How to Create and Use Ledger Comments

Sensei Cloud allows you to manually add comments to a patient's ledger to help keep track of any transaction-related activity. Customers in the US also have the ability to enable automatic claim event comments.

To manually add a comment to a patient's ledger:

1. From the Patient tab, click Financials > Ledger.
2. Under Actions, click Add Ledger Comment. The Create Ledger Comment window is displayed.
   
3. Select a date for the comment. The date defaults to today's date, but you can select a date in the past or future.
4. Enter the comment.
   Note: The comment can contain up to 4000 characters. 
5. Select Display this comment on statements and account history if desired.
   Note:
   -- This selection includes the comments on printed billing statements and account histories. If you want the ledger comment to be private, do not select this option.
   -- Comments that have been selected to be included in billing statements and account histories are distinguished by the following icon in the ledger line item:
6. Click Create.

You can click on the ledger comment entry in the patient's ledger at any time to expand it and access additional options. You can edit or remove the comment as well as change the statement/account history setting. 

To change if the comment appears on statements and account histories, click Will or Will Not. 

Automatic Claim Event Comments (US Only)

Automatic claim event comments are comments that are automatically posted to the patient's ledger when certain claim events occur.

There are four claim events that create comments in the patient's ledger automatically:

• Printing a claim
• Submitting a claim electronically
• Rejecting a claim (e.g., claim information is needed, the claim needs to be re-sent)
• Denying a claim (e.g., patient no longer has coverage, their benefits are maxed out, etc.)

To use automatic claim event comments, you first have to enable this feature in your practice settings:

1. From the Administration tab, select Practice Settings > Financial Rules.
2. Under Actions, click Edit Financial Rules.
3. Scroll to the Patient Ledger Defaults section.
4. Next to Enable Automatic Claim Event Comments, select Yes.
5. Click Save.

Note:
-- If you update a claim status and add a note, this note is also added to the ledger comment.

-- Denied claim event comments are set to automatically show on the patient's statements or printed Account History, but this option can be switched on/off for any of the claim event comments.
-- Claim event comments can be removed but they cannot be edited.