All of our most recent updates for 2019 can be found at our new "What's New" page, just click on the link below to see what we are up to!

What's New (2019)

December 18,2018

Dr. First Update 

Dr First has released an update in their software. They now have the ability to send text notifications to patients after they have sent a prescription to the pharmacy. To take advantage of this feature, please visit our "Dr. First Patient Notifications" page.

December 17, 2018

Calendar Users Update

The calendar is now capable of showing the schedule for Inactive users. You will see all of your active users first (see Figure 7-2), and then any users that have been inactivated will be listed (see Figure 7-3).

Figure 7-2. Active Users.

Figure 7-3. Inactive Users.

December 11, 2018

Special Fields Update

Some updates have been made in regards to our special fields solutions page. Please, click the link to check out our new All Special Fields solutions page! Our intentions are to make sure that you, as a customer, understand what the Special Fields are capable of, and what areas of documentation they can be used in! 

Preliminary Claims Queue Update

Our PCQ has been updated! When reviewing your PCQ, you can add your diagnosis, but now you can also indicate the codeset that you would like to use, and you will be given suggestions based on the information that you type into the space (see Figure 7-1).

Figure 7-1. Edit the diagnosis from the PCQ.

November 28, 2018

User Groups Update:

When adding users to a User Group, once a user is added to the group, their name will be removed from the drop down. This list is also now listed in alphabetical order (see Figure 6-7).

Figure 6-7. Users already in the list are not listed in the dropdown.

November 23, 2018

Med/Clinical and Group Note Signatures:

There is now the ability to add and remove signers from Med/Clinical snapshots and from Group Notes. This functionality will work in the same manner as updating signers on a locked template. This means that you will add or remove your signers, and then you will need to select the "Update Signers" button (see Figure 6-6).

Figure 6-6. Add and remove signers.

November 15, 2018

Group Note History Update:

We have added more filtering to the Group Notes Sessions and History Tabs! You will now have the ability to filter your group notes by "Group", "Creator" and by "Date Range" (see figure 6-5). This is intended to help you find the group note that you are looking for!

Figure 6-5. New group note filtering.

November 9, 2018

Gender Update

We have made a small edit to the gender field. When users don't select a gender in the edit client screen, or change the gender to "--", the gender will show as "Unknown" (see Figure 6-2). The unknown will show in the Face Sheet (see Figure 6-3). This functionality will have an affect on how BestNotes interacts with Dr. First. When a user sets the gender to "--" when they access Dr. First, the gender will pull in as unknown (see Figure 6-4). If a client is already set to "male" or "female" and the user updates the gender to "--" or "unknown" this will update the information in Dr. First to "unknown".

Figure 6-2. Setting gender as unknown in the edit client screen.

Figure 6-3. Gender will render as "unknown" in the face sheet.

Figure 6-4. Gender will pull into Dr. First as unknown if no gender is selected.

November 8, 2018

Outcome Tools Update:

Users will now have the ability to set the Survey Instance when creating a survey within BestNotes (see Figure 6-1). This means that you don't have to navigate to OutcomeTools to be able to create an instance anymore! We have updated the "Instant Questionnaire" to say "Instant Survey" to enable enough room to add the "Instance", but this will continue to function in the same manner as before.

Figure 6-1. New Instance dropdown within BestNotes.

October 30, 2018

eMAR Update:

When reviewing the PRN medications of a client on the Client History Tab, the PRN medications will now display the notes when you hover over the time (see figure 5-6). This is the same way that you can see notes in the History for any other medications.

Figure 5-6. The Client history and PRNs.

October 15, 2018

Activity Log/Review Log Update:

When a user creates a contact, this creates a note that has to be reviewed in order to be locked. This has been updated, when a user creates a contact, this will now automatically review and lock the contact creation notes (see Figure 5-5), which means that the tedious workflow of having to review and lock these notes manually is a thing of the past!


Figure 5-5. Contact creation notes automatically locked.

October 1, 2018

ICD-10-CM Updates: 

We have update the ICD-10 2019 diagnosis codes effective October 1, 2018. For more information regarding the codes that were updated please click here.

September 17, 2018

Vitals Tab Update

We have made another update to our Vitals! When using special fields to pull vitals information into a Template or Med/Clinical document, users now have a special field that will pull in the "Initial" Ideal Body Weight, (IBW) and "Initial" Desired Body Weight (DBW) (see Figure 5-4). This means that the very first entry of the IBW or DBW on the vitals tab, is the number that will pull into these fields (see Figure 5-5 and 5-6).

Figure 5-4. New Special Fields.

Figure 5-5. The Initial Entry is on the bottom, and current entry is on the top. 

Figure 5-6. The Initial and Current weights match what was entered in the first and last Vitals tab entries.

Report Update:

Users now have a new custom report, "C-Appointment Time Duration" (see Figure 5-7). For more information about this report please navigate to our help-page

Figure 5-7. C-Appointment Time Duration report.

September 10, 2018


Vitals Tab Update 

Users are now able to track Ideal Body Weight from the vitals tab (See Figure 5-1), and pull that information into other documents (see Figure 5-2 and 5-3.). The "IBW" has been added as a field that is listed with you are using the "Last Vitals Entered" special field, and has also been added as it's own special field, to only pull in the IBW.

 Figure 5-1. Placement of the IBW field from the Vitals Tab in Med/Clinical.

Figure 5-2. The special fields that were updated and created.

Figure 5-3. How the special fields render when used in a template.

August 29, 2018

eMAR Updates

Users will now be able to see when the medication was last administered to the patient (see Figure 4-2). This will show the most recent administration.

Figure 4-2. Last Administered Date in the eMAR.

Users will also see their medications listed first by "Type" (Stat, PRN, Other) and then listed in Alphabetical order (see Figure 4-3).

Figure 4-3. Ordered by Type and then Alphabetical.

August 2, 2018

Med/Clinical Updates

There have been some updates to the Change Log in the Med/Clinical. The change log will now appear on the right side of the page, and will be a smaller window that will scroll to see additional information if needed (see Figure 4-1).

Figure 4-1. New look to the Change Log!

Portal Email Notifications

Upon reviewing the relevant HIPAA Privacy and Security rules, BestNotes has found that it is best practice to NOT display patient names within the subject line of the portal notifications. Including the name doesn't break the rules, but the opportunity for an unauthorized individual to view this information is greater, therefore the "reasonable safeguard" is to not show it. Patients used to receive an email that the subject line stated, "An update has been posted for 'Client Name'.", now the client will receive, "An update has been posted to your portal account."

July 30, 2018

Calendar Settings

Users will no longer be able to save an appointment type without a description (see Figure 3-1). Any existing appointment types that are blank will continue to be blanks until a user makes changes to that appointment type. 

Figure 3-1. Descriptions are now required for Appointment Types.

July 23, 2018

eMar Update

The eMAR will now show the full name of the logged in user, rather than showing the userid (see Figure 2-6).


Figure 2-6. Now shows users Full name.

July 16, 2018

User Groups Updates

User groups and templates have been updated. When a user changes the group restrictions of a template from the settings area, there is now the ability to apply these changes to documentation that was already created and saved. This can be done by clicking on "Apply to All Documentation" (see Figure 2-3). The user will need to follow the prompts to save, and then this will apply the group restrictions to any documentation that was already created (see Figure 2-4 & 2-5). In order to apply the group restrictions to any future templates, the user must select "Save & Close".  

Figure 2-3 . Apply "Auto-Restrict" group to All existing documentation.


Figure 2-4. This will apply all changes to previously saved documentation.

Figure 2-5. Changes applied to all existing documentation.

Another way that Group Restrictions have been updated, if a group is assigned to a template, and that group is deleted, that group will now show "Undefined" in the template settings area. This can be removed from the existing documents by unchecking the 'Undefined" checkbox and selecting "Apply to All Documentation". To remove this group from all future documents, uncheck the "Undefined" checkbox and select "Save & Close" (see Figure 2-6). 

Figure 2-6. Once a group is deleted, it will appear as "Undefined" and can be removed from existing and future documents.

NOTE: If you want to apply your changes of the undefined to existing documentation, this MUST be done before you save and close. Once you save and close, the undefined will disappear, and will not longer be available.

July 11, 2018

Client Page Demographics

When viewing a client's demographics in the top right corner of a client's page, "Key Comments" will now appear in red to show the importance of those notes (see Figure 2-1). It is also possible to list other items in the same area to be modified by our support team, to turn items red and move them to the top (see Figure 2-2). Please reach out to our Support Team to find out if what you need can be placed there!

Figure 2-1. Key Comments are now red.

Figure 2-2. These are two data form fields that were added as priority to the headers.

NOTE: To inquire about fields that you would like to see here, please reach out to our support team by phone at 208-543-6646, or submit a ticket to

June 20, 2018

Private Appointments

We have updated our appointments to reflect private appointments differently, in an attempt to improve HIPAA compliance. When an appointment is set to private, only the provider listed on the appointment will be able to see the details of the appointment and make edits to that appointment (see Figure 1-35 and 1-36). When viewing another users private appointment the user will only see who it belongs to and that they are busy for that specified amount of time (see Figure 1-37), they will not be able to click into the appointment, no notes will show, and there will not be a box that hovers with information. 

FIgure 1-35. Setting a private appointment

Figure 1-36. View of the private appointment by assigned provider.

Figure 1-37. When viewing another user's private appointment.

June 19, 2018

Authorizations Updates

When adding an existing authorization template, users will now be able to delete that template if there is no longer a use for it (see Figure 1-32). When creating a new authorization template, it will no longer allow a save without a name (see Figure 1-33). 

Figure 1-32. Deleting an existing authorization template.

Figure 1-33. Naming a new template is now required.

System Administrator Updates

There is a minor update to how the "System Administrator" checkbox works. The System Administrator, or a user with the "System Administrator" checked will have the ability to see and check the "System Administrator" checkbox.  The system administrators will have the ability to interact with only the Email, Password, and the Forgot password reset check box (see figure 1-34). 

 Figure1-34. System Adminstrator User Details Access.

Note: If the users can't see the System Administrator account before checking the "System Administrator" checkbox, this will not give them the ability to see that account because that is controlled by access tags.

June 5, 2018

Medications Tab Update

When adding a new medication to the medications tab, the "Include med in tx plan" checkbox is now checked by default (see Figure 1-31).

Figure 1-31. Include Med in Tx Plan checked by default.

May 3, 2018

System Administrator Updates 

When a user has the permission to "manage users" there is a checkbox on each user details page titled "System Administrator" (see Figure 1-30). If a user has this box checked, this qualifies them as a System Administrator, and that user will now have the ability to change the system administrator password in the case of a forgotten password. 

Figure 1-30.  System Administrator check box.

April 30, 2018

Custom Medications 

Custom medications includes a list of "Custom Medications" which is a list of 'favorite' medications available company-wide, and "Medication Groups" which is a group of one or more predefined medications that can be applied to a client at one time. For more information, please visit our Custom Medications help page.

April 23, 2018

User Billing List Report:

Starting with billing on May 1, 2018, any regular billing users will be charged as a regular user, and all billing users should be added as a Billing Resource user (see Figure 1-29). The User Billing List currently reflects all appropriate users. If you have any questions, please call our support line at 208-543-6646 and ask for Greg.

Figure 1-29. Regular Billing user

April 3, 2018

Academic Special Field

There is a new special field regarding Academics, {XEDU_PROGRESSRPT}. This special field can be used in Templates and in the Med/Clinical area. This field is an academic progress report that will show Class, Instructor and Term Comments for all terms in the active academic year (see Figure 1-28). For more special fields click here.

Figure 1-28. {XEDU_PROGRESSRPT} Academics progress report special field.

March 29, 2018

Login Screen Update:

We have updated our login screen with two new links! (see Figure 1-26) Below the "End User License Agreement" is now "Release Notes", which will bring you to this page, which shows you everything that has been updated recently, and below that is our "Interested in what we are working on now?", which will take you to our Development Trello board, which will show you everything that has been deployed, and the items that we are currently working on. 

Figure 1-26. New "Release Notes" and "Interested in what we are working on now?" links on the Login Screen.

Authorizations & Ledger Codes Update:

When adding a code to an Authorization on the "Episode" tab on a client's page, users will now only see one code, even if there are multiple codes across different or the same categories (see Figure 1-27).

Figure 1-27. Multiple codes show singular when adding to an authorization.

March 13, 2018

Ledger/PCQ Update:

When managing the "Category" in the ledger, users now have the ability to set a Clinical Category to a "Do Not Autobill" status. This is done by selecting the "Do Not Autobill" checkbox located directly below the "Clinical Codes" checkbox (see Figure 1-25).  Once selected all codes associated with that category will no longer appear in the PCQ. 

Figure 1-25. "Do Not Autobill" for a "Clinical Code".

March 1, 2018

Appointment Reminder Settings Updates:

A user with the appropriate permissions, is able to customize the "Practice Name" (see Figure 1-23).  Once the user has customized the "Practice Name", below "Options" they will need to make sure "Display the provider name as: " is set to "Practice Name", and the checkbox directly below that will need to be checked in order for the customized name to be used (see Figure 1-24). Remember to select "Save" to implement your changes!

Note: When making any changes in the Appointment Reminder settings, it can take a minimum of an hour and up to 24 hours for the changes to take effect. This time frame can vary depending on when your reminders are set to be sent.

Figure 1-23. Customize the "Practice Name".

FIgure 1-24. Specify the use of "Practice Name" override to use the customized Practice Name.

Appointment reminder report update:

The "Appointment Reminder" Report has been updated to still be available even if a company has unsubscribed from the appointment reminders.

February 21, 2018 

Pending Signature Report Update:

An update has been added to the "Pending Signatures" report. When using this report, it is available to select the link of the document associated with the signature that is needed (see Figure 1-21).  This will now take you to the document to review (see Figure 1-22). 

FIgure 1-21. Pending Signatures report, focusing on the "Log Type".

Figure 1-22. When opening a "Template" type of document, this opens the document on the clients page.

February 19, 2018

Ledger Update:

An update has been made to the ledger. When managing categories within the Ledger (see Figure 1-19) when a category is not marked as clinical, it is now possible to "inactivate" this code by editing the code (see Figure 1-20).

Figure 1-19. This is a category that is not marked as a clinical code.

Figure 1-20. Inactivating a ledger code that is not categorized as "Clinical".

February 5, 2018

New Special Field Update: 

We have created a new special field that is intended to use with Calendar Appointments that have templates attached to them. The special field will need to be added into the template (see Figure 1-15) and can be done either by your system administrator or BestNotes staff. Once this has been completed, the appointment type will need to have that template attached. Once the user has selected either "Checked In", or "Begin Appointment" then the appointment "Provider" (see Figure 1-16) will be populated into the template upon opening (see Figure 1-17).

Figure 1-15. Add the special field to the template. 

Figure 1-16. The special field will pull the appointment "Provider" into the template.

Figure 1-17. The appointment provider will then be added into the template upon opening.  

Report Builder Updates:

The report builder will now Display and Filter based on the Facility and Marital Status (see Figure 1-18).

Figure 1-18. Facility and Marital Status are available.  

February 2, 2018

Calendar Updates:

Within a recurring appointment, when looking at the "Recurrence" tab, it will now show all of the appointments that are included in that set of recurring appointments (see Figure 1-14)

Figure 1-14. Recurring Appointments. 

January 22, 2018

Login and Lock Screen updates:

BestNotes Login page has a New Look! (see Figure 1-7) Coming soon, there will be login screen messages included with the Login area (see Figure 1-8). Login messages will include items such as Major Development that has been released, or different features of BestNotes that you may not be aware are available. This is all in an attempt to "Tell our story" and is intended for informational purposes only. The same messages will be seen on our new lock screen (see Figure 1-9). 

Note: Emergency notifications or server maintenance message will be visible at the top of the screen (See Figure 1-10 and Figure 1-11).

Figure 1-7. New Look of Our Login Screen.

Figure 1-8. Login Messages.

Figure 1-9. Lock Screen.

Figure 1-10. Emergency Notifications and System Maintenance messages.

Figure 1-11. Emergency Notifications and System Maintenance messages expanded.

ASAM Co-Triage (TM):

BestNotes can now connect to "Co-Triage" assessments. Please click the link to learn more about "Co-Triage"! When using this, the System Administrator will need to make sure that permissions are updated appropriately (see Figure 1-12). 

Figure (1-12) Permissions for ASAM "Co-Triage".

NOTE: The numbers listed next to the first column count the available ASAM licenses.  

Pending Signature Report Updates: 

The "Pending Signatures" report now has a date range filter (see Figure 1-13).

Figure 1-13. "Pending Signatures" report new date range parameter.

Standard Report Updates:

Standard reports now have links on the report to view the document.

January 11, 2018

Print Calendar View Updates:

Users can now print an agenda view of all the calendar views from "MORE" (see Figure 1-2):

Figure 1-2. Select "More" to print selected Calendar View.

  • Single Day View *Previously Available
  • Monday - Friday View *New (see Figure 1-3 and 1-4)
  • Sunday - Saturday View *New
  • Month View *New (see Figure 1-5 and 1-6)

NOTE: When printing  the "Month" view, the printout will include only the days that have appointments, and will include all days that are visible in this view. This means that the printout may include more than just the current month. (see Figure 1-5 and 1-6)

Figure 1-3. Monday - Friday View within BestNotes.

Figure 1-4. Monday - Friday View Printout.

Figure 1-5. Monthly Calendar View Layout within BestNotes, visible dates include January 28th through March 10th.

Figure 1-6. Monthly Calendar View Printout, this includes all appointments in the above date range, but only the dates that have appointments.

January 4, 2018 

P-Census Report update:    

This report will now allow a user to filter by any date range (previously only 31 days were allowed) (see Figure 1-1), and will display clients that have a "Program" without requiring that program to have a location.

Figure 1-1. P-Census Report Result example.

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