Latest Features and Improvements
These updates are available with your current subscription
All releases are for both Cloud and Desktop customers, Mac & Windows, unless stated for Cloud only.
All New, Improved and Fixed items are for everyone unless stated otherwise.

Version 7.0.30 (Cloud only released August 2023)

Email

• Improved: Sent Email shows the Practice Name correctly

Version 7.0.29 (released August 2023)
​
Calendar

• Fixed:  End Time for 8 AM auto-fills AM or PM correctly

 
SOAP Notes

• Improved: Copy Previous Button action-fewer clicks

 
Insurance Payments

• Improved: Payment on Account data entry

Version 7.0.26, 7.0.27 & 7.0.28 ( released June 2023)
   
Communication and Email

• NEW!  Ability to use your own Gmail account to send email 
• Fixed & Improved: Bulk email sending

Invoices and Statements

• NEW!  Individual and/or global notes on statements
• NEW!  Added signature option for Simple invoices
• Fixed: Procedure Code Modifier shows on printed Superbill

 
1500s & Insurance

• NEW!  Added ability to send SOAP notes with 1500 forms
• NEW!  Option to be reminded to mark Insurer payment final
• Improved on Insurer’s Payments on Account rows: shading added for easier viewing    

 
Calendar

• Improved on List view: the action of the date confirmed and in/out fields
• Fixed: Using Visit Series with Recurring Appointments
• Refined:  Scheduled Appointment Confirmations will only be sent to  “Today’s” if they are after the time of sending the email confirmation

 
SOAP Notes

• Improved: new option for Points Needled of C for Center
• Improved for Points Needled Attendant time: Auto-fill of End-time and Manual Data Entry action 

 
Reports

• Improved: added “From” and “To” dates for the Inventory Valuation report

 
 
Version 7.0.25 (Cloud only, released January 2023)
 
1500 Forms

• NEW!  Additional options for Box 25 on 1500 forms for each practitioner

 
Reports

• NEW!  Option to run the Payments Log and Postings Lob  by invoice date or current date

 
Version 7.0.23 & 7.0.24  (released December 2022)
 
Invoices and Statements

• Improved: View of practitioner signature on the Superbill
• Improved: Printed view of Superbill including the Place of Service showing now
• Fixed:  Procedure code Modifier  now shows on a Superbill

 
SOAP Notes

• Improved:  Copy Previous is more dependable
• Fixed:  If no invoice is generated for the SOAP, a product can be deleted

 
Email & Communications

• NEW! Options to send Appointment confirmations when creating recurring appointments and when appointments are deleted
• Improved: BCC action for email

 
Calendar

• NEW!  Waiting List Alert now shows for Recurring Appointments
• NEW!  Option to not display Cancels and No Shows on calendar reports

 
Cloud Only: Zoom Level per login

• NEW!  Give each login the option to choose their own Zoom level

 
​Version 7.0.22 (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 (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 (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