== IMPORTANT BelConnect UPDATE ==
New HIPAA Regulations
As you know, for more than a decade the Health Insurance Portability and Accountability Act (HIPAA) has regulated how a patient’s “protected health information” (PHI) may be handled by a health care professional. Some recent modifications and clarifications to the HIPAA regulations have ushered in some changes that will impact in our industry.
The original 2003 HIPAA regulations put in place a variety of requirements that remain in place today. For example, a Notice of Privacy Practices should be made available to patients (or posted in the office), and an Acknowledgment of receipt of the Notice should be obtained from patients. Also, a Business Associate Agreement should be put in place between your practice and third parties who may handle your patients’ PHI. Procedures should be implemented to make sure that the PHI that is handled in your offices is protected and shielded from view of others. Information regarding the HIPAA regulations is available through IHS and other sources, and we are pleased to announce that Beltone is preparing a HIPAA “Refresher Course” describing HIPAA’s key elements and best practices that will be made available by November.
The new regulations do implement some changes, especially relating to marketing. The attached guidance document was developed and distributed by the Hearing Industries Association (HIA), our industry’s principal trade association. It does an excellent job of describing the recent HIPAA changes as they relate to marketing.
In addition, Frequently Asked Questions are provided for additional clarification relating to the new HIPAA rules. Click here to download the FAQ.
As with all compliance matters we encourage you to consult your legal counsel as you develop your HIPAA compliance program. Click here to download the new HIPAA form.
BC3 Appointment Rule Set Changes
Appointment Procedure (Hearing Evaluation ONLY)
Appointment Edit Preference
Previously only administrators, systems support, or customer service could change user passwords. This was inconvenient to these users who had to look up and change passwords for everyone.
In response, we are implementing a two-part change that will give every user the ability to change their own password and completely remove visibility of passwords from BelNet. As the same login credentials are used for both BelNet and BelConnect, password changes will affect both applications.
This release implements the first part of the change. BelConnect users can now change their own passwords from the BelConnect login page. In the future, we will add the ability to change passwords from the BelNet login page and remove administrator access to view/change others’ passwords.
To change your password, go to the BelConnect login page and click Change Password.
The Change Password form loads. All fields are required.
Product Line Change
Promise 6 and Prime
We added three new columns for the new product line, Promise 6, Promise 6 MIC, and Prime to the following reports:
We added a new feature to the Marketing Source reports. Now there is a new table at the bottom of each report. The new table calculates the following percentages based on the report data.
All Invoices Reports
We added Delivery Date as a filter on the All Invoices and All Invoices New reports.
Voided Invoice Report
Previously, the system saved the invoice practitioner in the user who voided the invoice. The Voided Invoices report displayed this value.
Now the voided invoice report displays the user who voided the invoice in the Voided By field. Keep in mind that the Voided By user will only display for invoices voided after we corrected the issue.
Charts & Graphs Reports
Business Group Filter
We added the Business Group filter to the following Charts & Graphs Reports: Tests By Marketing Source, KPI Dashboard, and Product Mix.
You can now run these reports for All business groups, Beltone Only, Boscov, or ECH.
POS Admin Tool
Previously, invoices were not deleting correctly when deleted from the POS Admin Tool.
Now the error has been corrected.
We’ve added two additional tools to BelConnect to help track data changes.
The POS Audit Report shows all changes made an invoice along with the date of the change and who made it. To view the report, click the Audit button in the lower right corner of the invoice.
The Marketing Detail Audit Report shows all changes made to marketing detail, including adding editing expenses and uploading ads, along with the date of the change and who made it. To view the report, click the Audit link to the right of the marketing detail.
Marketing Source Reports
Previously the Marketing Source Reports returned data for all business groups.
Now you may select to include all or an individual business group.
House File and Mailing Labels Reports
Previously you could not filter the House File or Mailing Labels reports by a patient’s e-mail address.
Now there are 4 new filter fields, one for each of the four patient e-mail fields. *Note, if you enter an email address in the E-mail 1 field, it will only return patients who have that e-mail address saved in their E-mail 1 field. It will not return the patient if that email is saved in one of the patient’s other e-mail fields. It will search both e-mail addresses that are flagged as E-mail and as Do Not E-mail.
Previously, some users were encountering a server error when saving a Credit Memo.
Now the error has been corrected.
Marketing Sources & Marketing Admin
Previously there was a standard marketing source named “Other”.
Based on a request from the marketing department, the “Other” marketing source is being phased out. You will no longer be able to select it when saving/editing an appointment. In Marketing Admin you can still access the any marketing details saved to “Other” and enter/edit expenses, but you can no longer add new marketing details to the “Other” marketing source.
We’ve added two tools to BelConnect to help track data changes.
The Patient Audit Report shows all changes made to the Patient Information page along with the date of the change and who made it. To view the report, click the Audit button in the lower right corner of the page.
The Appointment Audit Report shows all changes made to an appointment along with the date of the change and who made it. To view the report, click the Audit button in the lower right corner of the appointment window. The report is available for both Patient and Non-patient appointments.
POS Admin Tool
Previously, when you clicked Delete on the Invoice Details tab of the POS Admin Tool, it only partially deleted the invoice. Any items, credits, payments, or refunds were not deleted.
Now, all of the invoice data is deleted.
Previously, when you entered a refund the amount was not applied correctly to the Balance Due field for each payer. Now the refund is applied correctly.
Previously, when you removed taxes from an existing invoice the Invoice Total Amount wasn’t updated. Now the Total Amount is updated.
Previously, when you enter a sale with tax the tax amount rounded down. When you entered a return with tax the tax amount rounded up. Now the tax is rounded up for both transactions.
The Charts & Graphs reports now include columns for our newly released line of Promise and Micro-Invisa items.
We added a new report to help analyze marketing effectiveness. The Tests & Sales By Patient Zip and Marketing Source report takes the existing Tests & Sales By Patient Zip report and further breaks it down by Marketing Source.
The KPI reports now have a column to show the Gross Tests to Net Units ratio.
Beltone is proud to announce a new BelConnect feature to help Hearing Care Practitioners manage their schedules. There is now an option for Hearing Care Practitioners to receive an email when a TV or Internet lead schedules a Hearing Evaluation.
Emails send twice a day and include all hearing evaluation appointments with a TV or Internet marketing source created that day. For example, on Monday morning 2 patients call in based on a TV lead. One schedules a Hearing Evaluation for Tuesday and the other schedules a Hearing Evaluation for Thursday. On Monday afternoon 2 more patients call in based on an Internet lead. One schedules a Hearing Evaluation for Wednesday and the other schedules a Hearing Evaluation for 2 weeks in the future. All of the appointments are with the same practitioner.
In this scenario the practitioner would receive 2 emails on Monday, the mid day email would show the 2 appointments created in the morning. The evening email would show all 4 appointments created that day.
To enable this feature for a practitioner, go to AdministrationàSystem AdminàPractitioners. Enter an email address for each practitioner who should receive scheduled appointment email alerts and check the Send Appt Emails box. You can enter multiple email addresses per practitioner, separated by semi-colons. This allows you to have a copy of each email sent to a PCC or other scheduling manager. You MUST check the Send Appt Emails box for each practitioner who should receive emails.
Below is a sample of the email:
Previously, you could only upload picture files of marketing ads.
Now, you can also upload PDF files. When viewing an uploaded PDF in Marketing Admin or in from the Marketing Source Detail Report you will see a PDF icon. Click the icon to load the PDF.
Product Mix Reports
The Product Mix reports now include columns for our newly released line of Promise and Micro-Invisa items.
Previously, some saved invoices did not display on the patient’s Invoice History list. Now, they do.
Previously, in non-patient appointments the Subject field was a dropdown with a variety of values.
Now, the Subject field is free text. You may enter whatever you want.
Product Mix Reports
We recently retired some products from our lineup. The following products no longer have their own columns in the Product Mix reports. Now they are counted in the “Other” column.- Marq 9
We are pleased to introduce a new feature to our marketing functionality. You now have the ability to upload an image file or PDF for each Marketing Detail.
Go to Administration --> System Admin --> Marketing, there is a new Upload Ad link for each marketing detail.
Click Upload Ad to access the upload window. You can enter dates and other descriptive information and upload one image file or PDF.
Once an ad is uploaded, you may view it in the Upload window or from the Marketing Source Detail Report. There is now a link named View Ad on the report for each marketing detail.
The Beltone Marketing Department is proud to announce the release of a report to support the Beltone Ambassador Referral Rewards Program. The report has some features that set it apart from other BelConnect reports.
This option will include all of your ambassadors, not just ambassadors who have made a referral. This allows you to see an overview of all of your participants in the program.
**Keep in mind that we introduced ambassador tracking to BelConnect in August of 2011, so the Complete History report starts with August 2011.
Running the report with this option will geenerate an ambassador activity report for the date range. Ambassadors who did not make any referrals during the date range will not be included. The report groups referrals by ambassador. Expand an ambassador group to see all patients referred by an ambassador during the date range. The report also includes a count of hearing aid units sold to the referred patients. To be included, the sale must have taken place after the patient was referred and during the report date range. If any units from that sale were later returned, that information is also included. Please note that this return count is handled differently from the return count in other BelConnect reports. Most BelConnect reports count the number of units that were returned during the date range. This report only counts returns on units that were purchased during the date range, so you can see which referral purchases were returned.
You may also choose to run the report for a single ambassador.
If you are part of the Beltone Ambassador Referral Rewards Program, please contact your BelConnect Administrator to turn on security for this report.
Tests & Sales By Patient Zip
Previously, you can only filter this report by date and office.
Now, you can also run the report for a single Zip Code.
Previously, this report’s quick select date range buttons only included This Week and Last Week.
Now, there is a quick select button for Next Week.
Previously, taxes were automatically included on the All Invoices, All Invoices (New), Sales By Location, and Sales By Practitioner reports.
Now, there is an Include Taxes check box in the filters for each report. Check the box to include the taxes on the report or leave it unchecked to omit them. Please note that if you select a Category and/or Item search the Include Taxes check box will be inactivated, and your report will only return items based on your Category and/or Item selection.
We added some additional appointment Outcome Reasons for outcomes Cancellation and No Show.
The new reasons are:
Previously, if an appointment was a Cancellation or a No Show, you could not book another appointment at the same time.
Now, if an appointment is a Cancellation or a No Show, click in the same time slot to book another appointment.
Previously, if you printed a task generated letter using the Print button, the printout included images of Print and Close buttons. It also included the web address and a page number.
Now, if you print the letter using the Print button, the button images are not included on the printout. There are two options for hiding the web address and the page number. If you use the Export to PDF button and print the PDF, the printout will include only the letter text. Alternately, you can change your browser’s page setup to not include the URL or page number and print using the Print button. Keep in mind that changing your browser’s page setup will remove the web address and page number from everything you print, not just the letter.
Previously, you could enter either the first digit of the patient’s zip code OR the % wild card in the Zip field to search for a patient by First Name, Last Name, and Zip.
Now, you must enter at least the first 2 digits of the patient’s zip code OR the first digit AND the % wild card.
Previously, when you entered goals for your offices and practitioners, you had to type in goals for every month of the year.
Now, there is an option to type in goals for January and apply those same goals to the rest of the year.
Previously, blockouts displayed on the schedule when the practitioner with the blockout was selected.
Now, blockouts also display on the schedule when All Practitioners are selected.
Previously, when you clicked Create Letter for a BelConnect task, the letter opened in MS Word, which did not inherit any of the formatting or allow editing.
Now, there is a new letter editor. When you click Create Letter, the letter will open in the new editor and will include all of the preconfigured formatting. You may edit your letter further if desired, and print it or export it to a PDF file.
The Wells Fargo pay type is now available in POS and on the Cash Flow By Pay Type Detail report.
POS Security Changes
Changing Offices and Practitioners on an Invoice - Previously, you could not change the office or practitioner for a saved invoice or for a new invoice associated with an appointment.Now, there is a new security option under The Admin Area-->User Preferences named Allow Office And Practitioner Changes On Invoice.
Users with this security can change the office and practitioner on saved invoices and on new invoices associated with an appointment. To aid in the transition we have given the new security to all users who already had the security option Administer POS Settings.
Previously, any user with POS Refund security could enter a backdated refund.
Now, only users with POS Refund security AND the security option Administer POS Settings will be able to enter a backdated refund.
The Gross Tests to Net Units Ratio column has been added to the following Marketing Source reports:
Previously, some combinations of filters for these report did not work correctly.
Now, the filtering issues have been resolved for both of these reports.
Previously, there was not a report that displayed Third Party Outcomes.
Now, the Appointments By Location And Practitioner report includes Third Party Outcomes.
Previously, marketing reports did not display the number of pieces or the gross tests to net units ratio.
Now, the marketing department identified several marketing sources typically purchased as a number of pieces, calls, etc. When you enter expenses for these marketing sources, there is now the option to enter the number of pieces, which then carries through to the marketing reports.
Each marketing report now has columns for Number Of Pieces, % Sales Response (calculated as Net Units / Number Of Pieces), and Gross Tests To Net Units Ratio.
In addition, there is a new Marketing Source By Location report. This report displays marketing information per location at the marketing source level. Previously, you could only view marketing information per location at the marketing detail level.
Previously, an invoice could only have one Sale Category.
Now, an invoice can have up to three Sale Categories.
In addition, there is a new setting in AdministrationàPOS Admin that designates whether the first Sale Category defaults to “Regular”.
This report will now check all 3 Appointment Procedure fields when identifying Hearing Evaluation appointments and will display all saved procedures for each appointment.
Undelivered Orders Report
Previously, the Undelivered Orders report returned all invoices where the Order Status is not Cancelled or Delivered.
Now, the Undelivered Orders report returns all invoices where the Order Status is Pending, Submitted, or Received.
All Invoices (New)
Previously, when you sorted the All Invoices New report results by Practitioner no results displayed. Now, results do display.
NOTE: There are other combinations of filters that do not currently work for this report. We are aware of the problem and are working on it.
Reports containing links
Clicking an invoice or patient information link from a report will load the requested information in the existing BelConnect window. Clicking an appointment link will load the appointment in a new window that will only allow changes to that appointment.
NOTE: You cannot navigate to a different screen. In addition, if you click a second appointment link before closing the first appointment window, the appointment window will refresh to display the second appointment. You will not be able to have multiple appointment windows open at the same time.
Invoice Delivery Date
The delivery date is set correctly and will display in reports.NOTE: This will not correct invoices that were saved without a delivery date. It will only affect new invoices.
The Exchange Process
Previously, when a user entered an exchange transaction in POS the system automatically refunded any payment on the invoice to the payer(s) according to the percentage each was billed. This could result in a refund to a payer who had not made a payment.
Now, when a user enters an exchange transaction in POS, the system will not automatically process a refund.
All dispensers will now use POS Light. The POS Admin setting where dispensers previously selected their POS version is no longer available.
There is a setting in Administration-->System Admin-->Scheduler named "Allow non-admin users to delete appointments".
With the setting = Yes, the behavior will not change.
With the setting = No, Owners (user type H) can delete appointments that do not have an associated invoice. Non-owners (user type K) will not see the Delete button in the appointment window.
The default setting is No. Non-owner users who could previously delete appointments will no longer be able to do so.
Previously, there was a scheduler admin setting allowing dispensers to choose if the Marketing Detail dropdown in the Appointment window is filtered according to the appointment office.
Now, this setting is no longer available. Appointment Marketing Details will now be filtered according to the appointment office for all dispensers.