June 21, 2021

Consent form update

When viewing a consent form, if you select the option to "Delete", you will now receive a prompt that will ask, "Are you sure you want to delete this?" and will be required to select "OK" or "Cancel" (see Figure 6-11). This has been adjusted to minimize accidental deletions of Consents.

Figure 6-11. Consent deletion verification.

June 16, 2021

Group Note update

When adding participants to a group note, the participants will be listed "First Name, Last Name" (see Figure 6-8), and each participant will be added to the end of the participant list. When adding participants by tag, the participants will be added in alphabetical order in the participant list (see Figure 6-9), with any additional participants being added to the bottom of the list. All of the participants will be added in the same order in the body of the note as they are in the participant list (see Figure 6-10).

Figure 6-8. Participant name format.
Figure 6-9. Adding participants by tag.
Figure 6-10. Participant list in they body of the note.

June 15, 2021

Library Report updates

We have created two new library reports, "Client Allergies" (see Figure 6-5) and "Client Test Results" (see Figure 6-6) and made some minor updates to another library report, "Client Vitals" (see Figure 6-7). All of these reports provide a quick way to display information from the med/clinical area for this data. The report columns mimic the title and order for the data in the med/clinical section, but can be run for all clients and filtered by client status or tag.

Figure 6-5. Client Allergies report.
Figure 6-6. Client Test Results report.
Figure 6-7. Client Vitals report.

June 14, 2021

File upload update

When uploading a file from the documents tab, or from the files tab in the client's chart, you will now see the "Maximum File Size" (see Figure 6-1). If you are attempting to upload a file that is larger than the "Maximum File Size" listed, you will receive a notification that informs you, "Unable to upload the file as size exceeds the allowed limit" (see Figure 6-2).

Figure 6-1. "Maximum File Size" displayed.
Figure 6-2. Notification of file that is too large.

Template builder update

When editing a template from the settings area (see Figure 6-3), you now have the ability to search for templates by name (see Figure 6-4). Remember, you can preview the template with a single-click, and open the template to edit with a double-click.

Figure 6-3. Editing a template.
Figure 6-4. Search for template by name.

May 24, 2021

API update

We have added a new method to pull appointment information using the API. If you use the "getAppointment" method and select "pretty" as one of the parameters, you will see the client's name, mobile, and email as long as the API credentials allow identifying information to be shared. It is considered best practice to pull one week at a time if a particular user or client has a large amount of appointments. You can review our API documentation for more information.

Pronoun update

We have adjusted our list of pronouns to display the most common pronouns at the top, with all others following in alphabetical order (see Figure 5-4).

Figure 5-4. Pronoun ordering.

May 20, 2021

Contact search update

We have adjusted the way contact search works when searching by phone numbers to return more accurate matches. For example if you enter, "(208) 543-6646" this will be converted in the search to "2085436646" and will search across all phone numbers for that match. If you enter a partial number, such as "6646" the search results will display any phone number that contains that sequence of numbers. This search could include results such as, "2056646234", "2085436646", or "2066468987", etc.

Appointment type adjustment

When the appointment type is being updated, users with a slower connection will notice the "Save" and "Save and Lock" button will disable until the appointment type update has fully loaded. This will ensure that when the appointment is saved, all of the components of the appointment will be updated. If you have a faster connection, you may see the buttons disable only momentarily. You can view a demonstration. If you are not seeing this update, you may need to log out of BestNotes and log back in.

May 18, 2021

Readmitting a client update

When readmitting a client from the episode tab of the original client, the relationship of "Self" will now automatically be applied to both contacts (see Figure 5-3). For additional information visit Readmit client and duplicate information.

Figure 5-3. Relationship automatically applied.

May 4, 2021

Contact search updates

When enabling the contact search to include a phone number (see Figure 5-1), this would create issues with searching for a client by CID. This has been corrected, and you will be able to search by CID and phone number without any issues.

Figure 5-1. Contact search criteria.

When using the contact search in group notes (see Figure 5-2), this search will now work the same as the contact search on the main page.

Figure 5-2. Contact search in group notes.

User inactivation update

When a user is inactivated, BestNotes will now automatically release any group notes, notes, and templates that were marked as being in use by that user, and allow them to be accessed by other user. There will not be any notification of this change in use.

April 28, 2021

Episode tab update

We have adjusted the way you add new episodes and programs in the Episode tab. Previously there was a "+" symbol next to the view button (see Figure 4-8). You will now see an "Add Episode" or an "Add Program" button in the top right corner of the table of episodes (see Figure 4-9).

Figure 4-8. Previous "add" view.
Figure 4-9. Updated "Add" view.

Contact update

Any user that is marked as a System Administrator will now have the ability to mark a contact as "Read-only" (see Figure 4-10). This will remove the "Delete" option, and will disable the "Save" button (see Figure 4-11). We are currently working on applying this restriction in the mobile application as well.

Figure 4-10. New "Read-only" option.
Figure 4-11. Disabled "Save" and removed "Delete."

April 26, 2021

Vitals update

You now have the ability to update the acronym for Desired Body Weight to another acronym (see Figure 4-6). This can be updated by BestNotes Support.

Figure 4-6. DBW in Vitals.

Printing from Activity log

When using the filtering option for appointments in the Activity Log, the results were displaying as expected. However, when trying to print the appointments within the filter, the print would include all appointments. This has been adjusted and will now only print the appointments included in the filter.

Note title order

All lists that show notes will now list the notes by "Note", "Phone", and then all other note types in alphabetical order (see Figure 4-7).

Figure 4-7. Note list example.

April 20, 2021

Appointment Reminder and Telehealth update

If you are using appointment reminders, you now have the ability to send a meeting URL or the Telehealth information via SMS. You must have Appointment reminders activated (see Figure 4-2), the user must have the "Send URL via SMS" permission (see Figure 4-3), and the client must have a mobile number with the 'Notify via SMS" selected (see Figure 4-4). Once all of these parameters are met you can select the contact of the appointment and send the URL via SMS (see Figure 4-5).

Figure 4-2. Activate Appointment Reminders.
Figure 4-3. Give appropriate user permission.
Figure 4-4. Client's valid mobile number with "Notify via SMS" selected.
Figure 4-5. Send URL via SMS from calendar.

April 19, 2021

Assessment and IR style group note update

We now have the ability to add a dropdown option in the assessments and IR style group notes with the following information.

  • Initial diagnosis
  • Primary diagnosis
  • Goals
  • Objectives
  • Problem list
  • Problem areas

These can be added by BestNotes staff by using the appropriate special field, and will pull in the information entered with the diagnosis wizard.

April 12, 2021

Custom Tests updates

You now have the ability to create a predefined list of result options to be used when recording the test. When creating the test, enter your options in the "Result Options" field with a vertical pipe separating each option (see Figure 4-1). You can find additional information in Custom test results.

There are new special fields that can be entered into documentation to pull more specific information regarding custom tests. These fields include specific test results, and select date ranges. Information about these fields can be found in the Med/Clinical section under "Test results" in All special fields.

Figure 4-1. Result options.

March 23, 2021

In app notifications

In app notifications are available to see in the top right corner of BestNotes (see Figure 3-6).

Figure 3-6. In app notifications.

March 22, 2021

Template Builder update

When working on items in the template builder, you now have the ability to preview the item by single-clicking on the name (see Figure 3-2). If you would like to edit that item, then you will double-click as before (see Figure 3-3).

Figure 3-2. Single-click to preview template.
Figure 3-3. Double-click to edit template.

Contact header update

If you have opted to display Providers 2, 3, or 4, you will see an email icon next to each providers name (see Figure 3-4). When you hover over the email icon, you will see the providers email address.

Figure 3-4. Provider email address in contact header.

Online Portal

We import all the relationship types listed on the "Parent/Guardian/Sponsor" page of the application, however, "Sponsor" was not pulling into BestNotes. We have corrected this and now all of the relationship types listed will import when the application is imported (see Figure 3-5).

Figure 3-5. Online portal application relationship types.

March 15, 2021

Custom Tests

BestNotes has a new feature! Custom test results allow you to record in office test results, and manually enter lab results. These tests can be created by you, entered into the Med/Clinical tab (see Figure 3-1), and then imported into Assessments, Treatment Plans, Templates and Group Notes using the special field. To learn more about how to set this up and record test results, visit Custom test results.

Figure 3-1. Custom Test Results.

February 23, 2021

Locked recurring appointment update

You now have the ability to unlock a single appointment or all appointments in a recurring appointment series. When you select "Unlock Appt", a window will open giving you the option to apply the unlock to this appointment only, or to this appointment and all following appointments  (see Figure 2-21).

Figure 2-21. Unlocking recurring appointments.

February 18, 2021

Group Notes and Templates update

When you are working with Group Notes and Templates, and you use the "X" to close the document, you will now see a warning that states, "Are you sure you want to close this window? Any Unsaved data will be lost!" (see Figure 2-20). If you choose to continue, the document will be closed. Closing the document with the "X" will now also release the document as closed, allowing associated appointments to be "Un-Checked-In" and will also allow other users to open the document without being told that is in currently being used.

Figure 2-20. Warning when closing a document with the "X" button.

February 15, 2021

Telehealth update

You will now have the ability to rejoin a session after it has been started (see Figure 2-18). The "Rejoin Session" button will remain available until you select "End Session" or until the session times out, at which time the "Rejoin Session" button will disable (see Figure 2-19).

Figure 2-18. Rejoin a session after it has been started.
Figure 2-19. "Rejoin session" to disable after session ended.

February 11, 2021

Document related alert

Once you have checked in an appointment that has a template or group note assigned to the appointment, if another user attempts to "Un-Check-In" that appointment, they will receive an alert stating "The note is currently open by {user} so "Un-Check-In" is not allowed (see Figure 2-16). Similarly, if you have a document open from the activity log, and another user attempts to delete that document, they will receive an alert stating "The note is currently open by {user} and cannot be deleted. As a final precaution, if the note you are working with has somehow been deleted while you are working on it, when you attempt to save the note, you will receive an alert stating "The note has been deleted and cannot be saved."

Figure 2-16. New alert when document is in use.

Portal update

The portal welcome page has been updated to include an icon, and more direct language to show the client where their documents to be reviewed are (see Figure 2-17).

Figure 2-17. New icon and updated language.

February 3, 2021

Data Form update

We have added additional functionality to our Data Forms! You now have the ability to inactivate a single field (see Figure 2-14). If you have a client that already has data in that field, you will be able to continue editing and updating that field, however, if that data is cleared out of the field and the form is reloaded, you will no longer be able to edit that field (see Figure 2-15). Additionally, if you add the form to a client after that field has been inactivated, it will be disabled. These fields will remain visible for reporting purposes.

Figure 2-14. Inactivating a single field in Data Forms.
Figure 2-15. Inactive field shows as disabled.

February 1, 2021

Mobile updates

We have released an update to our mobile app to version 4.0.7. This update includes the following items.

There are a few updates you will see in the calendar. You will will now have the ability to set the appointment as private, which will show the appointment to other users in the desktop application as 'busy' (see Figure 2-1). You will also have the ability to set the appointment reminder from the mobile app (see Figure 2-2). The notification will appear when logged into the desktop application at the time indicated in the appointment. When viewing calendar appointments that were already created in the desktop application, you will now see the appointment "Type", "Facility", and "Contacts" of the appointment (see Figure 2-3). This is currently set as read-only, but it is the first step towards making these editable from the mobile application in the future.

You will also be able to see the status of the appointment from the calendar page (see Figure 2-4), and from within the appointment (see Figure 2-5).

Figure 2-1. Set appointment as private.
Figure 2-2. Set an appointment reminder.
Figure 2-3. Appointment "Type", "Facility", and "Contacts" displayed as read-only.
Figure 2-4. Appointment status from calendar.
Figure 2-5. Appointment status from appointment.

When filtering the type of document from the General Log (see Figure 2-6), or the client's Activity Log (see Figure 2-7), you will now see all active and inactive note types and templates. Previously this was only displaying active notes and templates.

Figure 2-6. General Log filter.
Figure 2-7. Activity Log filter.

The "New Note" drop-down on the client's page will only display active note types and templates (see Figure 2-8). The note type in the Q-log will show active note types only (see Figure 2-9).

Figure 2-8. Selecting note type from client page.
Figure 2-9. Selecting note type from Q-log.

From the contact's page, when viewing "Settings", you will now have the ability to add that contact to one of the 7 Quick Lists (see Figure 2-10). The ability to view additional Quick Lists will come in a later update.

Figure 2-10. Add client to Quick List.

When you are working with a template, the "Reference Only" section will only be visible when editing the template (see Figure 2-11), and will no longer be visible when viewing the locked template (see Figure 2-12).

Figure 2-11. Editing the template.
Figure 2-12. Viewing a locked template.

When creating a basic note, or editing an existing one, the text area will expand as you enter additional text (see Figure 2-13).

Figure 2-13. Note text area expands with text.

January 13, 2021

Multi-select fields in Data Forms

You now have the ability to add a multi-select field in Data Forms. To add a multi-select field, navigate to "Settings", and "Data Forms" (see Figure 1-4). Select the Data Form you wish to update, and select "Add" to add a new field (see Figure 1-5). You will then see the option for "Multi-select" in the drop-down area of the "Data Type" column (see Figure 1-6). To add your options, in the text area next to the "Data Type" enter your options separated by an asterisk (*), and select "Save" (see Figure 1-7). Now that you have a multi-select field added to the Data Form, you can select the "Forms" tab on the client's activity log and select the desired Data Form (see Figure 1-8). Place your cursor in the "Multi-select" field to view your options and to make your selections, or add free text options (see Figure 1-9). Be sure to enter your free text option, and select "Enter" on the keyboard to accept the added option. Each item can be removed as an option by selecting the "X" on the left of the item, or all items can be removed by selecting the "X" on the far right side of the field (see Figure 1-10).

Figure 1-4. Navigating to edit Data Form.
Figure 1-5. Select desired Data Form and add new field.
Figure 1-6. Add "Multi-select" option.
Figure 1-7. Separate options with asterisks.
Figure 1-8. Forms on the contacts page.
Figure 1-9. Adding options to "Multi-select" field.
Figure 1-10. Removing selections.

Telehealth update

All telehealth appointments created from today forward will allow up to 50 participants between the Contacts and Attendees. You will now also have the ability to send the meeting information to related contacts that are added to the appointment (see Figure 1-11).

Figure 1-11. Send meeting information to related contacts.

January 6, 2021

Rescheduling appointments with Meeting Link

When you are rescheduling an appointment using the "Reschedule" button, and that appointment includes an external Meeting URL (see Figure 1-1), this action will now copy the Meeting URL to the new appointment (see Figure 1-2).

Figure 1-1. Original appointment that is rescheduled.
Figure 1-2. Rescheduled appointment from Original appointment.

Recurring appointments listing future appointments

Our "Future Events in Series" section of the "Recurrence" tab will now always display the future appointments in chronological order, starting with the next appointment in the series and ending with the last appointment in the series (see Figure 1-3).

Figure 1-3. "Future Events in Series" in chronological order.

What happened in 2020

What's New (2020)

Back to top of page