New Features, Fixes, and Enhancements
Credit Card Payment Partial Refunds (US Only) 
The workflow for refunding a portion of a patient payment has been streamlined through Payment Manager. Practices with Payment Manager (v3) enabled can now generate a partial refund of a payment directly to the credit or debit card used for a non-insurance payment. You can also process a partial refund of patient ACH payments made through Payment Manager.
This feature is helpful when insurance has paid more than the expected amount on a claim, for example, or any other instance in which a partial refund is warranted.
- A partial refund can occur only after the payment has been settled through the processing center, usually 24 hours after it is posted. A refund initiated on the same day (prior to settling) is treated as a voided transaction and can only be issued for the full amount of the payment.
- Card-based refunds are automatically posted back to the original method of payment. As such, refunds cannot be adjusted once posted, except to add or edit reference comments (Update Entry).
- ACH-based refunds do NOT return funds to the patient's bank account. The partial refund is processed through Payment Manager, but requires additional actions, such as issuing a physical check. Therefore, there are more options (Remove entry, Correct information) for adjusting these transactions in the Ledger.
- Refunded transactions create a line item with the prefix: REFUNDED.
To issue a refund or partial refund:
- Select the ePay line item in the Ledger to expand the details and click Adjust this Payment.
When Payment Manager is enabled, the Adjust this Payment window includes an Issue Refund option.
Note: ACH adjustments enable you to Correct information from this interface; card-based refunds do not. - Use the Refund Amount field to enter the amount being refunded. The Refund Comments section automatically populates information about the charge. You can add or edit the comments as needed.
- Click Adjust Payment. A Waiting for Card Response message is displayed with further instructions.
When the refund is complete, a message is displayed and the refund is posted to the Ledger.
For more information, see the Sensei Cloud Payment Manager Getting Started Guide.
Practice Administrative Billing/Statement Fees
In response to customer requests, you can now set up and charge administrative fees related to billing and statements. This enables you to recover business-related costs without increasing fees or creating new procedures to cover administrative expenses.
To set up this feature:
- Select Administration > Practice Settings > Financial Rules > Edit Financial Rules.
- Under Administrative Fees, click Yes to enable Practice Charges for Billing/Statement Processing.
- Enter the amount you want to charge for processing. The fee is charged by default when statements are generated, and listed on the ledger and billing statement:
Waiving the Fee
You can waive billing administration fees from the Statement Worklist (Location or All Locations > To Do). The green indicates the fee is applied. Click
to waive the fee, or click
to reinstate it.
You can also waive the fee when printing from the Ledger (Patient > Financials > Print Billing Statement). Select Yes for Waive Administrative Billing Fee.
Group (Guarantor-based) Statements
For group-based statements (single statement for the group), if any patients in the Guarantor's group (that are included in the batch) do NOT have the fee waived, then a single fee will be assessed to one of the group member's ledgers.
For individual statements, a statement is generated for each patient in the Guarantor's group (that hasn't been manually excluded from the batch) and the fee will be assessed (or not) based on that patient's fee waive status.
For more information, see How to Set Up and Use Practice Administrative Fees and How to Print a Patient Billing Statement.
Login Screen Wrong Mode Option
Sensei Cloud customers may notice a new Wrong Mode? option on the Login screen that relates to the Sensei Cloud Enterprise Management feature. This feature is available to larger, multi-practice dental service organizations (DSOs) that want to centralize reporting and management workflows across practices. Enterprise users have dedicated links to access both enterprise and non-enterprise tenants. The option on the screen is provided as a way to switch modes (Enterprise/Non Enterprise) if necessary.
If you receive the "not authorized" error shown below, click OK and then click the option to return to Non Enterprise mode.
For more information about Sensei Cloud Enterprise Management, contact your Carestream Dental representative.
Defects and Small Enhancements
34 additional items were addressed, including:
You can now filter the Payment Manager report by Location.
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