Release Note

Waitlist
Calendar Sync
Task Management
Patient Portal
Integrations Module
Flowsheets
Treatment Plan
Measurement Tool
Dedicated Dashboard
Group Appointment
Vital Graph
Intake Forms
Growth Chart
Medication Refill
Membership Plan
Diet Recommendation
Batch Eligibility
Good Faith Estimate
Patient Estimate
Superbill
Credit Flow
Deductible Coinsurance
Preventive Health
Refund
Imaging
Care Plan
3rd Party Integrations
What’s New
Help & Support
Vital Graph & List View
Outcome Measures
Patient Care Checklist
Billing History
Date & Time Settings
Order Set
Telehealth Appointment Type
Referral Management
CPT code service with Duration
Lifestyle & Diet Recommendations
Care summary
Client Portal Access at Patient Registration
Multiple Document Upload
Appointment Profiles
Superbill Reporting and Document Settings
Batch Eligibility Verification
Good Faith Estimate
Flow Sheet
Care Plan Management
Treatment Plan
Intake Forms
Growth Chart
Imaging Menu
Dedicated Provider Dashboard
External Calendar One-Way Appointment Sync

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 NOTES

3rd Party Integrations

Product: Vozo EHR
Release Version: 2025.11
Release Date: November 2025
Release Type: New Feature

1. Overview

This release introduces the 3rd Party Integrations module under Settings, providing a centralized interface to manage external services connected to Vozo EHR.

The integration page organizes available third-party services into different integration categories, allowing users to connect and manage services for communication, scheduling, payments, virtual appointments, claims, and digital prescriptions.

Where to Find This Feature

Navigate to Settings from the left navigation menu.
Expand Account Settings.
Select Integrations.

Figure 1: Integrations page displaying the available third-party services across different integration categories.

2. Purpose

The 3rd Party Integrations feature provides a centralized location for connecting external services with the EHR.

Users can view available integrations, connect supported services, and manage integrations that are already connected to the system.

3. What’s New

3.1 Integration Management

The Integrations page displays third-party services as individual integration cards.

Each card provides:

Integration name
Integration description
Connect option for available integrations
Connected status for active integrations
Configuration and removal options where applicable

Figure 2: Integrations page showing connected and available third-party services.

3.2 Communication Integrations

The platform provides integrations for communication-related workflows, including:

Twilio – Supports automated SMS reminders, alerts, OTPs, and patient communication.
Email Notification – Supports appointment notifications, reports, and system alerts through email.
RingCentral – Supports Incoming and Outgoing Fax workflows within the EHR.

3.3 Calendar Integrations

Calendar integrations allow scheduling information to be synchronized with external calendar services.

Available integrations include:

Google Calendar – Syncs appointments and doctor availability.
Microsoft Outlook – Syncs appointments, schedules, and reminders.
Apple Calendar – Syncs appointments with Apple Calendar.

3.4 Video Consultation Integration

Zoom integration supports virtual appointment workflows by allowing users to schedule virtual appointments and automatically generate Zoom meeting links for patients.

3.5 Payment Integration

Stripe integration supports online payment and billing workflows.

The integration card displays the Connected status when the service is connected and provides options to:

Remove the integration
Edit Configuration

3.6 Claims Integration

Availity is available as a third-party integration for electronic insurance claim submission and claim workflow management.

3.7 Digital Prescription Integration

H2H Digital Rx supports digital prescription and pharmacy communication workflows within the EHR.

The integration can be connected from the Integrations page.

4. Integration Workflow

Navigate to Settings → Account Settings → Integrations.
Review the available third-party integrations.
Identify the required integration.
Select Connect.
Complete the required integration configuration.
Once successfully connected, the integration displays a Connected status.
Where supported, users can use Edit Configuration to update the integration settings or Remove to disconnect the service.

5. Key Benefits

Centralizes third-party integration management.
Provides a single location to view available integrations.
Supports different integration categories and business workflows.
Clearly displays the connection status of integrations.
Provides configuration management for connected services.
Enables communication, scheduling, payment, claims, virtual appointment, and prescription-related integrations.

6. Impact on Existing Workflows

The new Integrations module provides an additional centralized location for managing third-party services.

Existing EHR workflows can continue to operate independently, while supported external services can be connected through Settings → Integrations.

7. Known Limitations

Integration availability depends on the third-party services supported by the platform.
Configuration requirements may vary depending on the selected integration.
The available actions may differ between integrations.

RELEASE NOTES

What’s New

Product: Vozo EHR
Release Version: 2025.12
Release Date: December 2025
Release Type: New Feature

1. Overview

This release introduces the What’s New section, providing users with a centralized location to discover the latest product updates, announcements, and release information within Vozo EHR.

Users can access What’s New directly from the user profile menu and view the latest updates and release notes without leaving the application.

Where to Find This Feature

Click the User Profile icon in the top-right corner.
Select What’s New from the profile menu.
The What’s New window opens with the available update information.

Figure 1: User Profile menu showing the What’s New option.

2. Purpose

The What’s New feature provides an in-application communication channel for keeping users informed about recent product updates and important information.

It eliminates the need for users to look for product announcements separately and makes new information accessible directly from the EHR interface.

3. What’s New

3.1 What’s New Window

Selecting What’s New opens a dedicated window containing two tabs:

Latest Updates
Release Notes

The Latest Updates tab displays recent announcements with their publication dates and a brief description.

Figure 2: What’s New window showing the Latest Updates and Release Notes tabs.

3.2 Latest Updates

The Latest Updates tab provides users with recently published product and informational content.

Each update includes:

Update title
Publication date
Short description
Learn more option

Users can select Learn more to access additional information about an update.

The latest updates shown in the interface include content such as:

A Credentialing Checklist for Psychiatrists Joining Insurance Panels
ICANotes Alternatives: Documentation and Billing Features to Compare
EHR With RCM vs Standalone RCM Software: Comparison for Clinics
What Makes Insurance Credentialing So Difficult

3.3 Release Notes

The Release Notes tab provides access to product release information.

Users can switch from Latest Updates to Release Notes to view available release documentation.

3.4 Update Notification

A notification indicator is displayed when new information is available in the What’s New section.

This helps users identify that new content is available without having to manually check the section.

4. How to Access What’s New

Log in to Vozo EHR.
Locate the User Profile icon in the top-right corner.
Click the profile icon to open the user menu.
Select What’s New.
Review the content available under Latest Updates.
Select Release Notes to view release-related information.
Select Learn more on an update when additional information is required.

5. Key Benefits

Provides a centralized location for product updates and announcements.
Makes new information accessible directly within the EHR.
Separates general updates from release notes using dedicated tabs.
Displays publication dates for update visibility.
Provides direct access to additional information through Learn more.
Uses a notification indicator to highlight new content.

6. Impact on Existing Workflows

The What’s New feature is available through the existing user profile menu and does not alter existing patient, scheduling, billing, or clinical workflows.

Users can access the feature when they want to review recent updates or release information.

7. Known Limitations

The content displayed depends on the updates and release notes published to the What’s New section.

Additional information is available only where a Learn more option is provided.

RELEASE NOTES

Help & Support

Product: Vozo EHR
Release Version: 2025.12
Release Date: December 2025
Release Type: New Feature
Environment: Production

1. Overview

This release introduces the Help & Support feature, providing users with quick access to product assistance, support resources, and guided product information directly from the Vozo EHR dashboard.

The feature provides two primary options:

Get Support – Schedule time with the Vozo support team for product questions, setup assistance, onboarding, and general support.
Explore Vozo – Access a guided product tour to learn about key features and workflows within the application.

Figure 1: Help & Support panel displayed on the Vozo dashboard.

2. Purpose

The Help & Support feature is designed to make assistance easily accessible within Vozo EHR.

Users can obtain support or explore product functionality without having to navigate through separate support resources.

3. Help & Support Panel

Need Assistance? panel is available on the dashboard.

The panel provides:

Get Support button
Explore Vozo button
Quick access to assistance from within the application

4. Get Support

4.1 Support Appointment

Selecting Get Support opens the Vozo Support scheduling page.

Users can schedule a 30-minute appointment with the Vozo product support team.

The support session can be used for:

Product-related questions
Setup assistance
Onboarding
General support
Reviewing specific use cases
Getting assistance to maximize the value of Vozo

The scheduling page displays available appointment dates and time slots based on the selected timezone.

Figure 2: Vozo Product Support appointment scheduling page.

4.2 Appointment Scheduling

Users can:

Open the Get Support option.
Select an available date.
Review the available time slots.
Select a preferred appointment time.
Schedule the support session.

The support appointment is configured as a 30-minute session.

Google Meet video conference information is added after booking.

5. Explore Vozo

5.1 Quick Product Tour

Selecting Explore Vozo opens the Get Started with a Quick Product Tour! window.

The product tour provides guided access to important setup and workflow areas within Vozo.

Figure 3: Quick Product Tour window showing available guided setup options.

5.2 Guided Setup Options

The product tour includes guided options such as:

Set up your Personal & Facility info
- Enter personal information and configure facility details.
Users Setup
- Add and manage providers, staff members, and user roles.
Manage your Service Codes
- Manage existing service codes and add preferred service codes.
Patient Portal Configuration
- Enable and customize the patient portal.
Create and Customise Templates
- Create, manage, and organize templates to simplify workflows.
Add Patients and Schedule their appointments
- Add patient records and manage appointments and related details.

6. User Flow

Get Support

Dashboard → Get Support → Select Date → Select Time → Schedule Support Appointment

Explore Vozo

Dashboard → Explore Vozo → Select Guided Setup Option → Follow Product Guidance

7. Key Benefits

Provides quick access to Vozo support.
Allows users to schedule support sessions directly.
Supports product setup and onboarding assistance.
Provides a guided introduction to key Vozo workflows.
Helps users discover available product functionality.
Reduces the need to navigate outside the application to find assistance.

8. Impact on Existing Workflows

The Help & Support feature does not modify existing clinical, patient, scheduling, billing, or administrative workflows.

It adds an additional assistance layer that users can access when required.

9. Availability

The Help & Support feature is accessible from the Vozo dashboard through the Need Assistance? panel.

Users can independently choose between Get Support and Explore Vozo based on their requirement.

RELEASE NOTES

Vital Graph & List View

Product: Vozo EHR

Release Version: 2026.01

Release Date: January 2026

Release Type: New Feature(Clinical Feature)

Availability: All practices

1. Overview

This release adds interactive Graph and List views for a patient’s vital history, reachable directly from the Vitals card on the Patient Dashboard. Providers can review trends, inspect exact values, edit records, and export data without leaving the patient workflow.

Where to Find This Feature

1. Open a patient’s record→ Patient Dashboard

2. In the Vitals card, select View Graph or View List

2. Purpose

Previously, the Vitals card only showed the most recent reading, and reviewing history meant exporting data manually. This release adds trend analysis directly inside the workflow, in both a visual (Graph) and tabular (List) form.

3. What’s New

3.1 Accessing Graph and List views

The Vitals card on Patient Dashboard now includes a View Graph | View List control.

Figure 1: The Vitals card on Patient Dashboard, with View Graph | View List.

3.2 Graph View

Graph View plots one vital at a time – Blood Pressure is shown by default, with separate systolic and diastolic lines – across up to the last 30 recorded dates. Threshold lines mark the normal range, and hovering a point shows its exact value and date.

Figure 2: Graph View, with tabs to switch between Blood Pressure, Temperature, Pulse, Weight, Height, and Respiratory Rate.

X-axis: dates with a recorded vital only
Y-axis: the measurement scale for the selected vital
Threshold lines: mark the normal range for that vital

3.3 List View

List View shows all six vitals together in a table, one row per date, with inline editing, printing, filtering by date range, and CSV export.

Figure 3: List View, with an Appointment Date range filter and Download CSV.

Filtering by Start Date and End Date shows only dates that have data, and export respects the active filter
Each row can be edited or printed individually

3.4 Editing a vital

Select the date row for the record to change
Choose Edit to open the record in a popup
Update the value and save – the change is logged with a timestamp and user for audit compliance

4. Vitals Covered

Blood Pressure – mmHg, normal range 90–120 / 60–80
Temperature – °F, normal range 97–99
Pulse – bpm, normal range 60–100
Respiratory Rate – breaths/min, normal range 12–20
Weight – kg/lbs, trend only (no normal range shown)
Height – cm/in, trend only (no normal range shown)

5. Graph vs. List, at a Glance

Purpose: Graph is for trend analysis; List is for record review
Data shown: Graph shows one vital at a time; List shows all six
Editing: not available in Graph; available in List
Printing: not available in Graph; available per record in List
Export: Graph exports the graph data; List exports to CSV
Switching between the two views is instant

6. Impact on Existing Workflows

The existing Flowsheet screen, which already offered vital trend data with date filtering and CSV export, is unchanged. Graph and List View add a faster path to the same kind of review directly from the Vitals card, without navigating to Flowsheet.

Figure 4: Flowsheet, the existing screen for reviewing and exporting vitals by date range.

7. Known Limitations

Graph View displays a maximum of 30 recorded dates and shows one vital at a time (Blood Pressure shows two lines).
Date-range filtering applies only in List View, not in Graph View.

8. Related Documentation

Flowsheet
Patient Dashboard

RELEASE NOTES

Outcome Measures

Product: Vozo EHR

Release Version: 2026.02

Release Date: February 2026

Release Type: New Feature

Availability: All practices

1. Overview

This release adds Outcome measures to the Documents tab: a clinical tracking system that uses standardized assessments to measure patient outcomes over time, calculate scores automatically, trigger alerts, and feed structured data into clinical workflows.

Where to Find This Feature

1. Open a patient’s record → Documents → Outcome Measures

2. Score Measure for the list view; Graph Measure for trends over time

2. Purpose

Outcome measure tracks patient progress using repeated, standardized assessments. Scores are calculated automatically, trends are visualized over time, and alerts are triggered when a response crosses a risk threshold – removing manual scoring and follow-up tracking from the provider’s workload.

3. What’s New

3.1 Accessing Outcome Measures from Documents

Assessments are reached from a patient’s Documents tab, alongside existing Documents and Lab Results tabs.

Figure 1: The Documents tab, with Outcome Measures alongside Documents and Lab Results.

3.2 Score Measure (list view)

Outcome Measures → Score Measure lists completed and due assessments, filterable by date range and status.

Figure 2: Score Measure: Date, Form Name, Score, Result, Status, and Actions.

Assessment / Form Name – the tool used
Date – completed or due date
Score – the latest calculated score
Status – shown as a severity flag (green / yellow / red)
Actions – view the assessment, add notes, or link to a plan or medications

3.3 Graph Measure (trend view)

Outcome Measures → Graph Measure plots a selected form’s scores over time, with a Download option for the underlying data.

Figure 3: Graph Measure: select a form to plot its trend, with Download.

Graphs display 3 -12 records; selecting a data point shows the detailed responses behind that score.

4. Built-In Assessment Tools

PHQ-9 – depression severity and suicide risk
GAD-7 – anxiety tracking
AUDIT-C – alcohol use risk screening
C-SSRS – suicide risk / emergency detection
Fall Risk – mobility safety
Pain Scale – pain intensity tracking
PROMIS – quality-of-life outcomes
ADL / IADL – functional independence level

5. Where Patients Access Assessments

Providers assign and review assessments from the patient’s Documents → Outcome Measures tab
Patients complete assigned assessments from Patient Portal → Documents

6. Assignment Workflow

Open the patient and navigate to Outcome Measures
Assign one or more assessment tools
The patient completes it via the portal, or staff enter it directly
The score is calculated automatically as soon as it’s submitted

7. Alert Triggers

PHQ-9 question 9 scored above 0 – suicide alert
C-SSRS moderate or high – emergency alert
AUDIT-C above threshold – alcohol risk alert
Pain scored above 8 – severe pain alert
Fall Risk scored high – fall alert

8. Scoring Reference

PHQ-9 – 0–27, Minimal to Severe
GAD-7 – 0–21, Minimal to Severe
Pain Scale – 0–10, Mild to Severe
PROMIS – T-score, Normal to Severe

9. Clinical Integration

SOAP Notes – the score and severity are inserted automatically
Treatment Plan – scores link to treatment goals
Medications – scores support clinical decision-making

10. Key Rules

Scoring is fully automatic
Alerts trigger instantly on submission
A red flag indicates clinical attention is required
Trend graphs display 3-12 records
Custom assessments are supported in addition to the 8 built-in tools

11. Known Limitations

Graph Measure requires at least 3 recorded results before a trend is shown.

12. Related Documentation

Treatment Plan overview
SOAP Notes overview
Patient Portal overview

RELEASE NOTES

Patient Care Checklist

Product: Vozo EHR

Release Version: 2026.03

Release Date: March 2026

Release Type: New Feature (Patient Care Checklist)

Availability: All practices

1. Overview

Patient profiles now include a dedicated Care Checklist tab. Front desk and care teams can track onboarding and care tasks – such as Intake Complete, Patient Portal Access, Insurance/Eligibility Verification, and Consent/Acknowledgement – for each patient, and see completion progress at a glance.

Where to Find This Feature

Patient → select a patient → demographics Care Checklist tab

2. Purpose

Previously, tracking a patient’s intake and onboarding progress meant relying on manual notes or checklists outside of Vozo. The Care Checklist tab gives front desk and care teams one place, on the patient’s own profile, to check off tasks, see progress instantly, and know exactly when each item was completed.

3. What’s New

3.1 Care Checklist Tab

The Care Checklist tab sits alongside Patient Info, Patient Additional Info, Membership Plan, Contact, Additional Info, and Flags on the patient record. It shows a live completion percentage, a date range filter, and a table of checklist items.

Figure 1: Patient Care Checklist tab – progress bar (0 of 7 completed), date range filter, and checklist table with Created Date, Checked Date, and Action columns.

3.2 Completing Checklist Items

Selecting the checkbox next to an item marks it complete. The item’s text switches to strikethrough, its Checked Date is stamped automatically, and the progress bar updates instantly to reflect the new completion percentage.

Figure 2: Checklist with all items completed – progress bar at 100% (7 of 7), each item struck through with its Checked Date filled in.

3.3 Adding Checklist Items

Selecting + Add Items opens a popup where a new checklist item can be typed and queued with + Add. Multiple items can be queued before selecting Save to add them all to the patient’s checklist.

Figure 3: Patient Care Checklist popup – type an item name, select + Add to queue it, then Save to add it to the list.

3.4 Filtering by Date

The From and To date fields, together with Submit, let users narrow the checklist table to items created or checked within a specific date range.

4. Key Behaviors

Per-patient tracking – the checklist and its progress bar are specific to each patient and are not shared across patient records.
Automatic timestamping – Checked Date is filled in automatically the moment an item is marked complete; it isn’t entered manually.
Live progress – the completion percentage and “X of Y completed” count update immediately as items are checked or added.
Completed items are locked – once an item is checked off, its edit option is no longer available; it can still be deleted.
Multiple items per save – the Add Items popup supports queuing several checklist items before saving them all at once.

5. End-to-End Usage

Open the patient record

Go to Patient, select a patient, then open the Care Checklist tab.

Review current progress

Check the completion percentage and existing checklist items.

Add new items

Select + Add Items, type each item name, and select + Add to queue it, then Save.

Check off completed tasks

Select the checkbox next to each item as it’s completed; the Checked Date and progress bar update automatically.

Filter or clean up

Use the date range filter with Submit to narrow the list, or remove items using the delete icon.

6. Known Limitations

Completed checklist items can no longer be edited – only deleted.
Checklist items are tracked per patient and are not available as reusable templates across patients.

7. Related Documentation

Patient profile overview
Demographics and Care Summary overview

RELEASE NOTES

Billing History

Patient → Patient Profile→ Billing History

Product: Vozo EHR

Release Version: 2026.04

Release Date: April 2026

Release Type: New Feature (Patient Billing History)

Availability: All practices

1. Overview

Patient profiles now include a Billing History tab, giving front desk and billing teams a per-patient view of invoices and refunds without leaving the patient record

Where to Find This Feature

1. Patient → select a patient → Billing History tab

2. Purpose

Previously, reviewing a patient’s billing and invoice history meant navigating to the Billing module separately from the patient’s chart. The Billing History tab surfaces that information directly on the patient profile, alongside Bill and Insurance, Care Plan, and other patient-level tabs.

3. What’s New

3.1 Billing History Tab

The Billing History tab sits on the patient profile’s left-hand tab list, below Bill and Insurance. It contains two views – Invoices and Refunds – with Invoices shown by default.

Figure 1: Patient → Billing History → Invoices. Filters for Invoice Status, Invoice ID, and date range sit above the Invoices List, which shows Invoice Date, Provider, Invoice Number, Status, and Invoice Amount.

3.2 Filtering Invoices

Invoices can be narrowed by Invoice Status, by searching a specific Invoice Id, or by setting a From/To date range. Selecting Update applies the selected filters and refreshes the Invoices List.

3.3 Invoices List Columns

Column	Description
Invoice Date	Date the invoice was generated
Provider	Provider associated with the invoice
Invoice Number	System-generated invoice ID
Status	Current invoice status
Invoice Amount	Total invoice amount

3.4 Refunds

A separate Refunds tab, alongside Invoices, shows the patient’s refund history in the same Billing History view.

4. Key Behaviors

Patient-scoped – Billing History only shows invoices and refunds for the currently selected patient.
Two views – Invoices and Refunds are separate tabs within Billing History; Invoices is the default view.
Filters apply on Update – changes to Invoice Status, Invoice Id, or the date range take effect only after selecting Update.
Empty state – when no invoices match the current filters, an empty-state illustration is shown in place of table rows.

5. End-to-End Usage

Open the patient record

Go to Patient, select a patient, then open the Billing History tab.

Choose a view

Stay on Invoices (default) or switch to Refunds.

Filter as needed

Set Invoice Status, search an Invoice Id, or choose a From/To date range.

Apply filters

Select Update to refresh the list with the selected filters.

Review results

Check Invoice Date, Provider, Invoice Number, Status, and Invoice Amount for each record.

6. Known Limitations

This release note covers the Invoices view in detail; the Refunds tab layout is not documented here.

7. Related Documentation

Billing and invoices overview
Bill and Insurance tab overview

RELEASE NOTES

Date & Time Settings

Product: Vozo EHR

Release Version: 2026.05

Release Date: May 2026

Release Type: Feature Enhancement

Availability: Production, all regions

1. Overview

This release adds a Time Zone Settings page under Account settings, letting an account set its time zone and date display format, and mark each as the default used across the account.

Where to Find This Feature

1. Settings → Account settings → Time Zone Settings

2. Purpose

Time zone and date format previously had no dedicated, account-level setting. This page gives administrators a single place to set both and confirm them as the account default.

3. What’s New

Time Zone Settings offers two dropdowns and two checkboxes, saved together with Save information.

Figure 1: Time Zone Settings with Asia/Kolkata and MM-DD-YYYY selected, Default Time Zone and Default Date Zone unchecked.

Time zone dropdown – selects the account’s time zone (for example, Asia/Kolkata or America/Adak)
Date format dropdown – selects how dates display (for example, MM-DD-YYYY or MM/DD/YYYY)
Default Time Zone – marks the selected time zone as the account default
Default Date Zone — marks the selected date format as the account default
Save information saves the selected time zone, date format, and default settings

Figure 2: Time Zone Settings with America/Adak and MM/DD/YYYY selected, and both Default Time Zone and Default Date Zone checked.

4. Related Documentation

Account settings overview
Facility Information overview

RELEASE NOTES

Order Set

Product: Vozo EHR

Release Version: 2026.06

Release Date: June 2026

Release Type: New Feature

Availability: Production, all regions

1. Overview

This release adds Order Set under Patient: a way to bundle multiple order types – labs, medications, imaging, and more – tied to a diagnosis into a single reusable set, built through a 4-step wizard.

Where to Find This Feature

1. Patient → Order Set

2. Select Create Order Set to build a new one

2. Purpose

Ordering several related items for a common diagnosis previously meant creating each order individually. Order Set lets a practice define the standard group of orders for a diagnosis once, and build it in a single guided flow.

3. What’s New

3.1 Order Set list

Order Set is a new item in the left navigation under Patient, listing existing sets with a Create Order Set action.

Figure 1: The Order Set list, with Order Name, Linked Diagnosis, Specialty, Created Date, and Action.

3.2 Step 1: Info

Creating a set starts with its name, specialty, and the diagnosis it’s linked to.

Figure 2: Step 1, Info: Order Set Name, Specialty, Link Diagnosis, Description, and Comments.

Order Set Name and Link Diagnosis are required; Specialty, Description, and Comments are optional
Comments capture the reasoning behind the set and are visible across all items in it

3.3 Step 2: Select Order Type

The next step chooses which categories of order will be part of the set. Only the categories selected here appear in the following step.

Figure 3: Step 2, Select Order Type: 13 available categories to choose from.

Figure 4: Lab selected as an order type for this set.

Lab, Medication, E-Prescription, Allergies, Immunization, Patient Flag
Imaging, Assessment, Template, Treatment Plan, Health Screening, Diet Recommendation, Patient Education

3.4 Step 3: Configure Orders

For each selected category, Add opens a form specific to that order type.

Figure 5: Step 3, Configure Orders: the Lab category before any items have been added.

For Lab, the form captures Ordering Provider, Order Date, Order Type (Internal or External), Internal Time Collected, Lab, Map Diagnosis, and Lab Test.

Figure 6: Adding a lab order within the set.

Next stays disabled on this step until at least one item has been added

3.5 Step 4: Review & Save

The final step is to verify the complete order set and apply it, closing out the 4-step wizard (Info → Select Order Type → Configure Orders → Review & Save).

4. Related Documentation

Lab Order overview
Treatment Plan overview
Imaging Menu overview

RELEASE NOTES

Telehealth Appointment Type

Product: Vozo EHR

Release Version: 2025.11

Release Date: November 2025

Release Type: Feature Enhancement

Availability: Production, all regions

1. Overview

Schedule Appointment now offers Telehealth as a visit type, alongside Appointment and Walk-in, so a virtual visit can be booked directly from the same scheduling flow used for in-person visits.

Where to Find This Feature

1. Schedule → Calendar → New Appointment (or the global “+ Create”)

2. In Schedule Appointment, choose Telehealth as the visit type

2. What’s New

The New Appointment form includes a visit-type selector with three options: Appointment, Telehealth, and Walk-in.

Figure 1: Schedule Appointment, with Telehealth selected as the visit type.

Telehealth sits alongside Appointment and Walk-in as a third visit-type option
The rest of the form is shared across all three visit types: patient, patient status, date and time, location, provider, facility group, visit reason, recurrence, room, service code, and duration
A CPT/service code (such as 90785, Interactive Complexity Add-on) can be attached to a Telehealth visit the same way as any other appointment

3. Related Documentation

Schedule and Calendar overview
Appointment Profiles overview

RELEASE NOTES

Referral Management

Product: Vozo EHR

Release Version: 2026.07

Release Date: July 2026

Release Type: New Feature

Availability: Production, all regions

1. Overview

This release adds Referral Management under Patient: a dedicated module for tracking referrals sent to other providers, referrals received, and the contact details of referring and receiving providers, all in one place.

Where to Find This Feature

1. Patient → Referral Management

2. Referral Out, Referral In, or Referral Contacts, depending on what you need

2. Purpose

Referrals previously had no dedicated tracking screen, making it hard to see the status of a referral or find a referring provider’s details quickly. Referral Management consolidates outgoing referrals, incoming referrals, and a shared contacts list into three tabs.

3. What’s New

3.1 Referral Out

Referral Out lists referrals sent to other providers, filterable by patient, referral by/to, status, and date range.

Figure 1: Referral Out: Patient, Referral By, Referral To, Referral Type, Date, Referral Status, and Action.

+ Referral Out opens a form to create one.

Figure 2: Add Referral Out: patient, referring and receiving provider, reason, requested diagnosis, date, and priority.

Figure 3: Add Referral Out, continued: notes, referrer diagnosis, insurance, and attachments.

Patient, Referral From, Referral To, Referral Reason, Requested Diagnosis, Referral Date, Priority, Referral Notes, Referrer Diagnosis, and Insurance are required
Referral To can be marked External or Internal
Response Notes, Response Diagnosis, and Response Attachments capture the outcome once the receiving provider responds
Diagnosis fields support ICD 9 or another selectable code type

3.2 Referral In

Referral In mirrors Referral Out for referrals received from other providers, with the same filters and list layout.

Figure 4: Referral In: the same list layout as Referral Out, for referrals received.

+ Referral In opens the equivalent form.

Figure 5: Add Referral In: patient, Referral By, Referral To, reason, requested diagnosis, date, and priority.

Figure 6: Add Referral In, continued: notes, referrer diagnosis, and attachments.

Fields mirror Referral Out, with Referral By identifying who sent the referral in
Referral From can be marked External or Internal

3.3 Referral Contacts

Referral Contacts is a shared directory of referring and receiving providers, searchable by name.

Figure 7: Referral Contacts: Name, Email, Phone, Fax, Specialty, NPI, and Action.

Add Contact opens a form to add a new provider to the directory.

Figure 8: Add Referral Contact: name, organization, contact details, specialty, NPI, and address.

First Name, Last Name, Email, Phone, and NPI are required
Organization, Fax, Specialty, and address fields are optional
Contacts saved here can be selected when creating a Referral Out or Referral In

4. Related Documentation

Patient Dashboard overview
Care Summary overview

RELEASE NOTES

CPT Service Code with Duration

Product: Vozo EHR

Release Version: 2026.06

Release Date: June 2026

Release Type: Feature Enhancement

Availability: Production, all regions

1. Overview

This release adds a Service Code field to the New Appointment form. Selecting a service code sets the appointment’s Duration automatically, so scheduling reflects the standard time for that procedure.

Where to Find This Feature

1. Schedule → Calendar → select an open time slot

2. New Appointment → Service Code

2. Purpose

Appointment duration previously had to be set without reference to the procedure being scheduled. Tying duration to the selected service code keeps scheduled time consistent with the actual service, reducing manual guesswork when booking.

3. What’s New

Selecting an open slot on the Calendar opens the Schedule Appointment form.

Figure 1: Schedule → Calendar: selecting an open time slot to start a new appointment.

The New Appointment form includes a Service Code field; choosing a code sets Duration for the appointment.

Figure 2: New Appointment: selecting a Service Code sets the Duration field (shown here as 15 mins).

Service Code opens a searchable list of codes to choose from
Duration updates based on the selected Service Code, and remains an editable field
Reason accepts up to 200 characters of free text
Send Appointment Notification, when checked, sends the patient a reminder before the appointment

4. Related Documentation

Schedule and Calendar overview

RELEASE NOTES

Lifestyle & Diet Recommendations

Patient → Lifestyle & Diet Recommendation

Product: Vozo EHR

Release Version: 2026.05

Release Date: May 2026

Release Type: New Feature (Lifestyle & Diet Recommendations)

Availability: All practices

1. Overview

Lifestyle & Diet Recommendations let providers assign structured lifestyle and diet guidance to a patient directly from the patient profile – either from a curated library of pre-built protocols or as a custom recommendation – and control which lifestyle categories the patient can see.

Where to Find This Feature

1. Patient → Patient Profile → Lifestyle & Diet Recommendation

2. Purpose

Previously, lifestyle and diet guidance had to be communicated to patients outside the patient record, with no structured way to track what was recommended or when. Lifestyle & Diet Recommendation centralizes this into the patient profile, so providers can quickly assign proven protocols or custom guidance, see a dated history of recommendations, and choose which lifestyle categories are visible to the patient.

3. What’s New

3.1 Lifestyle & Diet Recommendation Tab

Patient → [Patient] → Lifestyle & Diet Recommendation shows a calendar alongside an Add Diet Recommendation button and a Lifestyle Configuration button in the top right.

Figure 1: Lifestyle & Diet Recommendation tab – Add Diet Recommendation and Lifestyle Configuration buttons, with a date picker for reviewing recommendations by day.

3.2 Adding a Diet Recommendation

Selecting + Add Diet Recommendation opens a dropdown with two options: Select from Curated Library and Create Custom Recommendation.

Figure 2: Add Diet Recommendation dropdown – Select from Curated Library and Create Custom Recommendation.

3.2.1 Select from Curated Library

Opens the Curated Recommendation Library popup, listing pre-built protocols – including Mood Tracking Protocol, Stress-Reducing Activity Plan, Daily Mindfulness Practice, Evening Wind-Down Routine, Sleep Hygiene Protocol, Regular Exercise Routine, Daily Hydration Goal, Balanced Nutrition Plan, and Elimination Diet. Each entry has Recommend to Patient and View actions.

Figure 3: Curated Recommendation Library – browse and recommend curated health plans to patients.

Once a curated protocol is recommended, it appears in the patient’s timeline with the time it was added, its title, and its full description.

Figure 4: Assigned recommendation – Mood Tracking Protocol shown with time added, title, and description.

3.2.2 Create Custom Recommendation

Opens the Create Custom Recommendation popup, where a provider enters a Title and Description for guidance not covered by the curated library.

Figure 5: Create Custom Recommendation popup – Title and Description fields.

3.3 Recommendation Fields

Field	Description
Title	Name of the recommendation (required)
Description	Guidance shown to the patient for this recommendation
Time	Timestamp automatically recorded when the recommendation is added

3.4 Lifestyle Configuration

Selecting Lifestyle Configuration opens a popup to control which lifestyle categories are visible to the patient: Food, Activity, Mood, Measurement, Sleep, Water, and Bowel Movement.

Figure 6: Lifestyle Configuration popup – toggles for Food, Activity, Mood, Measurement, Sleep, Water, and Bowel Movement.

4. Key Behaviors

Two ways to add a recommendation – choose a pre-built protocol from the curated library or write a custom recommendation with its own title and description.
Dated recommendation history – each recommendation assigned to a patient is timestamped and stored in that patient’s Lifestyle & Diet Recommendation tab.
Curated library preview – the View action lets providers review a protocol’s full description before recommending it to the patient.
Configurable patient visibility – the Lifestyle Configuration popup independently toggles seven lifestyle categories on or off for the patient view.

5. End-to-End Usage

Open Lifestyle & Diet Recommendation

Go to Patient → [Patient] → Lifestyle & Diet Recommendation.

Start a new recommendation

Select + Add Diet Recommendation.

Pick a source

Choose Select from Curated Library or Create Custom Recommendation.

Assign the recommendation

For a curated protocol, select Recommend to Patient. For a custom recommendation, enter a Title and Description, then Save.

Configure visibility (optional)

Select Lifestyle Configuration to toggle which lifestyle categories the patient can see, then Save.

6. Known Limitations

Scope of this release note – this release note covers adding a recommendation and configuring lifestyle visibility; editing or deleting an existing recommendation is not detailed here.

7. Related Documentation

Patient Profile overview – how patient tabs and records are organized
Care Checklist overview – tracking care tasks alongside lifestyle recommendations

RELEASE NOTES

Care Summary

Patient → Care Summary

Product: Vozo EHR

Release Version: 2026.03

Release Date: March 2026

Release Type: New Feature (Care Summary)

Availability: All practices

1. Overview

Care Summary gives providers a single, at-a-glance clinical overview of a patient – active problems, allergies, medications, recent appointments, health screenings, vitals, immunizations, procedures, lab results, and more – with control over which categories are shown and the ability to export the summary.

Where to Find This Feature

1. Patient → [Patient Profile] → Care Summary

2. Purpose

Previously, getting a full clinical picture of a patient meant navigating across several separate tabs. Care Summary consolidates the most relevant clinical categories into one configurable dashboard, so providers can review a patient’s status at a glance and export it when needed, without hunting through the chart.

3. What’s New

3.1 Care Summary Dashboard

Patient → [Patient] → Care Summary displays the patient’s clinical information as a grid of cards – including Active Problems, Allergies, Current Medications, Recent Appointments, Health Screening, and Vital Signs – with Download and Configure Summary actions in the top right.

Figure 1: Care Summary dashboard – clinical categories shown as cards, with Download and Configure Summary actions in the top right.

3.2 Configuring the Summary

Selecting Configure Summary opens the Summary Configuration popup, where each clinical category can be toggled on or off. Categories include Problems, Allergies, Medications, Recent Appointments, Health Screening, Vitals, Immunizations, Procedure & Surgeries, Lab Results, Social History, Family History, Alerts & Clinical Warnings, Treatment Plan, Care Plan, and Care Team.

Figure 2: Summary Configuration popup – toggle which patient summary categories appear on the Care Summary dashboard.

3.3 Summary Categories

Category	Description
Active Problems	Patient’s current active problem list
Allergies	Recorded allergies and reactions
Current Medications	Medications the patient is currently prescribed
Recent Appointments	Most recent scheduled or completed visits
Health Screening	Completed and due health screenings
Vital Signs	Most recently recorded vitals
Immunizations	Immunization history
Procedure & Surgeries	Past procedures and surgical history
Lab Results	Recent lab result values
Social History	Lifestyle and social history relevant to care
Family History	Relevant family medical history
Alerts & Clinical Warnings	Active clinical alerts and warnings for the patient
Treatment Plan	Current treatment plan details
Care Plan	Active care plan details
Care Team	Providers and staff on the patient’s care team

4. Key Behaviors

Configurable categories – each of the 15 summary categories can be shown or hidden independently from the Summary Configuration popup.
Empty states – categories with no recorded data show a clear placeholder, e.g. “No Problems Added,” instead of an empty card.
Exportable summary – the Download action lets providers export the current Care Summary.
Card-based layout – each category is presented as its own card for quick scanning.

5. End-to-End Usage

Open Care Summary

Go to Patient → [Patient] → Care Summary.

Review the summary

Scan the category cards for the patient’s clinical status.

Configure categories (optional)

Select Configure Summary to open Summary Configuration.

Toggle categories

Turn individual categories on or off, then Save.

Export (optional)

Select the download icon to export the Care Summary.

6. Known Limitations

Scope of this release note – this release note covers viewing and configuring the Care Summary dashboard; adding or editing data within individual categories is not detailed here.

7. Related Documentation

Patient Profile overview – how patient tabs and records are organized
Demographics overview – core patient identity and contact information

RELEASE NOTES

Client Portal Access at Patient Registration

Product: Vozo EHR

Release Version: 2025.11

Release Date: November 2026

Release Type: Feature Enhancement

Availability: All practices, all regions

Overview

This release adds client portal access to the patient registration workflow. Front-desk staff can now enable a new patient’s portal directly from the Create Patient form, removing the need to complete a separate activation step after the

Where to Find This Feature

Top Navigation “ + Create” → Create Patient
Patient → Patients → “Create New Patient”
On the Create Patient form, toggle “Enable Client Portal Access” Before saving

Purpose

Portal access previously had to be enabled from a separate screen, after the patient’s record already existed. If this step was missed, forms assigned to the patient would not reach them, and the omission was often not discovered until the patient’s appointment. This release integrates portal access into registration, so the two steps cannot be separated.

What’s New

3.1 “Enable Client Portal Access” toggle

The Create Patient form includes a new toggle, off by default, that enables the patient’s portal access as part of creating the record. An inline note explains that enabling it allows forms and templates to be sent to the patient.

Figure 1 : The Create Patient form, with the new “Enable Client Portal Access” toggle.

3.2 Field requirements

Two existing fields are now flagged in relation to portal access:

Email Address — flagged “Required for Patient Portal.” Needed for portal invitations and form delivery.

Phone Number — flagged “Required for Patient Communication.”

Neither field is mandatory to create a patient record. The flags indicate what is needed for the related feature to function, not a hard validation requirement on the form.

3.3 Save options

Two completion actions are available on the form:

Save — creates the patient record with the details entered.

Save and fill out more details — create the patient record and contiue into the full patient profile.

Access Points

The Create Patient form is unchanged in how it is reached. It is available from:

Figure 2 : The “+ Create” button in the top navigation

Figure 3 : “Create New Patient” on the Patient List

Impact on Existing Workflows

This release adds a new entry point; it does not change or remove existing functionality. The following workflows continue to operate as before:

Portal activation from an existing patient’s profile.
Manual form sending from a patient’s Documents menu.

Known Limitations

An email address is required for portal invitations and forms to be delivered, even though the field is not mandatory on the form itself.

RELEASE NOTES

Multiple Document Upload

Product: Vozo EHR
Release Version: 2026.05
Release Date: May 2026
Release Type: Feature Enhancement
Availability: Production, all regions

1. Overview

This release enhances the Patient Documents module by introducing the ability to upload multiple documents in a single operation.

Users can select multiple supported files, review the selected documents, remove individual files if required, and upload the remaining documents together. This reduces repetitive upload actions and improves the efficiency of patient document management.

Where to Find This Feature

Navigate to Patient from the left navigation menu.
Select the required patient from the Patient List.
Navigate to Documents.
Click Upload Document.

Figure 1: Patient List with the Patient menu and patient record highlighted.

Figure 2: Patient Documents page with the Upload Document option highlighted.

2. Purpose

Previously, users had to upload documents individually. When multiple documents needed to be added to a patient’s record, the same upload process had to be repeated for each file.

The Multiple Document Upload enhancement allows users to select and submit multiple documents together, providing a faster and more convenient document management workflow.

3. What’s New

3.1 Multiple Document Upload

The Upload Document functionality now supports multiple files within a single upload session.

Users can:

Select multiple documents using Choose File.
Add documents through Drag & Drop.
Review all selected documents before uploading.
Remove individual documents using the X icon.
Upload all selected documents using a single Upload action.

Figure 3: Upload Documents window showing the Drag & Drop area and Choose File option.

3.2 File Upload Limits

The upload interface supports the following file restrictions:

Maximum 5 files per upload.
Maximum 10 MB total upload size.
Supported file formats:
- JPG
- PNG
- PDF

The upload interface displays these restrictions to users before they select their files.

3.3 Selected Document List

After files are selected, the system displays each document in the upload window.

The selected file list allows users to:

Review the documents selected for upload.
Identify individual files before submission.
Remove unwanted files using the X icon.
Continue with the remaining files without restarting the upload process.

Figure 4: Upload Documents window displaying multiple selected documents with individual remove options.

3.4 Upload Documents

After reviewing the selected documents, the user can click Upload to submit the files.

The system processes the selected documents as part of the upload operation.

Figure 5: Upload Documents window showing the Upload button after multiple files have been selected.

4. How to Upload Multiple Documents

Step 1: Open Patient List

Navigate to Patient from the left navigation menu and select the required patient from the Patient List.

Step 2: Open Documents

From the selected patient’s record, navigate to Documents.

Step 3: Select Upload Document

Click the Upload Document button available on the Documents page.

Step 4: Select Documents

The Upload Documents window opens.

Select Choose File to browse for documents or use the Drag & Drop area to add files.

Step 5: Select Multiple Files

Select the required documents.

A maximum of 5 JPG, PNG, or PDF files can be uploaded, with a 10 MB total size limit.

Step 6: Review and Remove Files

Review the selected document list. If any document is not required, click the X icon next to that document to remove it.

Step 7: Upload

After confirming the selected documents, click Upload.

Step 8: Verify Uploaded Documents

After the upload is completed, the documents can be accessed from the patient’s Uploaded Document List.

5. Key Benefits

Enables multiple documents to be uploaded in a single operation.
Reduces repetitive upload activities.
Supports both Choose File and Drag & Drop.
Allows users to review selected files before submission.
Allows individual files to be removed before uploading.
Provides clear file-format and upload-size restrictions.
Improves efficiency when adding multiple documents to a patient’s record.

6. Impact on Existing Workflows

This enhancement extends the existing Patient Documents upload functionality.

The existing Documents section remains available, and users can continue to access and manage patient documents through the existing workflow. The enhancement provides an additional option to upload multiple documents together.

7. Known Limitations

A maximum of 5 files can be selected in a single upload operation.
The combined file size cannot exceed 10 MB.
Only JPG, PNG, and PDF file formats are supported.
Documents must be selected through the Choose File or Drag & Drop functionality before they can be uploaded.

RELEASE NOTES

Appointment Profiles

Product: Vozo EHR

Release Version: 2026.05

Release Date: May 2026

Release Type: Enhancement (Appointment Profiles)

Availability: All practices

1. Overview

Appointment Profiles let practices configure reusable visit types – such as Telepsychiatry, Therapy Session, or Consultation – with a defined duration, color, payment profile, and linked billing template that is automatically applied during scheduling.

Where to Find This Feature

1. Schedule → Appointment Profiles

2. Purpose

Previously, visit-type details like duration, payment type, and billing codes had to be set manually for each appointment. Appointment Profiles centralize that configuration into a reusable visit type, so scheduling automatically applies the right duration, color coding, payment type, and billing codes every time.

3. What’s New

3.1 Appointment Profile List

Schedule → Appointment Profiles shows every configured visit type as a card, with a grid/list view toggle and an Add New Profile button in the top right.

Figure 1: Appointment Profile list – each card shows the profile name, duration, an active status indicator, Billing Profile, Payment Profile, and Created/Updated dates.

3.2 Creating an Appointment Profile

Selecting + Add New Profile opens the Create New Appointment Profile popup, where the visit type’s name, reason, color, duration, payment type, and billing template are configured.

Figure 2: Create New Appointment Profile popup – Name, Reason for Visit, Color, Duration, Payment Type, and Billing Template, with a note that the billing template’s diagnostic and procedure codes apply automatically.

3.3 Profile Fields

Field	Description
Name	Visit type name (required)
Reason for Visit	Default reason shown when scheduling this visit type
Color	Color used to identify this visit type on the schedule
Duration	Default appointment length, in minutes
Payment Type	Default payment method, e.g. Cash
Billing Template	Billing profile whose diagnostic and procedure codes apply automatically

4. Key Behaviors

Billing codes apply automatically – selecting a Billing Template auto-applies its diagnostic and procedure codes whenever this visit type is scheduled.
Only Name is required – Reason for Visit, Color, Duration, Payment Type, and Billing Template can be left at their defaults.
Visual identification – each profile’s color is used to distinguish visit types on the schedule and calendar.
Automatic timestamps – Created and Updated dates are tracked automatically for every profile.
Grid or list view – the Appointment Profile list can be toggled between a card grid and a list layout.

5. End-to-End Usage

Open Appointment Profiles

Go to Schedule → Appointment Profiles.

Review existing profiles

Browse configured visit types in grid or list view.

Add a new profile

Select + Add New Profile to open the creation popup.

Configure the visit type

Enter Name, Reason for Visit, Color, Duration, Payment Type, and Billing Template.

Save

The profile becomes available for scheduling appointments of this type.

6. Known Limitations

This release note covers creating a new Appointment Profile; editing or deleting an existing profile is not detailed here.

7. Related Documentation

Billing Profiles overview
Scheduling appointments overview

RELEASE NOTES

Superbill Reporting and Document Settings

Product: Vozo EHR

Release Version: 2026.08

Release Date: August 2026

Release Type: New Feature

Availability: Production, all regions

1. Overview

This release adds a dedicated Superbill Report for searching and reviewing generated superbills, along with a new Superbills section under document settings for controlling how superbills are branded and emailed – bringing superbills in line with the existing Invoice and Statement document controls.

Where to find this Feature

Reports → Superbill Report, to search and review generated superbills
Settings → Account Settings→Documents→Superbills, to configure branding and the default email

2. Purpose

Superbills previously had no dedicated report, making it hard to locate a specific superbill or review what had been issued over a date range without opening individual patient records. Superbills also had no document settings of their own, unlike invoices and statements, so practices could not customize the logo, footer, or default email text used when a superbill is sent. This release addresses both gaps.

3. What’s New

3.1 Superbill Report

A new Superbill Report is available under Reports. It lists superbills for a selected date range and can be filtered by patient, provider, facility, or a specific Superbill ID.

Figure 1: The Superbill Report, with patient, provider, facility, and Superbill ID filters, plus a date range and Update control.

The results list shows Patient, Date of Service, Provider, Facility, Superbill Date, Superbill ID, Billed Amount, and an Action column. The default date range on load is the past seven days; use From, To, and Update to change it.

3.2 Superbill document settings

A new Superbills section has been added under Settings → Documents, alongside the existing Invoices and Statements sections. It follows the same pattern already used for those document types.

Figure 2: The new Superbills section under Settings → Documents, with logo, footer, and default email controls.

Include Logo – toggles whether the practice logo (set under Practice Logo, above) appears on generated superbills
Footer Information – free-text footer printed on the superbill, defaulting to “powered by vozo”
Default Superbill Email – the From address, Subject, and Message used when a superbill is emailed to a patient, editable via the Edit link

4. Impact on Existing Workflows

This release adds new functionality; it does not change how invoices or statements are generated, reported, or configured. Their settings sections remain unchanged.

5. Known Limitations

The Superbill Report displays an empty state when no superbills match the selected filters or date range.

RELEASE NOTES

Batch Eligibility Verification

Product: Vozo EHR

Release Version: 2026.08

Release Date: August 2026

Release Type: New Feature

Availability: Production, all regions

1. Overview

This release adds Batch Eligibility under Patient, letting staff request insurance eligibility verification for multiple patients at once instead of checking each one individually, and track the status of those requests from a single screen.

Where to Find This Feature

Patient(Left Navigation) → Batch Eligibility
Use Prepare Batch to search and transmit; use Batch Status to track submitted request

2. Purpose

Eligibility verification was previously a per-patient action, which meant confirming coverage for a full day’s schedule required opening each patient’s record in turn. This release adds a way to select a group of appointments by facility, provider, and date range, and submit them together to a clearinghouse in one transmission, with a dedicated screen to track the outcome of each request.

3. What’s New

3.1 Prepare Batch

The Prepare Batch tab searches for appointments to include in a batch, using Patient, Provider, Facility, Appt From/To date range, Insurance Type, and X12 Partner (the clearinghouse the request will be transmitted through).

Figure 1: The Prepare Batch tab, with search filters and the Transmit Batch action.

Search results list each matching patient with DOB, Payer, Member ID, Appointment Date, Provider, and Facility. Rows can be selected individually or all at once, and Transmit Batch sends an eligibility check request for the selected patients to the chosen X12 Partner.

Insurance Type narrows the search to a specific coverage on file (for example, Primary), so a batch can target one type of coverage at a time.
X12 Partner selects which clearinghouse connection is used to transmit the request; it must be chosen before Transmit Batch can be used.
The checkbox column supports selecting individual rows or all results at once before transmitting.

3.2 Batch Status

The Batch Status tab tracks eligibility requests that have already been submitted. It can be filtered by Patient, Payer, Sent From/To date range, and Eligibility Status.

Figure 2: The Batch Status tab, showing the Batch Status view and Update control.

Results show Patient, Provider, Payer, Request Sent date, Updated Date, Status, and an Action column for reviewing an individual result.

Sent From/To filters by when the request was transmitted, independent of the appointment date used in Prepare Batch.
Eligibility Status filters results down to requests in a particular outcome state, making it easier to find the ones still awaiting a response.
Update refreshes the list against the current filters, which is useful after transmitting a new batch or when checking for status changes on pending requests.

3.3 How to run a batch eligibility check

Go to Patient → Batch Eligibility → Prepare Batch.
Set Facility, Provider, and the Appt From/To date range to define the appointments to check.
Optionally narrow further with Patient or Insurance Type.
Choose an X12 Partner to transmit through, then select Search to list matching patients.
Select the patients to include, then choose Transmit Batch to send the request.
Switch to Batch Status to monitor the request; use Sent From/To and Eligibility Status to locate it, and Update to refresh the results.

4. Key Benefits

Checks eligibility for a full day’s or week’s appointments in one transmission instead of one patient at a time
Centralizes tracking of submitted requests and their outcomes in Batch Status
Reduces the risk of an appointment going unverified before the visit
Keeps individual, per-patient eligibility verification available for one-off checks

5. Impact on Existing Workflows

This release adds a new, additional way to verify eligibility. The existing per-patient Eligibility Verification tab on a patient’s Insurance Coverage screen is unchanged and continues to work as before.

6. Known Limitations

Prepare Batch only returns appointments within the selected Appt From-Appt To range; broaden the range if an expected patient does not appear.

7. Related Documentation

Eligibility Verification (individual patient)
Insurance Coverage overview

RELEASE NOTES

Good Faith Estimate

Product: Vozo EHR

Release Version: 2026.08

Release Date: August 2026

Release Type: New Feature

Availability: Production, all regions

1. Overview

This release adds a Good Faith Estimate tab to the patient’s Insurance Coverage section, letting staff build and save an itemized cost estimate for a patient’s treatment directly from their record.

Where to find this feature

Open a Patient→Patients→ Click any Patient Name you want→Patient profile→ Insurance Coverage
Select the “Good Faith Estimate” tab, alongside Insurance Info, Eligibility Verification, and Prior Authorization

2. Purpose

Under the No Surprises Act, practitioners are required to provide uninsured and self-pay patients with a good faith estimate of expected charges before treatment. This release gives staff a structured way to produce that estimate – covering facility, provider, service dates, and itemized codes – without leaving the patient’s record or assembling the estimate manually.

3. What’s New

3.1 Good Faith Estimate tab

A new “Good Faith Estimate” tab appears under a patient’s Insurance Coverage section, alongside Insurance Info, Eligibility Verification, and Prior Authorization.

Figure 1: The new Good Faith Estimate tab under a patient’s Insurance Coverage section.

The form opens with an Estimate Name field, followed by an Information section covering:

Facility and Provider (both required), plus NPI
Date Provided (date and time)
Expiration Date
Service Date From / To, defining the estimate’s coverage window

3.2 Details of Services and Items

Estimates are built line by line in a required Details of Services and Items table. Each line captures a code type and service, a diagnosis code, quantity, and fee, with the line total calculated automatically.

Figure 2: Adding a line item: searching HCPCS codes and using “+ Add Items” for additional lines.

The Find HCPCS Codes search looks up the procedure or service code for a line
A matching diagnosis code can be searched and attached to the same line
“+ Add Items” adds further line items to the estimate
Total Estimate Cost sums all line totals automatically as items are added

An Additional Notes field is available for any context to include with the estimate. Save creates the estimate; Cancel discards the form.

4. Impact on Existing Workflows

This is a new tab within the existing Insurance Coverage section. Insurance Info, Eligibility Verification, and Prior Authorization are unchanged.

5. Known Limitations

Details of Services and Items is a required section – an estimate cannot be saved without at least one line item.

RELEASE NOTES

Flow Sheet

Product: Vozo EHR
Release Version: 2026.06
Release Date: June 2026
Release Type: New Feature
Availability: Production, all regions

1. Overview

This release introduces the Flow Sheet feature within the patient record. The Flow Sheet provides a centralized view for reviewing patient Vitals and Forms based on a selected date range.

Users can select the required vitals, specify a date range, submit the selection, review available records, and export the data as a CSV file.

Where to Find This Feature

Navigate to Patient from the left navigation menu.
Select the required patient from the Patient List.
Select Flow Sheet from the patient navigation menu.

Figure 1: Patient List and patient record navigation showing the Flow Sheet option.

2. Purpose

The Flow Sheet provides a dedicated interface for reviewing patient clinical information in a structured format. It allows users to review selected vital information based on a specific date range without navigating through multiple sections of the patient record.

3. What’s New

3.1 Flow Sheet

A new Flow Sheet page is available within the patient record.

The Flow Sheet includes:

Vitals tab
Forms tab
Select Vitals dropdown
From and To date fields
Submit button
Export as CSV option
High / Critical and Low / Warning indicators

Figure 2: Flow Sheet page showing the Vitals and Forms tabs, vital selection, date filters, Submit button, and Export as CSV option.

3.2 Vitals Selection

Users can select the required vital measurements from the Select Vitals dropdown to define which information should be displayed in the Flow Sheet.

3.3 Date Range

Users can specify a From and To date to retrieve records for the selected period. Selecting Submit applies the selected filters.

3.4 Status Indicators

The Flow Sheet provides visual indicators for:

High / Critical
Low / Warning

These indicators help users identify the status of displayed vital information.

3.5 No Records State

If no records are available for the selected vitals and date range, the Flow Sheet displays:

“No records available for the selected range.”

3.6 CSV Export

The Export as CSV option allows users to export the available Flow Sheet information in CSV format.

4. How to Use the Flow Sheet

Go to Patient from the left navigation.
Select the required patient.
Select Flow Sheet from the patient navigation.
Open the Vitals tab.
Select the required vitals from Select Vitals.
Select the required From and To dates.
Click Submit to retrieve the records.
Review the displayed information.
Click Export as CSV when a CSV copy of the data is required.

5. Key Benefits

Provides a centralized view of patient Flow Sheet information.
Allows users to select specific vitals for review.
Supports date-range-based record retrieval.
Provides visual indicators for High / Critical and Low / Warning values.
Displays a clear no-records state when applicable.
Allows Flow Sheet information to be exported as CSV.
Provides access to Vitals and Forms from a single interface.

6. Impact on Existing Workflows

The Flow Sheet is introduced as an additional option within the patient record. Existing patient navigation and clinical information sections remain available and unchanged.

7. Known Limitations

Records are displayed based on the selected vitals and date range.
If no records are available for the selected range, the system displays the no-records message.
The Flow Sheet currently provides Vitals and Forms tabs.

8. Related Documentation

Patient Record
Patient Vitals
Patient Forms
CSV Export

RELEASE NOTES

Care Plan Management

Product: Vozo EHR
Release Version: 2026.08
Release Date: August 2026
Release Type: New Feature
Availability: Production, all regions

1. Overview

This release introduces Care Plan Management within the patient record, providing a centralized workflow to create and manage patient care plans and associated monitoring activities.

Users can create care plans, define conditions and care goals, assign care team members and providers, configure monitoring activities, and schedule recurring monitoring times.

Where to Find This Feature

Navigate to Patient from the left navigation menu.
Select the required patient from the Patient List.
Select Care Plan from the patient navigation menu.

Figure 1: Patient Care Plan page showing the Care Plan and Monitoring & Tasks sections.

2. Purpose

Care Plan Management provides a structured way to define and manage patient-specific care plans and monitoring activities.

It enables healthcare teams to organize care plans around the patient’s conditions, assign responsible providers and care team members, define measurable goals, and establish monitoring activities with defined frequencies and schedules.

3. What’s New

3.1 Care Plan List

The Care Plan section provides a centralized list of care plans associated with the patient.

Users can:

View existing care plans.
Filter care plans by Status.
Filter by Provider.
Search for a care plan by name.
Create a new care plan using + New Care Plan.

The list provides information such as:

Care Plan Name
Patient
Primary Condition
Primary Provider
Care Team
Start Date
Status
Progress
Actions

3.2 Create New Care Plan

Users can create a new care plan by selecting + New Care Plan.

The care plan form includes:

Patient
Care Plan Name
ICD Codes
Start Date
End Date
Status
Care Team

Users can also add ICD codes and define the care team associated with the care plan.

Figure 2: New Care Plan form showing patient, care plan, ICD code, date, status, and care team fields.

3.3 Care Team Management

Care team members can be associated with a care plan through the Care Team section.

Users can:

Select care team members.
Add additional members.
Designate a member as the Primary Provider.

3.4 Care Goals

Care plans support the definition of specific Care Goals.

Users can add goals and provide information such as:

Goal Description
Target Outcome
Target Date
Assigned Provider

Multiple goals can be associated with a single care plan.

Figure 3: Care Goals section showing goal configuration fields and the Add Goal option.

3.5 Monitoring & Tasks

The Monitoring & Tasks section provides a centralized list of monitoring activities associated with patient care plans.

Users can:

View monitoring activities.
Filter activities by provider.
Search activities by name.
Create a new monitoring activity using + New Activity.

The monitoring list displays:

Activity
Description
Care Plan
Frequency
Provider
Tasks
Progress
Action

Figure 4: Monitoring & Tasks list showing filters, activity search, and New Activity option.

3.6 Create Monitoring Activity

Users can create a monitoring activity by selecting + New Activity.

The activity form includes:

Patient
Care Plan
Monitoring Name
Assigned Provider
Frequency
Start Date
End Date
Description

Figure 5: New Monitoring Activity form showing the activity configuration fields.

3.7 Monitoring Schedule

Monitoring activities can include scheduled times for recurring monitoring.

Users can add one or more schedule times using + Add Time. The configured times apply to the monitoring activity within the defined date range.

4. How to Manage a Care Plan

Go to Patient from the left navigation.
Select the required patient.
Open Care Plan.
Select + New Care Plan to create a care plan.
Enter the required care plan information.
Add ICD codes, dates, status, and care team members.
Add care goals and define their target outcomes.
Create the care plan.
Open Monitoring & Tasks to configure monitoring activities.
Select + New Activity.
Enter the monitoring activity details.
Select the care plan, provider, frequency, and date range.
Add monitoring schedule times when required.
Select Create Activity to save the monitoring activity.

5. Key Benefits

Provides centralized Care Plan Management within the patient record.
Supports structured creation and management of patient care plans.
Allows ICD codes to be associated with care plans.
Supports care team and primary provider assignment.
Enables definition and tracking of care goals.
Supports monitoring activities linked to care plans.
Allows monitoring frequency and date ranges to be configured.
Supports recurring monitoring schedules.
Provides filtering and search capabilities for care plans and monitoring activities.

6. Impact on Existing Workflows

Care Plan Management is introduced as an additional patient-level workflow.

The feature provides a dedicated location for managing care plans, care goals, care team members, and monitoring activities without changing the existing patient record navigation.

7. Known Limitations

Monitoring activities require the relevant activity details, provider, frequency, and date information to be configured.
Monitoring schedules are configured within the monitoring activity and apply to the defined date range.
Care plan and monitoring information is managed within the selected patient’s record.

RELEASE NOTES

Treatment Plan

Product: Vozo EHR

Release Version: 2026.05

Release Date: May 2025

Release Type: New Feature (New Main Menu Module)

Availability: All practices

Where to Find This Feature

1. Open a patient record → Patient → Treatment Plan

2. Select Create Treatment Plan, choose a template, and build out Goals, Objectives, and Interventions

1. Overview

This release adds Treatment Plan as a new module under Patient: a structured clinical document for defining patient problems, goals, objectives, and interventions, with progress tracking, reminders, provider comments, signatures, and PDF export for compliance and care coordination.

2. Purpose

Tracking goals, objectives, and interventions for ongoing care – particularly chronic care and mental health – previously had no dedicated, structured record within a patient’s chart. Treatment Plan provides a single module for building that structure, following progress over time, and producing a signed, exportable record.

3. What’s New

3.1 Creating a Treatment Plan

Treatment Plan is a new item under a patient’s record, alongside Insurance Coverage, Appointment, and other existing tabs.

Figure 1: The Treatment Plan tab, with the Create Treatment Plan action.

Selecting Create Treatment Plan opens a choice of starting templates.

Figure 2: Choosing a template: Standard Treatment Plan or Simple Treatment Plan.

3.2 Two form types

Standard Treatment Plan – structured Goal → Objective → Intervention format with goal tracking (shown as completed X of Y); best suited to chronic care and mental health.
Simple Treatment Plan – a lightweight, free-form text area instead of structured goals; best suited to quick notes.
The form type cannot be changed once a plan is saved.

3.3 Goals, Objectives, and Interventions

A Standard plan is built from a hierarchy: a Goal is the outcome, an Objective is a step toward it, and an Intervention is the action taken. Each goal captures a start date and status, and Add New Goal adds further goals to the same plan.

Figure 3: Defining a goal: Goal, Start Date, Status, and its first objective.

Each objective adds a target date, status, and one or more interventions, and Add SMART Objective / Add Intervention extends the structure further within a goal.

Figure 4: Adding an intervention to an objective, and starting the plan’s Clinical Summary.

A Standard plan cannot be saved without at least one complete Goal → Objective → Intervention structure.
Deleting a Goal permanently removes all of its nested Objectives and Interventions.

3.4 Clinical Summary and Provider Comments

Below the goal structure, a Clinical Summary captures the expected treatment outcome, any additional clinical context, and provider comments, along with a treatment frequency and an optional reminder date.

Figure 5: The Clinical Summary section: expected outcomes, additional context, provider comments, frequency, and reminder date.

Comments are timestamped, editable, and kept as a chronological history.
A reminder set here triggers a notification at 12 AM on the chosen date and shows as an icon in the plan list; it can be cancelled at any time.

3.5 Provider attestation and completing a plan

Finishing a plan requires the provider to confirm two attestation statements – medical necessity and accuracy of the information – before signing.

Figure 6: Provider Attestation checkboxes and the Sign & Attest action, alongside Save as Draft and Cancel.

Save as Draft keeps the plan editable without attestation or a signature.
Sign & Attest records the provider’s name and date, which then appears on the plan’s PDF export.
The signature remains editable even after the plan is marked Completed.

4. Plan and Goal Status

Goal status is tracked independently of plan status:

Goal status: In Progress, Completed, or Cancelled. Completing every goal does not automatically complete the plan.
Plan status: In Progress is fully editable; Completed locks the plan except for the signature; Cancelled locks it entirely.
Any change needed after a plan is Completed requires creating a new plan; the end date is auto-calculated, and each plan has a single owning provider.

5. Known Limitations

Form type (Standard or Simple) cannot be changed after a plan is saved.
Deleting a Goal also deletes its Objectives and Interventions, with no separate confirmation per item.

RELEASE NOTES

Intake Form Sending

Product: Vozo EHR

Release Version: 2026.04

Release Date: April 2026

Release Type: Patient Management Feature

Availability: All practices

1. Overview

This release adds automated and manual delivery of intake forms through the Documents tab: forms send automatically the first time a new patient’s portal is activated, and staff can send forms manually to any patient at any time.

Where to Find This Feature

1. Patient → open a patient’s record → Documents

2. Select Send Intake Forms to send manually at any time

3. Settings → Template Library to configure which forms send automatically

2. Purpose

Intake forms were previously handled on paper, as email attachments, or missed altogether. This feature automates form delivery, tracking, and storage, so completed forms flow directly into the patient’s chart without manual data entry.

3. What Are Intake Forms

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

4. What’s New

4.1 Sending forms from a patient’s Documents tab

The Documents tab now includes a Send Intake Forms action alongside Upload Document.

Figure 1: The Documents tab, with Send Intake Forms.

Selecting it opens a template selector for that patient.

Figure 2: The send dialog: (1) search to add further templates, (2) Send to deliver the selected forms.

The dialog pre-selects the practice’s configured templates, and Search documents adds any other form from the library
Require patient to Sign makes a signature mandatory on the selected forms before the patient can submit them
Send delivers the forms immediately; Cancel closes without sending

4.2 Automated sending for new patients

Forms send automatically the first time a new patient’s portal is activated, using the practice’s configured template set.

Create the patient, entering a valid email and other details
Enable portal access, which triggers the automated send
The patient receives forms by email and a portal notification
The patient completes and submits the forms digitally
Automation triggers only once – the first time the portal is activated for that patient

4.3 Manual sending for any patient

Open the patient’s profile and go to the Documents menu
Select Send Intake Forms to open the form selector
Choose the default templates, additional forms, or both
Send delivers the forms to the patient instantly

Manual sending works for any patient at any time, including re-sends or forms the automated send didn’t cover.

4.4 Template configuration

Administrators define which forms are sent automatically to all new patients.

Configured under Settings → Template Library
The configured set applies to all patients going forward
Templates can be edited but not deleted
Changes to the configuration only affect future sends, not forms already delivered

5. Patient and Staff Experience

5.1 What the patient sees

An email containing the portal login link
A login step to access the assigned forms
Mobile-friendly forms to fill out
A confirmation message after submitting

5.2 Staff review workflow

A notification alerts staff when a submission comes in
Staff review the submitted forms for completeness
Accepting the submission finalizes it
Accepted data is automatically saved to the patient’s chart

6. Known Limitations

Sending forms, automated or manual, requires the patient’s portal to be active.
The automated send fires only once, on first portal activation – later needs go through the manual workflow.

RELEASE NOTES

Growth Chart

Product: Vozo EHR

Release Version: 2026. 05

Release Date: May 2026

Release Type: Pediatric Feature

Availability: All practices

1. Overview

This release adds Growth Chart to the patient record for children aged 0 – 5 years. Every recorded measurement is plotted automatically against WHO percentile curves, giving an instant visual read on a child’s growth without manual calculation.

Where to Find This Feature

1. Open the record of a patient aged 0–5 → Patient

2. Left navigation → Growth Chart

2. Purpose

Pediatric growth tracking requires comparing measurements against WHO standards. Without an integrated chart, providers previously relied on external tools or manual calculation, adding workload and risk of oversight. Growth Chart plots each measurement automatically as soon as it’s recorded.

3. What It Does

Automatically plots a child’s recorded measurements
Displays WHO percentile curves for reference
Shows growth trends over time
Includes a measurement history table alongside each chart

4. What’s New

4.1 Accessing Growth Chart

Growth Chart is a new item in the left navigation on a patient’s record.

Figure 1: Growth Chart in the left navigation, with the Recorded Measurements table below the chart.

4.2 Chart tabs

The chart loads automatically for the patient’s gender, with four tabs covering different measurements:

Figure 2: The Growth Chart for a patient, showing the Length / Height for Age tab with WHO percentile curves.

Length / Height for Age – height vs. age; the baseline growth trend
Weight for Age – weight vs. age; for detecting under- or overweight
Weight for Length – weight vs. height; for body proportion assessment
BMI for Age – BMI vs. age; for obesity and nutrition tracking

4.3 Reading the chart

WHO curves are the standard growth reference lines
The 50th percentile line represents average growth
The 25th – 75th percentile range is considered normal
Below the 3rd percentile may indicate a possible growth delay
Above the 97th percentile may indicate possible accelerated growth
The patient’s actual measurements are plotted as a blue dotted line

4.4 Age range filters

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

4.5 Measurement table

Each chart includes a table of exact measurement values and percentile ranges for every recorded visit, shown below the chart.

5. Key Rules

Weight is always displayed in pounds (lbs); WHO data in kilograms is converted automatically using lbs = kg × 2.20462.
Charts auto-adjust to the patient’s gender.
Growth Chart applies only to patients aged 0 – 5.
No manual data entry is needed for plotting – measurements are plotted in real time and percentiles calculated automatically.

6. Known Limitations

Growth Chart is not available for patients outside the 0 – 5 age range.

RELEASE NOTES

Imaging Menu

Product: Vozo EHR

Release Version: 2026.08

Release Date: August 2026

Release Type: New Feature

Availability: All practices

1. Overview

This release adds Imaging as a new item on the patient record, covering the full imaging lifecycle – order creation, result import, and physician sign-off – in one place, with full traceability back to the patient chart.

Where to Find This Feature

1. Open a patient’s record → Patient → Imaging

2. Imaging Orders to create and track orders; Imaging Results to review and sign off; Imaging Test to configure the catalogue

2. Purpose

Imaging workflows were previously fragmented across paper orders, external systems, and disconnected files, with no clear status tracking or linkage to the patient record. Imaging brings ordering, results, and sign-off into a single, tracked workflow.

3. What’s New

3.1 Accessing Imaging

Imaging is a new item in the left navigation on a patient’s record, with three tabs: Imaging Orders, Imaging Results, and Imaging Test.

Figure 1: Imaging in the left navigation, under Patient.

Imaging Orders – create and track orders, monitor status, import results
Imaging Results – review results and complete the sign-off workflow
Imaging Test – configure imaging types and the tests catalogue; required before ordering

3.2 Creating an imaging order

Imaging Orders lists existing orders with filters for test, status, provider, and priority, and an Add Image Order action.

Figure 2: The Imaging Orders tab, with Add Image Order.

Add Image Order captures the provider, facility, one or more tests (each with an image type), a diagnosis, priority, order date, and notes.

Figure 3: The Add Image Order form, with Add Test for including more than one test in the order.

Add order – select the imaging type
Select tests – one or more tests within that type
Add diagnosis – attach ICD codes
Set priority – Routine, Stat, or Urgent
Save – the order is created with status Pending

3.3 Order status

Pending – no results uploaded yet
Partial – some, but not all, results uploaded
An order only moves to Imaging Results once every test in the order has a result uploaded

3.4 Importing results

Results are imported against a specific test within an order: select the test, enter the radiologist’s name, upload the file, and save.

Figure 4: The Imaging Results tab, with test, status, provider, and imaging type filters.

JPEG / PNG – images
PDF – reports
DCM – DICOM medical imaging, which opens automatically in the built-in DICOM Viewer with no external software required

3.5 Reviewing and signing a result

Open the result – status starts as Not Signed
Review the image or report
Sign – add findings and save; status becomes Signed

A result must be signed to be considered finalized.

3.6 Imaging catalogue setup

Before providers can place orders, an administrator sets up the imaging catalogue: imaging types (such as Radiology or MRI) and the tests available under each.

Figure 5: The Imaging Test tab, with Add Image Type.

Figure 6: Adding a new image type by name.

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

4. End-to-End Workflow

Admin sets up the imaging catalogue
Provider creates an order
Staff upload results against the order’s tests
The system tracks status automatically
Provider reviews and signs the result
The final report is stored in the patient record

5. Key Rules

One order covers one imaging type; multiple tests are allowed within that type only
Orders move forward only – there is no rollback to an earlier status
An order stays Partial until every test result is uploaded
Results must be signed to be finalized
DICOM files are handled internally, with no external viewer needed

6. Known Limitations

Imaging types and tests must be configured in Imaging Test before providers can place an order.

RELEASE NOTES

Dedicated Provider Dashboard

Product: Vozo EHR

Release Version: 2026.08

Release Date: August 2026

Release Type: New Feature (New Menu)

Availability: All practices

1. Overview

This release adds a unified Dashboard that brings appointments, notes, forms, patient activity, and billing into a single screen, so providers and coordinators can see their day at a glance without opening separate modules.

Where to Find This Feature

1. Left sidebar → Dashboard (top icon, above Schedule)

2. Purpose

Previously, understanding a day’s workload meant opening Schedule, Notes, Forms, and Billing separately. Dashboard consolidates that information into one view, with direct navigation into each underlying module.

3. What’s New

3.1 Dashboard layout

Dashboard contains 8 cards arranged in a two-column grid. Each card shows its 3 most recent records and a View All link through to the full module.

Figure 1: Upcoming Appointments and Appointment Requests, at the top of the Dashboard.

Left column: Upcoming Appointments, Appointment Waitlist, Forms, Recent Patients
Right column: Appointment Requests, Unsigned Notes, Patient Portal Activity, Pending Invoices

3.2 Card reference

Figure 2: Appointment Waitlist and Pending Invoices, further down the Dashboard.

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

Figure 3: Patient Portal Activity and Recent Patients, at the bottom of the Dashboard.

3.3 Interactive actions

Appointment Requests – Accept, Modify, or Decline directly from the card
Waitlist – Edit, Delete, or Schedule directly from the card
Unsigned Notes – Edit and sign a note instantly from the card

Each card shows 3 recent records with column headers matching the full module; Select View All for the complete list.

4. Key Behaviors

Personalization – Dashboard shows data for the logged-in provider
Record count – 3 preview rows per card
Navigation – direct links into each module via View All
Refresh – reload the page to see the latest data
Permissions – what’s visible varies by user role

5. End-to-End Usage

Open Dashboard from the sidebar
Scan the cards to review appointments, notes, and alerts
Take action directly on a card, or open the full module
Use View All to navigate deeper into a specific workflow

6. Known Limitations

Dashboard data is live as of page load; reload the page to see newer records.
Visible cards and data can vary by user role and permissions.

RELEASE NOTES

External Calendar One-Way Appointment Sync

Product: Vozo EHR

Release Version: 2025.11

Release Date: November 2025

Release Type: New Feature (Calendar Sync)

Availability: All practices

1. Overview

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

Where to Find This Feature

1. Settings → Integrations → Calendar Connections

2. Purpose

Previously, providers had to check Vozo separately from their personal calendars to know their full schedule for the day. This release adds a one-way sync from Vozo to external calendars, so appointments created or changed in Vozo show up automatically wherever the provider already looks – without any manual re-entry.

3. What’s New

3.1 Supported Calendars

Vozo can sync appointments to three external calendar providers:

Google Calendar – connected via Sign in with Google
Outlook Calendar – connected via Sign in with Outlook
Apple Calendar – connected via a subscription link, since Apple does not support direct account sign-in

3.2 Connecting a Calendar

Calendar connections are managed from Settings → Integrations, alongside other third-party integrations such as Twilio, Email Notification, and RingCentral.

Figure 1: Settings → Integrations page. Google Calendar, Microsoft Outlook, and Apple Calendar each have their own Connect button.

Selecting Connect on Google Calendar or Outlook Calendar opens a sync options popup:

Figure 2: Google Calendar Sync popup – toggle appointment and availability sync, then Sign in with Google.

Figure 3: Outlook Calendar Sync popup – same toggles, authorized with Sign in with Outlook.

Apple Calendar does not use a sign-in popup. Instead, Connect opens a subscription link that the provider copies into Apple Calendar’s New Calendar Subscription dialog:

Figure 4: Apple Calendar Subscription Link popup, with step-by-step instructions and a Copy Link button.

3.3 Appointment Actions and Calendar Sync

Once a calendar is connected, the following Vozo actions sync automatically:

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.

3.4 What the Calendar Event Shows

Syncs

Appointment date
Start and end time
Provider name
Location
Appointment title

Does Not Sync

Clinical notes
Diagnosis
Billing data
Patient contact details

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

4. Key Behaviors

Sync direction – one-way only, Vozo EHR → external calendar. Vozo is always the master.
External edits are ignored – changes made directly in Google Calendar, Outlook Calendar, or Apple Calendar are not read back into Vozo. Always make schedule changes in Vozo.
One account per calendar type – a provider can connect one Google account, one Outlook account, and one Apple subscription at a time.
Disconnecting – stops future sync only; it does not delete already-synced events or make the external calendar the source of truth.
Apple Calendar is subscription-based- it is not yet possible to pull Apple Calendar events into Vozo.

5. End-to-End Usage

Go to Settings → Integrations
Choose a calendar tile – Google Calendar, Outlook Calendar, or Apple Calendar
Check whether it is currently Connected or Not Connected
Select Connect and authorise the account (Google/Outlook), or copy the subscription link and add it in Apple Calendar
Continue creating, updating, and cancelling appointments in Vozo as usual – connected calendars stay in sync automatically

6. Known Limitations

One-way sync only – edits or deletions made in an external calendar do not sync back to Vozo.
Only one account can be connected per calendar type.
Apple Calendar sync relies on a manual subscription link; Vozo cannot yet pull events from Apple Calendar.
Clinical notes, diagnosis, billing data, and patient contact details never appear in synced calendar events.

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