New Features, Fixes, and Enhancements

Printing Individual Labels

In response to customer requests, Sensei Cloud now provides label printing functionality and associated templates, so you can easily print out labels for charts and outgoing mail. This functionality should work with all standard locally-installed label printers.

Use the various Print Label options throughout the software to print individual labels as you need them. 

Managing Label Templates 

Default templates are provided in five categories you can use to create and customize as many templates as you need. The categories enable faster, more accurate selection depending on your current workflow.

To access these templates, select Administration > Templates > Label Templates.

• One default template is provided for each category: Insurance, Patient, Patient Chart, Referral, and Responsible Party. The appropriate merge fields are included for each template.
• Use the options under the Actions menu to create a new template, edit an existing one, or copy an existing template to create a similar one.
• Click the green stars to update your preferred default template in each category, or use the Default (Yes/No) setting when creating or editing a template.
• When creating or editing a template, you must select one of the five categories.
  Note: You can save time by copying an existing template in the same category to pull in the relevant merge fields.
• The default height/width is 1" x 4", but you can define sizes as needed for different types of labels. If you have different label printers with different sizes, you can set up templates for each one.

For more information, see How to Create and Manage Label Templates. 

Printing Labels

Label printing functionality has been added to the Patient Home screen, as well as the Patient and Location Claims Management screens. You will also find this feature for Patient Correspondence and in the Patient Record. 

Patient Home

When you select Print Label from the Patient Home screen, you are prompted to select a category, and then select the template name from within the category.

To help streamline your workflow, Insurance templates automatically populate the insurance company information associated with the patient, Referral templates automatically populate the active referral source for the patient, and so forth.

Patient Claims Management

Select Patient > Insurance, and then select Print Insurance Label from the Actions menu. You are prompted to select a template in the category. The associated Insurance company data is pulled into the template; if more than one company is associated, you can select which one to use.

Location Claims Management

Select Location > Claims and then click on a claim to display the Claim Summary. Select Print Insurance Label. The Insurance company data associated with the claim is pulled into the template.

Patient Correspondence

From the Patient tab, select Correspondence to find options for Print Patient Label and Print Referral Label. 

Patient Record

From the Patient tab, select Patient Record to find options for Print Patient Label and Print Patient Chart Label.

For more information, see How to Print Labels. 

Ability to Transfer Location Credits 

You can now transfer all or a portion of a patient's credit balance from one Practice Location to another as needed to resolve a balance discrepancy. Discrepancies can occur when charges or payments are posted to the wrong practice location. When a patient has a balance discrepancy across locations, the (piggy bank) indicator is displayed on the Accounts Receivable list (Location or All Locations > Financials > Accounts Receivable). Click the line item and select Transfer Location Credit.

Note: The indicator is also displayed in the KPIs of the Patient Ledger and the Statement Worklist (Location or All Locations > To Do).

The Transfer Location Credit option is also enabled on the Actions menu of the Patient Ledger for patients who have a credit balance and/or balance discrepancy.

Click this option to access the feature:

• Verify or adjust the From Location.
• Verify or adjust the Amount to Transfer.
• Use the To Location field to select the location to receive the transferred amount.
• A comment is entered automatically, but you can edit or add to the comment as needed.
• When you click Post Transfer, two line items (credit and debit) are added to the Patient Ledger. The patient's total balance is unchanged, but the location balances are updated and the discrepancy is resolved.

For more information, see How to Correct Balance Discrepancies Across Practice Locations.

Applied Payments Enhancements (Ortho Practices)

For Ortho-enabled practices, the Applied Payments process has been updated to help ensure the accuracy of financial reporting.

•   Auto Payments are now automatically distributed against the associated recurring contract charges. Also, if you reverse, void, remove, or refund an electronic payment, the associated distributions are updated automatically.
• You can apply payments directly to Ortho Contract down payments, as well as to specific recurring charges. Post a payment to the Ledger, and enter the desired distribution into the Apply Payment window.
  
• Distributions from associated credits (payments, discounts, write-offs) are now limited to the realized charges and adjustments posted from Ortho Contracts. With the exception of the Ortho Contract down payments which are realized charges, initial transactions from the activation of the contract no longer involve distributions. Specifically, this includes the initial ortho contract charges (e.g., the $6,000 charge that covers the entire contract) and any initial discount against the contract amount, as these transactions impact the contract balance only and not the current balance. Distribution activity focuses on those credits (payments and write-offs) and debits (contract down payments, recurring charges, pre-pay adjustments, and contract closure adjustments) that are realized and impact the current balance.
• You can now choose to apply a payment to charges that are not included on an insurance claim. Click Add Unclaimed Charges, select Providers or Services, and then select the charge to which you want to apply a payment amount. 
  
  Note: When posting an insurance payment related to the contract, you can still select the primary claim (created at time of contract activation), but you cannot distribute to its associated charges. As such, you should either distribute directly to the contract's associated provider or click Add Unclaimed Charges to ensure that the contract's associated debits are available in the Services list and can be distributed to the Insurance Ortho Contract Downpayment or Insurance Ortho Contract Charges.
• The Ledger's applied/distribution indicators have been updated to include a hyphen symbol to indicate that Ortho Contract Initial Charges cannot be distributed.
  

For more information, see How to Configure and Use Applied Payments and How to Use Automatic Payments for Ortho Contracts. 

Ability to Post Insurance Payments for External Claims

In response to customer requests, you are now able to enter an insurance payment for charges that are not associated with a claim in Sensei Cloud. This need might arise when a claim existed in a previous system, or if a claim was submitted through a third party such as Medicare or Medicaid.

When you enter a payment and select a Payment Type of Insurance (Check, EBT, or Credit Card), you are required to enter a claim number. If there is no associated claim for the payment, select External Claim.

• A prompt is displayed verifying the action of applying an insurance payment to a claim not created in Sensei Cloud.
• Click Yes, Proceed. An External Claim Information field is added to the screen. Use this field along with the Reference and Comment fields to enter any external claim information or clarifying comments such as date of service. Once posted, information entered into the External Claim Information and Reference fields is appended to the transaction description. 
• Post the payment. The Apply Payment process continues where you can select a Provider or Services and Unclaimed Charges as needed. If you do not see charges, procedures, or services to post the payment against, then you can apply the payment directly to Providers, or if the charges have been posted in Sensei Cloud but the associated claim is external, you can click Add Unclaimed Charges.

For more information, see How to Post Charges and Payments From the Patient Ledger.

Defects and Small Enhancements

31 additional items were addressed.