Latest Version Changes

Latest Features and Improvements
These updates are available with your current subscription

Version 7.0.22 (Mac and Windows, released October 2022)

NEW! Works with Mac Ventura OS 13

NEW! 2023 ICD-10 codes included

Invoices and Statements

FIXED: intermittent printing of Superbill on Mac
Improved: Authorization number for Box 23 does not copy if invoice is not connected to a Visit Series

SOAP

NEW! Ability to mark multiple past SOAP notes final
NEW! Printed SOAP note, shows when marked final and insurance authorization number
FIXED: Edit Appointment Type on a SOAP List

Clients

NEW! Turn a list of clients, or clients from the calendar view into a bulk email
FIXED: Edit or add Appointment type on SOAP list
Improved: Waiting List action
FIXED: Files & Photos action

Reports

FIXED: Accounts Receivables sorts by client

Practitioners

Improved: Practitioner template action for appointment confirmations and reminders

Calendar

FIXED: printing from Week view

Version 7.0.21 (Mac and Windows, released Sept 2022)

SOAPS

NEW! SOAP Updates to modify a SOAP after it is Marked Final

Various Fixes

Printing: from 1500 Details tab, Simple invoice, Transactions Report & Personal Info
Accessing attached Files
Payments on Account for Families
Deposit Slip sort

Version 7.0.20 (Mac and Windows, released June 2022)

Invoices and 1500 forms

FIXED Mac printing issue. ClientTracker no longer crashes when printing invoices
More space for longer diagnosis codes on 1500 forms
Current ICD-10 codes for Acupuncture
1500 form modified to accept blank for Sex

Email

Fixed: Attachment showing on emails and templates for emails

Settings

Improved password level access, restricting information
NEW! Option to show just active clients and inventory items

Clients-Settings

NEW! can edit category of Clients
Improved: Making a client inactive
NEW! When entering a cell number, you have the option to turn it into a text number

Version 7.0.19 (Cloud Only, released October 2021)

Appointments

NEW! Waiting list enhancement
NEW! Added function so you can unlink all recurring appoints in a series
Improved: Sort order when printing calendar list view

SOAP

Improved: Sort order for appointments and SOAPs
Improved: Copy Previous SOAP action
Improved: Data entry for TCM points neededled, expanded tab

Clients

Improved: Sort order on providers who made referrals

Inventory

NEW! Item sold by practitioner report

Email Sending

Improved & Easier: Sending bulk email to multiple recipients
NEW! Turn off confirmation email for canceled appointment

Version 7.0.18 (Cloud Only, released March 2021)

Insurance

NEW! Filter list of patients sorted by date of last appointment

Appointments - Calendar

Fixed: Arrow indicators on the calendar when there are appointments outside of the visual field

Version 7.0.17 (Cloud Only, released September 2020)

Client

Improved: Attaching files and function
NEW! Find a client by phone number

Inventory

Improved: Refresh and rebuild for issues

SOAP Notes

NEW! Icon for incomplete SOAP note.
Improved: Time entry on expanded TCM tab
NEW! Total face to face time with patient
NEW! Ability to print all SOAP notes for an insurance company
NEW! Print multiple Free-form SOAP notes

Email Sending

NEW! Option to turn off Scheduled ACE report
Improved: Sending BCCs added to emails

Appointments

NEW! Add info if office or patient cancels appointment
NEW! Additional space for longer last names on reports

Invoices, 1500's and Statements

Improved: function of non client insured or Other insured instead of self
Fixed: Authorization number from previous visit series no longer shows, when invoice is not assigned to the visit series
Expanded statement notes

Settings

Added new ICD 10 codes

Version 7.0.16 (Cloud Only, released July 2020)

Email Sending

Improved: Sending bulk email function
Improved: Schedule Appointment Confirmation and Email confirmation Report
Option not to send confirmation to canceled appointments

SOAP Notes

Improved: Generating invoice from SOAP
Improved: Ability to turn off, SOAP note in its own window

Insurance and Invoices

Two family members can share one visit package
Display 30, 60 and 90 days on statements
More space for statement notes

Client Settings

Easier adding of email addresses
NEW! Customize Client ID format & make Auto Fill

Admin Settings

Improved: Adding practitioner signature
Desktop version only: External backups working on Macs
Desktop version only: Speedier closing

Calendar

Fixed: Calendar slide issue
Fixed: White arrows on calendar to indicate other appointments

Cloud Only:

Ability to choose default printer in settings, to have it remembered
Ability to print two copies
Batch file for Mac fixed
Webdirect, ability to generate invoices from web link.
Webdirect improved ability to select practitioner when more than 5
Webdirect Invoice new or edit payment now available

Version 7.0.10 (Mac and Windows, released July 2019)
Improved functioning in :

Email Sending

Working and more dependable
Emails with attachments go through

Calendar

Practitioner & Room view show top of appointment bubble
Printed reports show cancelled appointments in light gray

Invoices and Insurance

Tracking of visit series improved
A new client's address auto-shows on 1500
1500 box 14 Date current illness, option to show year as 2 or 4 digits
Turn an "other-insured" into a client
Expanded insurer company report to reflect 1000 clients

Admin Settings

Editing the Sales tax updates inventory items
External backup working on Macs

Version 7.0.03 (Mac and Windows, released January 2019)

Faster Performance

Faster, updated platform compatible with Mac Mojave (10.14) and the latest Windows 10 updates
Rapid loading of main list views, with details about the current record while viewing the list
Universal email sending system to avoid local program hassles and make setup easier
New, faster host for Cloud, with secure document storage

Invoices and Insurance Options

Enhanced 1500 Insurance Claim Form may use Times New Roman font if required by insurer
Improved, easier-to-use creation of credits for insured and non-insured invoices

SOAP Notes

Now open in a separate window, to stay open while you work elsewhere in the program
Option to load all of a client's SOAPs when viewing, or just one for faster loading

Reports

Improved details and options for liability report

Version 6.3.0 (Mac and Windows, released March 2018)
All the below, plus:

NEW! Package Visit Series tracking.

Three types: Insurance, Payment on Account packages, Client
Insurance: track # of visits, benefit amount, and/or expiration date; authorization #s will auto-populate in a 1500
Payment on Account Package: create a visit series for a new POA amount; assign the number of visits
Client: use this visit series to track other types of visits
Assign a series to an appointment or on the invoice

Invoices

Enhanced Payment on Account tab for both Clients and Insurance companies easier to use and read, errors less likely
Improved sort order by date.

Settings

Simplified sales tax entry and updating current sales tax

Version 6.2.1 (Mac and Windows, released December 2017)
All the below, plus:
Calendar

NEW! View calendar in separate second window!
NEW! Use keystrokes to generate or go to an invoice and go to SOAPS
Easier editing of recurring appointment
Improved: Add new client from appt pop up, new quick finder to reduce duplicates

Appointment Confirmations

NEW! Turn off confirmations for edited appointments
Auto-fill of the Date Confirmed box is improved
Improved: reduced data entry errors, adding new client email

Invoices

NEW! Print Superbill without products showing
NEW! Add to and Diagnosis codes Procedure codes, Inventory to the master list "on the fly" from an invoice or SOAP
Payment on Account: distribute payment action is improved

1500

NEW! Option to turn off amount expected alert
Improved: Provider information updating
Improved: Copy Previous for the 1500, brings forward all boxes from previous Invoice.

Version 6.2.042 (Mac and Windows, released September 2017)
All the below, plus:
Appointment Confirmations

NEW! Custom individual practitioner templates! Including customized text reminders!
NEW! Individual merge fields to customize your confirmation, including Room, End Time, Appointment Type
NEW! Scheduled confirmations are now sent when ClientTracker is opened for day(s) missed

Calendar

NEW! Symbol on calendar view to quickly see visits needing an invoice
NEW! Edit entire series of Recurring Appointments or Recurring Reminders
Improved: Adding a New Client action changed to reduce possible duplicating an existing client

Room Capacity function improved

Intermittent freezing no longer happens when capacity has been reached calendar
When appointment is cancelled or no shows, the room is emptied, allowing a new appointment to use it

Clients

NEW! field on the Client personal tab, preferred method of contact
Improved, more accurate age reporting

Reports -- Improved

Accounts Receivable
Payments and Postings
Inventory dates

ICD-10 Code Library

NEW! Full set of 2018 ICD-10 codes for your reference

SOAPS

Date of service and patient age display on printed SOAPS
Improved: format option back on SOAP notes

Invoices

Insured Overpayment function restored

Email

Improved: attaching files to an email, easier now

Version 6.2.02 (Mac and Windows, released March 2017)
All the below, plus:

Invoices
- NEW! Ability to print receipt without printing invoice
- 1500 Form, Box 33 for e-billing improved

Version 6.2.01 (Mac and Windows, released March 2017)
All the below, plus:

ClientTracker Cloud ONLY

NEW! ClientTracker Mobile access your calendar from your smart phone Click for information
Create an email with an attached PDF of an invoice or SOAP Note improved

Cloud and Desktop

SOAP Notes
- NEW! Larger fields in SOAP notes. Just click +
- NEW! “Today” border for SOAP notes
Invoices
- Box 24j, auto filling on 1500 when copy previous is selected
- Copy previous Invoice improved
- Printing Simple invoice improved
- Place of Service displays on printed Superbills
Calendar
- NEW! Support for OPEN appointments with no client booked yet
- NEW! Appointment Type and search capabilities
- NEW! Easily turn a single appointment into a recurring series
- NEW! Appointment status icons for no invoice, first visit with a practitioner, etc.
- Room capacity feature no longer freezes ClientTracker
- Reminders functions improved
Reports
- Faster Reports: Accounts Receivable, Unpaid Invoices and Deposit Slip
Clients
- NEW! QuickFinder added to Personal tab
Settings
- Staff password level can access email set up and sales tax
Emails & Letters
- Merge fields fixed

Version 6.1.01 (Mac and Windows, released September 2016)
All the below, plus:

ICD-10 2017 Update Version 6.1 contains all the new and changed codes. If you upgrade from an earlier version, it will also update the codes in your Diagnosis List (i.e. the ones you use) to the new set. For more info about the ICD-10 changes for 2017, click here.

Version 6.0.15 (Mac and Windows, released August 2016)
All the below, plus:

SOAPs and Lists
- New! Larger SOAP entry fields available as an optional pop-up
- New! Choice of scrollable or expandable standard text entry fields on SOAP
- New! Status icons for Appointments & SOAPs list views, including new "first time with practitioner"
- New! Highlighted "today's SOAPs" with no invoices for quick processing
- Faster opening of Appointments & SOAPs list for Clients with many past visits
Invoice & Payments
- New! Ability to view product cost information from an invoice line
- Improved processing of overpayments and returns making crediting patients easier
- Fixed the display of Client POA allocation calculation for the total
Calendar
- New! Enhanced Time Selector buttons for setting appointment times
- New! Ability to access the Waiting List directly from top menu
- Restored the Export Appointments function to top menu
- Improved navigation & returning to last day viewed
Email
- Improved sending of Automatic Confirmation Email when Recurring Appointments are made
- Fixed merge fields on emails sent to multiple recipients
Inventory
- Improved inventory calculations and functionality
- Quick reset of Quantity on Hand (QOH) to 0 (zero) for individual item or found set
- New! Reset QOH and/or Cost on individual item or found set
- New! Rebuild all inventory items for accurate Quantity Sold, QOH, and Cost
- Sales & Profitability report now has choice of running for all items, active items, or inactive items

Version 6.0.14 (Mac and Windows, released April 2016)
All the below, plus:

Recurring Reminders improved
Occasional disappearing appointments fixed
Calendar display issues improved
First open of calendar to wrong day, fixed
Primary Room is now automatic
Added SOAP Final indicator on calendar list view
Viewing Diagnosis CodeTracker at 150 zoom fixed
1500: Deleting all diagnosis codes, also deleting first procedure code, fixed
1500: Box 24j not populating from insurer improved
Invoice Note: upcoming appointments no longer show any Cancelled appointments
Deleting a "Credit Issued" fixed
Added optional Save button to Client's History tab & SOAP Note

Version 6.0.12 (Mac and Windows, released April 2016)
All the below, plus:

Windows sizing issue for Windows' computers resolved
1500 claim form:
Data handling improved for Box 32 (a + b) and Box 33 (a + b)
Adding non client insured error fixed
Calendar Time in and Time out addressed
Calendar List View not Holding Refined.
1500 Form 11a gender no longer shaded out

Version 6.0.09 (Mac and Windows, released December 2015)
All the below, plus:

Windows OS: "Shrinking window" issue resolved - program window now remains fixed in place
Back button behavior improved
Inventory functions all checked and refined
Calendar functions checked and New! refresh button added
Points Needled show on SOAP notes right after adding them
Intermittent SOAP freezing addressed
Generate Credit button on invoices behaves properly
Printed Superbill shows patient DOB
1500 claim form:
- Data handling improved for Box 32 (a + b) and Box 33 (a + b)
- New! Box 14 now has a user choice for default (at the bottom of the screen)
New! Credit card option for Insurer payments
New! Enhanced QuickFind action on 3 lists: Client, Invoice and Inventory, located in the top right of the lists

Version 6.0.07 (for Mac only, released November 2015)

Compatibility issues with OSX 10.11 "El Capitan" resolved
Duplicate invoice feature restored
Recurring Appointments function restored
Email merge fields restored
Client Insurance: creation & management of non-client Insured information improved

Version 6.0.06 (released September 2015) - PREMIUM FEATURES

ICD-10 updates ready for national deadline in October
- Enhanced Diagnosis List to work with the new codes
New! Amazing CodeTracker utility to help with the transition from ICD-9 to ICD-10
- Includes a tool to quickly convert your ICD-9 codes to their ICD-10 equivalents... right on the superbill!
- Built-in access to a complete library of ICD-10 codes and their descriptions
New! Enhanced security - up to 4 password levels supported, with new interface
- Manage access to different parts of the program by user group
New! Send invoices and other documents via PDF from the program itself
New! Copy & paste appointments on the schedule
New! Easy year-end tax report for your clients
Additional ways to search for clients
Display of Total Due from each insurer
Improved platform to be compatible with technology changes
- Faster overall program speed

Features added for v5.2 released December 2014

Text message appointment reminders
Barcode scanning supported
Insurance verification worksheet
Pain scale on the SOAP Note
Appointment time in & out
Same-day appt confirmation email option
List of "My Resources" for your practice

Features added in earlier versions of ClientTracker 5
5.1.12 May 2014, 5.1.09 March 2014, 5.0.7 Dec 2013, 5.0 Jan 2013
See the FAQ, Frequently Asked Questions for additional information.

NEW 02-12 Version of the 1500 FORM with pop-up instructions

Amazing, EASY interface with box-by-box instructions
Quick links to manual, "Pro Tips" for billing, and your own Notes about each box
Instructional video to inform you and your staff of the changes, and what to do

"Multi-Pick" to add multiple Diagnosis, Procedures, or Products to any invoice

Choose as many as you want and add them all with one click!

See the FAQ, Frequently Asked Questions for additional information.

Enhanced Electronic Medical Records Capabilities

HIPAA compliant, using accepted EMR standards for data encryption and protection.
Practitioner signatures for SOAP Notes and Invoices
Access Log to track who logs in to your file and when

QuickClips, Improved Email Attachments, & File Storage

Store your often used phrases, sentences or paragraphs o Quickly paste into almost anywhere in ClientTracker
New Cloud storage of "practice files" used for email attachments
One-step convert invoice to PDF and email to client as attachment

SOAP Notes & SOAP Templates

"Copy Previous SOAP" button to speed up data entry
Body Mass Index (BMI) Calculator right on the SOAP Note!
Free form SOAP Note -- a blank slate for you to create & format as you wish
Client Instructions -- use for special instructions, information; even promotions! o Customizable and prints separately from the SOAP Note o Add the Next Appointment date o Add an “ingredient list”
Private notes -- exclude from SOAP printouts as desired
New fields -- weight and electric acupuncture procedures
New time start & end fields for Treatments to support CPT coding
Mark a SOAP final with a date
Editable lists, data entry shortcuts, and customizable SOAP Note fields
Choose between scanned signature, a blank signature line, or nothing at all
Quickly delete all line items - not just one at a time

Products & “Formulas”

SOAP Templates now have Products, so you can set up “formulas” of many constituent ingredient line items, and import them into an existing SOAP Note
Option to copy Products from previous SOAP Notes and SOAP Templates
Generate “label” information including a list of ingredients, and print from ClientTracker, or paste into label printing software of your choice; saving the label info in the SOAP Note
Copy “instructions for use” quickly from any Inventory item added to a SOAP Note as a
Product sold - paste into Client Instructions or Formula Label as needed

Invoices

"Copy Previous Invoice" button to speed up data entry
Easily change the order of line items on any invoice by dragging them up or down
Quickly delete all line items - not just one at a time
Choose between scanned signature, a blank signature line, or nothing at all
Add the Next Appointment date to the invoice note
Superbill for insurance companies has the Place of Service
Set a default for a new client’s invoice type
Add Client Checkout Notes that appear as an alert on invoices

Client Payments & Adjustments

View and print a list of all a Client’s payments from their record
Add Next Appointment info to printed receipts
Easily find unpaid invoices with just Client balance

Appointment Confirmation Email

Schedule to send automatically 1, 2, or 3 days before the appointment
Option to send upon appointment creation or not

Appointments

A client’s “previous” and “next appointment info” shows on the pop-up Appointment window, if they exist
Appointment type totals added to Calendar layouts and schedule printouts: Initial, No Show, etc.
Waiting List feature finds Clients who want an appointment ASAP or need a return visit in the future

New Reports

Items Sold - option to choose as list or sorted and subtotaled by practitioner
Appointment - Invoice Status - prints from Calendar, a list of appointments and if an invoice has been created or if it is paid or has a balance due
Vendor Reorder Worksheet - prints from vendor record; list of all items, with all quantity on hand & suggested reorder quantities
Select Unpaid Invoices with balance due from client OR insurance... Easy way to send statements!

Enhanced Reports

Diagnosis Codes & Procedure Codes - option to choose subtotaled by practitioner
Client Statements

o now show Adjustments & separate out insurer balance due from the client’s balance due
o new options choose to print selected, all or just unpaid invoices on statement

Transactions - now separates Payments & Adjustments and shows Adjustments by type
Visits with No Invoice - Easy options to mark visits for which you won't need an invoice so

they won’t show on this report in the future