Amber

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What’s New In NPAWorks Amber?

Administrators

Effortlessly create claims for Tricare Service Providers

  • Users will now be able to enter a Tricare Service Provider number within a staff record and be able to generate claims per Tricare’s requirement.
  • Entering a Tricare Service Provider

ADDITIONAL FEATURES & FIXES

NPAWorks

New Features

  • Amber (in beta testing) – The Teams feature allows an administrator to identify Clients and Staff working together. It provides a visual for staff caseload management. New contract fulfillment reports can be filtered by Teams. When using the Scheduling Genie to find for best staff to provide services for a client, the search can be restricted to staff who are already on the client’s Team(s).
  • Amber V5 – The UI Refresh is just what you’ve been waiting for to give NPAWorks a fresh new look.  Navigation ribbons improve workflow efficiency.
  • Amber V8 (in beta testing– DocCenter: Upgrade to Notes & Issues and NPAForms to:
    • Organization of notes, attachments, and NPAForms into patron-controlled folders and subfolders.
    • Permissions to access or update folders and their attachments/NPAForms can be set by a patron administrator.
    • Upload multiple attachments at one time.
    • Access client and staff notes, attachments, and NPAForms from NPAGo.
  • Amber V9 (in beta testing) – 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.
  • Amber V10 (in beta testing) – Billing 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 manually post EOBs can be manually posted.
    • Generate client statements for patient responsibility.
    • Generate invoices for non-insurance funding sources and post payments.
    • Create adjustment and transfer transactions.
    • Track your accounts receivables and remittances with the new Claims Ledger and Payment Ledger and Aging by Client or Funding Source reports.
    • New Flex Report, Adjustment Codes, to view all charge line adjustments.
    • Ability to post payment Adjustments and Interest in Edit Payments.
    • Settle functionality for charge lines available in Apply Payments.
    • Make adjustments or transfers to multiple charge lines at one time (bulk charge lines update).
    • Option to use the Apex EDI clearinghouse

Enhancements

  • Amber – Claims Wizard will now create separate Tricare claims by service provider for CPT Codes 0364T/0365T and 97153. Please see Knowledge Base document for more information.
  • Amber – Tricare claims sent via the 837 file to Office Ally will contain the service provider’s session times in Box 24a. Please note that at this time the session times are not visible when the claim is printed or previewed in Claims Manager.
  • Amber – Warning is displayed if the user attempts to create a parent portal record when the client and parent are in different offices.
  • Amber – Filter checkboxes on the RBT Supervision tab to show or hide appointments based on whether they are billable or payroll now filter based on a service time and a pay code, in addition to the status type.
  • Amber – Appointments integrated with Skills that are canceled in NPAWorks with an auto-render status type will now be sent to Skills to cancel the appointment there as well.
  • Amber – New PVR titled Supervision Verification of Speech Services has been created.
  • Amber – Scheduling Genie ‘Find Matching Staff’ section will now display contract end dates in the ‘Search dates from’ dropdown.
  • Amber – When saving a new Organization for the first time or when adding a new Office/Agency, the overtime rules will be defaulted to blank and the record cannot be saved until overtime information is entered.
  • Amber – On an insurance contract the ‘order of precedence’ can now be swapped between the primary and secondary insurance contracts.
  • Amber – LA Care PVR now displays the code modifier from the appointment in the Code column.
  • Amber – If a user attempts to open NPAWorks from a Mac OS, a message will be now displayed suggesting the user to use NPAWeb.
  • Amber – Improved response time when navigating from Step 1 to Step 2 of Claims Wizard.
  • Amber – Display a better error message when a user who has no security role assigned attempts to log in.
  • Amber – Expanded error logging when unhandled exceptions are encountered so root cause can be identified faster.
  • Amber – The save button when updating security user roles now saves all pending updates rather than just the updates for the currently selected user.
  • Amber – NPAWorks reminder emails from address is now do-not-reply@codemetro.com
  • Amber – Clients terminated in NPAWorks are automatically inactivated in Skills.
  • Amber V2 – Enabled the ability to use Ctrl + C to copy text from appointment notes.
  • Amber V2 – Client enrollment flex report: added several columns to show to client info.
  • Amber V2 – Funding Source Notes & Issues flex report: added attachment file name.
  • Amber V2 – Funding Source Service Admin report: add Direct/Indirect default as a column.
  • Amber V3 – UI Refresh – standardized all page actions into a panel at the top of each page. New functionality in the main pages to be able to group by, search, and filter clients, staff, funding source, schools, and services lists.
  • Amber V3 – Removed option to save all pending updates from customized lists. Now each customized list must be saved individually.
  • Amber V4 (Billing Improvements Beta)
    • Track the status of your claims in NPAWorks including clearinghouse acceptances and rejections and insurance company payments and denials and amounts paid on the new Claims Ledger tab in Claims Manager. Electronic primary insurance payments are automatically applied to claim charge lines.
    • New Claims Ledger flex report tracks claims submitted, electronic primary insurance payments received, and the primary insurance balance.
    • New Payment Ledger flex report tracks checks, credit card, and other forms of primary insurance remittances and the balance of any remittances not applied to a claim charge line.
    • New ERA Error report that shows mismatched claims. If the 837 was not sent electronically through NPAWorks and payment is received electronically, the system will not be able to match the payment with the claim which was sent on paper. The process for linking the missing/error files manually to the original claim will be released in a later version.
    • https://knowledgebase.codemetro.com/knowledge-base/improved-billing-in-npa/
  • Amber V6 – Forms Type is no longer a required field.
  • Amber V6 – Added Last Rendered Appointment to Contract Fulfillment Comprehensive flex report.
  • Amber V6 – Added staff’s city and desired hours to the Appointments Admin flex report.
  • Amber V6 (Teams Beta) – Fixes for following beta test findings:
    • Added staff job title to the team list and allow staff team member list sort.
    • Caseload takes into account the if the client is still active on a team.
  •  Amber V7 (Billing Improvements Beta) –
    • Post manual EOB and client payments.
    • Create adjustments and transfer balances between payers.
    • Link agency funding sources to a master list of funding sources.
  • Amber V8 (Billing Improvements Beta)
    • Generate client statements for patient responsibility.
    • Generate invoices for non-insurance funding sources and post payments.
    • Create adjustment and transfer transactions.
    • Manage your accounts receivables with Aging reports that can be run by client or funding source.
    • Updates to the Client Ledger report to include manual payments from insurance EOBs, non-insurance funding sources, and client statements.
    • The Claims Ledger report is replaced by the Billing Ledger which now includes all billing and payment information for all funding source types.
  • Amber V8 – New Icons in the navigation panel to make it easier to distinguish:
    • Adding/removing an appointment vs. availability in Scheduling.
    • Adding/removing a note vs. an attachment in Notes & Issues.
    • Adding/removing a client contract vs a service location in Client records.
  • Amber V8 – Improved grid functionality in Notes & Issue tabs and Security User Accounts tab including ability to resize grid panel and to search, sort group by, and filter columns.
  • Amber V8 – Added Gender and Active Client column options to Client Roster per Service.
  • Amber V8 (Billing Improvements Beta)
    • Added resubmit validation for already-submitted claims to prevent duplicate claims.
    • Improvements to Statements, Apply Payments window, logging, and error handling.
    • Unmatched ERAs that are paid against paper claims are now automatically posted in the system with payor name “Unmatched”.
  • Amber V8 H2 – Make enhanced Billing feature available without requiring an integration with Office Ally.
  • Amber V9 (Catalyst Synchronization Beta)
    • Ability to push clients and staff created or updated in NPAWorks to Catalyst.
    • Option to synchronize clients, staff, and sessions between NPAWorks and Catalyst on demand from the Catalyst Synchronization feature.
  • Amber V9 – Services can be assigned an optional default pay code to be automatically assigned in scheduling.
  • Amber V9 – Improved grid functionality in Security User Roles tab including ability to search, sort, group by, and filter columns.
  • Amber V9 – Regional Center Subcode column added to Appointments Admin flex report.
  • Amber V9 H1 (Billing Improvements Beta)
    • New Flex Report, Adjustment Codes, to view all charge line adjustments.
    • Ability to post payment Adjustments and Interest in Edit Payments.
    • Settle functionality for charge lines available in Apply Payments.
  • Amber V10 – Option to display both therapist and guardian signatures on the Daily Service Log.
  • Amber V10 – In main page lists (clients, staff, funding source, schools, services) NPAWorks will remember which columns have been hidden and column order when returning to the list.
  • Amber V10 – Warning message for unsaved changes to appointments when clicking X in to close the appointment.
  • Amber V10 – Ability to email staff who have appointments that are not rendered or are missing guardian signatures
  • Amber V10 – Warning for staff members who provide a service with a default pay code but do not have that pay code assigned.
  • Amber V10 – Flex report updates:
    • Modifiers added to Appointments Admin.
    • Default service pay code added to Services List.
    • Grade added to Case Assignments by Contact.
  • Amber V10 H3 (Billing Improvements Beta)
    • Make adjustments or transfers to multiple charge lines at one time (bulk charge lines update).
    • Option to use the Apex EDI clearinghouse

Bugs

  • Amber – Corrected issue with the supervisor’s appointment time in the RBT Supervision tab of the appointment.
  • Amber – Corrected NPAForms issue so editable PDF field names can contain special characters.
  • Amber – Corrected database error when attempting to save a bundled T-Code service with services names containing special characters.
  • Amber – Corrected error from being displayed when all Reported Duration options are unselected in the RDRT.
  • Amber – Fixed uploading issue to Notes & Issues when a file title includes a space.
  • Amber – Removed error message that stated a note type was required in Notes & Issues.
  • Amber – Corrected issue to allow scrolling of note fields on a locked appointment.
  • Amber – Updates in NPAWorks to user names will no longer result in a creation of a second user account in Skills.
  • Amber – If an appointment has a Direct/Indirect status of ‘Set at appointment’, then the appointment will no longer be automatically rendered in NPAWorks when the appointment is completed in Skills.
  • Amber – Appointments with the D/I status of ‘Set at appointment’ will no longer be included in appointment reminder messaging jobs when sent to client contacts.
  • Amber – Client lists on the Service Log Styles & Options window are now sorted in alphabetical order by last name.
  • Amber – Propagating rounding rule changes to appointments will bypass appointments with service time sync turned off.
  • Amber – Do not allow an appointment with a future schedule date to be auto-rendered unless the appointment type is a cancellation.
  • Amber – Do not allow a funding source service to be unchecked if that service exists on any client contract.
  • Amber – Default place of service was not being assigned to appointments under certain conditions.
  • Amber – Fixed selection of RBT Audit Log report when run from a staff schedule.
  • Amber – Fixed issue with capturing guardian signatures on locked appointments.
  • Amber – Error message when exiting NPAWorks is no longer displayed.
  • Amber – Staff credential message was listing more appointments than actually had credential warnings.
  • Amber – Buttons in the client contacts window would intermittently be disabled.
  • Amber – A user was allowed to change the start or end date of service appointments when that action should have been disabled based on their permissions.
  • Amber H4 – Corrected error that prevented Tricare claims with Service Provider ID from being sent to Kareo.
  • Amber H4 – Restored missing ‘Date Entered’ column in Notes & Issues.
  • Amber V2 – Parent Portal parents are no longer visible in the staff records Supervisor field dropdown.
  • Amber V2 – Fixed error in Invoice Manager rounding rules.
  • Amber V2 – Intermittently, funding source CPT Code updates were not propagating to existing appointments.
  • Amber V2 – Clarified NPAGo validation warning when an unauthorized appointment overlap occurs.
  • Amber V2– Profit Analysis Flex Report error was displayed when Client Tracking ID column is selected.
  • Amber V2 – NPAWorks would intermittently minimize when the user was prompted for the recommendation survey or the user prompted multiple times.
  • Amber V2 – Appointment default service locations were sometimes incorrect when the client was changed.
  • Amber V2 – Appointment Insurance Billing tab error message when charge or reimbursement rates had a large value.
  • Amber V2 – Intermittently, the appointment note fields were grayed-out when user had permission to edit the field.
  • Amber V2 – Appointment with a non-billable appointment status were sometimes still assigned a pay code.
  • Amber V2 – Staff Roster, Requires RBT & Provides RBT column was not filtering correctly.
  • Amber V2 – Erroneous warning messages were displaying in the RBT Effective Dates window.
  • Amber V3 – Users were allowed to change the appointment Service Action tab’s office and service provider when the fields should have been hidden.
  • Amber V4 – Corrected intermittent system error when updating Funding Source rates.
  • Amber V4 – Fixed error that did not allow the Claims Manager Status column to be updated.
  • Amber V4 – Fixed error that allowed services to be selected for staff members who do not have Therapist / Service Provider checked on the Staff General tab.
  • Amber V4 – The authorization number field on Client Services tab can now be expanded.
  • Amber V4 – Corrected system error intermittently happening when preparing claims.
  • Amber V5 – Corrected intermittent system error when accessing Notes and Issues from Staff records.
  • Amber V5 – Corrected system error when adjusting claim printing margins.
  • Amber V5 – Corrected error in the timesheet report that showed a gray appointment as a payroll appointment.
  • Amber V5 H1 – System error when adding an attachment to Notes & Issues when the document was still open on the user’s computer.
  • Amber V5 H1 – System error when adding services to a new Funding Source.
  • Amber V5 H1 – Claims Manager Status column grayed out when should be editable.
  • Amber V5 H1 (Billing Improvements Beta) – Fixed incorrect claim statuses displayed in Claims Ledger tab
  • Amber V5 H1 (Catalyst Synchronization Beta) – Fixes for following beta test findings:
    • Handle duplicate clients or staff in Catalyst
    • Identify the Therapist Signature in the session info returned from Catalyst
    • Ignore NPAWorks Agencies with no staff or clients when mapping Catalyst Sites.
    • After handshake is completed, by default only display unmapped clients, staff, and appointments with option to see all
    • Apply caseload rules to mapping pages so clients and staff displayed are only in the user’s caseload.
    • Warnings when attempting to manually map to a client, staff, or appointment that has already been mapped.
  • Amber V6 (Catalyst Synchronization Beta) – Fixes for following beta test findings:
    • Save Notes even if a guardian or therapist signature is not received.
    • Ignore Referral office when checking to see if all NPAWorks Agencies have been mapped to a Catalyst Site.
  • Amber V6 (Teams Beta) – Fixes for following beta test findings:
    • Only allow staff/clients in the team’s agency(ies) to be added to the team.
    • When a team start or end date is changed, ensure that no staff or clients have a start date before the updated team start date or have an end date after the updated team end date.
    • Fixed an error that prevented certain clients in the team’s agency(ies) from being selected.
  • Amber V6 – Fixed error when changing an appointment from cancelled back to active as not changing the pay code in all cases.
  • Amber V6 – Fixed error is Contract Fulfillment Snapshot when an appointment is scheduled outside of the Client Contract dates.
  • Amber V6 – Fixed intermittent system error when selecting a client service for an appointment
  • Amber V6 – Fixed error that made it appear that a Note or Attachment could not be removed from an Agency or at the Organization level when in fact the item was deleted.
  • Amber V6 – Fixed appointment issue where a non-billable appointment status was sometimes still assigned a pay code and vice-versa.
  • Amber V6 – Fixed issue with Client Contract List flex report so Secondary Insurance column is populated.
  • Amber V6 – Fixed issue with PDF version of Parent Verification Forms that inserted extra blank pages.
  • Amber V6 – Fixed validation when updating client services to take make-up dates into account when calculating service time rendered per frequency.
  • Amber V6 – Fixed system error in the Scheduling Genie when client had no availability in the date range searched.
  • Amber V6 – Fixed system error in Customizable Lists when a list entry exceeded the maximum number of characters allowed.
  • Amber V6 – Fixed intermittent system errors when saving schedules.
  • Amber V6 – Fixed Private Pay service locations intermittently missing in the Address Book.
  • Amber V6 – Main page grid sort is retained when returning to the list after updating a record.
  • Amber V6 – Fixed issue where updates to appointment dates, times, service time were not recognized until tabbing out of the field being updated.
  • Amber V6 – Fixed issue where zeroing out the service time was not updating the appointment subject line.
  • Amber V6 – Fixed error the Service Log Entry filter on the Scheduling Matrix.
  • Amber V6 – Fixed issue where the appointment window shifted to the screen corner.
  • Amber V6 H1 – Fix for system error when changing appointment status type.
  • Amber V6 H1 – Fix for system error when uploading attachments to Notes & Issues.
  • Amber V6 H1 – Fix for intermittent concurrency error when rendering appointments.
  • Amber V7 (Billing Improvements Beta) – Fixed incorrect claim and charge line statuses in Claims Manager.
  • Amber V8 – Fixed issues with parameters in Client Roster & Notes report.
  • Amber V8 – Fixed issues with parameters in Client Roster & Notes report.
  • Amber V8 (Teams Beta) – Fixed issues with adding or updating a pending staff or client to a Team.
  • Amber V8 – Fixed intermittent system errors printing schedules.
  • Amber V8 – Fixed system error when times are entered manually rather then via the time pick in appointments.
  • Amber V8 – Fixed system error when generating bulk Daily Service Logs on computers with specific date formats.
  • Amber V8 – Fixed formatting error in the Attendance Report.
  • Amber V8 – Fixed error that prevented parents from providing signatures when the staff’s schedule is locked.
  • Amber V8 – Fixed error in Forgot Password when the email address has embedded spaces.
  • Amber V8 – Fixed issue in Skills integration that was not rendering an appointment that was completed in Skills.
  • Amber V8 – Fixed intermittent error in Scheduling that would replace the schedule with a red X.
  • Amber V8 H1 – Fixed error in Scheduling if the staff’s default pay code has a active date in the future
  • Amber V8 H1 – Fixed errors in sorting Notes and Issues and system error when creating a Note with an attachment.
  • Amber V8 H1 – Guarantor should only be required for clients with insurance funding source(s) using Kareo or the enhanced NPAWorks Billing feature.
  • Amber V8 H2 –Fixed system error when setting RBT effective dates.
  • Amber V8 H2 – Fixed error in Teams members’ profile.
  • Amber V8 H2 – Fixed error when setting up Catalyst Synchronization for a new patron.
  • Amber V9 – Service Facility will update on the appointment’s Insurance Billing tab when new location is selected that would affect the Service Facility.
  • Amber V9 – Can change an appointment’s service without having the clear the existing service first.
  • Amber V9 – Fixed error in updating and then tabbing between fields in appointments.
  • Amber V9 – Fixed error in Lock Schedule Audit process.
  • Amber V9 – Fixed mileage updates so that both entering zero or blanking the field will remove mileage from the appointment.
  • Amber V9 – Fixed error where default appointment duration was not being created correctly in certain circumstances.
  • Amber V9 – Fixed error in Place of Service assignment for Parent address book types.
  • Amber V10 – Fix for intermittent issue where the client contact add icon is disabled even though the user has permission to add.
  • Amber V10 – Fix for Bulk PVR feature intermittently freezing when generating reports.
  • Amber V10 – Fixed error in Teams filter in the Scheduling Genie.
  • Amber V10 – Fixed system error when scheduling appointments for a staff member with no default pay rate.
  • Amber V10 – Fixed error with the diagnosis code format that prevented client integration with Catalyst.
  • Amber V10 – Fixed error in sorting by date fields on the staff qualification’s tab.
  • Amber V10 – Fixed incorrect icon descriptions in Claims Manager.
  • Amber V10 H2 – Default Pay Code dropdown list was empty when attempting to map a pay code to a service.
  • Amber V10 H2 – Fixed system error when adding a qualification to a staff member with no expiration date.

NPAGo

Enhancements

  • Amber – Users are now able to save and remain in an NPAGo appointment.
  • Amber – Filter checkboxes on the RBT Supervision tab now filter based on if the appointment has a service and a pay code, in addition to the appointment type.
  • Amber – Appointments integrated with Skills that are canceled in NPAWorks with an auto-render appointment status type will now be sent to Skills to cancel the appointment there as well.
  • Amber H2 – Improved response time when saving appointments.
  • Amber V2 – Improved response time when opening appointments in NPAGo and the Scheduling Matrix.
  • Amber V4 – Warning when attempting to navigate back or cancel out of an NPAGo appointment with unsaved changes.
  • Amber V4 – Corrected error that did not allow a therapist to provide a signature for a locked appointment when that option was enabled.
  • Amber V5 – Warn the user when tapping Cancel in NPAGo if there are unsaved changes.
  • Amber V6 – Forms Type is no longer a required field.
  • Amber V6 (DocCenter Beta) – Improvements based on beta test feedback:
    • Show inactive note titles with gray text
    • Show note titles expiring soon in blue text
    • Show expired note titles in red text
  • Amber V8 (DocCenter Beta)
    • Ability to access DocCenter from NPAGo on a mobile device.
  • Amber V9 – Services can be assigned an optional default pay code to be automatically assigned in scheduling.

Bugs

  • Amber – Corrected issue with the supervisor’s appointment time in the RBT Supervision tab of the appointment.
  • Amber – Do not allow an appointment with a future schedule date to be auto-rendered unless the appointment type is a cancellation.
  • Amber – User could not navigate from the User Account page after a session timeout.
  • Amber – Message to tilt phone horizontally was not displaying when gathering signatures on locked appointments.
  • Amber H5 – Appointments completed in Skills were not automatically rendering in NPAWorks/NPAGo.
  • Amber V2 – Users were able to change appointment duration when permissions should not have allowed it.
  • Amber V6 – Appointment with a non-billable appointment status were sometimes still assigned a pay code and vice-versa.
  • Amber V6 H1 – Fix for system error when changing appointment status type.
  • Amber V9 – Fixed error NPAGo’s supervisor lock that made the site unresponsive.
  • Amber V9 – Fixed iOS browser bug where pending changes can be lost when NPAGo is open in multiple tabs in the same browser.

Parent Portal

Enhancements

  • Amber V4 – Allow parent to report a different appointment time from the Parent Portal if the patron has this option enabled for service providers in NPAGo.

Bugs

  • Amber V2 – Parents were not able to see weeks as were specified in the Parent Portal Settings.

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