10.25 Release Features

The 10.25 Release has arrived, featuring significant enhancements aimed at streamlining your daily workflows. This update includes key improvements to the Clinical Chart, Referral Hub, RCM, and other areas to help your practice operate more efficiently.

Top highlights include:

• Introducing the Patient Merge feature to combine duplicate profiles into one.
• The addition of the Treatment Plan Templates and Tx. Plans tab in the clinical chart to simplify the treatment planning process.
• Try the new All Invoices feature to view and manage all patient invoices in one place.
• Explore the Re-calculate button in the Treatment Planner to apply fees to all related codes from an updated fee schedule.

And there’s more! We’ve also added:

• Capability to set Custom Referral Forms in Practice Settings.
• Option to save the HICAPS Quote as a patient document.

Read on to discover the exciting updates in 10.25 and unlock its full potential!

Clinical

1. Treatment Plan Templates

• Set up Treatment Plan Templates by creating phases and adding codes, making it easy to reuse them on the Treatment Planner and Chart, reducing the time needed to add them manually each time.
• Easily share the treatment plan template with all or selected providers.

• Upon creating a new treatment plan using the treatment plan template, all procedure codes that do not require tooth or surface details will automatically appear in the Code Grid. 
  • • Codes that require linking of tooth or surface will be listed as an action item on the Plan Template Actions pop-up, along with the associated phases.

2. Chart

• When linking a location to a completed code from the Chart or Ledger, the Default Location and Date of Service will be pre-filled based on the location selected in the patient’s chart.

• Introduced a Tx Plans (Treatment Plans) tab on the Chart to manage treatment plans while viewing the odontogram without visiting the treatment planner.
  • • Create a new treatment plan template directly from the chart.

• Create a new Treatment Plan or link Alternate Treatment Plans using the quick link.
• Quickly Add Codes to the desired phase.
• Accept, Print, Present, or Reject added treatment plans.
• Schedule an appointment for the treatment plan.

• With enhancements in the Imaging panel, Aeka customers will see separate views for ‘Aeka Images’ and 'Other Imaging Software' for all the other imaging softwares configured.

3. Treatment Planner

• In the event of any fee changes on the fee schedule, use the 'Re-calculate' button to apply the revised fees across all associated codes.

Referrals

1. Referral Form

Multiple Referral Forms can be configured in Practice Settings for the required locations as needed. The referral forms can now be customised:

• Introduced options to Preview and Print referral forms.
• Enable or disable all non-mandatory questions in the existing refer-in form.
• Ability to add a custom list of Procedures/Consultations to each configured form.

• Customise the form name, and add either an Account Logo or a Custom Logo to the form.

• Added options to select Teeth and attach Radiographs or Clinical Photos.

2. Previous, Save as Draft for Refer Outs

• Users can now return to previous steps to make changes while creating a Refer-Out.
• Ability to save a referral as a draft and return to edit it later.
  • • Saved drafts can be accessed from the patient’s Referrals page.
• Utilise the edit icon next to each step on the left to go back and update its details.
• Users can preview the referral letter to see how the print will appear before signing.

3. Referral Hub Enhancements

• Ability to call the referral provider and the referral if any Telephony integration is enabled.
• Option to message or email the referral if correspondence is enabled.
• Use provider chat to message the referral provider, provided they have access to the referral portal.
• Send emails to the referral provider if Correspondence is enabled.

• On selecting a Referral:
  • • View referral details in the left panel with options to link an existing patient or create a new patient and book an appointment.
    • View referral engagements added in the ‘Referral Engagement’ tab, provider chat (if the provider has portal access), and referral form with attached documents in the ‘Referral Documents’ section on the right panel.

4. Outgoing Referrals in Referral Portal

• External providers previously had no way to track referrals sent to practice users in CareStack, often resulting in delays and the need for manual follow-ups. The new Outgoing Referrals section in the Referral Portal solves this by allowing external providers to create referrals, easily access and monitor their status, and communicate directly with receiving practices via provider chat, enhancing transparency, reducing back-and-forth, and streamlining the entire referral process.

• The detailed view of the referrals includes an option to chat with the provider about the referral.

5. Update Provider Details in Referral Portal

• Clicking the username on the top right enables referral providers to edit details. 
  • • Update the details such as Name, Date of Birth, Gender, and Phone.
    • Updates saved will be reflected across all accounts where the referral provider is added.

RCM

1. All Invoices

Introducing the All Invoices page that lets you view and manage invoices for all patients in one place.

• Filter invoices by Invoice Date, Provider, and Location.
• View the invoices under their allowed location(s).
• See all invoices or only those tagged to the provider, depending on the configured permissions.
• View the Total Unpaid Invoice Amount or the breakdown of unpaid amounts for different aging buckets.
• Hide invoices without outstanding balances.
• Print one or more invoices for a single patient.
• Select the Invoice ID to view detailed information and make a payment.

2. HICAPS

• Save the generated HICAPS Quote as a Patient Document, accessible via the patient's Documents page under the 'Others' category.

Patient Services

1. Patient Merge

Introducing the Patient Merge feature to help practices easily identify and merge two duplicate patient profiles into a single account.

Watch this video for further insights.

• Users with permission can merge two patient records; the source is archived and the destination remains active.

• Merged data includes allergies, conditions, medications, alerts, memos, unique flags, medical history, documents, membership plans, clinical data (treatment plans without completed codes, periodontal charts, recalls), future appointments, and tasks.
• Data not merged includes imaging, account flags, correspondence, past appointments, completed treatment plans, dentition, claims, payment plans, referrals, patient statements, and accounting transactions.

• Merge is blocked if the source patient has unpaid codes, unapplied credits, active claims or payment plans, is responsible for others, or has an active membership plan.
• The merge is irreversible and audited.

Patient Engagement

1. Reputation Management

• Ability to save an Automation in Draft status, allowing users to return later to easily complete it without restarting the process.

• Practices can now reply directly to CareStack Reviews. 

Patient Survey 

Introducing the all-new Patient Survey feature as part of Reputation Management to help practices gather valuable patient feedback, enhance customer satisfaction, and improve  overall operational efficiency.

• Survey Creation: Easily create surveys from scratch or use predefined templates, offering flexibility in gathering patient insights.
• Survey Customisation: Customise surveys with various question types like short answer, long answer, rating, etc.
• CSAT & NPS: Track patient satisfaction with CSAT (Customer Satisfaction Score), which measures ratings across multiple criteria, and NPS (Net Promoter Score), which gauges patient loyalty and likelihood to recommend the practice.
• Redirect to Review: Automatically redirect satisfied patients to review platforms such as Google, Facebook, or Yelp based on the NPS or CSAT scores, safeguarding and boosting the practice's online reputation.

2. MMS

• Users can now send and receive Images, GIFs, and Emojis via IRIS Chat, Correspondence, and +Message.
  • • The MMS feature is available upon request. Users can email [e-mail] to have it enabled.

Reporting & Analytics

 

1. Payment Log Report

• Easily track and analyse earnings and adjustments with the enhanced Payment Log report. The Summary view now includes Net Collection and Collection Adjustments columns, while the Transaction view includes the Collection Adjustments Table for deeper insights.

2. Appointments Report

• The Appointments by Provider and Appointments by User reports’ Detail View now includes two new columns for improved insights into cancellations or no-shows:
  • • Cancel/NS On: Date when the appointment was marked as cancelled or no show.
    • Cancel/NS By: User who cancelled the appointment.

3. Operational Reports

• We have two new setup options under Settings in Operational Reports to configure how Patient Visits and Hygiene Visits are calculated.
  • • Practices can now define what counts as a patient visit by choosing between Code Completion, Checked-Out Appointments, or Both. They can also exclude specific codes for more accurate data.
    • Hygiene Codes are configurable as well. Practices can select which codes count toward hygiene visits.
    • Based on the configured KPIs, the calculations for patient visits and hygiene visits will be affected. These updated metrics are accessible under the Performance tab on the Homepage.

Check out the latest updates in 10.25 and share your feedback. We can't wait to hear what you think!