New Features, Fixes, and Enhancements

This release includes the following enhancements:

Outbound Referral Activity Report

Sensei Cloud now offers an Outbound Referral Tracking Report, providing visibility into patients that your practice has referred out to external specialists. 

The Outgoing Referral Activity Report pulls data that is entered in patient records and organizes it in one convenient location, within the Referral Activity List (Location > Referrals > Referral Activity). 

Simply select Show Outgoing Referral Activity, and then click Apply Filter to display the Outgoing Referral Activity Report. From this view, you can analyze how many patients you have referred out to the Referral source and other important details such as how many are open or closed.

Click on a Referral to expand the Outgoing Referral Activity Summary. The Summary provides additional details, including a list of patients that were referred out to the source for the Last 12 Months, along with the Referral Date, Referral Type, Date the Patient is due back, and the Case Status.

You can quickly and easily evaluate outstanding work that needs to be followed up on and take action as needed. 

See How to View Outgoing Referral Activity and How to Add a Referral Source to a Patient Record for more information. 

Shortcall List Enhancements 

The workflow for Sensei Cloud's Shortcall List (Location or All Locations > Appt Worklists > Shortcall List) has been greatly enhanced to increase accessibility and overall efficiency. 

We are excited to share the following upgrades:

• An Open Shortcall List link on the Schedule / Diary that takes you directly to the Shortcall List, making it easier to fill cancelled or open slots.
• A new Short Calls tab in the side panel of the Schedule / Diary Day View which allows you to easily view, manage, and book shortcall appointments. 
  
• An Add Short Call Appointment option under the Actions menu of the Shortcall List which allows you to manually add unscheduled patients for tentative shortcalls, without an existing appointment.

New Short Calls Tab on the Schedule / Diary

Select the Short Calls tab on the Schedule / Diary Day View to view the list of Shortcall tiles (which are pulled from the Shortcall List). 

Simply click and drag a tile to a time slot to schedule the shortcall appointment! 

When a Shortcall tile is placed in a time slot on the schedule, it is removed from the Shortcall List as well as the Short Calls tab on the Schedule.  

Tip: Click the icon to expand the Short Calls tab and temporarily hide the other items on the side panel. Click the icon again to return to normal view. 

Manually Adding Patients to the Shortcall List

From the Shortcall List UI, you can now manually create placeholder Shortcall Appointments (without needing to first schedule an actual appointment and then flagging as Shortcall), using the Add Short Call Appointment link under the Actions menu. 

This new functionality allows you to easily place patients (with tentative or unknown availability) on the Shortcall list for a targeted scheduling without unnecessarily blocking existing openings. 

Search for and select the patient, and then the Add Short Call Appointment window is displayed. 

Enter the following details and add the patient to the list by clicking Add Short Call:

• Earliest Date (i.e., the earliest date that the patient needs to come in for an appointment (e.g., 6 weeks from now if the appointment needs to come in for an orthodontic adjustment). This defaults to tomorrow unless changed)
• Expiration Date (i.e., the date in which the short call appointment is no longer needed, which is also the date it will be removed from the Shortcall list)
• Short Call Preference 
• Location 
• Provider 
• Chair 
• Appointment Type 
• Note 

Note: Only the Earliest Date, Short Call Preference, and Location fields are required fields. The remaining items are optional. 

When an appointment has been added to the Short Call List, it is then made available as a tile in the Schedule / Diary Day View under the Short Calls tab. 

Reminder: You can still select Prompt for Shortcall from the Manage Schedule/Diary View cog icon if you want to be prompted to schedule a shortcall appointment upon cancelling an appointment.

See How to Use the Shortcall List for more information. 

Printing Envelopes & Labels 

The existing label printing functionality has been expanded and redesigned, allowing you to print labels as well as envelopes, using templates that are managed from the Admin tab (Admin > Templates > Envelope / Label Templates). 

Sensei Cloud enables you to maintain one template per record type:

• Patient
• Patient Chart
• Responsible Party
• Insurance
• Referral
• Custom 

From the Envelope / Label Templates window, select a template, and then click Edit Template Settings from the Actions menu to make it editable. 

For each template, you can:

• Select an Address position (for when you use the template to print an envelope). 
  For example, you might select Position 2 if you are printing for an envelope that has a window in the center. 
• When Address Position 2 or 3 are selected, you can also opt to include a Return address. 
  This address defaults to your logged-in location.
• Enter the template height / width in inches (for when you use the template to print a label)
• Manually edit the body of the template (e.g., insert merge fields, images, or edit punctuation/spacing, etc.).

Additionally, there is a consistent Print Envelope / Label action available across the application, enabling you to select the correct addressee or record (where applicable) and edit the merged content on-screen before printing.

No matter which area in the software you choose to Print from (e.g., Patient Correspondence, Patient Home, etc.), you can select a Print Type of Envelope or Label, and choose any of the template categories. 

Note: Certain workflows might default to a particular template (e.g., Insurance when accessing the Print function from the Claims Management screen), but you can still select one of the other templates if needed. 

You can keep the default text as defined in the template or manually edit as needed. Click Print when you are ready to print the envelope or label. You can also click Download if you want to download the envelope / label information and print at a later time. 

See How to Create and Manage Envelope / Label Templates and How to Print Envelopes and Labels for more information. 

Additional Noteworthy Enhancements

Ability to Enter the Insurance Group Number on a Patient Policy (US Only)

You can now define the insurance Group Number directly on a patient's Insurance Policy (Patient > Patient Record > Insurance Information), without needing to update the underlying Insurance Plan (Admin > Insurance > Plans). This enables you to capture the correct group identifier for a patient's coverage and carry it onto their claims.

When the Insurance Plan associated with the Insurance Policy does not have a Group Number defined, then the Group Number field is editable (instead of Read-Only) when creating or editing the Insurance Policy.

If the Insurance Plan already has a Group Number defined, then when a new Policy is created for a patient (and linked to the Plan), the plan's Group Number is automatically inherited (and the Group Number field is displayed as Read-Only in the Insurance Policy window).

Note: 

• If the Group Number was already defined for the Policy (because its associated Plan did not have a Group Number defined), then if the Plan is updated to include a defined Group Number, this change only applies to:
  • Existing Policies that do not have a Group Number manually defined; or
  • Net new Policies that are created using the Plan (with the defined Group Number)
• Adding a Group Number to an existing Plan will not overwrite the Group Number value that was previously, manually defined for a given Policy (that was created or edited when the associated Plan lacked a defined Group Number).

** This feature is especially helpful for practices migrating from WinOMS! **

Rather than creating/editing a bunch of Insurance Plans to ensure that the Group Number is correct on all of the claims being submitted from various patient Insurance Policies, you can simply assign the correct Group Number on a patient-by-patient, policy-by-policy basis. This makes it easier to include the necessary information on the claims and eliminates the need to create variant Insurance Plans with different Group Numbers. 

See How to Add or Update Patient Insurance for more information. 

Compliance Updates (UK Only)

Sensei Cloud has also been updated to meet the latest requirements for CCN 87 (including additional updates for CCNs 86, 89, and 92) for both England and Wales. 

The most recent changes include: 

• Correct assignment of Care Packages
• Accurate UDA calculations (including nurse-applied fluoride varnish counts)
• Updated bandings
• Improved handling of HC2 / HC3 patient charges and Laboratory Fees across total patient charge, post-charges screen, and NHS printouts
• Wales-specific banding reference cleanup and enhanced handling of transition claims (accepted before 1 April and completed after)

See NHS Compliance Updates for 1 April 2026 for more information. 

Defects and Small Enhancements

18 defects and small enhancements were addressed, including:

• Claims that previously experienced edge-case errors are now handled cleanly to prevent rejections by payer systems.
• On an NHS Care Pathway final claim, declaration selections can now be deselected.
• NHS Care Pathway plans and claims now move out of the Active state once completed, no longer lingering on worklists. 
• Exempt NHS Wales patients are no longer incorrectly charged the 8001 & 8002 lab fee codes. 
• When adding or editing an Ortho Contract, the discount is now included in the contract total, ensuring that the displayed total is accurate.
• A failure that stopped a location from generating the Provider Production report has been resolved. 
• Insurance allowance tables have been corrected for a recently converted organization.
• The Unbilled Procedures Worklist now handles very large data volumes without failing.
• An issue where the Reimbursement Analysis Report was failing to generate has been resolved for the affected locations.
• The Production by Provider report has been restored and loads properly.
• The ability to re-add an insurance charge schedule to a saved Ortho Contract has been restored.
• The ledger's Create Claim button now loads quickly.
• The Visit Report no longer fails when an appointment type name is longer than 50 characters.
• An issue that prevented activating a contract for Ortho patients has been resolved.