PatTrac Release Notes - 10/04/2026

Summary

These notes cover two releases: PatTrac 26.9.26.1, installed at every agency at the end of September, and PatTrac 26.10.4.1, which will be installed at every agency on Sunday, October 4. Together they bring back the Next and Previous buttons, let PatTrac tell you when an update is waiting, make sending immunizations to ImmuNet more reliable and easier to read, attach scanned invoices to FMIS documents, import web form answers more completely, and fix a number of problems across clinic, environmental health, billing and payroll. Your copy of PatTrac updates itself the next time you start it.

PatTrac now tells you when an update is waiting

PatTrac checks for updates when it starts, so if you leave it open for days at a time you can fall behind. From 26.10.4.1 on, PatTrac checks every half hour while it is open. When a newer version has been published, a bar appears at the top of the window asking you to restart.

1. Yes downloads the update, closes PatTrac and opens the new version. If you have unsaved changes, PatTrac asks about them first, the same as when you close it yourself. Choose to keep working and nothing is lost; the update is installed the next time you start PatTrac.

2. No hides the bar for an hour.

You will first see this bar when the release after this one is published.

For administrators: see who is on an old version

A new Users on Old Versions list, under Administration > Security, shows everyone whose last sign-in to PatTrac was on an older version than the one now installed for your agency. For each person it shows the version they were on, when they last signed in successfully, when they signed out (blank if no sign-out was recorded — they may still be in PatTrac), and the computer they used. Accounts that are no longer active are left out.

Use it after an update to see who still needs to restart PatTrac. The list is read-only; use Refresh to bring it up to date.

Next and Previous buttons are back

The Next and Previous arrows have returned to every record screen opened from a list, so you can step through records without going back to the list each time. They had been switched off across most of PatTrac while we fixed an error they could trigger when saving. That fix is in place, so they are back everywhere.

If you see an error message while using the arrows — especially just after saving something from a pop-up window — please let us know with a screenshot.

Sending immunizations to ImmuNet

These build on the changes described in Important Fix: Immunizations Marked as Sent to ImmuNet.

1. Send to ImmuNet on an immunization. The immunization list and detail screens have a new Send to ImmuNet button. It sends just the immunizations you select that are not yet marked as sent, rather than the patient's whole unsent history. As with every send, they are marked as sent only when ImmuNet accepts them.

2. A clear title on ImmuNet's reply. When ImmuNet has something to report, the message is now titled Accepted when the immunizations were marked as sent, or Error when they were not, so you can tell at a glance whether anything needs doing.

3. Warnings no longer cause the same immunizations to be sent again and again. ImmuNet sometimes reports a warning while still adding the immunization to the patient's record. PatTrac used to treat any warning it did not specifically recognize as a failure, so those immunizations were sent again — and warned about again — every time you sent for that patient. They are now marked as sent, and you still see the warning. Anything ImmuNet reports as an actual error still leaves the immunizations queued for the next send.

4. Fewer warnings about the responsible person. ImmuNet requires both a first and a last name for a patient's responsible person. When PatTrac only has a last name, it now leaves the responsible person out of the message instead of sending an incomplete one that ImmuNet warns about.

5. The Sent to ImmuNet checkbox updates straight away. After using Send Patient Immunizations, the checkbox now shows as ticked immediately. Previously it could look unticked until you reopened the record, which made a successful send look like it had failed.

6. Refusals are no longer sent over and over. Refusals, and immunizations recorded with a dosage of 999, were being included in every submission to ImmuNet because they were never marked as sent. They are now marked as sent once ImmuNet accepts them, the same as every other immunization.

Two things you may notice because of the refusal change: refusals already in PatTrac will be sent one last time the next time you send for that patient, and then marked; and you will now see the Sent to ImmuNet box ticked on refusals, which you have not seen before. Both are expected.

Similarly, immunizations that drew a warning before 26.10.4.1 may have been left unmarked and sent repeatedly. Once your agency is on 26.10.4.1, the next send for those patients marks them as sent. Nothing needs to be done.

Web forms

1. Import All Raw Data. On the Web Form Requests list, a new Import All Raw Data action (under Tools) saves the answers of every completed request whose form has Import Raw Data set, including requests already marked as imported. Requests that already have their answers saved are skipped, so it is safe to run more than once.

2. Flu clinic, school clinic and SDOH forms now keep their answers. Importing these forms creates the patient, admission or assessment as before, and now also saves the form's answers when the form has Import Raw Data set. Previously the answers were skipped for these forms. Run Import All Raw Data once to fill them in for requests imported before this release.

3. No duplicate patients from forms without a birth date. A web form submitted without a birth date could fail to import, and resubmitting it could create the patient a second time. It now imports, and matches the existing patient.

4. Web Form Request Data is now in the navigation menu, so you can browse saved form answers directly.

Clinic

1. Save first, then add. Add Supplies on an encounter now ask you to save the record first if it is new. Before, what you added could be saved without being attached to the record — supplies even came off inventory without appearing on the encounter.

2. Saving a report to Documents. Save to Documents in the report preview now works from a patient and from an order; those PDFs were previously saved without being attached to anything. If PatTrac cannot tell where a report belongs, it now says so instead of saving it nowhere.

3. Mail-merge documents. Saving a mail-merge document from an exposure report now creates one document instead of two. If the document cannot be attached to a record, you get a message instead of an unattached document.

4. Lab results imported by HL7 are now linked to their ordering provider and lab test the first time a new provider or test code comes through. Previously the first result for each could be left without them.

5. Appointment reminders now finish with a summary of how many texts and emails were sent and what was skipped. Emails are sent even when an appointment has no staff member assigned, and texts no longer show placeholder text in place of the staff member's name.

6. The dental chart no longer fails on unexpected characters in a patient's primary teeth.

Environmental Health

1. Inspection results. The In and Out results on inspections now check every observation. An observation without a code could stop the check part way, so a later Out could be missed.

2. Co-inspectors. Adding a co-inspector now fills in the sanitarian who is logged in, the same as Inspected By on a new inspection.

3. Location on receipts. EH receipts record the location of the person who created them.

4. Document folders. Documents attached to maintenance tickets and clinic groups are now filed in their own folders. Previously they could be filed in the folder of whatever document had been saved before them.

5. Alert tasks. Saving an activity whose type creates an alert task now creates one complete task, and only when there is someone to assign it to. Previously it could create an incomplete task, and then a duplicate on the next save.

Billing

1. Responsible person email. The patient Billing screen now has a Responsible Person Email field alongside the other responsible person details.

2. Location on patient payments. Patient payments record the location of the person who entered them.

3. Collections export. In the collections batch export, two unused columns are now sent empty instead of 0, and agencies set to exclude the CCU service charge no longer have it included in the export.

4. Import File no longer offers the PREPMOD and VAMS sources or the Validate button. These were for COVID mass-vaccination feeds and are no longer in use. A row that fails to import from the remaining sources is now recorded so we can see what happened, and the rest of the file still imports.

Invoices on FMIS documents

FMIS documents now have an Invoice field, in the place where the old Document field used to be.

1. Filled in automatically on import. When you run the FMIS import with Import Documents & Archive Batches checked, each FMIS document picks up the scanned invoice from the purchase order payment with the same document number, as long as the document does not already have an invoice of its own. This includes documents created by earlier imports, so older documents are filled in as their document numbers come through again.

2. A one-click catch-up. On the FMIS Documents list, a new Backfill Invoices action (under Tools) fills in the invoice on every FMIS document that is missing one, in a single pass. It tells you how many were updated, and it never replaces an invoice that is already there.

3. Payments now link to their FMIS document. Entering a document number on a purchase order payment now links the payment to its FMIS document as intended. This had quietly stopped working, and payments were not being linked.

4. Payments now link to existing archive batches. Entering the number of an existing FMIS archive batch on a purchase order payment now links the payment to that batch. Previously only a newly created batch was linked. Clearing the number removes the link.

The invoice is shared between the payment and the FMIS document rather than copied, so if you replace the invoice on the payment, the FMIS document shows the new one too.

Payroll

1. Payroll check imports. When creating payroll checks for a regular payroll, PatTrac now matches each employee on last name and PIN, and falls back to PIN alone if that finds nobody. Previously it matched on PIN alone. Employees with an apostrophe in their last name, such as O'Brien, no longer stop the import.

2. Split Payroll. An employee whose pay cannot be split — for example, a program distribution with no program — is now left unsplit and named in the message at the end, instead of stopping the whole split. Fix the employee's distribution and split again.

Smaller changes

• The start-up screen now reads "PatTrac is starting…" — it previously ran the words together.

• Clearing the start time on an appointment or vehicle schedule no longer causes an error when saving.

• Reports have a new Application Code field on the report details screen.

• The Convert Security tool has been removed from the Tools menu. Every agency finished moving to the current security system, so it is no longer needed.

• The outdated user and role items have been removed from the navigation menu, along with the one-time Import Legacy Data tool on the agency record.