Release Note

October Release 2025

Feature Release: Patient Waitlist

Release Date: October 2025
Environment: Production (All Regions)
Release Type: Major Feature Update
Module: Calendar | Appointment Profile | Patient Portal

Overview

We’re excited to introduce the Patient Waitlist — a powerful new scheduling enhancement in Vozo EHR designed to help practices manage fully booked calendars, reduce appointment gaps, and improve patient satisfaction.

Calendar Enhancements

New Waitlist Button
The Waitlist List View provides a comprehensive dashboard with:

Filter Options: Quickly sort and view patients by provider, facility, date, priority, and more.
Waitlist Table Columns: Patient | Facility | Provider | Date | Time | Priority | Action
Check Availability: A button at the top allows staff to instantly check open slots.
Add Waitlist: A new button at the top-right corner opens a pop-up to add new waitlist entries.

Add Waitlist Pop-Up

Users can enter or edit patient details through an intuitive pop-up interface:

Fields:

Patient Name (required)
Appointment Profile
Appointment Type
Facility (required)
Provider Name (required)
Specialty
Date (future dates only) (required)
From / To Time (future times only) (required)
Priority Level (required)
Reason for Waitlist

Users can Save or Cancel entries. All saved data appears instantly in the table with options to Edit, Delete, or Transfer.

Smart Transfer Logic

The system continuously checks for open time slots in real-time.

When a slot becomes available that matches a waitlisted patient’s preferences, a Transfer button appears for that specific patient.
Clicking Transfer opens the appointment pop-up in the Calendar, automatically pre-filling all relevant details from the Waitlist for quick confirmation.

Over-Date Tracking

If a waitlisted request date has passed (e.g., fully booked provider on 07/10/25), that record is automatically marked with an “Over-Date” tag — making it easy for staff to identify and follow up.

Real-Time Notification

When an opening occurs, a notification badge appears beside the Waitlist icon on the Calendar page, alerting staff immediately.

Appointment Profile Enhancements

View: Opens the existing Waitlist pop-up.
Transfer: Opens the Calendar pop-up to confirm scheduling.

Enhanced filter options are also available for easier navigation.
Patient Portal Enhancements

Patients now have the ability to join a waitlist directly from their appointment booking flow.
When a desired time slot is unavailable:

A “Join Waitlist” button appears
Patients can select preferred date, time, and priority level (future only)
Upon saving, the appointment appears in the left panel with a highlighted Waitlist tag
The record remains in waitlist status until confirmed

Provider Notification & Workflow

Providers receive notifications for new patient waitlist requests
Providers and staff can Accept, Modify, or Reject the waitlist request
- Accept: Adds the entry to the Waitlist List View
- Modify: Opens the Waitlist pop-up for editing
- Reject: Cancels the request as per normal workflow

Role-Based Access & Permissions

Providers: Can view and manage only their assigned waitlisted patients (CRED access: Create, Read, Edit, Delete)
Admin/Staff (Full Calendar Access): Can view all patient records and perform all CRED actions across the Waitlist.

Key Benefits

Reduce unfilled appointment slots due to last-minute cancellations
Improve provider utilization and calendar efficiency
Enhance patient satisfaction with flexible scheduling options
Streamline front-office workflows and reduce manual coordination
Enable patients to self-manage appointment preferences

How to Access

You can access the new Patient Waitlist feature from:

Calendar → Waitlist Button
Appointment Profile → Waitlist Appointment
Patient Portal → Join Waitlist

Module: Settings → Calendar Connections

External Calendar One-Way Appointment Sync

Providers can now connect their Google Calendar, Outlook Calendar, or Apple Calendar to Vozo EHR. Every appointment created, updated, rescheduled, or cancelled in Vozo will automatically appear in the connected calendar — so providers can see their full schedule in one place without opening the EHR.

⚠ This is one-way sync only

Sync direction is Vozo EHR → external calendar. Changes made in Google Calendar, Outlook Calendar, or Apple Calendar are ignored. Vozo EHR is always the master. Never edit or delete events in external calendars to manage your Vozo schedule — always make changes in Vozo.

🟦

Google Calendar

Connected Not Connected

🟪

Outlook Calendar

Connected Not Connected

⬜

Apple Calendar

Connected Not Connected

How to Connect a Calendar

📍 Navigation

Settings → Calendar Connections

Open Calendar Connections

Go to Settings → Calendar Connections from your Vozo EHR account.

Choose a calendar tile

You will see three tiles: Google Calendar, Outlook Calendar, and Apple Calendar.

Check connection status

Each calendar tile shows whether it is currently Connected or Not Connected.

Click Connect

Click Connect on the calendar tile and authorise your calendar account.

Connect one account per calendar type

You can connect one account for each calendar type. Calendars can be disconnected at any time.

Disconnect when needed

Disconnecting a calendar stops future sync only. It does not make external calendars the source of truth.

Vozo Appointment Actions and Calendar Sync

Vozo action	What happens in external calendar
New appointment created	A matching event is added automatically to all connected calendars within moments of saving.
Appointment updated (time, date, location)	The corresponding event is updated in all connected calendars to match the latest details.
Appointment rescheduled	The event date/time is updated — the old slot is replaced, not duplicated.
Appointment cancelled / deleted	The event is removed from all connected calendars.

What the Calendar Event Shows

🔒 Shows

Appointment date
Start and end time
Provider name
Location
Appointment title

🚫 Does Not Sync

Clinical notes
Diagnosis
Billing data
Patient contact details

Privacy control

Privacy settings in Vozo control how much appointment detail appears in external calendars.

Module: Task Management — Board View + List View

Task Management Revamp

The Task Management module has been redesigned to reduce unnecessary navigation, add a new List View alongside the existing Board View, and make categories and statuses configurable directly from the main screen.

What Has Changed

❌ Removed

Task Template button: No longer available in the header.
Show Unarchived button: No longer available in the header.

✅ Kept / New

Add New Task button: Unchanged and still creates a new task.
Board / List view toggle: Added to the top right of the screen.
Quick Create shortcut: The top navigation “+” button now includes “Create a Task”.

Board View — Kanban

The Board View is unchanged in concept. Tasks are displayed as cards in columns by status. Users can drag and drop a task card between columns to change its status instantly.

Open In Progress On Hold Cancelled Complete

Task card shows	Details
Category tag	Colour-coded badge showing the task category.
Priority tag	High / Medium / Low / Urgent.
Task title	The main task name.
Patient name	The patient linked to this task.
Assignee	Who the task is assigned to.
Due date	When the task is due.
Overdue indicator	Red badge with warning icon if the task is past due.
Actions	Edit and Delete icons.

List View — New

Switch to List View using the toggle at the top right. The same tasks appear in a table format — one row per task — with all the same filters applied. Switching view never reloads the page.

List column	What it shows
Checkbox	Tick to select one or more tasks for bulk actions.
Title	Task name.
Patient	Linked patient name.
Category	Category badge.
Status	Editable dropdown — change status inline without opening the task. Saves instantly on selection.
Priority	High / Medium / Low / Urgent badge.
Assignee	Who the task belongs to.
Due Date	Date the task is due.
Actions	Edit and Delete icons.

🎨 Row highlight rules in List View

Overdue tasks: Light red background row

Urgent priority: Red badge on priority column

Completed tasks: Green status indicator

Inline Category and Status Management

+ Add Category

Add a new Category

Click “+ Add Category”. An inline input appears — type the name and press Enter. The category saves immediately and appears in all filters and task cards. Maximum 50 characters. Duplicate category names are not allowed.

⚙️ Rename

Rename a Status

Each status column header has a gear icon. Click it → Rename → type the new name → Enter. The updated status name appears everywhere: Board, List, task details, and filters.

⚙️ Delete

Delete a Status

Click the gear icon → Delete → confirm. Tasks under that status are moved to Open automatically before the status is removed.

Vozo EHR

Feature Release Note

Patient Portal Activation at Patient Registration

This release note is written for front-desk staff and clinical coordinators. No technical background is needed. By the end you will know how to activate the Patient Portal and send intake forms to a patient at the exact moment you register them in Vozo — in a single flow.

📋 Where it appears

Create Patient popup (Patients → Create New Patient)

📅 Available from

October 2025 | All practices, all regions

👥 Who uses it

Front desk staff, Clinical coordinators

🔧 What it does

Lets you activate the portal and send intake forms in one step while adding the patient.

The Problem This Solves

Vozo already supports sending intake and assessment forms to patients through the Patient Portal. However, forms can only reach the patient if their Patient Portal has been activated first. The activation step lived in a completely separate part of the system — meaning a new patient could be registered, their forms could be assigned, but those forms would silently fail to arrive because the portal was never turned on.

This created a gap that was easy to miss: a front-desk staff member adds a new patient, assigns intake forms, but never activates the portal — and the patient never receives anything. The practice only discovers the problem when the patient arrives for their appointment without having filled in their forms.

This release closes that gap by bringing the Patient Portal activation directly into the Create Patient popup — the same screen where the patient is first registered. Now the entire new patient onboarding workflow — registration, portal activation, and form delivery — can be completed in one uninterrupted sequence.

What Is New in the Create Patient Popup

A new toggle or checkbox has been added to the Create Patient popup, labelled “Enable Patient Portal Access.” It sits alongside the other patient details fields and includes a short message explaining that enabling it will allow the patient to receive and complete their intake and assessment forms.

New element	Details
Enable Patient Portal Access toggle / checkbox	Optional — not mandatory. Staff can leave it unticked if the patient should not have portal access yet.
Helper message next to the toggle	A brief note explaining that enabling the portal means the patient will receive their forms to complete digitally.
What happens when you tick it and click Save	Instead of saving directly, a “Send Templates” popup appears before saving completes, so you can choose and confirm which forms to send.

📌 Important note

The toggle is optional — not every new patient needs the portal activated at registration.

• If left unticked: Patient is created normally. Portal is NOT activated.

• If ticked: The Send Templates popup opens before the patient record is saved.

Step-by-Step: Adding a Patient with Portal Activation

Open the Create Patient popup

Go to Patients → click “Create New Patient” (or use the top navigation “+” → Create Patient).

Fill in the patient details

Enter name, date of birth, contact information, email address, and any other required fields as normal.

Tick “Enable Patient Portal Access”

Check the toggle or checkbox. A brief message appears confirming that this will allow the patient to receive forms through the portal. Note: a valid email address is required for forms to be delivered.

Click Save

Instead of completing immediately, the Send Templates popup opens.

Review and adjust the forms in the Send Templates popup

The popup pre-selects the “Shareable Templates” already configured for your practice. Review the list — you can deselect forms you do not want to send, or use the search field to find and add additional forms.

Optionally enable “Require Patient to Sign”

If you need the patient’s signature on any of the forms, tick the “Require Patient to Sign” checkbox. This makes signature collection compulsory when the patient submits each form from the portal.

Click “Send” or “Skip for now”

Both options complete the patient registration.

Send or Skip — What Each Button Does

✅ Click “Send”

Selected forms are delivered to the patient’s portal immediately
Patient receives an email with a link to log in and complete the forms
Patient record is saved in Vozo
Patient Portal is activated
Form status shows as Pending until the patient submits

⏭️ Click “Skip for now”

No forms are sent at this time
Patient receives an email with the Patient Portal link only
Patient record is saved in Vozo
Patient Portal is still activated
Forms can be sent later via Documents → Send Intake Forms

The Send Templates Popup — All Options Explained

Popup element	What it does
Pre-selected templates list	Shows the forms already configured as “Shareable Templates” in your practice settings. These are ticked by default — ready to send as-is.
Deselect a form	Untick any pre-selected form to remove it from this send. It will not be sent to this patient.
Search field	Search for additional forms from the Template Library. Select a form to add it to the send list for this patient.
“Require Patient to Sign” checkbox	When ticked, the patient is required to add their signature before they can submit each form. This is useful for consent forms, intake agreements, and any document that needs a formal sign-off.
“Send” button	Sends all selected forms to the patient’s portal and completes the patient registration.
“Skip for now” button	Completes the patient registration and activates the portal WITHOUT sending any forms. A portal activation email is still sent to the patient.

How This Fits With the Existing Intake Form Workflows

This new flow is an additional entry point — it does not replace or remove any existing ways of sending forms. Here is how all three methods relate:

Method	When to use it	Where it is
🆕 Portal activation at registration (this feature)	For new patients being registered for the first time. One combined step: register + activate + send forms.	Create Patient popup → Enable Patient Portal Access toggle
Automated send on portal activation (existing)	When the portal is activated separately after the patient record already exists. System automatically sends Shareable Templates.	Patient record → Enable Patient Portal Access button
Manual send at any time (existing)	For re-sends, additional forms, or forms for existing patients who have not yet received them.	Patient profile → Documents menu → Send Intake Forms

Quick Reference — The New Patient Onboarding Flow

🗺️ Complete new patient flow in one sequence:

Open Create Patient popup
Fill in patient details (including a valid email address)
Tick “Enable Patient Portal Access”
Click Save
Review forms in Send Templates popup
Optionally tick “Require Patient to Sign”
Click Send → forms go to portal immediately, patient record created

— OR —

Click Skip for now → portal activated, patient record created, forms sent later

Common Questions

Is it mandatory to enable the Patient Portal when creating a new patient?

No. The “Enable Patient Portal Access” toggle is entirely optional. If left unticked, the patient is created normally with no portal access and no forms sent. You can activate the portal for an existing patient at any time from their patient profile.

What happens if the patient has no email address on file?

A valid email address is required to deliver forms and the portal link to the patient. If no email is entered, the system will not be able to send the portal invitation or forms. Enter the patient’s email in the Create Patient form before ticking the portal toggle to ensure delivery works.

What forms appear pre-selected in the Send Templates popup?

The pre-selected forms are the ones configured as “Shareable Templates” in your practice’s settings — the standard intake set for all new patients. These are the same forms that would be sent automatically under the existing portal activation workflow. You can deselect any of them and add additional forms using the search field.

If I click “Skip for now,” can I still send forms to the patient later?

Yes. Clicking “Skip for now” activates the portal and creates the patient record — it simply skips sending forms at that moment. You can send forms at any time afterwards using the patient’s Documents menu → Send Intake Forms. The patient can also be sent individual forms through that same path.

What does “Require Patient to Sign” mean?

When this checkbox is ticked, the patient must add their digital signature before they can submit each form from the portal. This is useful for consent forms, treatment agreements, HIPAA acknowledgements, and any document where a formal sign-off is required. If unticked, the patient can submit forms without providing a signature.

Does this change anything about how forms are sent in the existing workflow?

No. This is a new entry point that runs alongside the existing workflows — it does not change or remove them. Automated sending on portal activation and the manual send option from the Documents menu both work exactly as before.

Module: Settings → Integrations

Third-Party Integrations Module

A new centralised Integrations page is now available in Settings. Administrators can connect, configure, enable, disable, and monitor all third-party service integrations from one screen — without hunting through different settings areas.

⚠ Admin-only access

Only Administrator accounts can connect, disconnect, or configure integrations. Staff users can view the Integrations page and see connection status, but they cannot make changes.

Integration Categories and Initial Integrations

Email Notifications

Notifications

Sends email alerts to patients and staff.

Connected

SMS Notifications

Notifications

Sends text message alerts.

Connected

Voice Notifications

Notifications

Automated voice call reminders.

Disconnected

Stripe Payments

Payments

Card payment processing.

Connected

H2H Clearinghouse

Clearinghouse

Electronic insurance claims submission.

Disconnected

Availity

Eligibility

Insurance eligibility verification.

Error

Integration	Category	What it connects
Email Notifications	Notifications	Sends email alerts to patients and staff.
SMS Notifications	Notifications	Sends text message alerts.
Voice Notifications	Notifications	Automated voice call reminders.
Stripe Payments	Payments	Card payment processing.
H2H Clearinghouse	Clearinghouse	Electronic insurance claims submission.
Availity	Eligibility	Insurance eligibility verification.

Each Integration Card Shows

Card element	What it means
Status badge	Connected (green), Disconnected (grey), or Error (red).
Toggle switch	Turns the integration ON or OFF. Turning ON without API credentials configured opens the configuration form automatically.
Last Sync timestamp	Shows when the integration last successfully communicated with the external service.
Edit button	Opens the configuration form to update API key or other credentials.

Connection States Explained

Connected

Green border. The integration is active and communicating with the external service.

Disconnected

Grey state. The integration is turned off and no sync is occurring.

Error

Red border. API credentials are invalid or the last sync failed. Check error logs.

🔌 Important behaviour

Disabling an integration shows a confirmation before background sync is stopped.

Errors do not affect other integrations — each integration runs independently.

Module: Patient Details → Flowsheets

Flowsheets

Flowsheets provide a single, structured view of patient data over time. Instead of opening individual visits, providers can review vitals and submitted forms in one read-only table with dates across columns and data types as rows.

📋 Module

Patient Details → Flowsheets (new)

👥 Who uses it

Providers, Clinical coordinators

📅 Availability

October 2025 | All practices

🔧 Includes

Vitals, Forms, Filters, Hide/Unhide, CSV export

What Is a Flowsheet?

A Flowsheet is a read-only table that displays patient data over time. Rows represent data types (vitals or forms), and columns represent dates. Each cell shows the value recorded on that date.

📊 Vitals

Blood Pressure
Temperature
Pulse
Weight, Height
Respiratory Rate

📝 Forms

Patient-submitted forms only
PHQ-9, GAD-7, intake forms
Portal submissions only

⚠ Read-only view

Flowsheets cannot be edited. To modify vitals or forms, use their respective modules.

Where to Find Flowsheets

📍 Navigation

Open a patient → Click Flowsheets in the patient menu

Default View on Load

Setting	Default Value
Date range	7 records
Active tab	Vitals
Sort order	Oldest → newest
Scrollbar	Hidden (fits screen)
Hidden rows	None

Date Range Filter

Selection	What it means	Use case
7 Days	Latest 7 records (not calendar days)	Quick review
15 Days	Latest 15 records	Monthly analysis
30 Days	Latest 30 records (max)	Long-term trends

⚠ Important

“Days” means number of records, not calendar days. Data may span weeks or months depending on visit frequency.

Scrolling Behaviour

💡 Sticky Column

The first column (vital/form name) remains fixed while scrolling horizontally.

Hide and Unhide Rows

Action	Behaviour
Hide row	Removes it from table instantly
Unhide	Restores all hidden rows
Visibility	Only appears when rows are hidden
Tab independence	Vitals and Forms are separate

⚠ Export impact

Hidden rows are excluded from CSV exports. Unhide rows before exporting if needed.

Export to CSV

Export rule	Behaviour
Active tab only	Vitals OR Forms (not both)
Date range	Exports selected records only
Hidden rows	Excluded from export
Format	Matches existing CSV format
Columns	Patient and Provider data separate

📌 Export Checklist

Select correct tab
Set date range
Unhide rows
Click Export

End-to-End Workflow

Open patient

Search and open patient details

Open Flowsheets

Default view loads automatically

Switch tabs

Toggle between Vitals and Forms

Adjust range

Select 7, 15, or 30 records

Hide rows

Focus on relevant data

Export

Download CSV if needed

Common Questions

Why doesn’t 7 Days show 7 calendar days?

It shows 7 records, not calendar days.

Can I edit data here?

No. Flowsheets are read-only.

Why is a form missing?

Only submitted forms appear.

Do hidden rows persist?

No. They reset when reopening.

Can I export both tabs?

No. Export each tab separately.

Is Flowsheet available for all patients?

Yes, even if no data exists.

Module: Treatment Plan (New Main Menu)

Treatment Plan

A structured clinical module to define diagnoses, goals, objectives, and interventions. Supports progress tracking, reminders, provider comments, signatures, and full PDF export for compliance and care coordination.

📋 Module

Main Menu → Treatment Plan

👥 Who uses it

Providers, Care Managers, Coordinators

📅 Availability

October 2025 | All practices

🔧 Includes

Goals, Objectives, Interventions, Comments, PDF, Signature

What Is a Treatment Plan?

A Treatment Plan is a structured clinical document used to define patient problems, goals, actions, and measurable outcomes over time. It is continuously updated as patient progress evolves.

Plan Structure

📋 Plan Level

ICD Codes
Provider
Start Date
Description

🎯 Goal → Objective → Intervention

Goal = Outcome
Objective = Step
Intervention = Action

Two Form Types

Feature	Default Form	Simple Form
Structure	Goal → Objective → Intervention	Free-text
Goal tracking	Yes (X/Y)	No
Best for	Chronic care, mental health	Quick notes

⚠ Form type cannot be changed

Once saved, you cannot switch between Default and Simple.

Plan List Columns

Column	Description
Provider	Owner of the plan
Plan Name	Title
Description	Preview text
Start Date	Plan start
Goals Completed	X/Y (Default only)
Actions	View / Edit / Reminder

Goal Hierarchy Rules

⚠ Critical Rules

You cannot save a Default plan without at least one complete Goal → Objective → Intervention structure.

📌 Deletion behaviour

Deleting a Goal removes all nested Objectives and Interventions permanently.

Goal Status Tracking

Status	Meaning
In Progress	Active work
Completed	Goal achieved
Cancelled	No longer relevant

⚠ Important

Completing all goals does NOT automatically complete the plan.

Plan Status Behaviour

Status	Behaviour
In Progress	Fully editable
Completed	Locked, except signature
Cancelled	Locked

Comments & Signature

📝 Comments

Timestamped
Editable
Chronological history

✍ Signature

Name + date
Shown in PDF
Editable after completion

Reminder System

Action	Behaviour
Set Reminder	Choose future date
Trigger	12 AM notification
Indicator	Icon in list
Cancel	Remove reminder

End-to-End Workflow

Open patient

Navigate to Treatment Plan

Create plan

Select Default or Simple

Add structure

Goals → Objectives → Interventions

Save

Plan appears as In Progress

Follow-up

Update goals and comments

Complete

Set status + add signature

Key Rules

End date is auto-calculated
One provider owns the plan
Completed plans are locked
New plan required for changes after completion

Feature 6 of 7

Module: Measurement-Based Care (MBC)

Measurement-Based Care (MBC)

A clinical tracking system that uses standardized assessments to measure patient outcomes over time, generate automatic scores, trigger alerts, and feed structured data directly into clinical workflows.

📋 Module

Patient Chart → Documents → Measurement Tool

👥 Users

Providers, Care Managers, Patients

📅 Availability

October 2025 | All practices

🔧 Includes

8 tools, scoring, alerts, graphs, SOAP integration

What Is MBC?

Measurement-Based Care tracks patient progress using repeated assessments over time. Scores are automatically calculated, trends are visualised, and alerts are triggered when risk thresholds are reached.

Built-In Assessment Tools

Tool	Measures	Use
PHQ-9	Depression	Severity + suicide risk
GAD-7	Anxiety	Anxiety tracking
AUDIT-C	Alcohol use	Risk screening
C-SSRS	Suicide risk	Emergency detection
Fall Risk	Fall risk	Mobility safety
Pain Scale	Pain level	Intensity tracking
PROMIS	Outcomes	Quality of life
ADL / IADL	Function	Independence level

Where to Access

👨‍⚕️ Provider

Patient Chart → Documents
Measurement Tool tab
List + Graph views

🧑‍💻 Patient

Patient Portal → Documents
Assigned assessments
Online completion

Assessment List View

Column	What it shows
Assessment	Name of tool
Date	Completed or due date
Score	Latest score
Flag	Green / Yellow / Red severity
Action	View, Notes, Plan, Medications

Graph View

Displays assessment trends over time (3–12 records). Clicking a data point shows detailed responses and history.

Assignment Workflow

Open patient

Navigate to Measurement Tool

Assign assessment

Select one or more tools

Patient completes

Via portal or staff entry

Auto scoring

Score calculated instantly

Alert Triggers

🚨 High-Risk Alerts

PHQ-9 Q9 > 0 → Suicide alert
C-SSRS moderate/high → Emergency alert
AUDIT-C above threshold → Alcohol risk
Pain > 8 → Severe pain
Fall Risk high → Fall alert

Scoring Examples

Tool	Range	Severity
PHQ-9	0–27	Minimal → Severe
GAD-7	0–21	Minimal → Severe
Pain	0–10	Mild → Severe
PROMIS	T-score	Normal → Severe

Clinical Integration

SOAP Notes

Auto inserts score and severity

Treatment Plan

Links scores to goals

Medications

Supports clinical decisions

End-to-End Workflow

Assign

Provider assigns assessment

Complete

Patient or staff fills form

Score

Auto calculation + alert

Act

Provider reviews and updates care

Key Rules

Scoring is fully automatic
Alerts trigger instantly
Red flag = clinical attention required
Trend graphs show 3–12 records
Custom assessments supported

Feature 7 of 7

Module: Dashboard (New Menu)

Dedicated Provider Dashboard

A unified dashboard that brings appointments, notes, forms, patient activity, and billing into a single screen — allowing providers and coordinators to understand their day instantly without navigating multiple modules.

📋 Module

Dashboard (top menu above Schedule)

👥 Users

Providers, Coordinators, Office Managers

📅 Availability

October 2025 | All practices

🔧 Contains

8 live cards with real-time data

The Problem This Solves

Previously, providers needed to open multiple modules — Schedule, Notes, Forms, Billing — to understand daily workload. The dashboard consolidates all critical information into one view with direct navigation.

Where to Find the Dashboard

📍 Navigation

Left sidebar → Dashboard (top icon above Schedule)

Dashboard Layout

The dashboard contains 8 cards arranged in a two-column grid. Each card shows 3 recent records and a “View All →” link for full details.

Left Column

Upcoming Appointments
Appointment Waitlist
Forms
Recent Patients

Right Column

Appointment Requests
Unsigned Notes
Patient Portal Activity
Pending Invoices

Dashboard Cards Reference

Card	Key Data	View All Destination
Upcoming Appointments	Patient, Time, Provider, Status	Schedule → Calendar
Appointment Requests	Patient, Date, Type	Requests popup
Waitlist	Patient, Preferred Time	Schedule → Waitlist
Unsigned Notes	Patient, Date, Provider	Note Taking
Forms	Patient, Form, Status	Forms module
Portal Activity	Patient actions	Settings → Activities
Recent Patients	Name, Created Date	Patients list
Pending Invoices	Invoice, Amount	Reports → Invoices

Interactive Actions

Appointment Requests

Accept / Modify / Decline directly

Waitlist

Edit, Delete, Schedule

Unsigned Notes

Edit and sign instantly

💡 Card Behavior

Each card shows 3 recent records
Column headers match full module
Click “View All →” for full list
Data is live at page load

Key Behaviors

Feature	Behavior
Personalisation	Shows data for logged-in provider
Record count	3 preview rows per card
Navigation	Direct links via View All
Refresh	Reload page for latest data
Permissions	Data varies by user role

End-to-End Usage

Open Dashboard

Click Dashboard from sidebar

Scan cards

Review appointments, notes, alerts

Take action

Respond directly or open full module

Navigate deeper

Use View All for detailed workflow

Key Rules

Dashboard is provider-specific
Cards show preview, not full data
Actions available on selected cards
Live data updates on reload
Permissions control visibility

Scheduling Feature

Patients → Patient Group | Schedule → Group Appointment

Patient Group & Group Appointments

Create reusable patient groups, schedule group sessions in one step, track attendance, add notes, and bill each patient individually — all within a single workflow.

📋 Module

Patients → Patient Group | Schedule

👥 Users

Front Desk, Providers, Billing Teams

📅 Availability

October 2025 | All practices

🔧 Includes

Groups, Scheduling, Attendance, Notes, Billing

The Problem This Solves

Previously, group sessions required creating separate appointments per patient. This feature enables scheduling, attendance tracking, notes, and billing — all from one unified workflow.

What Is a Patient Group?

Reusable collection of patients
Example: Anxiety Group, Diabetes Cohort
Has provider, status, date range
Supports recurring sessions

Patient Group List Columns

Column	Description
Group Name	Name of the group
Group ID	System-generated ID
Status	Active / Inactive
Patient #	Total patients
Provider	Assigned provider
Date Range	Start and End dates
Action	Edit / Delete

Create Patient Group

Click Create Group

Opens group creation popup

Fill details

Name, provider, dates, attendees

Add patients

Search and select multiple patients

Save

Group becomes available for scheduling

Schedule Group Appointment

Group appointments are created from the same scheduling popup using a new “Group Appointment” tab.

Field	Description
Group Name	Select group
Type	Walk-in or Telehealth
Date & Time	Session timing
Facility	Location
Provider	Session owner
Reason	Session purpose

Attendance Management

Manage Attendees

Set status per patient
Add notes or services
Remove patient from session

Attendance Status

Status	Description
Scheduled	Expected
Arrived	Attended
No Show	Missed
Cancelled	Cancelled

Notes Types

📝 Group Note

Shared across all patients
Session-level documentation

🧍 Individual Note

Per patient
Specific observations

Billing Rules

💳 Important

There is no group billing. Each patient is billed individually to ensure accurate claims and payments.

End-to-End Workflow

Create group

Add patients

Schedule session

Use group appointment tab

Track attendance

Manage attendees

Add notes

Group or individual

Bill patients

Individually per patient

Key Rules

Patients can belong to multiple groups
Removing from session ≠ removing from group
Group note is shared across all patients
Billing always individual
New patients apply only to future sessions

Clinical Feature

Vitals → Graph & List Views

Vital Graph & List View

View patient vital history instantly through an interactive graph or structured list. Analyse trends, edit records, and export data — without leaving the patient workflow.

📋 Module

Patient Details → Appointment → Vitals

👥 Users

Providers, Clinical Staff, Office Managers

📅 Availability

October 2025 | All practices

🔧 Includes

Graph, List, Filters, Export, Edit

The Problem This Solves

Previously, providers could only see the latest vital reading. Historical analysis required exporting data manually. This feature enables real-time trend analysis directly inside the workflow.

How to Access

Open appointment

Go to patient → appointment details

Open Vitals tab

Scroll to bottom

Click view

View as Graph or View as List

Vitals Covered

Vital	Unit	Range
Blood Pressure	mmHg	90–120 / 60–80
Temperature	°F	97–99
Pulse	bpm	60–100
Respiratory Rate	breaths/min	12–20
Weight	kg/lbs	Trend only
Height	cm/in	Trend only

Graph View

Displays trends over time with threshold lines to highlight abnormal readings. Default view shows Blood Pressure with systolic and diastolic lines.

Shows max 30 recorded dates
One vital at a time
Hover to see exact values
Threshold lines indicate normal range

Graph Elements

Element	Description
X-axis	Dates of recorded vitals only
Y-axis	Measurement scale
Lines	Vital trend values
Threshold	Normal range markers
Hover	Exact values + date

List View

Structured table showing all six vitals per date with editing, filtering, printing, and export options.

Feature	Description
Rows	One per date
Columns	All 6 vitals
Edit	Modify record inline
Print	Print single record
Export	CSV download

Filtering

Select Start Date and End Date
Only dates with data are shown
Export respects filters

Editing a Vital

Find record

Select date row

Click Edit

Opens popup

Update & Save

Changes logged with audit trail

⚠ Clinical Action

All edits are tracked with timestamp and user for audit compliance.

Graph vs List View

Feature	Graph	List
Purpose	Trend analysis	Record review
Data	One vital	All vitals
Edit	No	Yes
Print	No	Yes
Export	Graph data	CSV

Key Rules

Max 30 records displayed
Graph shows one vital at a time
Blood Pressure shows two lines
Filters apply only in List view
Switching views is instant

Patient Management Feature

Automated + Manual Intake Workflow

Intake Form Sending

Automate intake forms for new patients and send forms anytime for existing patients. Eliminate paper workflows and ensure all patient data flows directly into the chart.

📋 Module

Patient Profile → Document | Settings → Template Library

👥 Users

Front Desk, Coordinators, Office Managers

📅 Availability

October 2025 | All practices

🔧 Includes

Auto send, Manual send, Template config

The Problem This Solves

Intake forms were previously handled via paper, email attachments, or missed entirely. This feature automates form delivery, tracking, and storage — eliminating manual work and delays.

What Are Intake Forms?

Patient demographics
Medical history
Insurance details
Consent forms
Custom practice-specific forms

Two Sending Methods

Method	Trigger	Use Case
Automated	New patient + portal activation	Standard onboarding
Manual	Staff action	Resend / extra forms

Automated Workflow (New Patient)

Create patient

Enter email and details

Enable portal

Trigger automation

Forms sent

Email + portal notification

Patient completes

Digital submission

⚠ Important

Automation only triggers once — when the portal is activated for the first time.

Manual Workflow (Any Patient)

Open profile

Go to Document menu

Click Send Intake Forms

Open form selector

Select forms

Default + additional forms

Send

Forms delivered instantly

Template Configuration

Administrators define “constant forms” that are automatically sent to all new patients.

Configured in Settings → Template Library
Applies to all patients
Editable but not deletable
Changes affect future sends only

Patient Experience

Step	What patient sees
Email	Portal login link
Login	Access forms
Fill	Mobile-friendly forms
Submit	Confirmation message

Staff Review Workflow

Receive notification

Submission alert

Review forms

Check completeness

Finalize submission

Save to chart

Auto data update

Key Rules

Portal required for sending
Automation triggers once only
Manual send works anytime
All actions logged for audit
Forms auto-save to patient chart

Pediatric Feature

Children (Age 0–5 years)

Growth Chart

Track pediatric growth automatically using WHO percentile charts. Every recorded measurement is plotted instantly — enabling accurate, real-time clinical assessment without manual calculations.

📋 Module

Patient Detail Page

👥 Users

Pediatricians, Providers

📅 Availability

October 2025 | All practices

🔧 Includes

WHO charts, percentiles, trends, history

The Problem This Solves

Pediatric growth tracking requires comparing measurements against WHO standards. Without integrated charts, providers rely on external tools or manual calculations, increasing workload and risk of oversight.

What It Does

Automatically plots child measurements
Displays WHO percentile curves
Shows growth trends over time
Includes measurement history table

How to Access

Open patient record

Select any child under age 5

Find Growth Chart

Left navigation menu

Open chart

Gender-specific chart loads automatically

Chart Tabs

Tab	Measurement	Purpose
Length / Height for Age	Height vs Age	Growth trend baseline
Weight for Age	Weight vs Age	Under/overweight detection
Weight for Length	Weight vs Height	Body proportion assessment
BMI for Age	BMI vs Age	Obesity / nutrition tracking

How to Read the Chart

Element	Meaning
WHO Curves	Standard growth reference lines
50th Percentile	Average growth line
25–75 Range	Normal healthy range
Below 3rd	Possible growth delay
Above 97th	Possible accelerated growth
Blue dotted line	Patient’s actual measurements

Age Range Filters

0–6 months
0–2 years
6 months–2 years
2–5 years
0–5 years (full view)

Measurement Table

Each chart includes a table showing exact measurement values and percentile ranges for every recorded visit.

Key Rules

⚠ Important

All weight values are displayed in pounds (lbs). The system automatically converts WHO data from kilograms using the formula:

lbs = kg × 2.20462

Charts auto-adjust based on patient gender
Applies only to patients aged 0–5
No manual data entry required for plotting
All measurements are plotted in real time
Percentiles calculated automatically

Medication Management Feature

Automated Refill Workflow

Medication Refill Request

Enable patients to request prescription refills digitally while providers review and approve instantly. Eliminates manual coordination and reduces turnaround time from hours to seconds.

📋 Module

Patient Portal | Provider Portal | Medications

👥 Users

Patients, Providers, Clinical Staff

📅 Availability

October 2025 | All practices

🔧 Includes

Portal request, approval, eRx integration, audit logs

The Problem This Solves

Prescription refills traditionally require multiple manual steps — calls, staff coordination, provider approval, and pharmacy communication. This feature automates the entire process.

How It Works

Patients request refills via portal
Providers review and approve instantly
eRx sends prescription directly to pharmacy
Status updates automatically

Patient Workflow

Access Patient Portal

Open Medication tab

View active medications

Click Request Refill

Select medication

Fill form

Select pharmacy, quantity, notes

Submit

Status becomes Pending

Patient Status Tracking

Status	Meaning
Pending	Awaiting provider review
Approved	Refill approved
Rejected	Refill declined with reason
Sent to Pharmacy	Prescription transmitted

Provider Workflow

Receive notification

New refill request alert

Open request

Review patient and medication details

Review clinical info

Check dosage, refills, patient notes

Approve / Reject

Send eRx or provide reason

Built-in Safety Rules

Condition	System Behavior
Inactive medication	Refill button hidden
No refills remaining	Warning message shown
Medication discontinued	Refill disabled

Audit Trail

Every refill request is fully logged, including request time, provider action, timestamps, and pharmacy transmission — ensuring compliance and traceability.

Key Rules

Patients can only request active medications
Providers must approve all requests
eRx sends prescriptions automatically if enabled
Status updates are real-time
All actions are logged for compliance

Billing & Care Model Feature

Direct Primary Care (DPC)

DPC Membership Plan

Offer subscription-based care with automated billing, real-time coverage validation, and zero manual claims for included services. Build predictable revenue while simplifying patient experience.

📋 Module

Billing | Encounter | Patient Portal | Reports

👥 Users

Admins, Billing Teams, Providers, Patients

📅 Availability

October 2025 | All practices

🔧 Includes

Plans, Enrollment, Auto Billing, Reports

What Is DPC?

Direct Primary Care (DPC) is a subscription-based care model where patients pay a fixed monthly or annual fee for access to defined services — eliminating per-visit billing and reducing insurance dependency.

Why Practices Use DPC

Predictable recurring revenue
No insurance claim overhead for covered services
Improved patient retention and loyalty
Lower patient volume with stable income

Create a DPC Plan

Setting	Description
Plan Name	Display name for staff and patients
Fee	Monthly or annual amount
Billing Frequency	Monthly or Annual
Included Services	Visits, telehealth, preventive care, etc.
Status	Active / Inactive

⚠ Important

Only Active plans can be assigned to patients. Inactive plans retain historical data but cannot be used for new enrollments.

Patient Enrollment Workflow

Open patient record

Select patient profile

Select plan

Choose active DPC plan

Set start date

End date auto-calculated

Save payment method

Card for auto billing

Confirm

Membership activated + invoice created

Encounter Billing Logic

Scenario	System Behavior
Covered service	$0 charge, no claim, tagged as “Covered by Membership”
Non-covered service	Standard invoice generated, insurance allowed

⚠ Double-Charge Prevention

Covered services never generate copays or insurance claims. The system enforces this automatically.

Invoices & Payments

Process	What Happens
Invoice generation	Auto-created on billing date
Email delivery	Sent automatically
Payment	Auto-charged via saved card
Failure	Notification + retry logic
Status	Updated instantly

Reports

📊 Membership Report

Active members
Inactive members

💰 Revenue Report

Total revenue
Outstanding payments
Invoice status

Patient Portal Experience

Patients see a membership card showing their plan name, status, and next billing date. They can access full invoice history and plan details directly from the portal.

Key Rules

Plans must be Active for enrollment
Billing is fully automated
Covered services always cost $0
No claims for covered services
Membership auto-renews based on billing cycle

Patient Engagement Feature

Lifestyle Tracking + Diet Plans

Lifestyle & Diet Recommendation

Capture daily patient habits, enable provider feedback, and assign personalized diet plans — transforming care from episodic visits into continuous monitoring and guidance.

📋 Module

Patient Portal | Provider Portal

👥 Users

Patients, Providers, Care Teams

📅 Availability

October 2025 | All practices

🔧 Includes

Daily logs, feedback, diet plans, calendar view

The Problem This Solves

Providers see patients for minutes, but health outcomes are shaped by daily behavior. Without structured tracking, providers lack visibility into sleep, diet, activity, and mood between visits.

What This Feature Does

Patients log daily habits
Providers review and comment
Diet plans assigned directly
Trends tracked over time

Patient Workflow

Open Patient Portal → Lifestyle & Diet tab

Enter daily data

Sleep, water, activity, mood, food, vitals

Save entry

Timestamped and visible instantly

Check feedback

Provider comments appear after review

View diet plans

Assigned recommendations below entries

Lifestyle Entry Fields

Category	Examples
Sleep	Hours slept
Water	Glasses consumed
Activity	Exercise type + duration
Mood	Emotional state
Food	Meals / diet details
Measurements	Weight, BP, etc.

Calendar View

Patients can switch to a calendar view and click any date to review past entries — making it easy to track weekly or monthly trends.

Provider Workflow

Configure categories

Enable relevant tracking fields

Review entries

Check patient logs

Add comment

Provide clinical feedback

Mark as reviewed

Status turns green

Assign diet plan

Choose or create recommendation

Diet Recommendation Types

Type	Use Case
Curated Library	Predefined plans for common conditions
Custom Recommendation	Patient-specific plan
Global Library	Reusable clinic-wide plans

Review Status

Status	Meaning
Pending Review	Awaiting provider feedback
Reviewed	Feedback added and visible

Key Rules

Patients can log entries daily
Providers control visible categories
Comments appear instantly in portal
Diet plans are read-only for patients
All entries are timestamped and stored

Billing Automation Feature

Eligibility Verification at Scale

Batch Eligibility

Verify insurance coverage for all scheduled patients in minutes instead of hours. Eliminate manual calls, reduce claim denials, and ensure accurate billing before the patient even arrives.

📋 Module

Billing → Insurance Claims

👥 Users

Billing Staff, Front Desk, Office Managers

📅 Availability

October 2025 | All practices

🔧 Includes

Bulk checks, status flags, reports, filters

The Problem This Solves

Eligibility verification traditionally requires checking each patient individually. For 50+ daily appointments, this consumes hours and often results in missed issues, denied claims, and patient billing surprises.

What Batch Eligibility Does

Select a date (e.g., tomorrow’s appointments)
Vozo identifies all scheduled patients
Runs eligibility checks simultaneously
Returns results within minutes
Highlights issues before visits happen

How to Access

Open Billing

Click Billing from top menu

Go to Insurance Claims

Select from sidebar

Click Run Batch Eligibility

Launch tool

Run Eligibility Check

Select date

Choose appointment date

Review patient list

Verify all scheduled patients

Select patients

Select all or specific patients

Run check

Results return in 30 sec – 3 min

Review results

Identify issues and act

Eligibility Status Guide

Status	Meaning	Action
✅ Active	Coverage valid	No action
⚠ Review Needed	Coverage active but conditions apply	Check details
❌ Inactive	Policy not valid	Contact patient
⚠ Policy Lapsed	Expired coverage	Update insurance
❌ Patient Not Found	Mismatch in data	Correct details
⚠ Deductible Not Met	Out-of-pocket required	Inform patient
⚠ Copay Updated	Payment amount changed	Update billing
⏳ Pending	No response	Retry or call payer

Insurance Claims Screen Columns

Column	Description
Appointment Date	Visit date
Patient	Patient name
Office	Facility
Payer	Insurance company
Billing Status	Payment state
Claim Status	Submission status
Action	Generate claim form

Best Practices

Run eligibility the evening before appointments
Always review yellow and red statuses
Update insurance data immediately when changes occur
Use payer filters to handle denials in bulk
Track repeat problem patients

Key Rules

⚠ Important

Batch eligibility accuracy depends entirely on correct patient insurance data. Always verify and update insurance details at every visit.

No limit on number of patients per run
Results are saved automatically
Individual checks can be re-run anytime
Not all payers support electronic verification
All results stored for audit and compliance

Compliance & Billing Feature

No Surprises Act (NSA)

Good Faith Estimate (GFE)

Create, send, and track legally compliant cost estimates for uninsured and self-pay patients — ensuring transparency, reducing disputes, and meeting federal requirements automatically.

📋 Module

Patient Demographics → Estimate / Self-Pay

👥 Users

Billing Staff, Front Desk, Providers

📅 Availability

October 2025 | All practices

⚖ Compliance

No Surprises Act (2022)

What Is a Good Faith Estimate?

A Good Faith Estimate is a legally required document that provides uninsured or self-pay patients with an itemised estimate of expected healthcare costs before the service is delivered.

⚠ Legal Requirement

Must be provided at least 1 business day before the appointment. Failure to provide a GFE may result in penalties under federal law.

When GFE Is Required

Scenario	Required?
No insurance	Yes
Self-pay (insured but opting out)	Yes
Out-of-network	Yes
Insurance used normally	No
Patient requests estimate	Yes

How to Access

Open patient

Go to patient profile

Go to Demographics

Open demographics tab

Click Estimate tab

Generate GFE

Header Fields

Field	Description
Title	Name of estimate
Date	Creation date
Expiration	Auto 12 months
Service Date	Planned visit date
Provider	Auto fills NPI
Facility	Auto populated

Services Table

Field	Description
CPT / HCPCS	Procedure code
Description	Auto-filled
Quantity	Number of services
Fee	From fee schedule
Diagnosis	ICD-10 code
Total	Auto-calculated

Add multiple services using “+ Add Service”
Total cost calculated automatically
Additional notes supported

Send & Patient Workflow

Save GFE

Auto sends to portal

Patient views

Reads estimate

Patient signs

Electronic signature

Saved as PDF

Stored permanently

Documents Management

Action	What it does
View	Preview document
Print	Print copy
Download	Save PDF
Delete	Remove record

Compliance Coverage

Vozo automatically ensures:

• Written estimate delivery

• Patient acknowledgement tracking

• Permanent record storage

• Itemised cost breakdown

• Provider & facility inclusion

Key Rules

⚠ Critical

Always send GFE at the time of scheduling. Late delivery may violate compliance requirements.

Editable before patient signs
New GFE required after changes
Portal required for digital signature
Valid for 12 months by default
All records stored for audit

Real-Time Billing Feature

Insurance Cost Estimation

Patient Estimate Calculator

Instantly calculate patient out-of-pocket costs using real-time insurance data. No calls, no guesswork — accurate estimates in seconds.

📋 Module

Patient Profile → Estimate / Self-Pay

👥 Users

Front Desk, Billing Staff, Office Managers

📅 Availability

October 2025 | All practices

🔗 Powered By

Availity Real-Time API

The Problem This Solves

Patients often ask, “How much will I pay?” Without real-time data, staff rely on guesswork or long insurance calls. This leads to billing surprises, disputes, and poor patient experience.

What It Does

Fetches real-time insurance data
Calculates exact patient responsibility
Breaks down copay, deductible, coinsurance
Saves and shares estimate instantly

⚠ Important

Use only for insured patients. For uninsured or self-pay patients, use the Good Faith Estimate (GFE) instead.

How to Access

Open patient

Go to patient profile

Go to Demographics

Open Estimate tab

Click New Estimate

Open calculator form

Required Inputs

Field	Description
Insurance Type	Primary / Secondary
Payer	Insurance company
Provider	Auto-selected
Date of Service	Appointment date
CPT Code	Procedure code (required)
ICD-10	Diagnosis code

Run Estimate

Click Check Estimate to retrieve real-time cost breakdown from the insurance company (5–15 seconds).

Estimate Results Explained

Field	Meaning
Billed Amount	Practice charge
Allowed Amount	Insurance-approved amount
Deductible	Remaining patient deductible
Copay	Fixed visit fee
Coinsurance	% patient pays
Insurance Payment	What insurer pays
Patient Responsibility	Total patient owes

Summary Calculations

Total Visit Cost = Sum of all CPT services
Insurance Payment = Coverage portion
Patient Responsibility = Final out-of-pocket cost

Save & Share

Run estimate

Results must appear

Click Save

Store in patient record

Send via portal or print

Common Errors

Error	Fix
Missing fields	Fill required inputs
Invalid patient data	Verify DOB, Member ID
Timeout	Retry
Payer not supported	Manual check
Authorization required	Contact insurer

Best Practices

Run at time of scheduling
Verify insurance details before running
Use correct CPT codes
Discuss high costs upfront
Always save estimate for records

Key Rules

⚠ Critical

Estimate accuracy depends on correct CPT code and insurance data. Always verify before running.

Real-time insurer data
Save only after results load
No estimate without CPT code
Supports multiple services
Stored for audit and disputes

Billing Documentation Feature

Encounter → Financial Summary

Superbill Generation

Generate a complete, professional billing summary of any patient visit in one click. Includes diagnoses, procedures, provider details, and charges — ready for insurance submission or patient use.

📋 Module

Appointment → Billing Tab | Patient Portal

👥 Users

Billing Staff, Providers, Front Desk

📅 Availability

October 2025 | All practices

📄 Output

PDF (Download / Share / Print)

The Problem This Solves

Billing data is scattered across encounter notes, services, and patient records. Generating a complete billing summary manually is slow and error-prone.

What Is a Superbill?

Full summary of a patient visit
Includes CPT and ICD-10 codes
Lists provider and patient details
Shows total charges
Used for reimbursement or billing validation

How to Generate

Open appointment

Go to calendar or patient record

Click Billing tab

Inside appointment details

Click Patient Super Bill

PDF generated instantly

⚠ Requirement

Ensure diagnosis (ICD-10) and procedure (CPT) codes are entered before generating the Superbill.

What the Superbill Contains

Section	Includes
Patient	Name, phone, email
Provider	Name, NPI, contact info
Encounter	Date, location, POS code
Services	CPT codes, quantity, fees
Diagnosis	ICD-10 codes
Charges	Total, discounts, billed amount

Available Actions

Action	Purpose
Download	Save PDF locally
Print	Provide physical copy
Share	Send via patient portal
Email	Send directly to patient
Delete	Remove and regenerate

Patient Portal View

Patients can access Superbills in the Billing → Super Bill tab. They can view or download but cannot edit.

Provider Settings

Auto-email Superbills to patients
Add logo to PDF
Customize footer information
Configure email message template

Superbill vs Invoice

Type	Purpose
Superbill	Visit summary for insurance reimbursement
Invoice	Payment request to patient

Key Rules

⚠ Critical

Superbill reflects encounter data at time of generation. If data changes, delete and regenerate.

One Superbill per encounter
Multiple Superbills allowed per patient
Cannot edit PDF after generation
Requires completed encounter
All records stored for audit

Billing Accuracy Feature

Credit Management System

Billing Credit Flow

Track, display, and apply patient overpayments accurately. Eliminate negative balances and manage credits cleanly across all billing workflows.

📋 Module

Billing | Payments | Reports

👥 Users

Billing Staff, Front Desk, Office Managers

📅 Availability

October 2025 | All practices

🔧 Update Type

Fixes + UI Enhancements

The Problem This Solves

Overpayments were previously shown as negative balances — causing incorrect invoices, confusing ledgers, and broken billing workflows.

What Is a Credit?

Extra payment stored on patient account
Always shown as a positive value
Displayed as “Patient Credit – $X.XX CR”
Can be applied to future invoices

Where You See Credit

Location	What You See
Appointment Billing	Patient Balance + Patient Credit
Patient Payments	Unapplied Credit column
Payment Analysis	Credit totals and breakdown
Clinical Reports	Credit column added

How Credit Is Created

Overpayment on invoice
Copay higher than EOB amount
Payment on $0 visit
Insurance adjustment differences

EOB Credit Example

Collect copay

Patient pays $14

EOB arrives

Actual owed = $7

System adjusts

Copay updated automatically

Credit created

$7 appears as Patient Credit

How to Apply Credit

Open invoice

Find outstanding balance

Click Add Payment

Open payment popup

Select Credit

Choose “Unapplied Credit”

Apply

Invoice updated instantly

What Changed (Fixes)

• Negative balances removed
• Credit no longer auto-applies
• Payment popup shows correct values
• Credit reduces correctly after use
• Insurance balances stay accurate

New UI Additions

Feature	Purpose
Patient Credit line	Shows total credit
Unapplied Credit option	Use credit for payments
Credit columns	Visible in reports
Credit totals	Practice-wide reporting

Key Rules

⚠ Critical

Credits are always positive values. Negative balances are no longer used anywhere in the system.

Credit does not auto-pay invoices
Must be manually applied
Credit reduces after use
Does not expire by default
Refund handled separately

Insurance Billing Upgrade

EOB-Based Patient Responsibility

Deductible, Coinsurance & Patient Owes

Capture patient responsibility with complete accuracy using separate fields for copay, deductible, coinsurance, and patient owes — each generating its own invoice automatically.

📋 Module

Billing → EOB, Appointment, Reports

👥 Users

Billing Staff, Insurance Coordinators

📅 Availability

October 2025 | All practices

🔧 Update Type

New Fields + Auto Invoice Logic

The Problem This Solves

All patient responsibility was previously stored in one field — making reporting unclear and requiring manual invoice creation.

The Four Responsibility Fields

Field	Meaning	Example
Copay	Fixed visit fee	$20 per visit
Deductible	Patient pays before insurance	$50 remaining deductible
Coinsurance	% after deductible	20% of $80 = $16
Patient Owes	Total responsibility from EOB	$16 from insurer

Key Change

One field → now four separate fields
→ Each field generates its own invoice automatically
→ Full transparency for patients and billing teams

EOB Entry Fields

Field	What to Enter
Allowed Amount	Insurance-approved amount
Copay	Collected at visit
Deductible	Patient responsibility before coverage
Coinsurance	Percentage-based share
Patient Owes	Total from EOB
Insurance Paid	Amount insurer paid
Write-Off	Billed vs allowed difference

⚠ Validation

Total amounts cannot exceed the allowed amount. All values must be numeric and positive.

Invoice Generation Logic

One field entered = One invoice generated

Copay → Copay Invoice
Deductible → Deductible Invoice
Coinsurance → Coinsurance Invoice
Patient Owes → Patient Owes Invoice

Scenario Example

Service

$100 billed, $80 allowed

Coinsurance

20% = $16

Insurance

Pays $64

Result

Separate invoices created

Editing Rules

Status	Can Edit?
Not Created	Yes
Created	No
Paid	No
Partial	No

Eligibility Enhancements

Eligibility now shows full benefit breakdown:

• Deductible (met + remaining)

• Copay per visit

• Coinsurance %

• Patient responsibility

Where It Appears

Screen	Usage
Appointment Billing	Invoice breakdown
Patient Payments	Line-item invoices
Statements	Patient clarity
Ledger	Audit tracking
Reports	Financial analytics

Key Rules

⚠ Critical

Each responsibility type must be tracked separately. Combined billing is no longer supported.

Each field creates its own invoice
No combined patient responsibility
Editing locked after invoice creation
Improves audit and reporting accuracy
Enhances patient billing transparency

Clinical Intelligence Feature

Preventive Care + Risk Alerts

Risk Assessment & Preventive Health Screening

Automatically track preventive screenings and detect clinical risks in real time using guideline-based triggers from labs and vitals — ensuring no critical condition is missed.

📋 Module

Settings → Guidelines | Patient Dashboard

👥 Users

Providers, Care Managers

📅 Availability

October 2025 | All practices

🔧 Includes

Guidelines, Screening, Risk Alerts

The Problem This Solves

Preventive screenings and abnormal clinical values are often missed in busy workflows. This system ensures screenings are tracked and risks are flagged instantly.

Two Connected Features

📋 Health Screening

Tracks due and overdue tests
Based on age, ICD, frequency
Provider-driven workflow

🚨 Risk Assessment

Auto-triggers from labs & vitals
Flags abnormal values
Immediate clinical alerts

Guideline Setup

Configure in Settings → Screening Guidelines
Define age range, frequency, ICD codes
Applies automatically to patients

Guideline Types

Type	Examples
Vitals	BP, BMI
Vaccination	Flu, Pneumococcal
Screening	Mammogram, A1C
Others	Counselling, Risk reviews

Health Screening Table

Column	Meaning
Test Name	Screening test
Due Date	System calculated
Status	Due / Overdue / Done
Type	Guideline category

Screening Actions

Order

Create lab request

Notify

Send patient alert

Done

Mark complete

⚠ Rule

Order → Notify → Done sequence is enforced

Risk Assessment Table

Field	Description
Test Name	Triggered test
Source	Lab or Vitals
Value	Recorded value
Status	Risk level

Risk Levels

🔴 High Risk → Immediate action
🟡 Moderate Risk → Monitoring needed
⚠ Abnormal → Review required

Trigger Sources

Risks are triggered automatically from:

• Lab results

• Vitals recorded during visits

Risk Actions

Action	Purpose
Details	View full risk info
Care Plan	Create treatment plan
Schedule Visit	Book follow-up

End-to-End Workflow

Admin sets guidelines
System assigns screenings
Provider orders test
Lab result received
System triggers risk alert
Provider takes action

Key Rules

⚠ Critical

Risk alerts do NOT replace clinical judgment — providers must still review all results.

Guidelines apply automatically
Due dates are system-controlled
Risk triggers are automatic
Notify can only be sent once
All actions are tracked

Billing Correction Feature

Full & Partial Refund Workflow

Refund Module

Process full or partial refunds with complete audit tracking, automatic patient notifications, and built-in credit-first logic — all within a single controlled workflow.

📋 Module

Billing → Refund

👥 Users

Billing Staff, Practice Managers

📅 Availability

October 2025 | All practices

🔧 Includes

Refunds, Credit Logic, Audit, Reports

The Problem This Solves

Refunds were previously handled outside the system — with no tracking, no audit trail, and no visibility. This module centralizes and automates the entire refund process.

Where Refund Can Be Initiated

Entry Point	Use Case
Billing Section	Invoice review
Total Balance	Account-level review
Appointment Balance	Visit-level refund
Patient Page	Direct invoice refund

Refund Types

💯 Full Refund

Refunds entire amount
Amount auto-filled
Field locked

➗ Partial Refund

Refund specific amount
Editable field
Multiple allowed

Refund Methods

Method	Behavior
Cash	Manual refund outside system
Cheque	Manual issuance
Card	Auto-refund via payment gateway

⚠ Critical

Card refunds are processed instantly and cannot be undone after submission.

Credit Balance Logic

Refunds always use patient credit FIRST, then remaining amount is issued as actual refund.

Full credit → no cash/card issued
Partial credit → remaining refunded
No credit → full refund issued

Refund Workflow

Open invoice

Select refund entry point

Select type

Full or Partial

Enter details

Amount, method, reason

Submit

System processes refund

What Happens After Submit

Invoice updated
Patient balance adjusted
Credit balance updated
Audit log created
Email sent to patient
Refund report updated

Refund Report

All refunds are tracked in Reports → Refund Report with filters, export, and email resend options.

Patient Portal View

Refund amount
Date
Method
Invoice reference

Validation Rules

Error	Reason
Invalid amount	Must be numeric
Exceeds paid amount	Not allowed
Missing reason	Mandatory field

Key Rules

⚠ Critical

Refunds are restricted to authorized billing users only.

Credit applied before refund
Partial refunds allowed multiple times
Full refund locks amount
Card refunds irreversible
All actions logged

Clinical Workflow Feature

Orders → Results → Sign-off

Imaging Menu

Manage the complete imaging lifecycle — from order creation to result review and physician sign-off — all within the patient record with full traceability.

📋 Module

Patient Details → Imaging

👥 Users

Providers, Radiologists, Coordinators, Billing

📅 Availability

October 2025 | All practices

🔧 Includes

Orders, Results, Imaging Catalogue

The Problem This Solves

Imaging workflows were fragmented across paper orders, external systems, and disconnected files — with no clear status tracking or linkage to patient records.

Three Core Tabs

📋 Imaging Orders

Create and track orders
Monitor status
Import results

📄 Imaging Results

Review results
Sign-off workflow
Finalised reports

⚙️ Imaging Test

Configure imaging types
Define tests catalogue
Required before ordering

Imaging Order Workflow

Add order

Select imaging type

Select tests

One or more tests

Add diagnosis

ICD codes

Set priority

Routine / Stat / Urgent

Save

Status = Pending

Order Status Logic

Status	Meaning
Pending	No results uploaded
Partial	Some results uploaded

⚠ Critical Rule

Orders move to Imaging Results ONLY when all test results are uploaded.

Importing Results

Select specific test
Enter radiologist name
Upload file
Save result

Supported File Types

Type	Use
JPEG / PNG	Images
PDF	Reports
DCM	DICOM medical imaging

DCM files open automatically in the built-in DICOM Viewer — no external software required.

Result Review Workflow

Open result

Status = Not Signed

Review

View image/report

Sign

Add findings + save

Result Status

Status	Meaning
Not Signed	Awaiting review
Signed	Finalised

Imaging Catalogue Setup

Create Imaging Types (Radiology, MRI, etc.)
Add tests under each type
Required before providers can order

Structure Example

Radiology → Chest X-Ray, Spine X-Ray
MRI → Brain MRI, Knee MRI
Ultrasound → Abdominal, Pelvic

End-to-End Workflow

Admin sets up catalogue
Provider creates order
Staff uploads results
System tracks status
Provider reviews and signs
Final report stored in patient record

Key Rules

⚠ Critical

One order = one imaging type. Multiple tests allowed within that type only.

Orders move forward only (no rollback)
Partial status until all results uploaded
Results must be signed to finalize
DICOM handled internally
Setup required before use

Clinical Coordination Feature

Care Plans + Monitoring + Tasks

Care Plan, Care Goals, Monitoring & Tasks

Structure patient care with team-based goals and track ongoing monitoring activities with scheduled actions — enabling coordinated, continuous care across providers.

📋 Modules

Care Plan | Monitoring & Tasks

👥 Users

Providers, Care Coordinators, Clinical Staff

📅 Availability

October 2025 | All practices

🔧 Includes

Goals, Team Access, Monitoring, Notifications

The Problem This Solves

Patient care is often fragmented across providers with no structured coordination, no clear goals, and no consistent tracking of ongoing activities.

Two Connected Modules

📋 Care Plan

Defines treatment programme
Assigns care team
Sets goals and outcomes

📅 Monitoring & Tasks

Tracks ongoing activities
Schedules recurring checks
Logs actions per occurrence

Care Plan Workflow

Create plan

Name + ICD codes

Set dates

Start and end period

Assign team

Primary + additional providers

Add goals

Define outcomes

Activate

Status becomes Active

Care Plan Statuses

Status	Meaning
Draft	Not active yet
Active	In progress
Inactive	Paused
Cancel	Stopped

Care Team Access Rules

⚠ Critical

Only care team members can create, manage, and be assigned to goals.

Team members can create goals
Only team members can be assigned
Non-team providers cannot manage goals

Care Goals

Field	Description
Description	Goal definition
Target Outcome	Expected result
End Date	Completion target
Assigned Provider	Responsible team member

Automatic Notifications

Goal end date reached
Provider added to plan
Goal assigned to provider
Care plan end date reached

Monitoring Activity Workflow

Create activity

Name + provider

Set frequency

Daily / Weekly / Monthly / Yearly

Add time slots

Multiple times allowed

Save

Activity created

Activity Actions

Action	Meaning
Done	Completed
Skip	Not completed
Comment	Add note
Reset	Clear status

Frequency Rules

Daily → repeats every day
Weekly → repeats weekly
Monthly → repeats monthly
Yearly → repeats yearly
Multiple time slots allowed

Care Plan + Monitoring Link

Monitoring activities can be linked to care plans, making them visible inside the care plan view for complete tracking.

End-to-End Workflow

Create care plan
Add team and goals
Create monitoring activity
Link to care plan
Track scheduled actions
Complete goals and close plan

Key Rules

⚠ Critical

Monitoring activities must follow frequency rules — time slots cannot cross frequency boundaries.

Care plan required for team coordination
Monitoring link is optional
Multiple goals supported
Multiple activities supported
All actions tracked and auditable

Release Note

October Release 2025

Feature Release: Patient Waitlist

Overview

Calendar Enhancements

Add Waitlist Pop-Up

Smart Transfer Logic

Over-Date Tracking

Real-Time Notification

Appointment Profile Enhancements

Enhanced filter options are also available for easier navigation.Patient Portal Enhancements

Provider Notification & Workflow

Role-Based Access & Permissions

Key Benefits

How to Access

External Calendar One-Way Appointment Sync

How to Connect a Calendar

Vozo Appointment Actions and Calendar Sync

What the Calendar Event Shows

🔒 Shows

🚫 Does Not Sync

Task Management Revamp

What Has Changed

Board View — Kanban

List View — New

Inline Category and Status Management

Patient Portal Activation at Patient Registration

The Problem This Solves

What Is New in the Create Patient Popup

Step-by-Step: Adding a Patient with Portal Activation

Send or Skip — What Each Button Does

✅ Click “Send”

⏭️ Click “Skip for now”

The Send Templates Popup — All Options Explained

How This Fits With the Existing Intake Form Workflows

Quick Reference — The New Patient Onboarding Flow

Common Questions

Third-Party Integrations Module

Integration Categories and Initial Integrations

Each Integration Card Shows

Connection States Explained

Connected

Disconnected

Error

Flowsheets

What Is a Flowsheet?

📊 Vitals

📝 Forms

Where to Find Flowsheets

Default View on Load

Date Range Filter

Scrolling Behaviour

Hide and Unhide Rows

Export to CSV

End-to-End Workflow

Common Questions

Treatment Plan

What Is a Treatment Plan?

Plan Structure

📋 Plan Level

🎯 Goal → Objective → Intervention

Two Form Types

Plan List Columns

Goal Hierarchy Rules

Goal Status Tracking

Plan Status Behaviour

Comments & Signature

📝 Comments

✍ Signature

Reminder System

End-to-End Workflow

Key Rules

Measurement-Based Care (MBC)

What Is MBC?

Built-In Assessment Tools

Where to Access

👨‍⚕️ Provider

🧑‍💻 Patient

Assessment List View

Graph View

Enhanced filter options are also available for easier navigation.
Patient Portal Enhancements