PCC 11.1 Release Manual

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Clinical

More Transcription Options for PCC Scribe

Use pocketPCC on any device to transcribe audio for PCC Scribe. This is useful if you can’t connect to a microphone within PCC EHR, or if you just want flexibility in your workflow.

To view a transcript created with pocketPCC or to generate a draft chart note, open the Scribe tool within the patient’s visit in PCC EHR.

To learn more about PCC Scribe, visit the PCC Scribe page.

Chart Sibling Visits with PCC Scribe

When the whole family enters the exam room, the focus of the visit often jumps between siblings in no particular order. With PCC Scribe, you can transcribe the entire visit on one chart, then generate a unique note for each patient in just a few clicks.

Sibling Relationship Required: This workflow is for patients who share a Home or Billing Account in PCC EHR and appear in each others’ Siblings component.

Same Visit Date and Provider Required: This workflow is for sibling visits conducted on the same day with the same provider.

To learn more about PCC Scribe, visit the PCC Scribe page.

View Scribe Templates Before You Copy

Before you copy a colleague’s Scribe template to your own account, you can preview the contents.

You can optionally copy text when viewing a template.

To copy the entire template to your account, click the “Back” button, then click “Copy”.

Viewing can help you decide which templates to copy to your account, or prevent the need to copy altogether.

To learn more about PCC Scribe, visit the PCC Scribe page.

Stop Playing the Prior Auth Guessing Game

Prescription benefit managers (PBMs) don’t always provide a reliable response when PCC eRx asks whether prior authorization is needed, leaving patients in the lurch when they get to the pharmacy. PCC 11.1 fills the gaps with predictive insight that gives reliable direction at the point of prescribing.

When the PBM indicates that prior authorization is definitively needed, PCC eRx displays that information in the Real-Time Pricing details for the prescription.

In cases where the PBM response is more ambiguous, PCC eRx uses a combination of statistically significant de-identified historical data points to calculate the likelihood that prior authorization will be needed. Hover over the predictive status to see the likelihood.

There are three predictive statuses:

• Prior Auth Unlikely: Data shows that prior authorization is rarely required for this kind of prescription (0-5% likelihood).

• Prior Auth May Be Required. Confirm with Plan: Data shows that prior authorization is sometimes required for this kind of prescription, and you should contact the plan to confirm (5-80% likelihood).

• Prior Auth Likely: Data shows that prior authorization is usually required for this kind of prescription (80-99% likelihood).

You can use these statuses to guide your decision about whether to initiate a prior authorization before your patient gets to the pharmacy and is blocked from filling their prescription.

Get More Reliable Retail Rx History Results

The retail prescription history query was being interrupted when clinicians moved on to other charting tasks before results were returned.

Now when you click the “Query Retail Rx History” button, PCC eRx processes the entire request in the background so that you can keep charting while the data comes in.

Retail Rx History is a service that queries retail pharmacies in the Surescripts network for prescriptions filled by your patients. Use it to find out which additional medications your patients may be taking.

To learn more, read Import a Record of Prescriptions Filled by Retail Pharmacies.

Get Ready for PCC eRx Infrastructure Updates

A new standard data format for electronic prescriptions will be implemented when your office updates to PCC 11.1.

This will render outstanding items on your Rx Queue unusable and trigger a revalidation of prescribers’ DEA license numbers.

What You Need to Do

By 9 p.m. Eastern time the night before your PCC 11.1 update, you should:

• Address Important Rx Queue Items: Process pending prescriptions, review and sign agent prescriptions, and respond to relevant renewal requests, errors, and change requests.

• Ensure Your DEA License is Current and Valid: If you have put off renewing your DEA license or know that it usually expires in September or October, verify its status and renew it if needed.

What Will Happen During the Update

During the PCC 11.1 update:

• PCC Will Clear the Rx Queue: Items remaining on the Rx Queue will be cleared during the update and you will no longer be able to see or respond to them.

• Prescribers with Invalid DEA Licenses Will Stop Being Able to Prescribe Controlled Substances: If your DEA license number is invalid at the time of the update to PCC 11.1, it will interrupt your ability to prescribe controlled substances. If you find yourself in this situation, PCC will reach out directly with instructions.

If you have questions about either of these requirements, contact PCC Support straight away.

View Appointment Durations in pocketPCC

The Schedule screen in pocket PCC now includes more information about each visit, so you can review your whole day at a glance.

Each appointment now includes the scheduled visit length alongside the visit type.

Scheduling & Front Desk

Families Can Cancel Appointments from Patient Portal

Reduce no-shows, save your front desk work, and make managing appointments easier for everyone. Your patients and families can now cancel appointments from the patient portal.

When enabled, patient portal users have a “Cancel Appointment” button beneath each upcoming appointment. While canceling, portal users can optionally include a cancellation note.

When a patient portal user cancels an appointment, the Appointment History Details displays the patient portal user who cancelled the appointment, along with a timestamp and the removal reason.

Canceling appointments from the patient portal is configured through the Patient Portal Configuration tool in PCC EHR’s Configuration menu. Check “Allow portal users to cancel appointments” in Patient Portal Configuration. When checked, portal users will have the option to cancel any upcoming appointment at any time.

You can prevent selected visit reasons from being canceled, or limit how close to the scheduled time an appointment can be cancelled. For detailed instructions on creating and managing patient portal cancellation exceptions, visit Cancel Appointments in the Patient Portal.

Find Appointments Canceled by Portal Users

To review and follow up on appointments that were canceled by portal users, customize any Appointment report and add both the Appointment Cancellation Method and the Appointment Removal Date fields.

For instructions on how to create a custom report with these fields, read Cancel Appointments in the Patient Portal.

Families Can Sign Forms During Pre-Check-In

Speed up your check-in process and save your front desk time by adding signable forms to Pre-Check-In so your families can read and sign documents before their visit.

For any visit reason configured to include signable documents, patient portal users will find a new section called “Documents” during Pre-Check-In.

Users can tap “View and Sign” button to open the document for review. The option to sign appears at the bottom.

The “Sign” button opens a pop-up with a field for the user to sign with a fingertip, or to type their name. If a portal user decides not to sign a document, they can click “Back” to close the document and return to Pre-Check-In.

After drawing or typing a signature, portal users will click “Sign” to apply their signature to the document. After signing, the user will be returned to Pre-Check-In to continue.

Users are not required to sign a document to complete Pre-Check-In. The Documents section can be confirmed and submitted without signing every document.

If a portal user chooses to submit Pre-Check-In without signing a document, the option to sign remains available until one hour after the scheduled visit time, so patients and families can sign during the visit.

Documents appear during Check-In in a component titled “Pre-Check-In Documents” where they can be reviewed or printed.

Signed forms submitted during Pre-Check-In are saved to the Documents section of the patient’s chart under the category selected during configuration. Patient forms are saved under the patient’s Documents, and account forms are saved to the home or billing account,depending on the selection made during configuration.

If a document has not been signed “Signature Required” and the Print button appear in orange. Your front desk can print the document, from Check-In and have the patient or family sign it, or they can re-open Pre-Check-In and sign the document from their mobile device.

For information about managing your practice forms visit Create and Manage Forms. For additional and detailed information on managing Pre-Check-In and signing forms, visit Configure Pre-Check-In.

Insurance Billing

Prevent Billing Problems with a Required Policy Start Date

Patient policy records in PCC EHR now require a start date, which will lead to fewer billing problems and less time wasted by your practice.

By requiring a start date, your practice can always know whether or not a payor is responsible for encounters on a specific date of service. This can be especially important when you address a rejection or resubmit a claim. PCC EHR will require a start date for all policies added or edited after the PCC 11.1 update.

Guaranteed Valid IDs Leads to More Reliable Patient Eligibility

You can now select from a list of valid eligibility IDs, improving your access to eligibility information, which in turn leads to more reliable revenue for your practice.

PCC EHR can automatically check insurance eligibility, but only if the policy’s eligibility ID matches the payor’s. When you add or edit a policy on your PCC system, you can now select from a list of valid eligibility IDs.

Process Multiple ERAs at Once

Power through your autoposting by quickly posting a large batch of incoming checks. You can select multiple ERAs and process them all with just a few clicks.

In the Electronic Remittance Advice tool, use option-click or shift-click to select multiple unprocessed ERAs.

Then click “Process”.

You can optionally indicate a custom transaction date for each ERA, or leave it as the ERA’s remittance date. Then click “Process” to continue.

After Processing:

After your selected ERAs are processed, you can open each one to review special cases. Any remittance that could not be autoposted, from any of the ERAs, will appear on the Posting Exceptions tab.

Pick from Paid Claims When Posting an Insurance Payment

If you need to manually enter remittance information, but the encounter’s charges are paid off or no longer pend insurance, you can now select from all encounters.

By default, only encounters with an unpaid, pending balance appear in the Insurance Payments tool. Click “Display All Encounters” to reveal encounters that are not pending insurance.

You can then pick from any encounter on the patient’s record and post payments (or overpayments) for the charges.

Change the Insurance Payor as You Post a Payment

Did you receive an unexpected payment? Maybe you have a second payment from the original payor, even though the charge currently pends to a secondary policy or Medicaid? You can now switch the source of payment as you manually enter payment and adjustment details.

On the Insurance Payments posting screen, use the Policy drop-down field to select who sent the payment.

When you save the payments and adjustments, they will be attributed to your selected policy.

Use Overpayments to Keep Track of Insurance Credits

Sometimes you need to track an insurance payment without applying it towards an encounter’s balance. You might receive a duplicate payment, need to resubmit a claim without showing a payment, or a payor might pay more than the amount due on the charge.

Use the Insurance Payments tool to enter an overpayment or change an existing payment into an overpayment. You can associate an overpayment with an encounter, along with adjustment information, without directly applying it towards the balance. Then you can track insurance credits on the account without interrupting the rest of the billing process. Later, you can easily reverse the payment (if you receive a “takeback”) or apply the payment to the encounter.

Read the procedure below to learn how to post an overpayment.

Change a Payment into an Overpayment, Reverse an Overpayment, Turn an Overpayment into an Applied Payment, and More

In addition to creating an overpayment, you can edit any insurance payment and turn it into an overpayment. You can do this whenever you might need to unlink an insurance payment from an encounter, but need to keep track of it on the patient’s record.

Later, if an overpayment is taken back, you can reverse it in the Payments tool just as you would reverse any other payment. You can also edit an overpayment and turn it into an applied payment.

More detailed documentation on using overpayments to meet accounting needs is coming soon.

What About Older Unlinked Insurance Payments?: Prior to PCC 11.1, if your practice unlinked an insurance payment and left it waiting on the family’s account, that insurance payment applied towards the account’s personal balance and became a personal credit. Overpayments are a new way to track unlinked insurance payments that avoids this. However, the PCC 11.1 update process will not change the behavior of any past payments, change existing account balances, or affect your insurance A/R totals in any way.

Print Form Letters While Posting Insurance Payments

As you post insurance payments, you can quickly access the Forms component and generate form letters for accounts.

Forms can be printed or sent out in a new portal message. For more information, read Generate Forms in PCC EHR.

See DOB and Member ID as You Work on an Unpaid Encounter

As you work on an unpaid claim, you can use the date of birth and member ID to verify the patient.

These identifiers appear when you open an encounter from your Unpaid Encounters worklist.

If you are contacting the payor for an update, you’ll have this crucial identifier information ready.

See ERAs and Account Bills with a Single Click

Do you need to better understand a payment or see the actual bill? On the Account History, you can open an ERA or a family’s bill with a single click.

To open an ERA, simply click on an insurance payment.

To read what appeared on a paper bill, click on a Billing Statement entry in the history.

Quick access to the payor’s ERA or the actual text of a bill sent to the family will help you more quickly understand and resolve billing problems.

See All Payment History Details with a Single Click

Are you hunting for a specific payment that paid off an encounter? In Payment History, you can expand the list of charges for all payments with a single click.

If you’re trying to find a payment that needs editing or reversing, you’ll be able to quickly spot it based on encounter charges.

Personal Billing

Distribute Today’s Payment Towards Past Charges During Patient Checkin

As you enter a payment during check-in, you can distribute some or all of it towards specific past charges. Your practice’s front desk can allocate the payment correctly, which saves your practice time and reduces confusion later.

As you enter the payment, you can allocate it towards any charges that have a personal amount due.

When you click “Save Payment”, PCC will immediately apply the payment towards the past balances. The unapplied amount for today’s copay will be applied when the biller posts charges for today’s encounter.

To learn more, read Check In a Patient or Post Charges for an Encounter.

Print Form Letters for a Group of Accounts

Do you need to generate practice policy documents, 120+ day balance letters, or other custom form letters for a group of accounts? Use the Personal Balances tool to find accounts based on your criteria and then print form letters for them.

Did We Generate a Form for This Account?: You can review account forms sent to a family in the designated category of the Documents section of a patient’s chart.

Rearrange the Order of Lab Tests With A Few Clicks

The sequence of tests matters, and now your practice can review and rearrange lab tests with a few clicks. So when a LOINC code is deprecated, or a lab test has been added in the wrong order, you can fix your in-office labs quickly, without the monotony of rebuilding the entire lab.

The Lab Orders tab in Lab Configuration is streamlined and simplified. Tests appear as a list of titles so you can skim through and find a test with minimal scrolling. Click the triangle icon to the left of each title to open the test and review or edit the details. To remove a test, click the trash can icon on the right of each line.

After adding a new test, or to move an incorrectly placed lab test, click a line and drag to rearrange the order of labs. Click save. The new order of tests will be reflected wherever it appears in your visit protocols.

System Administration

Update Your macOS Ventura 13 Workstations

Apple has ended support for the macOS Ventura 13 operating system, so PCC is ending support for this operating system too. With the update to PCC 11.1, users whose workstations are on the macOS Ventura 13 operating system will not be allowed to install the new version of PCC EHR.

To run PCC EHR after the PCC 11.1 update, upgrade your workstation’s operating system to macOS Sonoma 14 or higher.

Update Your Windows 2016 Terminal Server

Microsoft will end support for the Windows Server 2016 operating system, so PCC is ending support for this operating system too. With the update to PCC 11.1, users who access PCC EHR via a Windows 2016 terminal server will see a message indicating that this is the last version of PCC EHR that will support their operating system version.

Please contact your local IT provider for assistance upgrading your practice’s terminal server to a supported operating system version (Windows 2022 or higher).

Code Updates and Other Improvements

2026 ICD-10 Update

During the PCC 11.0 to 11.1 release period, PCC updated all practice systems to support CMS’s 2026 ICD-10 update. New codes and guidelines are valid for dates of service starting on October 1st, 2026. For more information, visit CMS.gov’s ICD-10 page. To learn about updates of specific interest to pediatric practices, attend one of PCC’s upcoming Pediatric Billing Drop-Ins.

Open the Report Library Faster

Find the reports you need faster and more easily with a new category layout in the Report Library.

Select a report category on the left, and scroll or search the list to find the report you want.

Turn Off Attachments in Replies to Portal Messages Sent from Your Practice

Patient Portal Configuration now includes additional control over when attachments can be added to a portal message.

By default, patients can add attachments when replying to a message sent by your practice. Uncheck the box labeled “Allow portal users to send attachments when replying to messages initiated by the practice” to remove the option to add an attachment to a reply.

Improved Image Information in pocketPCC

When an insurance card is uploaded during Pre-Check-In and viewed in pocketPCC, insurance policy data is now included with the rest of the document’s information. The text has been reformatted to make it easier to read, with bold headings for each section.

Clearer Labeling for Visits in Patient Portal

In the patient portal, visits are now labeled only with the Visit Reason or Portal Display Name in the Visits component and Visit Summary.

0.8 mL Dose Option for Vaccines

You can now select 0.8 mL from the Dose drop-down when ordering immunizations in PCC EHR.

Bug Fixes

PCC 11.1 includes some notable squashed bugs.

• When Scheduling in Patient Portal, the Availability Finder Would Suggest Unavailable Time Slots: When scheduling through the patient portal, the Availability Finder would occasionally offer appointment times that were not actually available. Patient portal scheduling will now only offer open timeslots.

• Incorrect Patient Portal Messaging Timestamps: The “Read by” timestamp on patient portal messages displayed a time earlier than the message was sent. Messages now show the correct read by time.

• Document Thumbnail Orientation in pocketPCC and Patient Portal Does Not Match PCC EHR: When a document was rotated manually in PCC EHR, that orientation was not reflected in pocketPCC or the patient portal. Document thumbnails will now match across all platforms.

• Documents Downloaded from pocketPCC and Patient Portal Do Not Retain Manually Updated Page Sequences or Orientation: When a document had been adjusted in PCC EHR to correct page sequence or orientation, those changes were not reflected when the document was downloaded from pocketPCC or the patient portal. Documents will now download as displayed.

• Error When Adding Phone Notes in pocketPCC: An error message would appear when adding a phone note in pocketPCC for patient portal user accounts that include an invalid email. In PCC 11.1, phone notes will be saved regardless of the invalid address.

• Patient Portal Sign In Fails When Hyphens are Removed: t was possible to use the Manage Portal User option in PCC EHR to remove the hyphens from a patient portal user’s sign in phone number, which would prevent the user from logging in. Hyphens will now be automatically added to numbers in the Sign In field.

• Mark as Reviewed in Visit History Does Not Display The Most Recent User and Timestamp: Clicking “Mark as Reviewed” in a visit component  would not be reflected in the Visit History. All “Last Reviewed” dates will now match as expected.

• Appointment Book Calendar Availability Tool Selects the Incorrect Time: A certain sequence when scheduling an appointment using the Calendar Availability tool in the Appointment Book would cause an appointment to be scheduled on the selected date, but the incorrect time. In PCC 11.1 the date and time selected in the Calendar Availability Tool will be reflected in the appointment details.

• Paper Claims Not Showing up in Claim History: Under certain circumstances, generating a paper claim would not be reflected in the Claim History for the encounter. This has been corrected, and claim printing (single or batch) now always appears in the history.

• Editing a Reversal Displayed a Confirmation Window: The confirmation screen for posting an insurance reversal was appearing when a user edited an insurance reversal. This will no longer occur.

• Charge Amount Set to $0.00: When submitting a corrected claim, if a user performed some steps in PCC EHR and some in Partner, it was possible to overwrite charge information, causing a procedure’s price to be set to $0.00. Improvements in PCC 11.1 will prevent this from happening.

• Wrong ERA Appearing in Insurance Payments: If a user remained in the Insurance Payments tool after fixing a Posting Exception, subsequent patients could display the wrong ERA until the user closed and opened the window. The ERA component will now refresh without needing to close the window.

• Incorrect Amounts on Printed HCFAs: Under certain circumstances, a user could generate a paper HCFA in a way that ignored payments applied from the primary insurance, resulting in inaccurate totals on the claim form. This can no longer occur.

• Missing Attribution on Encounter Billing Notes: When a practice used both Partner and PCC EHR, in some cases Encounter Billing Notes would not display the user who entered the note. This has been fixed, and the username will appear regardless of how the note was entered.

• 'Cancel' Button Does Not Cancel PCC Scribe Note Generation: When PCC Scribe users clicked the “Cancel” button to stop a draft chart note from being generated, the action had no affect. The “Cancel” button now appropriately cancels draft chart note generation.

• Microphone Not Passing Audio to PCC Scribe on Windows 11 Workstations: PCC Scribe could not detect audio coming through the microphone on Windows 11 workstations unless the “Audio Enhancements” setting was turned off. PCC Scribe can now detect microphone input on Windows 11 workstations regardless of the status of the “Audio Enhancements” setting.