Internal Release Notes - Aug'25

General Availability 8/7/25

Verify Medicaid Day of Appointment

Medicaid payers can be configured to automatically verify eligibility on the day of the patient’s appointment.

Note: Any payer can be configured; however, in the future, we will likely restrict it to Medicaid payers only, as typical insurance plan eligibility is typically monthly. Please do not disclose this to customers.

Automatically Verify New Appointments

When an appointment is synced to Zuub from PMS, that is for the same day or the next day because it was newly scheduled or rescheduled, insurance verification (IV) will be automatically triggered when all required data (payer is mapped and patient insurance data) is valid and available, if batch IV automation has already completed for that day on the schedule.

A new verification is automatically triggered (same or next day logic):

• Creating a new appointment

• Moving an existing appointment to a different time on the same day or next day

• Editing appointment details such as Provider, Procedures, Clinic

A new verification is NOT automatically triggered (same or next day logic):

• Updates made directly to the Patient Info (e.g. Name, DOB, Provider, etc…)
• Updates made to the Patient Insurance Data (e.g. Adding Primary/Secondary, editing Subscriber ID, or Plan ID)

Account prerequisites: The account must be active, the IV product must be added, automated IV must be enabled, and the 'x days in advance' setting must be set. No additional account configuration is required.

PDF for All Networks (PDF Redesign)

When a PDF is generated for a successful IV, the PDF includes eligibility and benefits for all networks in the patient’s plan in a single document. For example, if a patient has both in-network and out-of-network benefits in their plan, the benefits for both networks are provided side by side in the PDF. The PDF is dynamic and displays up to four networks for one plan.

The redesign applies to all PDFs, regardless of where they are accessed (dental UI, PMS), except for Denti-Cal.

PDF Filename

When a PDF is generated for a successful IV and uploaded to the PMS or downloaded from the application (dental UI), the filename uses the format: Zuub IV_<IV timestamp>_<PayerName>_<PatientName>_<patientdob>-<Primary/Secondary>_<officeid>_<patientid>

IV Timestamp is the date and time of insurance verification; it is no longer the date and time when the PDF was generated.

Payer Name is the Zuub Payer Name with hyphens and spaces removed. Zuub Payer Names will be more consistent in the future, and this consistency will be reflected in the filename and throughout the product.

For example, Zuub IV_2025-07-01-T15:28:55_Principal_GeorgeJungle_19990101_Primary_17004906_1234.pdf

Patient, Subscriber Data Differences (UI, PDF)

When the payer portal displays a different value for patient and subscriber data compared to the PMS, the user is notified on the full breakdown in the dental UI and PDF (automated and manual verification) by a badge icon (yellow with an exclamation point) on the Full Breakdown tab and on any field where a mismatch has been identified. The icon on the field includes a tooltip informing the user that the value from the payer portal (what is being displayed in the breakdown) does not match the PMS (what was synced to Zuub and used in the IV request).

The relevant fields for patient and subscriber are first name, last name, DOB, Member ID, and Group ID.

• The comparisons are not case-sensitive, meaning if the PMS has “SMITH” and the payer portal has “Smith”, this is not considered a mismatch.
• If a data point is in Zuub (synced from the PMS) but not in the payer portal, this is also not considered a mismatch.
• If a data point is not in either system, this is not considered a mismatch (e.g., Group ID).
• If the IV request has a dependent as the Subscriber and the IV result (payer portal) has another person as the Subscriber, this is considered a mismatch.

Dental UI

• Example of IV request has a dependent as the Subscriber, and the IV result (payer portal) has another person as the Subscriber.

PDF

Unsupported Payer Mapping

When Zuub does not support a payer, it can be mapped to “Unsupported Payer.” When a payer is mapped to “Unsupported Payer,” a patient with this payer displays as follows:

• Schedule
  • Status | Insurance Payer = Unsupported Payer | Payer Name (from PMS) 
  • “Verify Now” disabled
• IV Breakdown
  • Toast message warning to inform the user that Zuub does not support the payer to minimize tickets to Support, inquiring if we support a payer
  • “Verify Benefits” is disabled unless a payer is manually selected