February Updates

New: Submit a Ticket within BestNotes

We are excited to announce a new, streamlined way to request assistance. You can now submit support tickets directly within the BestNotes application, eliminating the need to switch to your email client to contact us.

What’s Changing

We have added a Create Support Ticket option located within the Help Center menu (the “i” icon). This feature opens a dedicated submission form where you can describe your issue, attach relevant files, and send your request directly to our support team.

Why It Matters

Faster Triage: The system automatically populates your specific Site ID, User ID, and System Administrator (SA) status. This ensures your ticket is immediately routed to the correct department without the support team needing to ask for your account details.

Efficiency: You can categorize your request (for example, Help Desk or Documentation) right from the start.

Convenience: You can add a callback number and attachments without leaving your current workflow.

How to Use It

  1. Log in to BestNotes.
  2. Click the Information (i) icon in the top navigation bar.
  3. Select Create Support Ticket from the dropdown menu.
  4. A form will appear with your Name, Email, and IDs already filled in.
  5. Select the Type of request (for example, Help Desk).
  6. (Optional) Enter a Call Back Phone Number.
  7. Enter a Subject and a detailed Description of your request.
  8. Click Add Files to upload screenshots or documents if necessary.
  9. Click Submit Ticket.

Once submitted, you will receive a confirmation screen with a Ticket ID and a link to track your request.

Important Note

To use this feature, you must have a verified email address associated with your BestNotes user profile.

If you see an error message stating “We cannot process your support request,” please contact your System Administrator to update your profile with a valid email address.

Update to BestNotes Version 3.5.1

We recommend updating to BestNotes v3.5.1 as soon as possible. This release includes improvements like window focusing, which helps keep BestNotes easier to navigate when multiple windows are open, and auto-updating to ensure you stay current moving forward. The client will auto-update going forward, so no additional manual updates will be required after this release.

Please note: v3.5.1 will be required for all organizations going forward, so we encourage completing this update at your earliest convenience.

January Updates

New Feature: Enhanced Modifier Order Control in Calendar Ledger

We have introduced a dynamic "Modifier Order:" label within the appointment Ledger tab. This feature tracks the exact sequence of your selected modifiers in real time. Whether you are using system defaults or selecting modifiers manually, the order you see on your screen is now the order that will be transmitted to your billing provider or clearinghouse.

Why This Matters

  • Reduced Denials: Many payers require specific sequencing for modifiers (e.g., pricing modifiers before informational ones).
  • Less Manual Auditing: Eliminates the need for billing staff to manually re-order modifiers in the billing software after they’ve been pulled from BestNotes.
  • Greater Transparency: You can now verify the exact string of modifiers (e.g., 95, GP, KX) directly within the appointment before the claim is even released.

How to Use It

Viewing the Modifier Order
  1. Open an appointment on the Calendar.
  2. Navigate to the Ledger tab.
  3. Look for the new Modifier Order: label located directly beneath the modifier selection area.

Modifier Order example

Setting the Sequence
  • Using Defaults: If a Ledger Code has a "Default Modifier" set in System Settings, it will automatically appear first in the order.
  • Manual Selection: Click on additional modifiers to add them. They will appear in the order they are clicked.
  • Removing Modifiers: Deselecting a modifier will remove it from the string, while the remaining modifiers automatically shift to maintain their relative sequence.
Transmitting the Claim

No extra steps are required. Once you save the appointment, the backend payload captures the specific order attribute and transmits it to your billing API or clearinghouse in that exact sequence.


New Feature: Scheduled User Invitations

Previously, sending a new user invitation triggered an immediate email with a link that expired after 24 hours. This created hurdles for administrators who set up accounts days or weeks in advance of a new hire's start date, often resulting in "link reset" requests on a new employee's first day.


With this update, you can create a user account at your convenience and ensure the activation email arrives exactly when the employee needs it.


Key benefits

Proactive onboarding: Set up accounts on Friday for a Monday morning start without the link expiring over the weekend.


Reduced support volume: Eliminate "IT trouble calls" during a new hire's first shift.


Automated timing: No need to log back in to manually "resend" invitations; BestNotes handles the delivery for you.


How it works

When creating a new user or editing an existing one in the User Details window, you will see a new scheduling section:


  1. Navigate to the User tab.
  2. Select the Schedule Invite checkbox.
  3. Choose a Date: Use the Invite Date field to select the day you want the invitation to be sent.
  4. Save: Once saved, the invitation is queued for delivery.


Note on timing: Scheduled invitations are sent at 4:00 AM CT on the date selected. This ensures the invitation is waiting in the user's inbox at the very start of their workday.



 


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