This article outlines the latest updates and new features introduced in BestNotes during 2026, covering enhancements from June through January.

June Updates

Adolescent & Transition-Aged Youth ASAM Criteria©, 4th Edition now available!

Applies to: the ASAM assessment

We've added the Adolescent ASAM 4th Edition criteria set. BestNotes now automatically presents the appropriate criteria—adult or adolescent—based on the client's date of birth. Clients under 18 are presented with the adolescent criteria, and clients 18 and older continue to receive the adult criteria.

Why it matters

Adolescent care requires criteria tailored to that population. This update ensures you're always working from the age-appropriate ASAM 4th Edition set without any extra steps, supporting more accurate assessments and level-of-care decisions for younger clients.

How to use it

There's nothing extra to configure. The provider only needs to ensure the client's date of birth is correct on the chart:

1. Confirm the client's date of birth is entered correctly on the chart.
2. Open the ASAM assessment. The system automatically loads the matching criteria set:

• Under 18: Adolescent ASAM 4th Edition criteria.
• 18 and older: Adult ASAM 4th Edition criteria.

Note: Because the criteria set follows the client's date of birth, an accurate birth date is essential. If a birth date is missing or can't be determined, the assessment defaults to the adult criteria.

Generate Treatment Plan problems directly from ASAM Dimensional Drivers

Applies to: the ASAM (4th Edition) assessment and the Treatment Plan problem builder

You can now create a Treatment Plan problem directly from the Dimensional Drivers identified in a patient's ASAM assessment. When you add a problem, ASAM is now available as a code system alongside DSM/ICD, letting you pull a flagged Dimensional Driver straight into the plan instead of re-typing it by hand. With this release, BestNotes also:

• Fills the Subdimension field with the dimension/subdimension code and full title (for example, D1:S1: Intoxication and Associated Risk).



3. Carries the complete clinical narrative into a dedicated Clinical Justification field, with no truncation.
4. Automatically sets the Goals/Objectives library to Substance Use so the right interventions are ready to go.

Why it matters

Your ASAM assessment already captures the clinical reasoning behind each Dimensional Driver. This feature turns that work directly into structured Treatment Plan problems—no copying, no re-typing, and no risk of losing detail. The full narrative is preserved in the Clinical Justification field, the problem is clearly categorized, and Substance Use goals are pre-loaded, so building a substance use treatment plan is faster and more consistent.

Before you start

The ASAM code system only appears once the patient's record qualifies for it. To make it available:

1. Complete the patient's ASAM (4th Edition) assessment.
2. Within the assessment, flag the relevant subdimensions as Dimensional Drivers and enter the clinical justification for each.

Note: If you don't see ASAM as an option in the steps below, it usually means no Dimensional Drivers have been flagged on the patient's ASAM assessment yet, or your account doesn't have the ASAM (4th Edition) permission. Check with your administrator if you expect it to be there.

How to generate the problem

1. Open the patient's Treatment Plan and start adding a new problem.
2. In the problem builder, set the Code System to ASAM.
3. Open the Category list and choose the Dimensional Driver you want to add (listed by code and subdimension title, e.g. D1:S1: Intoxication and Associated Risk).
4. Confirm the auto-filled details:
   • Subdimension shows the dimension code and full title.
   • Clinical Justification shows the complete narrative from the assessment.
5. Select how the problem should appear on the plan (for example, adding it to the Master Problem List), then continue to Goals/Objectives. The library is already set to Substance Use.
6. Save the problem. When you navigate away and return, the full, untruncated justification remains intact.

Note: Standard DSM- or ICD-based problems are unaffected. Their secondary field keeps its default Diagnostic Criteria label and existing behavior.

Mark an allergy onset date as "Unknown"

Applies to: the Allergies tab

When adding or editing an allergy, you can now mark the Onset Date as Unknown instead of being required to enter a date.

When a patient's history isn't available, you no longer have to guess or enter an estimated date just to save the record. This protects the integrity of your clinical data and avoids recording an arbitrary date that could carry clinical or legal implications.

How to use it

1. Open the Allergies tab and add or edit an allergy.

2. Next to the Onset Date field, select the Unknown checkbox.
3. Save the record. With Unknown selected, the onset date is no longer required, and any previously entered date is cleared.
4. To record a specific date later, clear the Unknown checkbox to re-enable the date picker, then enter the date.

Where it appears

• In the patient's allergy list and the Med/Clinical summary, the onset date displays as Unknown rather than a blank space.
• Allergies with an Unknown onset date continue to appear on the eMAR.

Upload multiple files for a single document request

Applies to: Application Configuration (Admins) and the Admissions Portal (Applicants)

Administrators can now allow a single document request to accept multiple files. When enabled, applicants can upload more than one file for that request at once, and BestNotes automatically organizes them together in the chart.

Why it matters

Some requests naturally require several documents—multiple pages of a legal agreement, a full medical history, or several insurance cards. Applicants can now submit everything under one request instead of being limited to a single file, and your staff receive the files neatly grouped and labeled.

How to enable it (Administrators)

1. Go to Application Configuration for the relevant application.

2. Add a new document request or edit an existing one.
3. In the document request modal, select the Allow Multiple Files checkbox.
4. Save the document request.

How it works for applicants (Portal Users)

1. In the Admissions Portal, locate the document request that allows multiple files.
2. Select or drag in more than one file for that request.
3. Submit the upload as usual.

What your staff will see

• All files from that submission are automatically placed in a folder named after the document request title in the Files tab. (If a folder with that title already exists for the applicant, the files are added to it rather than creating a duplicate.)
• In the Admissions Manager Files column, the files are labeled by the request title and numbered—for example, Discharge Summary (1), Discharge Summary (2).

Note: Requests without Allow Multiple Files enabled keep the existing single-file behavior and do not create an additional folder. Existing file size and type limits still apply to each individual file.

Tab key now moves between fields in Group Notes

Applies to: Incident-Based Group Notes

When you're documenting an Incident-Based Group Note, the Tab key now moves your cursor from one field to the next instead of inserting an indent. Shift + Tab moves you back to the previous field. You can now move through a group note predictably using just your keyboard—no mouse required—without text unexpectedly indenting. This speeds up documentation and makes the form behave the way you'd expect.

How to use it

1. Open an Incident-Based Group Note.

2. Click into the first field you want to complete.
3. Press Tab to advance to the next field, or Shift + Tab to go back to the previous field.
4. Continue tabbing through text, dropdown, and rich-text fields, entering information as you go.

Note: This change applies only to Incident-Based Group Notes. Standard (non-Incident) notes are unchanged. Tab-to-indent has been intentionally retired in these notes, so the Tab key is dedicated to field navigation.

Introducing Universal Auto-Save: Automatic Protection for Your Work

We know how hard our providers work, and how frustrating it is to lose clinical documentation to an unexpected interruption, an inactivity timeout, or a dropped connection. This update changes that.

• Maximum data security
  • The most work you can lose in a note is now capped at just 2 minutes.
• True peace of mind
  • Focus entirely on your patient note without ever worrying about clicking "Save" mid-thought.
• Seamless multi-device flexibility
  • Move from an office desktop to a laptop without losing a single keystroke.

How it works

There's nothing to switch on — Universal Auto-Save is already running. Here's what's happening behind the scenes.

1. Templates & Group Notes

These share the same intelligent saving system, built on two core safeguards.

The 2-minute interval timer

• Launch: A 2-minute countdown begins the moment you open a Template or Group Note.
• Detect: Every 2 minutes, the system checks for new edits.
• Save: If changes are found, BestNotes saves your work automatically in the background.

Idle scenario: Make an edit and step away for 5 minutes? Your work was already captured at the 2- or 4-minute check. When you return, the cycle picks up right where you left off.

Inactivity lock auto-recovery

1. If your session locks due to inactivity, your open Template or Group Note saves and closes securely.
2. When you log back in, the system automatically relaunches and reloads your note.

Bonus for collaboration: Because it saves instantly on lock, you can log into another computer and pick up immediately. And if a colleague edited the note while you were locked out, BestNotes reloads the latest version, so you never overwrite their work.

2. Patient Portal Applications

For clients filling out intake paperwork or applications, saving is instantaneous.

1. The client fills out a form field.
2. The moment they click out of that field, the data is saved immediately.

Questions?

We want your transition to this new workflow to be as smooth as possible. If you or your staff have any questions about how this update behaves, please reach out to our support team — we're happy to help.

May Updates

Default Place of Service for Appointment Types

We’re excited to announce a new update to the BestNotes calendar designed to simplify your billing workflow and improve claim accuracy. You can now set Place of Service (POS) defaults that automatically populate when you schedule appointments.

What is changing?

We have introduced "Smart Defaults" for the Place of Service field on calendar appointments. Instead of manually selecting a POS code for every entry, BestNotes will now predict the correct code based on your Appointment Type or Facility.

The Priority Logic

To ensure accuracy, the system follows a specific hierarchy when filling in the POS:

1. Appointment Type Default: If the specific appointment type (e.g., "Telehealth") has a default POS, the system uses that first.
2. Facility Default: If the appointment type doesn't have a default, the system looks at the selected Facility's default.
3. Manual Override: You always have the final say. You can manually change the POS at any time during scheduling.

Why this matters

Accuracy at the calendar level is the first step toward a clean claim. By automating this field:

• Faster Scheduling: Reduces the number of clicks required to save an appointment.
• Fewer Denials: Ensures that electronic claims carry the correct location data, reducing rejections due to POS mismatches.
• Consistency: Maintains data integrity across your facility, ensuring all staff are using the correct codes for specific services.

How to use it

For Administrators: Setting up defaults

1. Navigate to Settings and select Appointment Types.
2. Open an existing type or create a new one.
3. Assign a value to the Default Place of Service field and save.
4. (Optional) Repeat this process in your Facility settings to set a fallback POS for that location.

For Users: Creating an appointment

1. Open the Calendar and click to create a new appointment.

2. Select an Appointment Type or Facility.
3. Notice the Place of Service field (located directly below the Facility field) automatically populates based on your selection.
4. If you need to change it for a specific instance, simply select a different value from the dropdown.
5. Save the appointment. The selected POS will now flow directly to the encounter and the electronic claim.

Automated Tagging for Intake Applications

We have introduced a new Tags configuration tool within the Application Configuration page. This feature allows System Administrators to pre-define multiple tags that automatically apply to a patient’s chart the moment their application type is imported.

Previously, configuring default tags required a request to BestNotes Support. By moving this into a self-service interface, System Administrators can now:

• Increase Efficiency: Eliminate the manual step of tagging records after an import.



6. Improve Data Accuracy: Ensure every patient record is categorized consistently and accurately based on the specific application type.
7. Gain Autonomy: Instantly update and manage application workflows without waiting for backend configuration changes.

How to configure your intake application tags:

1. Navigate to Admissions and select the Gear Icon.

2. Locate the specific Application Category you wish to modify (e.g., "Adult Intake" or "Youth Intake").

3. Click the new Tags button, located next to the + Add Document Request button.

4. In the multi-select drop-down menu, select the tags you wish to apply.
   • Tip: You can use the search bar within the menu to quickly find specific tags from your existing library.

6. Click Save.

Once configured, any application imported via the Admissions Manager will automatically include these tags on the newly created or updated patient chart.

Expanded Quicklists

You are no longer limited to seven Quicklist slots; you can now scale and organize your lists to better fit your organization. This provides more flexibility in managing your workflow.

The QuickList limit has been increased from 7 to 50 slots. This update also introduces the ability to manually reorder labels via drag-and-drop or alphabetize them automatically.

Why we made this change?

This change supports clinicians and administrators managing larger or more complex caseloads. By expanding the capacity and adding sorting tools, you can ensure high-priority patient charts are always organized and easily accessible, reducing navigation time.

How to update your system

System administrators can configure these changes in Settings > QuickLists:

1. Add Labels: Click + Add Label to create a new slot (up to a maximum of 50).
2. Reorder: Click and drag the handle icon (⋮⋮) to move a label to a new position.
3. Sort: Click Sort Alphabetically to organize the list instantly.
4. Save: Click Save to apply changes to the user interface.

April Updates

New integration and feature announcements

Don't miss what's new in BestNotes this quarter! Here's a look at what we've launched and what's coming soon.

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NOW AVAILABLE

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The latest ASAM Criteria, Fourth Edition is now available directly in BestNotes in our level of care tool.

A comprehensive medical billing platform that integrates seamlessly with BestNotes to streamline your billing processes.

An AI-powered customer relationship manager built specifically for behavioral health.

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COMING SOON

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Enhanced appointment reminders and secure provider-to-patient SMS — with summaries sent directly to the activity log.

Save time and reduce costs by sending and receiving faxes that push directly to the patient activity log.

March Updates

Secure & Compliant SMS Appointment Reminders

To ensure our appointment reminders continue to reach your patients reliably, we have updated our SMS opt-in workflows. These changes align BestNotes with the latest industry-wide telecommunications regulations, protecting your practice from being flagged for non-compliance.

Why are we making this change?

Telecommunications carriers have significantly tightened regulations regarding automated "short code" messaging (like our 94585 alerts). To ensure our messages are not blocked or flagged as spam, we are implementing stricter consent tracking as outlined in the CTIA Short Code Monitoring Handbook.

By capturing explicit, auditable consent, we ensure your appointment reminders remain compliant and maintain the highest delivery rates possible.

Visual Status Tracking

We’ve added clear visual cues to the patient chart header so you can see reminder status at a glance without opening a profile:

• Blue SMS Icon: The patient has not yet completed the opt-in process. Automated appointment reminders are currently inactive.



5. Green SMS Icon: The patient is opted-in. Appointment reminders are active.

Capturing Consent

1. Digital Opt-In (Email Invitation)

The system now automates the collection of digital consent once initiated by a provider.

• Step 1: In the Edit Client screen, enter a valid mobile number and primary email.
• Step 2: The Notify via SMS checkbox will now become available. Check this box to initiate the process.
• Step 3: A secure opt-in link is automatically sent to the patient's primary email address.
• Step 4: Once the patient submits the digital form, the icon turns Green instantly, and the checkbox is fully enabled.

2. Verbal Opt-In (In-Person or Phone)

If you are speaking with a patient who wants reminders active immediately:

• Navigate to the patient's Contact Manager.
• Click the Record Verbal SMS Opt-In button at the top of the chart.
• Read the legal script exactly as it appears in the modal window.
• Confirm their mobile number and click Submit Consent.
• The system immediately logs the action and enables reminders.

Compliance & Opt-Outs

• Patient-Led Opt-Out: If a patient texts STOP, QUIT, or CANCEL to 94585, BestNotes immediately disables their appointment reminders and logs the date/time. To protect patient choice, you cannot manually re-enable this; the patient must complete a new digital opt-in form to resume reminders.
• Provider-Led Opt-Out: If a patient asks you to stop reminders, unchecking the Notify via SMS box will automatically record your Username and a Timestamp in the audit log to maintain a clear compliance trail.
• Note on Migration: We have migrated all existing Notify via SMS settings into this new system. Your current active patients do not need to re-opt in. For tracking purposes, all migrated records share a specific, unified timestamp in the audit log to identify them as pre-existing consents.

Have questions about carrier compliance? You can review the full CTIA Short Code Monitoring Handbook for further details on messaging requirements.

ASAM Adult Criteria©, 4th Edition Now Available!

We're excited to announce we now have the ASAM Criteria©, 4th Edition available directly inside the assessment workflow, including criteria selection, risk ratings, and level of care recommendations. View our Support Article and video walkthrough to learn more.

Available by permission from the ASAM Criteria, Treatment Criteria for Addictive, Substance-Related, and Co-occurring Conditions. Fourth Edition © 2023 American Society of Addiction Medicine (ASAM).

Portal Updates: Patient Portal and Application Manager

This feature update grants the ability to request, track, and receive supporting documents directly from your applicants as a Custom Document Request system. Admission staff can now define specific files—such as Insurance Cards, Discharge Summaries, or Treatment Records—that applicants must upload to complete their submission.

Why It Matters

Collecting supporting documentation is often the biggest bottleneck in the admissions process. By moving this into the digital portal, you:

• Reduce Friction: Eliminate messy email threads and "lost" attachments.
• Improve Data Security: Ensure sensitive medical documents are uploaded directly into your secure BestNotes environment.
• Increase Clarity: Applicants see exactly what is missing via a real-time "Incomplete" status and specific upload prompts.

Visit the help documentation page to learn how to configure and use these new features in your database: New Portal Features

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.

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.

Next Steps

• See also: ASAM Criteria, Fourth Edition
• See also: CollaborateMD Integration
• Learn more about: New Resilience CRM
• Learn more about: Simple Chime
• Learn more about: BestNotes Connect
• Review the full CTIA Short Code Monitoring Handbook
• See also: ASAM Adult Criteria Support Article
• Watch the ASAM Adult Criteria video walkthrough
• See also: New Portal Features