Release Notes – Past


  • Data Interface Updates
    • King County BHO
      • Added support to submit Detox program data to the King County BHO
    • NetSmart Avatar BHO
      • Submit demographic and episodic data to Netsmart AVATAR in WA state
  • Treatment Plan 3.0
    • Multi-Disciplinary Support
    • Measurement and Tracking
    • Long-term goals and short-term objectives
  • Revenue Cycle Management 1.0
    • Contract Manager 1.2 – Read More
      • Simplified setting up and managing contracts
      • Easily import data from one contract to another, no duplicate data entry required
    • Real-time Eligibility
      • Conduct eligibility checks in real-time
      • Quick-access to informaton such as Co-pay and deductible right from the schedule
    • Automated ERA (835) processing
      • Configure your DrCloudEMR system automatically download ERA files from various payers and apply the remittance advice
    • Billing Rules – Read More
      • Setup and manage billing rules per payer based on the services provided, provider education level and patient age
        • Send the modifiers as required by the payer
      • Save billing rules and apply them to only the dates of service you want to
      • Mark individual charges or service items as Billable or Non-Billable
    • Claims Rules – Read More
      • Setup and manage rules based on claim type
      • Specify default values or customize them as required
      • Control what information is sent in each box.
    • Account Receivables
      • When used in conjunction with the new Contract Manager, Collections Report now provides “real data” view of outstanding balances
      • Net Revenue Report
  • Run eligibility checks from the Pre-screen/Wait-list module
  • Improvements to the Provider Orders process
  • Claim Generation Errors Report
  • Adjustment reason in the payment screen and adjustment page
  • Provision to mark Service items as Billable or Non-Billable
  • Various improvements and bug fixes
    • Buttons (Professional (HCFA), Institutional (UBO4)) taken out at Billing Manager
  • Medication Reconciliation Admission Orders and Consent Form

Contract Manager 1.2:

Contract Repository:
  • Record and manage contracts with multiple payers, multiple locations

ERA Management:

  • Process ERAs manually or electronically
  • Keep a history of all ERA’s processed

Manage by Exception:

  • Flag items that were not paid according to your contracts
  • Tools to research why payments were affected
  • Collaborate with staff to fix issues so claims can be processed accurately

Checks and Balances

  • Integrated with Manual Payments module
  • Generate Accurate Patient Statements
  • Refer to your contracts to look up Allowed Amounts and balance patient accounts

Billing Rules Engine 1.1:

Simple, easy-to-use, billing rules module to create custom rules for easier claims generation. Automate your common services yet still create fee-sheets and claims on-demand just like before. Read More

Create and manage rules:
  • Define rules to update fee-sheets with codes for a type of payer or for a specific payer, a facility/program or service location
  • Define rules based on documentation completed by staff
  • Apply rules based on dates of service
    • Rules are time-boxed, because we know they tend to change now and then
  • Fee-sheets provide visual cues on the origination of a code in the fee-sheet
Apply modifiers as needed:
  • Rules allow you to start with one code and end up with a code and modifier
  • Modifiers can applied based on place of service, age and/or provider’s education level

Claim Rules Engine 1.0:

Simple, easy-to-use, claims rules engine to create custom rules for error-free claims generation. Improve claims acceptance by creating custom rules per payer or scenario. Read More

New Feature: Close Encounter


The Close Encounter Feature will allow the user to close and lock the encounter upon completing the service and make the encounter available for billing.

Changes to the Encounter Page
  • Addition of a “Close Encounter” button on the top of the page.

The Close Encounter button is active if all the criteria for the completion of the encounter has been met.

Clicking on the Close Encounter button will close and
lock the form.

  • A Summary section that provides the summary of the encounter in the encounter page. The following information is presented in the Summary section.
    • Form Name along with the completion percentage.
    • Consent Form name along with the completion percentage.
    • Golden thread rule errors if any.
    • Absence of service code and/or justification of service code with a diagnoses code.

Encounter Summary

  • The Close Encounter button is disabled if any of the above criteria is not met.
  • On click of the Close Encounter button,
    • Opens a new page with the following
      • Summary information as displayed on the encounter page. ( which should be all success)
      • A field for comments/notes.
      • Click on Close Encounter.
      • Asks for confirmation and closes/locks the encounter.

Close encounter

  • Once the encounter is closed, the user will not be able to do the following.
    • Edit any form.
    • Delete any form.
    • Add a new form.
    • Move the form to another encounter.
    • Move a form from opened encounter to the closed encounter.
    • Log the time for the forms.
    • Edit any encounter details.
    • Delete the encounter.
    • Modify the forms from Past Encounter List Page.
    • Modify the forms from group session page.
  • Closed Encounters can be re-opened only by users with permissions to re-open the encounter. ‘Re-open Encounter’ Button is available only to the users with the above permission.

On click of the button the following is displayed

  • The summary of the encounter.
  • A text field to enter the reason for reopening the encounter.
  • A “Re-open Encounter” button – on click re-opens/unlocks the encounter.
  • The Billing Manager functionality remains the same. The Selection Criteria to filter the encounters in the Billing Manager now has an additional filter to display only the ‘Closed’ encounters in the billing manager to submit for billing.
  • A global flag is available to set the Billing Manager to default to the closed and unbilled encounters.


New Feature: Batch Closing/Reopening the encounter


  • Batch Closing/Reopening the Encounter will have the following filters to search for encounters
    • Patient
    • Facility
    • Encounter Date
    • Rendering Provider
    • Encounter Status ( closed, open, closed on errors)
  • The search will display all the encounters matching the criteria.
  • Each entry has a checkbox alongside it.
  • A Check All box is present on top of the list

You can select the Encounters to Close/Re-open by checking the check-boxes against the encounters. ( Re-open encounter will be performed only by users with the ‘reopen_encounter’ permissions)


Changes to the New Encounter Form

The New Encounter form has been augmented with new, quick access service code buttons that emphasize the description of the service . Like a retail POS(Point of Sale) system, they allow the clinician to add an item with a single touch or click. Clicking again adds an additional unit. These buttons include the most frequent services performed by the clinician and can change over time as the system learns.

The results are displayed immediately in a list found below the buttons that includes the units which are adjustable and again the description and code. Also included is a remove button on each line to remove a specific service from the encounter.

New Encounter vs Edit Encounter
When returning to the encounter after saving, if customers want to re-edit the codes, they may do so and have it update the fee-sheet.

Quick Access Buttons for the Add/Edit Issue:

Added intelligent most commonly selected diagnosis quick access buttons similar to the service buttons that were added to the new encounter dialog.

Impact on Associated Features

This update only affects its use for medical issues. Though it is also used for allergies/medications, those features remain unchanged.


The seven most popular diagnoses from each individual clinic/provider are now displayed as a quick access button panel.

Included in the button group is a new larger Add button that will allow the user to choose an option not represented by the buttons that are next to it

The selected diagnosis is copied down to the Title textbox. The title may then be changed, however the diagnosis codes of whatever the user chooses last will remain associated with the diagnosis when the diagnosis is saved.

Selecting a different diagnosis button will clear the previous choice.

The Save button will save the diagnosis and dismiss the dialog.

How to Access

As before it can be accessed from both the New Encounter dialog’s add issue button and also the main patient page’s clinic issues menu.

From the New Encounter Form select the Add button that is usually found in the upper right corner under Issues/Medical-Problems.
Select a patient to view the patent demographics page, and then in the menu at the top select Patients > Clinical > Issues > Medical Issues > Add

Pick Services


New Billing Rules Engine

Click here for details