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Moderator
Moderator

Sensei Cloud Release 0.1.5336 (Part 2)

Sensei Cloud

Weekly Release

Build 0.1.5336  |  September 16th, 2020

This week’s Sensei Cloud updates continue to expand core application functionality and deliver on recent customer requests.

 

[0.1.5336 RELEASE UPDATES CONTINUED FROM PART 1]

Applied Payments

For practices that pay their providers based on collections, Sensei Cloud now supports the ability to apply the funds from posted credits (e.g., payments, discounts, and write-offs) to open debits (e.g., charges). Distributions - the application of credits to debits - link collected money to a provider’s work, enabling you to report on the collection activities associated with each provider. A new setting enables you to specify whether your practice applies credits. Selecting ‘Yes’ enables access to the Applied Payments functionality within Sensei Cloud [Administration Tab > Practice Settings > Financial Rules]. This includes the controls that enable you to distribute credits to debits, as well as the ‘Applied Payments’ reporting screen. NOTE: This setting is turned off by default unless your practice has already been applying payments directly to providers as “provider payments” (now known as “pre-payments”).

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An additional setting can be enabled to automatically prompt team members to distribute credits. When selected, team members are prompted to distribute a credit’s funds to open charges whenever the transaction is posted. Whether automatically prompted or manually executed, your team now has the ability to specify which providers are credited with posted collections. NOTE: The distribution controls are available via the transaction details of credits on the Patient Ledger [Patient Tab > Financials > Ledger], Financial Daysheet [Location Tab > Financial > Daysheet], and Applied Payments [Location Tab > Financial > Applied Payments] screens.

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There are visual indicators to the left of each transaction that indicate whether some action is needed, such as a credit that has available funds to distribute or a debit that has not been fully paid. Use the ‘Apply This {Credit}’ hyperlink to access the ‘Apply Credit’ dialog, where you can manage the distribution of the credit’s funds to open charges. Details on the credit’s funds available to distribute are displayed in the ‘Credit’ section, and are updated automatically as you manage its distributions. By default, any debits (charges) on the patient’s account that are not already fully covered by existing distributions are presented in the ‘Charges’ list. To distribute the funds, click the checkbox to the right of the charge and specify the amount of the distribution. By default, when distributing the funds of an insurance payment, the available charges are limited to those for the associated claim. NOTE: You cannot overdistribute the credit’s total funds (e.g., apply more more than is available) or overdistribute to a debit (e.g., apply more money than is needed to cover the charge).

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Any distributions that have already been made to the charge from other credits are accounted for in the ‘Other Payments’ column. Any existing distributions made towards the charge from the selected credit will be displayed in the ‘Applied’ column. You can adjust the credit’s distributions at any time, adding distributions for new charges or changing existing distributions. Sensei Cloud keeps track of it all, logging new distribution records as needed. For example, if a $30 distribution was made to a charge last month, but then removed and the credit’s funds were distributed to a different charge this month, then an offsetting -$30 distribution is logged for this month (for the original charge) and a new $30 distribution is made for the new charge. This ensures that the applied payments reporting for a time period is accurate and credits are not double counted. When you are finished managing the credit’s distributions, click ‘Save’ to log the credit’s new distribution records.

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Certain types of credits can also be applied as “pre-payments”. When money is collected up front, you can use pre-payments to credit providers before the treatment is completed. This helps if your payroll practices are based on when money comes in (collections), rather than when service is completed. When distributing credits as pre-payments, the distributions are made directly to providers instead of particular charges. Click ‘Apply as Pre-Payment’ to distribute the credit’s funds directly to providers. NOTE: Insurance payments and balance adjustments (e.g., discounts and write-offs) cannot be distributed as pre-payments, as these credits only become relevant once services have been rendered (e.g., treatment completed and charges posted). 

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When applying a credit as a pre-payment, all of your practice’s providers are available to receive distributions. Define the ‘Amount Paid’ value for any providers being credited with pre-payments from the selected credit and click ‘Save’ to log the distribution records. A summary of the current distribution status is provided below the table of providers and is updated automatically as distributions are allocated. The ‘Unapplied Amount’ indicates how much money is available to distribute.

Pre-payment distributions can be modified at any time, with Sensei Cloud keeping track of all the changes over time. Whenever pre-payment distributions are removed or modified, new distribution records are created to keep track of where the money is going. A credit’s pre-payments may often be replaced with distributions to specific charges once the services are performed. When applying a credit, any pre-payment distributions are displayed in the ‘Apply Credit’ dialog and can be quickly reviewed (‘View Pre-Payments’) or removed (‘Clear Existing Pre-Payments’) to free up those funds for distribution towards open charges. NOTE: Whenever performed, off-setting distribution records are made for the existing pre-payment distributions, ensuring that the credit isn’t overdistributed and that providers won’t get paid twice with the same money.

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You can click ‘View Distribution Detail’ to review all the existing distributions made from the selected credit. This includes charges, pre-payments, and any off-setting corrections. The associated charge and/or provider and service date are provided for each distribution, as well as the team member that made the distribution, the date on which it happened, and its amount. 

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As previously mentioned, all distribution records are logged and available for reporting in the ‘Applied Payments’ screen [Location Tab > Financial > Applied Payments]. This screen enables you to report on all distribution activity that occurred during a selected reporting period. The current data in view can be exported to .CSV format for use in third party applications or printed to .PDF for archival and distribution. By default, distributions made during the current month are displayed, including those made to all providers, from any credit type that was posted on any date.

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Applied Payments data can be filtered to generate other useful views. Check the ‘Only Show Credits with Unapplied Funds’ option to highlight those credits that still have funds left to distribute, enabling you to ensure that all collections have been fully distributed. Check the ‘Only Show Credits with Pre-Payments’ option to highlight credits with associated pre-payment distributions, enabling you to review and possibly replace pre-payments with distributions towards charges now that the work has been performed. NOTE: Click on the ‘?’ to display help text that explains the filter functions as well as the recommended filter settings for common activities, such as distributing credits with unapplied funds.

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IMPORTANT: Whenever the filters are set so that a credit’s full distribution records aren’t displayed (such as limiting the ‘Distributions Made {Date}’ or ‘Distributions made to {Provider}’ filters), you will not be able to manage its distributions. You must adjust the filters to display the credit’s full distribution history before making changes via the Applied Payments UI. This ensures you are aware of all the credit’s distributions before trying to make adjustments. You are also prompted when trying to print an Applied (or Unapplied) Payments report when filtered to a limited view of the credits’ distribution activity. 

We hope that this new reporting functionality supports the needs of practices that base their financial business functions on collections rather than production. We look forward to hearing feedback on how these enhancements support your financial workflows and what additional enhancements are needed. Additional enhancements are planned, including the ability to automatically distribute existing credits to unpaid debits to help clean up historic transactions as well as the ability to assign a logical rule to use when automatically distributed posted credits.  

Optimizations and Fixes

The following fixes and optimizations have been added to Sensei Cloud this week.

  1. Addressed a bug in which the visual indicator for a watch was removed when the ‘Reset Tooth Graphic’ function is used.
  2. Fixed a defect in which the posting of a split payment via the ePayments Secure service would sometimes result in duplicate ledger entries.
  3. Resolved an issue in which a policyholder’s associated insurance plans would sometimes not be displayed when defining the insurance policy in the Patient Record.
  4. Addressed a UI defect in which all of the involved teeth were not visible in the transaction details of the Treatment Plan UI for multi-tooth procedures, such as a partial denture.
  5. Removed the ability to chart furcation on a single-rooted tooth when in Current charting mode on the Hard Tissue Chart UI.
  6. Fixed a defect in which a newly created Patient Record would sometimes inherit the portrait (image) of the previously created Patient Record.
  7. Addressed an issue in which the emergency contact setting for a patient’s responsible parties was not maintained when the RP’s relationship field is modified in the Patient Record.
  8. Fixed a bug in which clinical event notes with an incorrect status were being created when procedures were deleted from a treatment plan.