Daily Progress Notes (Supervision)

Daily Progress Notes (Supervision)

The Daily Progress Notes (Supervision) is a formatted report for each appointment with information about the client, supervisor, service provided, and session notes.  Each appointment is a separate report.  Session notes included come from either Result Notes entered directly into NPAWorks/Go, or if the organization’s synchronizes with Catalyst, Catalyst SOAP Notes are reported.  The report can be generated from a staff or client’s Service Action Review page or for multiple clients by running the report from Verification Forms on the Reporting tab.

Appointments for the specified supervision services will be included when the reports are generated.

If an organization logo has been uploaded to NPAWorks, it will automatically be printed at the top of each page. To upload a logo, go to the Settings tab -> Organization in NPAWorks.

For organizations that synchronize with Catalyst, when a custom SOAP Note is used, the Detailed Session Notes section of the report will display any answer type of Text, MultiSelect, or StaticList with the exception of Text types for questions with one of the following values. These text type questions are reserved so NPAWorks can properly save signatures, guardian/parent names, and relationship to the client.

  • Signature
  • Therapist Signature
  • Guardian Signature
  • Guardian Name
  • Caregiver Signature
  • Caregiver Name
  • Parent Signature
  • Parent Name
  • Relationship

All supervisor credentials that are marked as “primary” for the appointment’s funding source are displayed.

Generating the Daily Progress Notes (Supervision) in bulk

It is easy to generate multiple Daily Progress Notes. For example, if all session notes must be sent to a funding source for billing or audit purposes, the reports can be run by the funding source name, date range, and selected supervision services.

From the Reporting tab, select Verification Reports.

On the Service Log Styles and Options page, select style Daily Progress Notes (Supervision) and the appointments’ time period. Filter as needed for funding source(s), agency(s), and client(s).  Select supervision services to be included.  Additional options:

  • Include zero service time appointments?
  • Include indirect appointments?
  • Include non-rendered appointments?

Click Run to generate the reports.  If a large number of reports are to be generated it may take some time to complete processing.  The user will be able to continue working in NPAWorks and navigate to other pages while the reports are being generated and will be notified when they are all ready.  The user is also prompted to indicate where the files are to be saved and in what format (zipped or individual files).

Once all reports are generated, the user is notified.  Clicking OK on the notification opens the selected location where the files were saved, and the reports can be opened for review or distribution.

Generating the Daily Progress Notes (Supervision) for individual staff or clients

To generate Daily Progress Notes (Supervision) on a specific staff or client, open the individual’s schedule and select Service Actions.

On the Service Action Review page, click on … next to the Service Logs button to select the report style.

On the Service Log Styles and Options page, select style Daily Progress Notes (Supervision) and the appointments’ time period. Filter as needed for funding source(s) and supervision services to be included.  Click OK to return to the Service Action Review page.

On the Service Action Review page, select the time period for the appointments to be included, and click Service Logs.

Daily Progress Notes (Supervision) reports generated will open automatically in the user’s default report setting of Word or PDF.  See User Account on the Home tab to set the report default.

Upload an Organization Logo

NPAWorks now has the option to upload an Organization logo which will be displayed on printed invoices. Users with Top Level Administrator permissions can upload and remove the logo from within their account. The logo file must be in a .png, .jpeg, or .bmp format to be used.

  1. Under Home > Settings, click on the Organization button.
  2. On the Organization page, click the Upload button.
  3. A preview of the uploaded image will be displayed.
  4. Save & Close. 

  1. Under Home > Settings, click on the Organization button.
  2. On the Organization page, click the Remove button.
  3. The user will be prompted to confirm the removal.
  4. Save & Close. 

Organization Logo on Invoices

When an Organization has a logo uploaded in the Organization settings, it will appear on all printed invoices that are created using the Invoice Wizard. 

Appointment Clock In / Clock Out (In Beta)

Appointment Clock In / Clock Out (In Beta)

NPAGo has the option to let staff clock in and clock out of appointments.  Please contact Support@codemetro.com to have the feature enabled and to set the proper security permissions.

When the provider arrives at a service session or begins work on a non-service payroll appointment, they will simply open the appointment and select Clock In.  The clock in time, user, and geolocation are automatically recorded.  Likewise, when the session/work has ended they will select Clock Out and time, user, and geolocation are also recorded.

 

 

It is also possible to clock in and out of non-service appointments

 

Clicking clock in after opening an existing appointment will automatically save the time, user, and geolocation. However, if a new appointment is created and the user clocks in, the clock in information will not be saved until the appointment is saved.  To prevent loss of the clock in information in the event NPAGo times out or connectivity is lost, it is recommended to click Save to immediately record the clock in.

Electronic Visit Verification

For service appointments, the Clock In/Out feature is in preparation for mandated home health services Electronic Visit Verification (EVV).  Some states will be requiring use of specific aggregators, such as Sandata or Tellus, to collect EVV data.  At this time, however, no aggregators are prepared to integrate with NPAWorks/NPAGo.  CodeMetro is closely monitoring announcements from aggregators to be prepared for electronic integration as soon as it becomes available.

Adjusting Clock In/Out Times

In the event a staff member is unable to or forgets to clock in/out it is possible to adjust times.  The organization can specify which roles are allowed to adjust a clock in/out time and for which appointments (e.g., their own appointments, their team members’ appointments).  NPAGo can be set up to use state-specific EVV mandated adjusted time reasons.  For organizations without state mandated reasons, a default set of reasons are provided.  The organization can request to customize reasons or to require a reason/comment whenever times are adjusted.  In a future release, the organization will be able to update the list of adjustment reasons through a setting page.

Clock In/Out Reporting

All information captured in the Clock In/Clock out process, including the last adjusted in/out time saved is included in Appointments Admin.  The system keeps a complete audit trail of who and when a clock in/out occurred as well as any adjustments to times.  In a future release a report of the full audit log of all changes will be provided.

Emails for Unrendered Appointments sent to Supervisors or Teams

NPAWorks Automatic Messaging

NPAWorks has the ability to generate automatic email messages that can be sent to staff or clients based on a variety of conditions and parameters.  Below you will find the settings required to enable the reminders to supervisors and/or NPATeams leaders when one or more of their team members has unrendered appointments.  If you would like to set up this reminder, please contact support@codemetro.com with these completed questions.

Reminder – Unrendered Appointments to Sup

This reminder will send an email to staff members’ supervisors and/or NPATeams lead(s) listing appointments that need to be rendered.  Reminders will be sent for service appointments that are not cancelled only.  The messaging job can be configured with the following options:

Appointment Criteria

  • Send messages for appointments on locked schedules? (Y/N)

Staff Criteria

  • Send to staff in specified departments or all departments?
  • Send to staff with specified job titles or all job titles?
  • For staff with unrendered appointments:
    • Send the reminder to the supervisor on the staff’s record? (Y/N)
    • Send the reminder to the staff’s immediate lead on any NPATeam the staff is active in? (Y/N)
    • Send the reminder to all the staff’s NPATeams’ leads in the team’s leadership hierarchy? (Y/N)

Timeframe Criteria

  • How many days back should the Job check? Example: Look for unrendered appointments in the past 7 days
  • Include today’s appointments if messages will be sent after business hours? (Y/N)

Privacy/HIPAA Masking Options

  • Client Name masking? (Format FFF LLL) (Y/N)
  • Hide the street address for Service Location? (Y/N)

Send on what days (select one)

  • Weekdays – Mon-Fri
  • Daily – Sun-Sat
  • Weekly – Once a week on specified day of the week
  • Bi-Monthly – Sends either on 1st & 15th or 16th & 30/31st of each month
  • Monthly – Once a month on specified day of month (Date must be within 1-28 range)

Send at what time

  • Send reminder at what time of day?

When to begin or end sending messages

  • Begin Date?
  • End Date? (optional)

Reminder – Unrendered Appointments to Sups Sample Email

 

Emails for Appointments with Missing Signatures sent to Staff

NPAWorks Automatic Messaging

NPAWorks has the ability to generate automatic email messages that can be sent to staff or clients based on a variety of conditions and parameters.  Below you will find the settings required to enable the reminder emails for appointments missing signatures.  If you would like to set up this reminder, please contact support@codemetro.com with these completed questions.

Reminder – Appointments with missing signatures

This reminder will send an email to staff members with appointments that need a guardian or staff signature.  The messaging job can be configured with the following options:

Appointment Criteria

  • Signature Type: Send messages for missing 1) Staff Signatures, 2) Guardian Signatures, or 3) Both
  • Send messages for Cancelled appointments? (Y/N)
  • Send messages for appointments on locked schedules? (Y/N)
  • Direct vs. indirect service appointments:
    • Send messages for direct service appointments (Y/N)
    • Send messages for indirect service appointments (Y/N)
    • Send messages for any service appointment regardless of appointments direct/indirect value (Y/N)
  • Appointments that are neither direct or indirect, such as Copay appointments (Y/N)

Staff Criteria

  • Send to staff in specified departments or all departments?
  • Send to staff with specified job titles or all job titles?

Timeframe Criteria

  • How many days back should the Job check? Example: Look for missing signatures in the past 7 days.
  • Include today’s appointments if messages will be sent after business hours? (Y/N)

Privacy/HIPAA Masking Options

  • Client Name masking? (Format FFF LLL) (Y/N)
  • Hide the street address for Service Location? (Y/N)

Send on what days (select one)

  • Weekdays – Mon-Fri
  • Daily – Sun-Sat
  • Weekly – Once a week on specified day of the week
  • Bi-Monthly – Sends either on 1st & 15th or 16th & 30/31st of each month
  • Monthly – Once a month on specified day of month (Date must be within 1-28 range)

Send at what time

  • Send reminder at what time of day?

When to begin or end sending messages

  • Begin Date?
  • End Date? (optional)

Reminder – Appointments Missing Signatures to Staff Sample Email

 

 

Emails for Unrendered Appointments sent to Staff

NPAWorks Automatic Messaging

NPAWorks has the ability to generate automatic email messages that can be sent to staff or clients based on a variety of conditions and parameters.  Below you will find the settings required to enable the reminders to staff members for unrendered appointments on their schedule.  If you would like to set up this reminder, please contact support@codemetro.com with these completed questions.

Reminder – Unrendered Appointments to Staff Options

This reminder will send an email to staff members with appointments that need to be rendered.  Reminders will be sent for service appointments that are not cancelled only.  The messaging job can be configured with the following options:

Appointment Criteria

  • Send messages for appointments on locked schedules? (Y/N)

Staff Criteria

  • Send to staff in specified departments or all departments?
  • Send to staff with specified job titles or all job titles?

Timeframe Criteria

  • How many days back should the Job check? Example: Look for unrendered appointments in the past 7 days
  • Include today’s appointments if messages will be sent after business hours? (Y/N)

Privacy/HIPAA Masking Options

  • Client Name masking? (Format FFF LLL) (Y/N)
  • Hide the street address for Service Location? (Y/N)

Send on what days (select one)

  • Weekdays – Mon-Fri
  • Daily – Sun-Sat
  • Weekly – Once a week on specified day of the week
  • Bi-Monthly – Sends either on 1st & 15th or 16th & 30/31st of each month
  • Monthly – Once a month on specified day of month (Date must be within 1-28 range)

Send at what time

  • Send reminder at what time of day?

When begin or end sending messages

  • Begin Date?
  • End Date? (optional)

Reminder – Unrendered Appointments to Staff Sample Email

 

Enroll Insurance funding source in Office Ally

How to enroll a new Insurance funding source in Office Ally

Enrolling a new Funding Source in Office Ally is relatively straightforward. Office Ally provides all of the forms directly on their website. Follow the steps below.

STEP 1:

Go to Office Ally’s website by navigating to: https://cms.officeally.com/Pages/Home.aspx

Then navigate to their Resource Center option in the menu and select “Payer EDI Enrollment Forms”.

Now check to see if the Funding Source you wish to enroll requires a pre-enrollment before they will allow providers to submit electronic claims. Look for the Funding Source in both “All or Multiple States Payer Enrollment Forms” category and within your own state’s category.

If you find the Funding Source listed in either category, select the Funding Source and you will be directed to the required form(s). Fill out any required form(s) and move on to Step 2.

If you do not find the Funding Source listed in either category, move on to Step 2.

STEP 2:

Navigate to Office Ally’s Resource Center option in the menu and select “Payer EDI Enrollment Forms”.

You will now check to see if the Funding Source you wish to enroll requires a pre-enrollment in order to activate Electronic Remittance Advice (ERA/835). Look for the Funding Source by name. Click on the Funding Source name and you will be directed to the required form(s).

Medicaid, Tricare Service Providers & Tricare Session Times

Medicaid, Tricare Service Providers & Tricare Session Times

Tricare, Georgia Medicaid, and Florida Medicaid require the service provider’s ID to be included on claims for selected services. This document will show the user how to set up a Service Provide ID and how that ID is used when generating claims.

Adding a Service Provider ID

  1. Open a staff record. On the General tab, click on the Special Identifier button.
  2. On the Special Identifiers page, click the add button.
    1. If the staff member has a register NPI number, select Type [NPI], enter the ID in ID / Number / Code and check Service Provider. Click OK to close the page.

      Please note, if the staff also has a special identifier type of [NPI] and Rendering Provider is selected, the staff will be treated as a rendering provider for Tricare claims and the Service Provider rules will be ignored.

    2. In the past, Tricare has accepted an SSN as a Service Provider ID but has announced that all providers will need an NPI. If the organization is still using social security numbers as service provider IDs, select Type [SSN], enter the SSN in in ID / Number / Code, and do not check any Identifiers. Alternatively, the user can center the staff’s SSN on the General tab of the staff record.

Tricare, Florida Medicaid, and Georgia Medicaid Service Provider claim requirements

  • If the service is direct intervention and the staff member for the appointment does not have a Rendering Provider NPI number, the provider in this case is called the Service Provider.
  • A separate claim must be created for each Service Provider/Place of Service. If the Service Provider’s ID number is an SSN, the SSN and the Qualifier “G2” are displayed in the pink section above the charge line in Box’s 24I and 24J. If the Service Provider’s ID is an NPI, the NPI is displayed in the white section of 24J with no Qualifier.  The provider’s name is displayed in Box 31.

Tricare Session Times.

  • NOTE: For Tricare claims only, when the 837P file is exported or sent to the clearinghouse the session times will be added to the claim. If there are multiple appointments for the same Provider, Place of Service, and CPT Code on the same day, the start and end times of each CPT Code is included in the 837P file separated by a comma (e.g., 1000-1200, 1300-1500).
  • In a future release, session times will also be displayed on the CMS 1500 form in the pink section above the charge line in Box 24A.

Funding Source set up

In order for Claims Wizard to apply the proper Service Provider requirements for Florida Medicaid, Georgia Medicaid, and Tricare, and for Session Times to be displayed for Tricare, the one of following must be included in the Funding Source Name:

  • Tricare
  • FL Medicaid
  • GA Medicaid

The name can contain additional information such as Tricare Ventura County in the example below.  In a future release, the an option will be available on the Funding Source record to indicate that Service Provider and/or Session Time requirements are to be applied without having the enter specific text in the Funding Source name.

Generating Claims in Claims Wizard

Claims Wizard will display Service Provider IDs when claims are generated for Funding Sources that have Tricare, FL Medicaid, or GA Medicaid in the funding source name. The Service Provider ID is displayed in Steps 1, 2, and 3 of the Claims Wizard to the right of the Rendering Provider. Information that is required for every claim is grouped together so it is visible without having to scroll to the right in the screen (Place of Service, Rendering Provider, etc.).

Step 1 of the Claims Wizard:

Step 2 of the Claims Wizard:

Step 3 of the Claims Wizard:

 

Batch Signatures

Batch Signatures

NPAGo has a new Batch signatures feature that will allow parents to sign for appointments once and then apply that same signature to unsigned appointments. This feature will be available in NPAGo and Parent Portal.

Enabling the Batch Signature feature in NPAWorks

This feature can be switched ON for customers by contacting support@codemetro.com.

Once the feature is enabled, the Parent Portal settings should be updated to reflect how far back the parent will be able to apply batch signatures. To access these settings, click on the “Parent Portal” icon from the Settings tab in NPAWorks.

The “Work Week Settings” and “Type of Appointments” will control what kind of access the parent has to previous appointments that they may want to apply signatures to. Only the appointments visible to the parent through these settings will be available for batch signature.

In this example, the parent would be able to apply a batch signature to any direct service appointment for their child that took place within that current week or the previous four weeks.

Batch Signature in NPAGo

After a parent completes signing for an appointment on the Guardian Verification page in NPAGo, an additional screen will be displayed.

 

 

 

 

 

 

 

 

 

This new page displays information about all the unsigned appointments for the client that fall within the parameters set by the Parent Portal settings.  This saves parents the time and effort needed to sign for multiple appointments. Other appointments such as locked appointments, downloaded appointments, clients with other staff are displayed based on user access.  After selecting the appointments, ‘Apply signature’ will copy the parent signature to these unsigned appointments.

When signatures are copied over to unsigned appointments using Batch signature, it will not auto render appointments or check any other validation.

Version 8

What’s New In NPAWorks Version 8?

FEATURES & FIXES

New Features

  • Catalyst Synchronization
    • Automatically sync clients and staff between NPAWorks and Catalyst with option to manually sync when one of more auto-mapping criteria is not met.
    • Session notes and signatures entered in Catalyst are automatically added to the corresponding appointment in NPAWorks and the appointment is rendered.  If the corresponding NPAWorks appointment cannot be found the option to manually map Catalyst sessions to the NPAWorks appointment is possible.
    • Ability to push clients and staff created or updated in NPAWorks to Catalyst.
    • Ability to render appointments in NPAWorks that are sent from Catalyst with/without Guardian Signature.
    • Transfer Diagnosis and BCBA/Lead user details from NPAWorks to Catalyst instead of Rendering provider.
    • Save Catalyst custom SOAP Notes into appointment’s Results Notes.
  • Billing Feature Improvements
    • https://knowledgebase.codemetro.com/knowledge-base/improved-billing-in-npa/
    • Track the status of your claims in NPAWorks including clearinghouse acceptances and rejections and insurance company payments and denials.
    • Electronic primary insurance payments are automatically applied to claim charge lines and EOBs can be manually posted.
    • Ability to manually map an ERA to a claim when NPAWorks cannot auto-post, typically because the claims was submitted through Kareo or was exported from NPAWorks rather than using the Send to Office Ally (837P) option.
    • Generate client statements for patient responsibility.
    • Generate invoices for non-insurance funding sources and post payments.
    • Create adjustment and transfer transactions. Make adjustments or transfers to multiple charge lines at one time (bulk charge lines update).
    • Ability to post payment Adjustments and Interest in Edit Payments.
    • Settle functionality for charge lines available in Apply Payments.
    • Option to use the Apex EDI clearinghouse.
    • Post outstanding client responsibility from Kareo or another billing system so a single statement can be generated from NPAWorks.
    • Update Payer IDs for Apex EDI clearinghouse on the Master Funding Source record.
    • Track your accounts receivables and remittances with the Billing Ledger, Payment Ledger, and A/R Aging reports.
    • Ability to view to view all charge line adjustments with the Adjustment Codes report.
    • Track actions needed with the Billing Follow-ups report.
    • Ability to discard or void claims.
    • Option to import Regional Center payment files and automatically apply payments to invoices. NPAWork’s invoice number can be automatically updated to include the Regional Center assigned invoice number.
    • Discard Claim action: Used when a claim is to be deleted or, if needed, so send a voided claim to a funding source in the event of a denial. Once the claim is discarded or voided, appointments previously associated with the claim can be changed and included in a new claim.
    • Ability to merge Master Funding Sources.
  • Important Improvements
    • Ability to capture signature in the Forms feature.
    • Ability users to copy to the signature from a new guardian signed appointment to other unsigned appointments.
    • Clock in and out of appointments in NPAGo and NPAWorks (beta).
    • Improvements in NPAGo appointments for ease of use on smaller mobile devices.
    • Upload company logo to display in invoices.
    • Formatted Daily Progress Notes report with Results Notes and appointment details/signatures. Report will contain session notes from Catalyst if the customer integrates with Catalyst.  Can be run from staff or client Service Action page or through the Bulk PVR page for multiple staff and clients.
    • Single Sign On with Catalyst

NPAWorks

 Enhancements

  • For staff with unrendered appointments, an email reminder can be sent to their supervisor and/or NPATeams lead(s). V8.1.0
  • Billable Amount and Active staff parameter added to Staff Labor Productivity report. V8.1.0
  • Enhanced grid options now available on Flex Reports results and column options, Appointment Status Types, HR Management, and Address Book page including find, group by, and hide columns. V8.1.0, V8.2.0, V8.3.0., V8.6.0.
  • Catalyst:
    • Clients terminated in NPAWorks will automatically be inactivated in Catalyst on the night their last enrollment is terminated. V8.1.0
    • Filter in Catalyst Appointment Mapping by date range, client, or staff. V8.4.0.
    • Retrieve and store any Catalyst custom SOAP Note in appointment Results Notes.  V8.5.0.
    • Validation when integrating a staff with Catalyst that a 10 digit phone number is required. 6.0.
  • Ability to minimize and maximize the staff record. V8.4.0.
  • In Beta: Option to clock in and out of NPAGo and NPAWorks appointments.  With the proper permissions, clock time can be adjusted.  The patron can customize their own reason codes V8.5.0.
  • Use Parent Portal Settings to control how far into the past a bulk signature can be applied from NPAGo.  V8.5.0.

  • Improvements in NPAGo appointments for easier use on smaller mobile devices. V8.6.0.

  • Message when adding a sibling to the Parent Portal to indicate the parent already has an account. 6.0.
  • Increased Results Notes maximum characters to 8000. 6.0.
  • Upload company logos to display in invoices. V8.7.0.
  • Formatted Daily Progress Notes report with Results Notes and appointment details/signatures.  Report will contain session notes from Catalyst if the customer integrates with Catalyst.  Can be run from staff or client Service Action page or through the Bulk PVR page for multiple staff and clients.  V8.8.0.
  • Billing:
    • Track staff members with Service Provide NPI numbers in the Special Indicators page, and assign the NPI when needed on Tricare, Florida, and Georgia Medicaid claims. V8.2.0.
    • Generate invoices as PDFs or Word document. V8.2.0.
    • Access Claims Wizard from the Billing tab as well as from inside Claims Manager. V8.2.0.
    • Copy information from Transaction History to the clipboard. V8.2.0.
    • Display line status in Apply Page’s Charge Line grid. V8.2.0
    • Enable both legacy invoice feature and Invoice Manager when the Billing feature is enabled. V8.2.0.
    • Do not allow payments with the same adjudication date, reference #, and total amount to be posted. V8.2.0.
    • Navigate to Review ERA or Edit Payment pages from Transaction History entries for payments. V8.2.0.
    • Refresh button on Edit Payment page to see latest unapplied amount. 2.0.
    • Option to either send or export claims for Office Ally when the Billing feature is enabled. V8.2.0.
    • Enter Payer IDs for Apex EDI clearinghouse on the Master Funding Source record. V8.3.0.
    • Notes and Follow-up actions added to Add and Edit Payment pages V8.3.0.
    • In Payments Ledger, ability to search in client filter dropdown. V8.3.0
    • Allow a payment to be deleted as long as no payments have been applied. V8.3.0.
    • Last selections are remembered in Add Payments and Payment Ledger pages.  V8.3.0.
    • Ability to add multiple notes to a payment in the Payment Ledger. V8.3.0.
    • Payments already applied to a Reference Number are automatically displayed when Apply Payments page is opened. V8.3.0.
    • Filters will search for partial matches in Payment Ledger and Apply Payments. V8.3.0.
    • Ability to generate a single invoice with multiple clients.  V8.3.0.
    • Display the insurance payer ID in Claims Manager. V8.3.0.
    • Streamlined Invoice Wizard into 2 steps.  V8.4.0.
    • Enhanced invoice printing options in Invoice Manager, including subtotaling and de-identifying the client. V8.4.0.
    • Updated A/R Aging (formerly Aging by Payer), Billing Follow-ups (formerly Charge Line Follow-ups) and Billing Ledger claim-specific columns and parameters to cover non-insurance invoices and payments. V8.4.0.
    • Option to allow auto-generated invoice numbers to be changed.  Particularly helpful to synchronize Regional Center invoice numbers in NPAWorks with number assigned by the Regional Center.  V8.4.2.
    • Ability to post adjustments to invoices by double clicking on the invoice in Invoice Manager.  V8.4.2.
    • New report Invoice Appointments Check to confirm appointment are ready for billing, including checks for unrendered appointments and client address.  V8.4.2.
    • The following events will now generate a Transaction History record: V8.5.0, V8.6.0.
      • Submitting a claim
      • Printing a claim
      • Auto-posted ERA or manual posting of payments, denials, payment reversals, contractual adjustments, copays, co-insurance, and deductibles.
      • Clearinghouse acceptance or rejection.
      • Payer EDI acceptance or rejection.
      • Submittal of a corrected claim.
      • Transfer to secondary or tertiary funding source.
      • Transfer or partial transfer to client responsibility.
    • Ability to import CA Regional Center payment files and auto-post payments.  V8.5.0.
    • Retired obsolete ERA Errors flex report.  V8.5.0.
    • Added validation warnings for duplicate Master Funding Source records.  V8.6.0.
    • Option to import Regional Center payment files and automatically apply payments to invoices. NPAWorks’ invoice number can be automatically updated to include the Regional Center assigned invoice number. V8.7.0.
    • Ability to discard and/or void claims.  Appointments can be updated as needed once the original claim has been discarded and a new claim can be generated.  V7.8.0.
    • When applying payments, only patient responsibility adjustments from current payment are displayed in Payment Details.  V8.7.0.
    • When applying payments to invoices the system will indicate there are more 1 client on the invoice by displaying “Multiple”. V8.7.0.
    • Ability to change the payer on a payment without having to reverse all payments.  V7.8.0.
    • Removed warning from Claims Wizard and Invoice Wizard that appointments have been previously selected/processed.  V7.8.0.
    • New Billing Reports
      • Client Aging – All outstanding balances by aging grouping for Insurance Client Responsibility.  V8.8.0.
      • Invoice Details Ledger – Invoice amounts billed and paid and all invoice line items details and amounts. V8.8.0.
      • Payment Transaction Ledger – Payment Reference Number (e.g., check) amounts posted and applied and details of all charge lines, client statements or invoices for which payments were applied for the Reference Number.  V8.8.0.
      • Automatically assign billing organization/staff taxonomy code to claims.  Requires update of Taxomony Code values in Special Indicators for staff and organization.  V8.8.0.
      • Ability to post adjustments to client responsibility balances.  V8.8.0.
      • Additional printing options when generating invoices to control subtotals and page breaks, and to add a custom message in the header.  V8.8.0.
      • When an ERA is received with payer adjustments other than contractual adjustment, copay, co-insurance, or deductible, a transaction history record in posted with information on the adjustment but no dollar adjustments are posted to insurance balance.  V8.8.0.
      • Transaction history distinguishes between payment postings and payment reversals from the funding source vs. client responsibility.  V8.8.0.
      • If attempting to release a claim that has no payments posted, a message to prompt the user to discard the claim instead is displayed.  V8.8.0.
    • Display indicator “On Invoice” for any appointment that was processed by Invoice Wizard.
    • Ability to edit integrated Catalyst SOAP notes.

Bug Fixes

  • Red X displayed intermittently that hides the schedule. V8.1.0.
  • System error in Billing feature when Master Funding Source information is missing.
  • Intermittent system errors when user has not logged out of NPAWorks in several days (memory leak). V8.1.0.
  • Appointments sometimes marked as No Pay when appointment status type is Payroll. V8.1.0.
  • Catalyst Sync:
    • Catalyst appointments would not auto-map if guardian name, guardian relationship, or session notes longer than NPAWorks expected. V8.1.0.
    • Intermittently unable to push staff to Catalyst. V8.1.0.
    • Improved response times when auto-mapping clients, staff, and appointment from Catalyst. V8.1.0.
    • Do not auto-map staff from Catalyst if the staff member does not have an active user account in NPAWorks. V8.1.0.
    • Error in Catalyst mapping when client or staff were transferred to a different agency in NPAWorks. V8.1.0.
    • Errors in auto-mapping SOAP Notes. V8.2.0.
    • Unable to transfer clients or staff to another agency in NPAWorks when integrated with Catalyst. V8.4.0.
    • Sort needed for Lead Users/BCBA with integrating a client with Catalyst. V8.4.0.
    • Error in Catalyst appointment mapping when multiple SOAP Notes are returned from Catalyst for the same time.  V8.5.0.
    • Response time optimization for Catalyst Mapping page.  V8.5.0.
    • Certain configurations of Catalyst Custom SOAP Notes not updating appointment results notes. V8.7.0.
    • Unable to integrate staff with Catalyst V8.7.1.
    • Errors when deleting a staff integrated with Catalyst.  V8.8.0.
  • Service providers with NPIs were being assigned the G2 qualify on claims. Now appear on the correct section of box 24J. V8.1.0
  • NPATeams relationships now supersede schedule caseload age-out rules. If a staff member has an active relationship in a Team with a client, that client will appear on the staff’s caseload even if they do not have an appointment scheduled with the client within the caseload age-out period. V8.1.0
  • Prevent removing an agency from an NPATeam when there are team members in that agency. V8.4.0.
  • Blank Forms missing or wrong templates displayed. V8.1.0.
  • System error when unhiding Pay Code name in HR Management page. V8.3.0.
  • A newly added client contact entry was not selected by default after saving. V8.4.0.
  • Unable to add a client contact without both first and last name. V8.4.0.
  • Special characters in Flex Report results could not be exported to Excel. V8.4.0
  • System error when adding an appointment status type. V8.4.0.
  • Unable to restrict viewing of terminated clients. V8.4.0.
  • Errors in numeric field formatting when exporting a Flex Report to Excel.  V8.4.1.
  • Terminating staff not automatically inactivating the staff.  V8.5.0.
  • System error when a duplicate pay code entered.  V8.5.0.
  • Incorrect availability displayed in Scheduling Matrix.  V8.5.0.
  • Total field in Scheduling Matrix contract snapshot displayed as blank.  V8.5.0.
  • System error when accessing restricted job title staff records.  V8.5.0.
  • System error when running Bulk PVR for all clients.  V8.6.0.
  • After uploading a new NPAForms template the form was sometimes displaying with a blank page.  V8.6.0.
  • Removed unneeded parameters when running the RBT Audit Log report.  V8.6.0.
  • Fixed error in Security permissions so “Blank Forms” can be hidden.  V8.6.0.
  • System error when updating a staff’s RBT supervision requirement dates.  V8.6.0.
  • System error when adding pay codes.  V8.6.0.
  • System error saving appointment status types.  V8.6.0.
  • System error when terminating staff. V8.7.0.
  • System error when saving staff record. V8.7.1.
  • Intermittent system error when saving appointment status types.  V8.7.1.
  • Intermittent system error when creating a client contact.  V8.7.1.
  • Unable to access client/staff agency transfer feature.  V8.7.1.
  • Text entered in NPAForm not appearing in PDF version.  V8.8.0.
  • Unable to save column options and report favorites in Flex Reports.  V8.8.0.
  • Billing feature:
    • Status Reason column removed in Claims Manager and Invoice Manager when Billing is enabled. V8.2.0.
    • Submission Type column removed from Invoice Manager. V8.2.0.
    • Error in unapplied amount calculation in Add/Edit Payment and Payment Ledger report when posting a payment adjustment or interest. V8.2.0.
    • Intermittent duplicate posting of ERA payments and associated transaction history. All duplicate entries have been removed. V8.2.0.
    • On Apply Payments page, clients with no invoices for the selected funding source were displayed. V8.2.0.
    • The original claim number was not being sent to the clearinghouse on a corrected claim. V8.2.0.
    • Patient Balance not displayed in Statements screens and invoices. V8.2.0.
    • Error in phone number format causing claims to be rejected.  V8.2.0.
    • Total Balance calculation in Transaction History for payments corrected and label changed to Unapplied. V8.3.0.
    • Error in assigning taxonomy causing claims to be rejected by Apex.
    • Settled charge lines were not set to Complete status. V8.3.0.
    • Network value of Commercial or Medicaid should only be assigned to Insurance funding sources in the Master Funding Source page. 3.0.
    • Error in sending referring provider claim information causing claims to be rejected. V8.3.0.
    • Intermittent duplicated ERA postings from selected payers. V8.4.0.
    • Notes action missing from bulk charge line updates. V8.4.0.
    • Unable to send invoices to Kareo when Billing feature was enabled. V8.4.0.
    • Unable to generate client statements for a single agency. V8.4.0.
    • Master Funding Source not properly populating when the Billing feature is enabled.  V8.4.2.
    • Line status not updated to client responsibility when coinsurance is applied from Apply Payments page.  V8.4.2.
    • Tricare claims intermittently not populating the Rendering provider on box 31 and box 24j for CPT Code 97152. V8.4.2.
    • System error generating a claim after it had been partially processed previously. V8.5.0.
    • Erroneous message when applying a payment that not enough money was left of the reference number.  V8.5.0.
    • ERA payments applied in error to CMTest clients.  V8.5.0.
    • Payments from Apex clearinghouse intermittently posted to wrong charge line.  V8.5.0.
    • Do not allow payments to be deleted if there are any applied payments.  V8.6.0.
    • Vendor ID not being cleared when releasing an invoice.  V8.6.0.
    • Corrected clearinghouse reference when releasing claims.  V8.6.0.
    • Improved performance when navigating to the Claims Ledger tab and generating claims.  V8.7.0.
    • Apply rounding rules to expected reimbursement amount which was causing over or short pay line status.  V8.7.0.
    • Display patient statement line items in chronological order.  V8.7.0.
    • Response time improvements when applying payments.  V8.7.1., V8.8.0.
    • Option to include paid client responsibility statement line items when generating statements was not working.  V8.8.0.
    • Insurance adjustments posted were not appearing in client responsibility statements.  V8.8.0.
    • Unable to save with Zip file option when generating client responsibility statements.  V8.8.0.
    • Display Appointment Location Code based on settings V8.9.0
    • Messaging Jobs not running on a consistent bases. V8.10.0
    • Catalyst integration sync for deleted Staff & Client records. V8.10.0
    • Parent Portal Login Issues V8.10.0

NPAGo

Enhancements

  • NPAGo now detects if the user is updating the appointment and will not time out as long as the user is active. V8.1.0

Bug Fixes

  • Rounding rules were sometimes not applied correctly in NPAGo when the service was changed. V8.1.0
  • Locked date incorrect on downloaded appointments. V8.1.0
  • Intermittent system error when creating an appointment in NPAGo or the Matrix. V8.1.0
  • Users with iPad iOS 9.3 getting a ‘white screen’ in NPAGo. V8.1.1.
  • System error when changing a service from insurance to non-insurance in NPAGo. V8.4.0.
  • Future appointments should not be selectable for batch signatures. V8.6.0.
  • Unable to apply batch signatures on locked appointments in NPAGo. V8.7.0.
  • Unable to view/edit result notes greater than 2500 characters. V8.8.0.
  • Unable to lock staff schedule to Clerical lock date. V8.10.0