BreezyNotes 2.6.3 Release

BreezyNotes 2.6.3 brings with it some great new features. What started as a quick partial release quickly turned into a full release thanks to Covid19 and the resulting need for efficient telehealth documentation and claims billing.

Here’s a rundown of the latest updates. Click on the specific update for further instructions.

Here’s how to get started:

Step 1: Set A Payers’ Default Telehealth Modifier and Place of Service (POS)

When you open a Telehealth note for a client, the Place of Service (POS) and the Modifier can be pre-determined based on the client’s insurance company. Here’s how to set it up:

1. Go to Administration > Practice and click on an insurance company name.
2. Choose the telehealth modifier you want associated with that payer and click save:
   
3. Next, choose the default place of service:

   

4. Click Save – Helpful Hint: If you’d like additional modifiers or Places of Service included on either list, contact Support.

Once a modifier and POS is set for an insurance company the new Telehealth Note will default to those settings for clients who have that insurance company.

 

Step 2: Schedule a Telehealth Appointment

Create a new appointment on the calendar and choose “Telehealth” from the Appointment Type dropdown:

This does away with all of our Telehealth CPT codes associated with Progress Notes. Just select a standard CPT code from the Billing Code list:

Click Save

Step 3: Open, Setup and Write Your Note

Click the notepad icon. The Place of Service will be set to “Telehealth” and the Modifier will default to what you assigned to that client’s payer (The provider can override either of these):

The Start Time and End Time will default to the appointment’s Starte/End Time, but providers can override this if they need to be more specific:

We added a “Telemedicine Session Details” field at the bottom of the progress note for any telemedicine documentation required by the payer.

Step 4: Save, Sign & Submit

This claim will go out with the CPT code selected in the appointment.

The Place of Service indicated in the note will override that of the Service Facility selected.

The selected modifier will be added to the Fee Sheet.

IMPORTANT NOTE: If you choose a CPT code that already has a Telehealth modifier (such as 90837:GT), the claim would go out with 90837:GT:GT and either be rejected or error out. 

When changing existing appointments from Office Visit to Telehealth, be sure to confirm use of the correct billing code as well.

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SOAP Note Start Time and End Time

Start and End Time have now replaced Duration:

Use this to indicate more specific start and end times for appointments. This is then reported in the Client’s Encounter Summary.

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Payroll Report

Our new Payroll Report allows clinics to track time based on CPT Codes. You to assign specific values and rates to each CPT Code. For example, if you want to pay your Providers $60 per hour of Therapy, you could assign the 90837 (1 hr session) CPT Code a value of 1 Unit at a “Therapy” Rate of $60. Then you could assign the 90834 (45 min session) .75 Units of the “Therapy” Rate – so it would be counted as $45.

You can have separate values, as well. So where “Therapy” is valued at $60/hr, “Psych Testing” can be valued at $100/hr.

The Payroll Report then totals these rates for each provider and can be exported to CSV.

If you’d like to set up the Payroll Report for your practice, please contact BreezyNotes Support at support@breezynotes.com.

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Stripe Changes

We made a number of modifications to the Stripe processes so now you can Apply Flat and/or Percentage fees, we’ve added a Do Not Store Card option, and we built in a custom Payment Descriptor.

Apply Fixed/Percentage Fees

In Administration > Globals > Stripe, you can set a Flat Fee to pass along any fees charged by Stripe (2.9% and $0.30 per transaction at this time).

By putting amounts in these fields BreezyNotes will calculate the appropriate fees and add them to your client’s overall charge. So if you charge a $20 copay in this case, the total charge would be $20.88 ($0.30 plus 2.9% of 20).

 

Do Not Store Card

Sometimes clients want to use a card one time and not have it stored. That is now possible in Payments screen. When you are taking a one-time payment:

1. Go to Payments
2. Enter payment details
3. Click “Charge Card”
4. Check the “Do Not Store Card” box
5. Click Process Credit Card Payment.

 

Custom Payment Descriptor

To set up the payment descriptor a client sees when they receive a receipt from Stripe, go to Administration > Globals > Stripe.

Whatever you put in this field, is what shows up on the receipt Stripe emails to the client if you have emailed receipts set up in Stripe.

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Chart Changes

Demographics

We have now hard-coded “Preferred Name,” “Preferred Pronouns” and “Gender” fields into the client chart.

Insurance

Added an Eligibility Checked field to track when a client’s benefits were last checked:

Added an OOP Max field:

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Client Portal Updates

We’ve updated the Account page of the Client Portal so it more closely matches the Client Demographics in their chart. That means we’ve added the Preferred Name, Preferred Pronouns and Gender fields:

We also rearranged the format and updated the client’s preferences in a new section below their demographic info:

Finally – instead of the fields auto saving, the client must click “Save Account Info” in the bottom right corner:

An alert message will be generated to any users assigned to receive them like providers or admins (See “Alerts” update below).

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Calendar Updates

We’ve rearranged the calendar interface, added a Service Facility Filter, the ability to assign facilities to specific users and sped up the calendar.

Interface Update – Moved Provider filter to above calendar:

 

New Feature – Added Service Facility Filter:

With the Service Facility filter you can view all appointments at specific Service Facilities. You can set specific Service Facilities.

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Alerts Center

We’ve updated our Messages section in Administration > Globals  to be an Alert center. This sets the stage for additional alerts/messages we plan to offer as our development continues.

Right now admins can set who should receive alerts for when a Client Portal Payment is made or when a Client changes their demographics or insurance in the Client Portal:

The person or people assigned to receive these alerts will get a message in Messages when either event occurs.

 

 

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Additional Updates

• ADMIN > USER: Rearranged user account info, can now set primary and secondary facilities for providers to have available for sessions.
• PASSWORD RESETS – Provider Login: Added a message to let a provider know if their account is inactive.
• ERA Processing – Made ERA processing smarter when multiple modifiers are used. Create Failsafe if the modifiers or CPT code on the Fee Sheet does not match what is on the ERA.