Sensei Cloud Release 0.1.16097| 15 Jun 2025

New Features, Fixes, and Enhancements

This release builds on recent Schedule / Diary enhancements to bring you more requested features!

Patient Arrival and Wait Status Tracking

The check-in process has been updated to enable tracking the time between a patient's arrival and when they are ready to be seated. This time is often needed for patients to complete additional paperwork, sign consent forms, obtain new images, or otherwise prepare for the appointment.

Note: This feature must be enabled before use:
Administration > Scheduler/Diary > Schedule/Diary Settings > [Select Location] > Edit Schedule/Diary Settings > Location Tracks Pre-Seated Activities = Yes.

• When the patient arrives, click the Appointment and select Check In. They are placed in the Waiting Queue, and the option on the card changes to Set As Ready.
• New Step: When the patient has completed any preliminary tasks, click Set As Ready.
  
• When you select Set As Ready, the tile changes color to let you know the patient is ready to be seated.
  Note: Tile colors in the queue match the color coding of appointments based on the Color Appts by Providers/Appt Type setting under Manage Schedule View.
  
• When a patient is in the Waiting Queue but not Set As Ready, you can hover over the tile to see how long they have been waiting.
  
• When you select Seat, the tile moves from the Waiting Queue to the Seated Queue. Hover over the tile to see the timeline of the patient's visit so far.
  

Note: If you need to back the patient up through any of these steps, (to sign more forms, for example), click on the Appointment Card to edit details, and then select the appropriate status.

You can select Audit Log on the left side of this window to view a full list of actions related to this appointment. 

For more information, see How to Track Pre-Seated Appointment Activities, How to Use the Waiting Queue, How to Use the Seated Queue (Lightbar), and How to View the Appointment Audit Log.
 

Column / Chair Setup Option for Non-Physical Location

While many practices set up the Schedule or Diary with columns that correlate to a physical operatory or room/chair, other practices prefer assigning columns to specific providers or functions instead. Specialty practices (Ortho, Oral Surgery) often have multiple providers operating in multiple locations, and find that this Day View layout is preferable.

Sensei Cloud now enables you to define "Seating Locations" that enable flexibility for seating patients for their appointments. When these are defined, the check-in/seating process has an additional prompt to select where you are seating the patient.

To configure your Schedule or Diary for seating locations:

1. Select Administration > Scheduler/Diary > Schedule/Diary Settings.
2. Select the location you want to set up and click Edit Schedule/Diary Settings.
3. Scroll to the chair/column setup area at the bottom.
   
4. For Schedule Columns are Physical Locations, select No. Additional entry fields are displayed.
   Note: The default is Yes.
5. Select Add Seating Location to define seating locations that will be selected when the patient is ready to be seated for an appointment:
   
   In the Seated Queue, you can hover over the appointment tile to view the Seated Location. 

For more information, see How to Configure Schedule / Diary Settings.

Cross-Location Appointment Booking

Specialty practices with multiple locations have asked the Sensei Cloud team to make it easier to re-book appointments across locations. For example, when a patient needs their preferred provider and is flexible about which location to visit, you can now easily move their appointment to a different location, while still using the Provider criteria to search for available slots.
To re-book to another location:

1. Select the appointment, click to edit and then click Reschedule. The appointment is displayed in the To Be Scheduled area. The tile displays information from the original appointment.
2. Select the All Locations tab. The orange tile remains in the To Be Scheduled area.
3. Select the location and providers you want to search, and then use the date controls to find an available slot for the appointment.
4. Drag the appointment tile into the new slot. You are prompted to confirm or adjust when discrepancies occur with providers or locations.

For more information, see How to Reschedule an Appointment.

Defects and Small Enhancements

14 additional items were addressed, including:

Referral Sources and phone numbers have been added to the Schedule printout in List format.
(Location > Schedule > Print Schedule > Select Print Layout = List)