Sensei Cloud Release 0.1.15651 | 04 May 2025

New Features, Fixes, and Enhancements

Sensei Cloud customers have been using their User Voices, and the Development team has been listening! This release delivers several highly-requested enhancements.

Patient Ledger Display: Comments and Automated Claim Info

The Patient Ledger now displays a more complete story about a patient's balance, without requiring extra clicks to find relevant information. Additional line item types fill in the missing pieces with comments you can enter manually, as well as automatic entries about Insurance Claim Status (US Only). 

Comments

Sensei Cloud supports adding Comments to the Patient Ledger (Patient > Financials > Ledger) to provide additional context about a patient's balance. When you select Add Ledger Comment, you are provided an entry box for up to 4,000 characters. The Service Date determines where the comment appears on the Ledger.

You can also select: Display this comment on statements and account history if you want the comment to appear on those items. When this option is engaged, the icon is displayed next to the line item. You can change this setting for an item as desired.
Note: Select the Hide Ledger Comments filter if you want to view the Ledger without these line items.

For more information, see How to Create and Use Ledger Comments.

Automated Claim Info

When this feature is enabled, a Claim Event entry is created automatically and added to the Patient Ledger to indicate a change in claim status. These events are triggered when a claim is:

• Printed
• Submitted electronically
• Rejected
• Denied

The claim number and date of service (DOS) appear in the line item, along with any comments entered in the Status Change Note field when adjusting a claim status.

Click on a comment/event line item to expand the details, where you can edit or remove the comment, or toggle the display-on-statements setting.
Note: Only manually-entered comments can be edited.

Setting Up Automated Claim Events

To enable this feature:

1. Select Administration > Practice Settings > Financial Rules > Edit Financial Rules.
2. Under Patient Ledger Defaults, scroll to Enable Automatic Claim Event Comments.
3. Select Yes, and then click Save.

For more information, see How to Set Up the Ledger Defaults.

Clinical Notes & Correspondence: Streamlined Entry Features

The workflow for entering clinical notes and creating correspondence has been updated to simplify the entry process, by way of enhanced templates (Administration > Templates > Correspondence Templates and Clinical Notes Templates).

Both sets of templates now include the option to add pre-defined Question & Answers in the same manner you would use Merge Fields. This enables you to do more selecting and less typing.

Note: Questions included in a template are temporarily displayed in blue, and revert to normal text when they are used and an answer is selected. Manually enter any additional supporting text or labels as needed.

Updating the Question Library

When you designate a question as a merge field, it becomes available for inclusion as a question in the creation of templates, along with the defined selectable responses.

To designate questions for use in templates:

1. Select Administration > Templates > Question Library.
2. Click Create New Question, or select an existing question to update it.
   Note: You are prompted to confirm when updating a question.
3. Under Template Options - Use as Merge Field, select Yes. 
4. Click Create or Update.

Note: This use of questions applies to (internal) Correspondence/Clinical Notes templates, but not (external) Data Export templates which support only traditional Merge Fields.

For more information, see How to Create Custom Patient Questionnaires.

Merge Field Enhancements

Delivering on customer requests, you will see the following enhancements to Merge Fields you use in correspondence and clinical notes:

• Pronouns  - (with a capitalized option to begin a sentence) that are useful for referral-based professional correspondence.
  
• Today's Long Date - comma added between day and month.
• Completed Procedures - options added to display these without the code (description and anatomy only), and format them as a list.

Updated Clinical Notes Workflow

Updates specific to Clinical Notes (Administration > Templates > Clinical Notes Templates) include:

• Templates can be associated with a User, for the convenience of being one of the user's suggested templates displayed by default when entering clinical notes. This is not required, and other users can access and copy these templates as needed.
  
• Template Type: Select either Full Template (standard), or Snippet (short) to define commonly used phrases and verbiage to insert into a note quickly.
• When creating a Clinical Note, you can preview a template by clicking .

For more information, see How to Manage Correspondence Templates, How to Create Clinical Note Templates, and How to Add Event-Based Clinical Notes.

Patient ID and Chart ID Enhancements

A new setting enables the automatic creation/assignment of a Patient ID number to new or existing patients for whom an ID is not already assigned. When you enable this setting, the Patient ID is automatically generated/assigned whenever a Patient Record is created or edited and saved. You also have the option to display the Patient ID number on the Patient tab.

To enable these settings, select Administration > Practice Settings > General > Edit General Settings.

Note: If your practice prefers to assign IDs using your own method, leave the Auto Assign setting at No.

A new Chart ID field has been added to the Patient Record for practices that may want to share Chart ID numbers with third parties without compromising additional patient information. This can be the same as the Patient ID, or a different number.
Note: Chart IDs are optional and not automatically generated.

To enter a Chart ID, select Patient > Patient Record > Edit Patient Record. Under Patient Record Control, enter a number in the Chart ID field and click Save.

Both ID fields are now searchable in the Patient Search field, and available as columns when generating reports: Patient List, Transaction List.

For more information, see How to Define a Patient ID.

Patient Reminder Enhancements

In response to customer feedback:

• An Add a Reminder option has been added to the Patient Home page (Patient > Home > Actions). Click this to open the Reminders window already populated with the patient's name.
• When you are working with any of the Patient tab interfaces, and you click , you are offered the option to use that patient or select another.
• The Patient search field in the Reminders window now returns DOB along with patient names, to help you identify the correct patient when more than one share a name.
• Reminders entered for a patient now display on the Notes & Contact History section of the Home screen, and also on the patient's Notes list.

For more information, see How to Create and Manage Reminders.

Schedule/Diary Enhancements: Printed Version

Many practices choose to color-code their appointment types for the Schedule or Diary display, but these colors were not reflected in the document when you select Print Schedule or Print Diary from the Day View. As such, the Appointment Type (when assigned) is now displayed on the printed document.

When printing the schedule, you can now choose to include only specific Columns or Providers.

For more information, see How to Print the Schedule or Diary Day View.

Re-Ordering Open Tabs

  You can now click the Open Tabs icon in the top right of your screen, and click/drag the names to re-order the open Patient tabs.

Anesthesia Record Enhancements (US Only)

Sensei Cloud Oral Surgery customers requested these improvements to the workflow for managing drugs and gases, and for documenting their administration during surgery.

Surgical Drugs & Gases Database

Surgical drugs and gases are now stored in a single list for easier access and management. Select Administration > Clinical > Surgical Drugs & Gases to access the list.

• For each drug/gas, you can create one or more Defaults (e.g., based on dosage / units) to more quickly enter commonly used anesthetics during surgical procedures.
  
• Use the Drug Groups tab to define groups of drugs and gases used together for different procedures and patient needs.
  
• Select and import these pre-defined values and groups into the Anesthesia Record to facilitate quick and accurate documentation during surgery.

For more information, see How to Manage Surgical Drugs and Gases.

Adding Drugs and Gases to an Anesthesia Record

The Surgery Vitals tab of the Anesthesia Record has been updated with a Drug and Gases Entry panel, where you can pull in items from a pre-defined Drug Group or add items individually. Use that list to add items to the Event Log as they are administered during the course of the procedure. You can add to or adjust the list as needed.

-- You can adjust the Dose or Units, or add new items as needed.
-- Repeat a drug from the Event Log.
-- Stop/start gas from the Event Log.

For more information, see How to Create an Anesthesia Record.

NHS Claims Enhancement (UK Only)

NHS Claims have been enhanced to ensure that Claim Reference Numbers (CRNs) are not duplicated when claims are updated and resubmitted. New logic checks validate the CRN when the claim's Performer has been updated.

Defects and Small Enhancements

40 additional items were addressed, including:

• Your Acct ID has been added to the User menu under the Version number.

• You can now associate multiple chairs/columns with a single provider.
  (Administration > Scheduler/Diary > Provider Schedule/Diary Planning).

• Refund transaction entry now contains a Reference field to include a comment, such as a CC or check number. This field is reportable.

• ePrescriptions enabled practices can now grant non-management personnel permission to manage ePrescriptions (Administration > Permissions > User Permissions).