Improvements

  • To maintain the highest online payment security standards and enhance patient data loss prevention efforts, Kareo is now HITRUST certified. Visit the HITRUST site for more information.

Engage Resolved Issues

  • Fixed an issue where the service location address line 1 is missing in the Provider Profile

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Platform

Patient Payment Card Notes

The practice or patient can add notes to a saved card on file. This allows the front office or biller to review instructions before processing a payment (e.g., determine which card to use or how to split the balance). Notes are entered by the patient when completing the Credit Card Authorization form through patient intake (Engage subscribers) or entered by the practice under the patient's Payment Cards.

Add Patient Payment with Notes
  1. Access the patient's chart.
  2. Click Account. The Account page opens.
  3.  Click the Payment Cards tab. The Payment Card page opens.
  4. Click +Add a Card. The Enter a Card pop-up window opens.
  5. Enter the payment card information.
    • Optionally, add a Card Nickname.
  6. Enter notes (up to 500 characters) into the Comments/Instructions for Practice field.
    Note: The saved note is not for internal use only. Patients can view and edit the saved note when they complete the Credit Card Authorization form.
  7. Enter the Billing Address.
  8. Optionally, click to select the card as default.
  9. Click Save Card when finished. The note displays in the Payment Cards tab, when collecting a payment, and in the Credit Card Authorization form (Engage subscribers).
PatientPayment_AddCard.png
Payment Cards
  1. Access the patient's chart.
  2. Click Account. The Account page opens.
  3. Click the Payment Cards tab. The Payment Card page opens.
  4. Click Action > Show Details.
  5. The card information and notes displays.
ViewNotes_PaymentCards.png
Patient Intake

For Engage Subscribers, send the Credit Card Authorization form to allow patients to electronically sign the authorization form. Patients can manage their card(s) on file, including viewing and editing the saved note.

View Note

  1. The patient opens their Patient Intake Form and clicks Get Started.
  2. Patient clicks Action > Show Details.
  3. The card information and notes displays.
  4. Patient reviews the terms and electronically signs the form by typing their name in the designated field.
  5. Patient clicks Next to continue and then clicks Submit Form to complete the patient intake.
ViewNotes_PatientIntake.png
Edit Note
  1. The patient opens their Patient Intake Form and clicks Get Started.
  2. Patient clicks Action > Edit. The pop-up window opens.
  3. Patient edits the Comment/Instructions for Practice note.
    Note: Comments edited by the patient overwrites existing notes.
  4. Patient clicks Save Card.
  5. Patient reviews the terms and electronically signs the form by typing their name in the designated field.
  6. Patient clicks Next to continue and then clicks Submit Form to complete the patient intake.
EditNotes_PatientIntake.png
Collect Payment
  1. Initiate a payment for the patient.
  2. The note displays under the saved card.
ViewNotes_CollectPayment.png

Insurance Case Conditions

Patient condition information that prompted the need for healthcare services can be entered or edited in the Insurance Case. This information now syncs to and from the Desktop Application (PM) eliminating the need to move between the applications.

Add Insurance Case Condition
  1. Add or Edit an insurance case. The Add or Edit Insurance Case page opens.
  2. Click the Conditions tab. The Conditions page opens.
  3. Click to select whether the patient condition is related to: "None", "Auto Accident", "Employment", or "Other accident".
    • If "Auto Accident" is selected, click to select the state from the drop-down menu.
  4. Click to select whether the service provided is related to: "Pregnancy", "EPSDT", "Family planning", "Homebound", or "An emergency".
    • If "EPSDT" is selected, click to make a selection from the drop-down menu if necessary.
  5. Under the Add events related to condition section:
    • Enter the Date or Date Range
      Note: The Type of date auto-populates based on the previous selection's requirements. 
    • To add an additional event, click Add event.
    • To remove an additional event, click Delete
  6. Click Save & Finish.
Platform_AddInsCase_Conditions.png

Platform General Improvements

  • To maintain the highest online payment security standards and enhance patient data loss prevention efforts, Kareo is now HITRUST certified. Visit the HITRUST site for more information.

Platform Resolved Issues

  • Fixed an issue where the automatic patient statements feature sent duplicate statements to the patient 
  • Fixed an issue where patients received an error message when attempting to make a payment through the Patient Portal
  • Fixed an issue where users experienced latency or an error message when logging into and navigating in Kareo
  • Fixed an issue where users received an error message when attempting to modify appointments synced from the Desktop Application

Mobile

Mobile Resolved Issues

  • Fixed an issue where appointments scheduled at midnight does not appear on the mobile app
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