Release Notes November 2023

Billing General Improvements

Tebra was updated with the new CPT code set that will go into effect January 1, 2024. Visit the AMA for more general information about the newly released 2024 CPT code set.
Note: For customers using the Local Name for procedure codes and Self-Pay Only enabled customers using the Local Name for Services, the Local Name may need to be edited to reflect the following time requirement updates that were included in the code set revisions.
- 99306: Updated from 45 minutes to 50 minutes
- 99308: Updated from 15 minutes to 20 minutes
The Invoice History page of My Account was updated. Feature available by end of November 2023.

Billing Resolved Issues

Fixed an issue where users received an erroneous code check error upon encounter approval
Fixed an issue where appointments with associated charge captures still displayed on the Missed Charges report
Fixed an issue where the outstanding balances on itemized receipts for self-pay charges did not include the adjustments

Clinical

Psychotherapy Notes

Mental health providers can now create psychotherapy notes, also called process notes, to document their personal observations and insights related to the therapeutic session. The psychotherapy notes are separate from the patient’s medical record and are not accessible by the patient, other providers, or staff members in the practice.

Providers can create a new psychotherapy note from the patient's Notes page or through a clinical note. Only one psychotherapy note can be created for the patient per provider. Providers can also view or edit the psychotherapy note in a clinical note. This allows providers to enter their clinical documentation and access their personal notes at the same time.

Psychotherapy notes are automatically enabled for mental health providers. If the option is disabled, mental health providers can turn on psychotherapy notes for their own personal use.

Watch the Psychotherapy Notes video to see the workflow.

Create Psychotherapy Note The psychotherapy note is separate from the medical chart and is not included in any Health Information Exchange (HIE) such as referrals, patient chart printouts, clinical note printouts, patient portal, and CCDA. The psychotherapy note is automatically saved approximately every 30 seconds or when a change is made to the note to increase productivity and avoid data loss. Enter the first 2–3 letters of the patient's name or date of birth (mm/dd/yyyy) in the top navigation bar search box. Click to select the patient from the auto-populated results. The patient's Facesheet page opens. Click Notes. The Notes page opens. Click +Create Psychotherapy Note. The Psychotherapy Notes page opens. If the About Psychotherapy Notes pop-up window opens. Review the details and click Dismiss to continue.
Enter content in the text editor and format as desired. Note: Clicking Back to return to the notes page may not save all new content. To save all changes, use Save & Close. Tip: Enter the current date with the content to track historical changes. Available formatting options: Bold, Italicize, Underline, Bullet, and Numeric Click Save & Close when finished.
View Psychotherapy Note in Clinical Note Create, view, or edit the psychotherapy note in a clinical note. Providers can enter their clinical documentation and access their personal notes at the same time. Create a clinical note or open an existing clinical note. Click Show Psychotherapy Note. The Psychotherapy Notes panel opens to the right side of the note. To create a psychotherapy note, if one doesn’t already exist, click Create Psychotherapy Note. The Psychotherapy Notes panel opens to the right side of the note.
Review, enter, or edit content in the text editor and format as desired. Tip: Enter the current date with new content to track historical changes. Available formatting options: Bold, Italicize, Underline, Bullet, and Numeric Click Hide to close the Psychotherapy Notes panel.

Electronic Case Reporting

Tebra now offers automatic submission of reportable conditions to public health agencies (PHAs). Electronic Case Reporting (eCR) is the automated generation and transmission of case reports from EHRs to public health agencies for review and action. This reduces the burden on healthcare providers on reporting requirements and improves the timeliness and completeness of reports at a local, state, and national levels.

Review the Electronic Case Reporting FAQs for more details.

Get Started

Providers must be registered with their state’s Public Health Agency, have an Updox Direct Message email, and be registered with AIMS to electronically submit reportable conditions (e.g., COVID-19). Review the Electronic Case Reporting FAQs to learn more about eCR.

There are multiple phases that each provider may or may not go through. This is dependent on the requirements and processes of each public health registry. The phases include the following:

Contact the public health agency and the CDC:
1. Inform each agency of your intent to submit electronic case reporting data to them
2. Obtain all the required information from them, including the contact name and phone number of the person who will be working on your request
Contact Tebra:
1. Create a Customer Care case and provide information received from the public health agency, including name & phone number of their contact
Complete Enrollment and Testing:
1. A Tebra specialist communicates with the contact at the public health agency to complete the enrollment process
2. The specialist works with the provider to complete testing with the public health agency and AIMS

Electronic Case Reporting Dashboard

Once the provider has completed all eCR enrollment steps, Tebra will check clinical notes for reportable conditions after the note is created and send a message to the PHA as necessary. Providers can then review case reports sent back from the PHAs and determine whether or not additional action is required on the Electronic Case Reporting Dashboard.

Hover over the Clinical icon and click on Clinical Tasks. The Priority tab displays.
Click the Case Reporting tab. The Electronic Case Reporting page opens.
Review Navigate Electronic Case Reporting to learn more about the Electronic Case Reporting Dashboard.
- Review Review Case Reporting to learn how to review each case report to determine if additional action is required.

Send Patient Documents

In a continuing effort to advance a patient's right to their health information under the Cures Act, practices can now share uploaded documents with patients via the Patient Portal.

Important Notes:

Documents sent to the Patient Portal cannot be rescinded
Deleting a document that was sent to the patient from the patient's documents tab will also delete the document in the Patient Portal

Send Document to Patient

The practice should establish their own policies regarding who can send patient documents because any user with access to the patient's documents can send documents to the patient. Before sending the document(s), users should verify the document is accurate and can be shared with the selected patient.

Enter the first 2–3 letters of the patient's name or date of birth (mm/dd/yyyy) in the top navigation bar search box.
Click to select the patient from the auto-populated results. The patient's Facesheet page opens.
Click Documents. The Documents page opens to the Documents tab.
If necessary, upload new documents.
Click to select the checkbox next to the document(s).
Click Send to Patient. The documents are sent and are now available in the patient's Patient Portal.
Note: Patients will not receive a notification when documents are shared.

Patient Experience: View Sent Document

Patients must be invited to the Patient Portal and activate their account to view the documents sent.

Note: If the documents are sent before the patient activates their Patient Portal, they can still access and view the sent documents.

The patient access their Patient Portal.
Click View Documents. The Documents page opens.
Patient clicks View or Download to access the sent document(s).

Clinical General Improvements

The Export Patient Clinical Data now includes patient's upload documents.
The vaccine administration route has been updated to the NCIT codeset for immunization registry reporting.
The vaccine administration site has been updated with the most recent HL7 codeset for immunization registry reporting.
The following vaccines are now available to order, administer as new, or add as historical:
- Comirnaty 2023-24 (12y up)(PF)
- Moderna COVID 2023-24(6mo-11yr)(PF)
- Novavax COVID 2023-2024(PF)
- Pfizer COVID 2023-24(5y-11y)(PF)
- Pfizer COVID 2023-24(6mo-4y)(PF)
- Spikevax 2023-2024(12y up)(PF)
Tebra was updated with the new CPT code set that will go into effect January 1, 2024. Visit the AMA for more general information about the newly released 2024 CPT code set.
Note: For customers using the Local Name for procedure codes and Self-Pay Only enabled customers using the Local Name for Services, the Local Name may need to be edited to reflect the following time requirement updates that were included in the code set revisions.
- 99306: Updated from 45 minutes to 50 minutes
- 99308: Updated from 15 minutes to 20 minutes

Clinical Resolved Issues

Fixed an issue where the patient's insurance information is missing from the patient facesheet printout
Fixed an issue where users experience a continuous loading icon when attempting to access notes in the patient's chart

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Engage

Surveys & Reviews Management

To align with the recent guidelines introduced by the Federal Trade Commission (FTC) and to ensure compliance, Tebra is introducing a new Surveys & Reviews workflow for Tebra Reviews.

System Administrators can now set a star rating threshold for positive and negative reviews. If the patient selects a positive star rating review, they will be encouraged to leave a public review first with the option to leave an internal feedback. If the patient select a negative star rating review, they will be encouraged to leave an internal feedback first with the option to leave a public review.

Feature available early December 2023.

Manage Surveys & Reviews Settings Hover over the User icon and click on Practice Settings. The Practice Settings page opens. Click Surveys & Reviews. The Surveys & Reviews settings page opens. Select Tebra Reviews. The customization settings open. If applicable, click the Surveys card to turn on Surveys to automatically send to patients after their view. Click the positive review card to select a star threshold to automatically publish reviews. The High Rate Reviews pop-up window opens. Click on the stars to select the minimum threshold. Click Save when finished. Click the negative review card to select a star threshold to direct the patient to leave feedback through Tebra, which the practice can review privately and publish to their provider profile. The Low Rated Reviews pop-up window open. Click on the stars to select the minimum threshold. Click Save when finished.
Patient Experience: Access Survey After the patient's visit, the patient receives an email requesting feedback. Patient clicks Start. The survey page opens.
Patient clicks to select star reviews and clicks Next. The positive review or negative review page opens.
Patient Experience: Positive Review When the patient selects a star rating that meets the positive review threshold, the leave a public review displays first with the option to leave an internal feedback. Patient clicks Leave Public Review. The review page opens. Patient enters their name, selects how their name displays, and enters their review.
Patient clicks Submit review when finished. The review is automatically published to the provider's profile.
Patient Experience: Negative Review When the patient selects a star rating that meets the negative review threshold, the leave an internal feedback displays first with the option to leave a public review. Patient clicks Leave Feedback. The feedback page opens. Patient enters their name, selects how their name displays, enters their private feedback, and selects star ratings or options for the additional questions.
Patient clicks Submit review when finished. The practice can review the feedback privately and publish to their provider profile, if applicable.

Engage General Improvements

Tebra Payments activated customers can now send the Credit Card Authorization form to allow patients to add credits card(s) on file and electronically sign the authorization form.

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Platform

Invoice History

November 22, 2023 Update: Feature availability has been moved to 2024.

System administrators can now download up to 12 of the account's past invoices in the web platform.

Feature available by end of November 2023.

View Invoice History

Hover over the User icon and click on Practice Settings. The Practice Settings page opens.
Click Tebra. Additional setting options expand.
Click Invoice History. The Invoicing History page opens.
Review the account's past invoices.
Click the download icon to download and view the invoice.

Platform General Improvements

The app.kareo.com login page has received an update, offering users the added convenience of displaying the password they are entering. This update provides infrastructure changes that support stability as well as an improved user experience.

Platform Resolved Issues

Fixed an issue where Tebra Payment practices were unable to process a payment using a saved credit card on file
Fixed an issue where users received an error message when attempting to check eligibility for all patients on the Dashboard
Fixed an issue where users received an error message when attempting to move a patient appointment between rooms
Fixed an issue where users were unable to select today's date as a new patient's Date of Birth
Fixed an issue where the dashboard filters did not persist during the session
Fixed an issue where unable to access the Dashboard

Telehealth

Telehealth General Improvements

For Telehealth visits, providers and participants can now respond directly to a specific chat message by hovering over the message and clicking the more options icon. The reply will display in a combined chat bubble with the message to help keep track of the conversation.