August 17, 2022

DrFirst update

When accessing ePrescribe (DrFirst), certain fields are required in the client's chart. These fields include First Name, Last Name, Home Address, Phone, City, State, and Zip code. If any of these fields contain invalid characters, you will see a message on the DrFirst screen. This message will tell you which fields contain the invalid characters, and what the rules are for each field (see Figure 8-11).

Figure 8-11. Invalid characters when access ePrescribe.

Appointment Reminders update

If you use appointment reminders, you now have an option to have the preferred name appear when the appointment reminder is sent out. If there is not preferred name, this will default to the patient's first name. This can be enabled by System Administrator users only, by navigating to "Settings", then "Appointment Reminders" (see Figure 8-12). In the section titled, "Options" you will select the checkbox for "Use patient's preferred name" (see Figure 8-13).

Figure 8-12. Navigate to "Settings", then "Appointment Reminders."
Figure 8-13. Select checkbox for "Use patient's preferred name."

Special field update

If you are using the special fields "XLEVELSOFCARE_ACTIVE" or "XLEVELSOFCARE_NO_LOCATIONS_ACTIVE" any Programs (Levels of care) that have a future Date of Discharge (DOD) will now be included in these special fields (see Figure 8-14).

Figure 8-14. Programs with a future DOD will be included in the "XLEVELSOFCARE_ACTIVE" and the "XLEVELSOFCARE_NO_LOCATIONS_ACTIVE."

August 12, 2022

C-Appointment Status report updates

The C-Appointment status report has been updated to filter dates according to the logged in users time zone. Previously this report would run based on BestNotes's server's time zone. Additionally, we updated the images in the "Conf.", "Paid", and "Log" columns to font icons to help the report load faster (see Figures 8-4 and 8-5).

Figure 8-4. Previous images in report.
Figure 8-5. New font icons in report.

Client Test Results report update

Test groups have been added to the "Test" drop-down filter to allow you to filter for all tests included in a group (see Figure 8-6). A new filter has also been added for "Result Value" (see Figure 8-7). This filter will show all non-numeric options.

Figure 8-6. Test Groups available as an option in the "Test" drop-down filter.
Figure 8-7. New filter, "Result Value."

BestNotes Utilization report update

The BestNotes Utilization report has been updated to include "ASAM Continuum Documents" (see Figure 8-8). This part of the report will check to see if you have the ASAM Continuum included in your Med/Clinical area (see Figure 8-9). There is an extra charge for the ASAM feature, you can visit ASAM Continuum for more information.

Figure 8-8. "ASAM Continuum Documents" added to Utilization report.
Figure 8-9. ASAM Continuum in Med/Clinical.

C - Appointment Forecasting report update

This report has been updated to allow you to select multiple facilities (see Figure 8-10).

Figure 8-10. Select multiple facilities.

August 4, 2022

Deleted contact update

When viewing a contact's chart, or if you have the contact listed in the search results, and that has been deleted by another user, you will receive an alert notifying you that the contact has been deleted (see Figure 8-2). When you select "Ok" the screen will refresh and take you to the Contacts tab (see Figure 8-3).

Figure 8-2. Deleted contact alert.
Figure 8-3. Screen refresh takes you to Contacts tab.

August 3, 2022

Academics update

When viewing the "Report Card" in Academics, you will now have an option to add comments (see Figure 8-1).

Figure 8-1. Report Card comments.

July 26, 2022

API updates

When using the API, the getVitals method has been updated to display the vitals information in the same order that it appears on the BestNotes Vitals (see Figure 7-12). We have also made an update so that you will only be able to use a particular API signature for 1 minute instead of 10 minutes. Best practice recommends that you should generate a new signature for each call made.

The API Get Related method has new field. This will now return the type, name, and/or company name for any related contacts (see Figure 7-13). You can see more details about the API methods available in the BestNotes API documentation.

Figure 7-12. Get Vitals method.
Figure 7-13. Get Related method in the API.

Register/Ledger report updates

We have made some improvements to our Register/Leger report. The "Fields to Display" area is now a scrolling window. (see Figure 7-14). The layout was adjusted on the "Filter Criteria" including moving the "Item/Code" next to the "Category" fields (see Figure 7-15). The selection area at the top will collapse when results are returned to provide a cleaner display of the results. To adjust the criteria or displayed fields again, select the arrow in the top right corner (see Figure 7-16). The icon and toolbars have also been updated to match the updated look and feel of BestNotes.

Figure 7-14. "Fields to Display" now a scrolling window.
Figure 7-15. "Filter Criteria" layout update.
Figure 7-16. Drop-down to update fields after results are displayed.

Manage user update

If you have the appropriate permissions to inactivate users, you will find that it is no longer required for there to be an email in order to inactivate a user (see Figure 7-17). If you need to reactivate a user, an email address will be a required field.

Figure 7-17. Email not required to inactivate user.

Payers update

We have updated the way that the Payers window works. When searching for a payers name, it will search across the whole name, rather than just the beginning letters (see Figure 7-18). In addition, the only payers that will display on a search list are those that are active. If the client's current payer is inactive, that payer will be shown, but when searching to change the payer, only the active payers will be listed.

Figure 7-18. Updated search for payers.

July 21, 2022

API updates

When utilizing the API, you will now have the ability to pull all the data points for a given contact and document type (e.g., IA, ASMT1, MTP, etc.). The information returned will include the "field Id", "value", "column X" and "column Y" numbers if that data point is part of a table (see Figure 7-5). If you are subscribed to a BestNotes Profile, you will see which documents belong to that profile (see Figure 7-6).

When using the API to pull in the email fields, there is now a validation in place. This has been updated to follow the same validation rules that apply when adding an email within the BestNotes application. If an email isn't valid, you will see an error message letting you know (see Figure 7-7). You can see more details about the API methods available in the BestNotes API documentation.

Figure 7-5. Get Asmt & Tx Plan in the API.
Figure 7-6. "planProfileId" in the API.
Figure 7-7. Error message with invalid email address.

API Credentials update

When creating a new set of API credentials, you will only see the "Private Key" once time (see Figure 7-8). After this key has been saved, you will see the "Public Key" for identification purposes (see Figure 7-9). Icons have been added to facilitate copying of the public and private keys (see Figure 7-10). You can also only set the options to "Show Identifying PHI" and the "Permissions" of "Read", "Write" or "Read/Write" upon key generation. After the save, you will not have the ability to edit those options(see Figure 7-11). You can see more details about the API methods available in the BestNotes API documentation.

Figure 7-8. Private key when generating.
Figure 7-9. Only able to see public key after save.
Figure 7-10. Icons to copy public and private keys.
Figure 7-11. Options only available during key generation.

July 18, 2022

Labs integration update

Earlier this year Halfpenny Technologies was acquired by Accumen Technology Solutions. They have now officially rebranded, and all of Halfpenny Technologies references throughout BestNotes will now be Accumen Technology Solutions. You are still receiving the same service through BestNotes, for more details regarding the transition, you can visit Accumen completes Halfpenny Technologies integration.

July 7, 2022

Census and Demographics report

We have added a new Standard report! This report will display information based on your Access Tags and the time frame selected (see Figure 7-1). A daily census will be displayed if you select to view a specific month (see Figure 7-2), or a monthly census if you select to view a quarter or a year (see Figure 7-3). The graphs that will be shown are the "Daily or Monthly Census", "Program Census", "Top Diagnosis", "Birth Sex by Age", "Preferred Language", and the "Top Payers" (see Figure 7-4). To see specific information regarding the information included in the graphs, you can hover over the bars and pie pieces. Additionally, if you select the "Show Details" checkbox, a table will display below the graphs that will give you individualized information for each client (see Figure 7-5). When you export this report, the data points will be placed in separate columns to allow you to more easily create pivot tables and summaries of the information.

Figure 7-1. Tag and timeline based information.
Figure 7-2. Daily census displayed when a specific month is selected.
Figure 7-3. Monthly census displayed when a specific quarter or year is selected.
Figure 7-4. Additional graphs available.
Figure 7-5. "Show Details" checkbox will display a table of individualized information.

June 23, 2022

In Progress tab

On the Calendar tab, there is a new "In Progress" tab between the "General Log" tab and the "For Review" tab (see Figure 6-6). This tab will show all Notes, Templates, and Group Notes assigned to you (the logged in user) that are not "Locked" for the time period selected with the filter. The default filter is "7 days" (see Figure 6-7). The Notes and Templates can be accessed by selecting the date and time of the note or the client's name (see Figure 6-8). The Group Notes will show the name of the group, not the group note title. Selecting the date and time of the Group Note will open the note to allow you to continue working on it (see Figure 6-9). If you don't see the "In Progess" tab, you will need to log out and log back into BestNotes.

Figure 6-6. "In Progress" tab.
Figure 6-7. Filter options.
Figure 6-8. Selecting Notes and Templates.
Figure 6-9. Title view and selecting Group Notes.

June 22, 2022

DSM-5 TR Release

The DSM-5 TR code set has been added into BestNotes to replace the DSM-5 codes. You can refer to the DSM-5 TR manual for the specific changes. If you are currently using the DSM-5, this will only be available for use through June 30, 2022, and will be sunset on July 1, 2022. This will give you two weeks to begin using the new code set, and we recommend adoption immediately. The DSM-5 TR does not reference any of the ICD-9 codes, and as a result, this code set has been sunset. Moving forward, you can search for ICD-10 and DSM-5 TR codes.

API update

If you are using the API to view assessments and treatment plans, you will want to update the "getMedClinDefinition" method with the "getAsmtTxPlanDefinitions" method. The original "getMedClinDefinition" method will be removed as of July 1st 2022. The benefit to the new method, is that this has been updated to include the full list of assessments and treatment plan document definitions, where the old method only included our original 8 document types (HXPX, ITP, MTP, etc). You can review our API Documentation for additional information, or reach out to BestNotes Support if you have any questions.

June 13, 2022

API updates

When using the "putContact" method for a client or regular contact, we will check to see if the following fields match exactly with another entry updated in the previous hour. If so, we will return an error letting you know "Duplicate record found, unable to create contact" (see Figure 6-2). If one of the phone fields is empty, you will no longer receive a validation error (see Figure 6-3). If you are using the put/contactDatafield method, you will have the option to send us multi-select options for the new combo box (see Figure 6-4, Figure 6-5). You can review our API Documentation for additional information.

Figure 6-2. Duplicate contact error.
Figure 6-3. Empty phone field no longer gives validation error.
Figure 6-4. Multi-select option information.
Figure 6-5. Viewing the multi-select options.

Portal application update

When contacts are imported from a portal application, these contacts will now have the "Global" tag. Previously contacts would have either an "Inquiry" or "Current" tag.

June 3, 2022

Calendar Export update

You now have the ability to generate a new "Calendar Export" URL if you feel that your iCal URL has been compromised. If you select the "Generate New URL" button next to the iCal URL, the original URL will no longer provide updates (see Figure 6-1). Anyone that has the old URL will still see any appointments that have already been downloaded, but they will not receive any updates moving forward.

Figure 6-1. Generate new iCal URL.

May 25, 2022

Diagnosis Widget update

When using the Diagnosis Widget, if you enter the "Code" before entering the "Category", the "Category" will now automatically populate when you select a code (see Figure 5-3).

Figure 5-3. Category will populate when a code is selected.

May 18, 2022

Special field display update

If you use the special field "XLASTVITALS" you will notice the layout of the results has been updated. This will now have a vertical layout instead of a horizontal one (see Figure 5-2). In addition to that we have addressed some formatting issues. To find out more about Special Fields, visit All Special Fields.

Figure 5-2. Updated format for "XLASTVITALS" special field.

May 3, 2022

Authorizations update

All current active Authorizations will now be shown at the top of the list, followed by expired, and then inactive (see Figure 5-1).

Figure 5-1. Authorizations ordering.

April 26, 2022

System Customization update

The "Religion" list has been updated to what is determined by the FHIR standard (see Figure 4-8). In addition to that System Administrators will now have the ability to add custom religion options through the System Customization tool (see Figure 4-9). For more information, visit Custom Religions.

Figure 4-8. FHIR standard list of religions.
Figure 4-9. Custom religion options.

April, 22, 2022

Q-Log update

We have updated the look and feel of the Q-Log creation window! There are now updated icons, and the color scheme has been updated to match the other areas that have been updated (see Figure 4-7).

Figure 4-7. Q-Log look and feel update.

April 20, 2022

Report update

When viewing the "Log Frequency Report" that is located on the client's activity log (see Figure 4-5), you will now see all of the assessments listed (see Figure 4-6).

Figure 4-5. "Log Frequency Report" on the client's Activity Log.
Figure 4-6. Assessments listed in "Log Frequency Report."

April 8, 2022

Activity log update

When an appointment appears on the activity log, you will no longer have the ability to add a text note to the appointment, instead this will now show additional appointment details (see Figure 4-3).

Figure 4-3. Appointment details in activity log.

User Details update

When updating a user's Access Tags, you may notice a few minor updates. The hover text has been updated to provide additional clarity to the function of the Access Tags. The "Global" checkbox has been disabled, because this is a minimum requirement for any user. The "Check All" button has been moved to the top right corner without a label to reduce the temptation to select this box, as selecting this box is extremely restrictive to a users access and should not be selected unless there is a specific need (see Figure 4-4).

Figure 4-4. Access tag hover text, "Global" checkbox , and moved "Check All" checkbox.

April 7, 2022

Appointment update

When you Check-In an appointment on a future date (tomorrow or after), you will receive a warning that asks, "This appointment is in the future, do you wish to continue with the Check-In?" (see Figure 4-1).

Figure 4-1. Warning for Check-In of a future appointment.

Consent Form update

We have updated the "Disclosure Format" options on our consent forms. You will now also have the option for "Telephonic" and "Verbal", and the "Other Electronic Format" has been changed to "Other Format" (see Figure 4-2)

Figure 4-2. "Disclosure Format" option updates.

March 15, 2022

Medications update

When creating a medication in BestNotes, the "As Needed" checkbox must be selected if the medication is to be set as a PRN in the eMar (see Figure 3-8). Previously, if the "as needed" drop-down was selected, it was automatically selecting the "As Needed" checkbox, but the checkbox was not saved until the medication was edited and saved a second time. A tool-tip has been added to help remind you (see Figure 3-9).

Figure 3-8. Select "As Needed" checkbox.
Figure 3-9. New tool-tip.

March 11, 2022

Assessment update

Any assessments that are opened on a client for the first time as of today, will have the user that is logged in added as a signer to that document automatically(see Figure 3-4). Additionally, if that user has a "Default Supervising Provider" set in their "User Details" on the "Provider Setup" tab (see Figure 3-5), that user will be added to the document as a signer as well.

Figure 3-4. Automatic signers added to new assessment.
Figure 3-5. "Default Supervising Provider."

Consent forms update

The "Standard" and "Payer" consent forms will now include a "Select All" checkbox in the "Information to be released" section (see Figure 3-6). Additionally, when a snapshot is saved, the "Select All" checkbox will not be visible (see Figure 3-7).

Figure 3-6. "Select All" option in "Information to be released" section.
Figure 3-7. Snapshot does not display "Select all" checkbox.

March 3, 2022

Visual updates

We have updated the look and feel of a couple more places in BestNotes! The "Default Password Groups" has been updated to match the new look and feel, and to list the permissions in the same manner as the User Permissions in the Edit User screen (see Figure 3-1). The "Password Settings" has been updated to match the new look and feel, and will now also include a link to our Password Settings help page (see Figure 3-2). When viewing "Tags" the "Edit Tag" window has also been updated to match the new look and feel (see Figure 3-3).

Figure 3-1. "Default Password Groups" updates.
Figure 3-2. "Password Settings" updates.
Figure 3-3. "Edit Tag" updates.

February 28, 2022

Appointments in the Activity Log

When an appointment is displayed in the Activity Log and the General Log, they will now display the "Provider" on the far right side (see Figure 2-14). Also, when changing the provider on a recurring appointment, the provider will be updated on the Activity Log as expected. Previously, this was not updating the Provider in the Activity Log (see Figure 2-15).

Figure 2-14. "Provider" displayed in Activity Log.
Figure 2-14. Recurring appointment "Provider" updated in Activity Log.

DrFirst medications display

For all DrFirst medications, we will now show the "Form" as part of the name (see Figure 2-16), since it may contain more details such as ER (Extended Release). This will display in the medications tab (see Figure 2-17), any special fields used (see Figure 2-18), and the eMar (see Figure 2-19).

Figure 2-16. "Form" as part of the medication name in DrFirst.
Figure 2-17. Displayed in Medications tab.
Figure 2-18. Displayed in a special field.
Figure 2-19. Displayed in eMar.

February 21, 2022

Assessment update

Users that have the "System Administrator" checkbox and the "Manage Templates" permission (see Figure 2-12) will now have the ability to go to any assessment and select the "view" icon to display all hidden fields (see Figure 2-13). This will allow the form to be viewed in it's entirety, and a snapshot can be created. This is intended to be used as a review tool to aid in requesting changes to the assessment, or in the rare case that it needs to be filled out by hand.

Figure 2-12. Required permissions for Assessment review tool.
Figure 2-13. Review tool on Assessment

February 15, 2022

Portal user update

As a client, once you are logged into the Portal, you can update your Name, Password, and User ID. To update your user ID you will update the email address that is used to login to the portal. To update your user ID, follow the steps below.

  1. Login to your portal.
  2. Select "My Account."
  3. In the bottom right corner, select the checkbox next to "Change Email."
  4. Enter your new email into the "Email" field and the "Confirm Email" field.
  5. Enter your password.
  6. Select "Save."
  7. You will see confirmation of the save at the top of the window.
  8. You will also receive an email to the new address that will ask you to verify your updated email address. You must verify your email address, otherwise the change will not take affect, and you will still be required to login with the previous email.
  9. Once your email is verified, enter the new email address to log into the portal and complete the update.
  10. Now when you navigate to "My Account" you will notice your updated email listed under "Personal Details."

February 8, 2022

Problem Details update

In the med/clinical area, when you have the "Problem Details" section included, this would display as "Master Treatment Plan." This has been adjusted, and this section will now appear as "Problem Details" (see Figure 2-9). If the "Problem" label located in the System Customization is updated (see Figure 2-10), then that change will be reflected in the dislay in the med/clinical as well (see Figure 2-11).

Figure 2-9. "Problem Details" section labeling.
Figure 2-10. Changing the "Problem" vocabulary in System Customization.
Figure 2-11. Updated section label.

DrFirst time-sensitive product alert

We know you rely on us to provide reliable dose check alerts to prevent adverse drug events. We have recently been notified that while the dosing calculator is accurate, a warning may or may not be triggered in some cases when a decimal is involved based on whether the system rounds up or down. Our partner is working to resolve this rapidly, and we are expecting the system warnings to be 100% by February 15, 2022. In the meantime, we are proactively advising that you manually evaluate clinical appropriateness prior to prescribing. We appreciate your patience as we resolve this with our partner.

February 7, 2022

Assessment update

The "Time Begun" and "Time Ended" fields in assessments will now allow you to enter a 24 hour time, and it will be converted automatically, with the colon and "am" or "pm" automatically applied (see Figure 2-8). This will address any issues that may have been a result of the time not having a colon.

Figure 2-8. Automatic time formatting in assessments.

February 3, 2022

Custom Test update

If you have created an entry for a custom test in the settings area (see Figure 2-4) the Custom Tests section with "Test Results" will automatically be added to your Med/Clinical page (see Figure 2-5). If you would like the location of the "Test Results" to be moved to a different section within the Med/Clinical, you can contact BestNotes Support.

Figure 2-4. Entry in Custom Test in Settings area.
Figure 2-5. Test Results in Med/Clinical area.

DrFirst medications update

When you use DrFirst, and you are in the "Meds" area of the "Med/Clinical" in BestNotes, and you select the "Refresh DrFirst" button (see Figure 2-6) there will now be a behind-the-scenes check for any medication changes since the last "save and close." This means if another user forgets to "save and close" you can still get the latest medication updates without logging into DrFirst. There is a restriction that only allows us to check once every 5 minutes for each client, so the "Refresh DrFirst" button will be grayed out for every user if it is within the 5 minute time period (see Figure 2-7).

Figure 2-6. "Refresh DrFirst" button in "Med/Clinical."
Figure 2-7. "Refresh DrFirst" grayed out for 5 minute time frame between checks.

February 1, 2022

Lab permissions update

The lab orders permissions have been updated to behave more efficiently. These permissions will operate as detailed below:

  • Lab Orders permission only: When selecting the "Prepare Orders" button, the workflow does not change, and you will be taken straight to the Halfpenny order window.
  • Proxy Lab Orders permission only: When selecting the "Prepare Orders" button, you will see the Proxy Order window with a list of users to choose from. There will not be a default provider selected, and you must choose the provider you are creating a proxy order for.
  • Lab Orders and Proxy Lab Orders permission both selected: When selecting the "Prepare Orders" button, you will see the Proxy Order window, and you as the current user will be the default name selected.

Patient Portal update

When a patient is logged into their portal, they will now see the number of unread items (see Figure 2-1). When the patient clicks to view available files, there will be a new section labeled "Unread."(see Figure 2-2). This section will show any documents that are not marked as "read." From the files area, the patient can select the checkmark next to "Mark as read" and all entries will be moved to the "Activity Log" section (see Figure 2-3). This status will only apply to documents that have been portalized since January 6th, 2022.

Figure 2-1. Number of unread items in portal.
Figure 2-2. "Unread" section of documents.
Figure 2-3. Mark as unread.

January 31, 2022

Billing update

We have added a Default Place of Service (HCFA Claims) code 10, and we have updated code 2. Code 10 is "Telehealth Provided in Patient's Home" and code 2 has been updated to "Telehealth Provided Other than in Patient's Home." These can be found in the Facilities setup in settings (see Figure 1-5) and when attaching Facilities to claims (see Figure 1-6).

Figure 1-5. Place of Service codes in Facilities settings.
Figure 1-6. Place of Service codes in claims.

January 20, 2022

eMAR update

When viewing medications in the eMAR, the "Last Administered" line of text has been moved to the top of the medication window, the text size has been slightly increased, the color of the text has been changed to red, and the the text has bolding applied (see Figure 1-4). This was done to bring more attention to this information and is only a visual change.

Figure 1-4. Visual changes to "Last Administered."

January 17, 2022

For Q-Log tab update

You will now see the number of unread Q-Log messages on your calendar tab on the left hand side menu as indicated by a "Q" and the number of messages (see Figure 1-3). If you know you have Q-Log messages but you aren't seeing this update, you need to select the "Calendar" menu item, and then select the "Q-Log" tab to initiate the feature.

Figure 1-3. Q-Log unread indicator.

January 13, 2022

Treatment planning library update

When creating a problem, you will be able to switch the content library when working in the goals and objectives area. The drop-down will display the standard DSM-5 or ICD-10 libraries that you have access to and any custom problem libraries that you create (see Figure 1-2). Once you select a library, you must work in that library for that step, but you can switch when working on objectives. When you are adding a new goal or objective, you will be shown the original library of the problem.

Figure 1-2. Custom Library option.

January 12, 2022

Custom Test improvements

We have made some improvements to our Custom Tests.

  • The "Provider" fields will now default to the user that is logged in, but can be changed as needed.
  • When creating Test Groups, the "Provider" will no longer be a required field, and the "Provider" when adding these tests to a client will default to the logged in user as the provider.
  • The list of tests in the settings area will now be shown by active status, and then alphabetically by test code.
  • There is a new special field that will pull the last entry of tests based on the received date. That special field is {CUSTOMTESTRANGE_LASTENTRY}.
  • For additional information regarding Custom Tests, you can reach out to BestNotes Support, or visit Custom Tests. For a list of available special fields, visit Test results.

    January 5, 2022

    Group Note update

    When working with a locked group note, you will notice there is no longer an append button. This has been removed to provide clarification regarding the application of an append on a group note. When an append is applied, that note will display on the chart of each participant of a group note and cannot be removed. If you would like to append a group note, follow these steps:

    1. Navigate to "Group Notes" on the left side menu bar.
    2. Navigate to the "History" tab.
    3. Fill out the necessary information to locate the intended group note.
    4. Select the group note you need to adjust.
    5. Select "Append to Note" icon in the top right corner.
    6. Add any notes that you wish to be applied to all participants, and select "Save."
  • If you need to make adjustments to an individuals notes in a locked group note, you must first unlock the note. If you unlock a Group Note that has signatures applied, those signatures will be removed. If you do not have the appropriate permissions to perform this task, you need to reach out to your System Administrator.

    Custom Test update

    When creating custom tests you can now delete any unused test (see Figure 1-1). This means that as long as the test has not been added to a client, that test can be deleted. If the test has been added to a client, then the test can only be inactivated.

    Figure 1-1. Delete a custom test.

    What happened in 2021

    What's New (2021)



Back to top of page