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Sensei Cloud Release 0.1.7739 (Part 4)

Sensei Cloud

Weekly Release

Build 0.1.7739  |  May 22nd, 2022

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



Updates to Managing and Using Treatment Plans

As discussed, this Sensei Cloud release includes significant updates to the existing treatment planning functionality, to accommodate the use of ‘groups’ to organize the proposed treatment and address several workflow detractors that we have heard from our customers. The functions for managing an existing treatment plan are divided between two modes of the ‘Treatment Plan’ dialog - ‘Viewing’ and ‘Managing’ (e.g., editing).

The initial ‘Viewing Treatment Plan’ mode is displayed whenever opening an existing plan and is used for general review, plan-level management (such as completing or rejecting the plan), printing out the treatment plan, or scheduling proposed work. Moving these actions into the ‘Viewing Treatment Plan’ dialog now enables you to perform some of these functions (such as scheduling and printing) from new contexts, including the Hard Tissue Chart (when in ‘Planning’ mode). In ‘view mode’, you can also see key summary information about the treatment plan, including:

  • The current group and procedure count, as well as the total fee. For US treatment plans, this includes estimation details (for patients with insurance). For UK NHS courses of treatment, this includes the associated charge band, UDA credit, and NHS versus private fee subtotals. NOTE: NHS course of treatment calculations are not updated until all plan updates are saved.
  • A group-by-group breakdown of the proposed work, including each procedure, its details, and current status.
  • The group-based summary including the procedure count, total fee, and the current group status. NOTE: Group status is ‘Unscheduled’ if all group procedures are unscheduled, ‘Scheduled’ if all group procedures are scheduled, ‘Pending’ if all group procedures are pending, ‘Completed’ if all group procedures are already completed, ‘In Progress’ is the group procedures are in mixed states, or ‘Declined’ once the treatment plan has been rejected.



You can also perform management actions for any selected procedures or a specific group, such as scheduling the proposed treatment or printing out a treatment plan for review and acceptance. NOTE: The ‘Schedule Selected’ or ‘Schedule Group’ controls are only available when the associated procedures are ‘Unscheduled’. Clicking on a ‘Schedule’ action creates a new appointment for the patient and automatically adds the selected procedures from the treatment plan. The ‘Print Selected’ and ‘Print Group’ controls are always available, even when the treatment plan has already been completed or rejected. The revised treatment plan document (printout) now includes the group-based structure and details, including the group name, status, and subtotal as well as the standard procedure-based details for any selected procedures from each group. NOTE: For NHS courses of treatment, the entire plan must be printed in its totality, as an accurate reflection of the associated band charge and NHS fee cannot be determined from individual procedures or a single group. 




When US patients have insurance coverage, you can generate and submit a pre-authorization claim for all or some of the plan’s procedures. For UK NHS courses of treatment, users can accept the plan and generate the claim, view the generated claim, and delete or ‘FTR’ the plan using the existing controls. For all treatment plans, you can post any completed procedures by clicking the ‘Post Charges’ action. You are prompted with the ‘Post New Charges’ dialog to provide you with an option to add any additional charges, make any modifications, and define additional service details prior to posting.



As previously discussed, clicking the ‘pencil’ to edit the plan displays the ‘Manage Treatment Plan’ dialog. This provides access to all of the aforementioned controls to modify the proposed treatment, complete or defer / remove procedures, reorganize the course of treatment, enter plan notes, and plan-level management (such as completing or rejecting the plan). 

Once created, you have the option to ‘Complete plan and procedures’ or to ‘Reject Plan’ whenever editing (or viewing) an existing treatment plan. Clicking ‘Complete plan and procedures’ automatically marks all of the unscheduled, scheduled, or pending procedures as ‘Completed’ and marks the overall plan as ‘Completed’. If the patient does not have a scheduled appointment on the current date, then you are prompted to define the service details (e.g., the associated location, provider, and service date) for the procedures being completed. Clicking ‘Reject Plan’ automatically marks all of the unscheduled, scheduled, or pending procedures as ‘Declined’ and marks the overall plan as ‘Declined’. You are prompted as to how Sensei Cloud should handle any of the plan that is already completed or is ‘in-flight’ (e.g., ‘Scheduled’ or ‘Pending’). ‘Completed’ procedures remain intact in the plan record, while the remaining procedures are marked as ‘Declined’ and maintained in the plan record. However, existing appointments (scheduled or pending) remain intact. The procedures, in their associated states (e.g., ‘Scheduled’ or ‘Pending’), are added to the patient’s ‘Unmanaged (Procedures) List’.




NOTE: The treatment plan management rules discussed above are slightly different for our UK customers, especially when handling NHS courses of treatment. Once created, an NHS course of treatment must first be marked as accepted before it can be further managed (e.g., scheduled or completed). This still occurs using the ‘Accept Plan’ button (e.g., ‘circle with check’) available in the ‘Viewing Treatment Plan' dialog (once the initial plan is saved) or via the banner in the Hard Tissue Chart (in ‘Planning’ mode). As only one active (‘Accepted’) NHS course of treatment is allowed at any given time, all other open (‘Proposed’) NHS courses are automatically marked as ‘Declined’. Once the plan is accepted (and NHS claim record generated), proposed treatment can be scheduled and completed as normal. To ‘delete’ (decline) an NHS course (which has no completed work) or mark the course ‘Failed to Return’ (if it is partially completed), click on the ‘i’ button in the ‘Viewing Treatment Plan’ dialog. As with US and UK private treatment plans, scheduled or pending appointments associated with treatment plan procedures are maintained even after the NHS course is declined or discontinued (e.g., FTR) and need to be manually cleaned up. However, any associated NHS procedures are stripped from the appointments (NHS work cannot be scheduled without an accepted course of treatment).




To accommodate the group-based structure of treatment plans, contextually-relevant UIs have been revised throughout Sensei Cloud. This includes the ‘Treatment Plan’ controls within the Appointment Card, the ‘Treatment Plan’ module in the banner of the Patient Homepage, and the ‘Manage Today’s Appointment’ dialog (available via the Hard Tissue Chart and Treatment Chart UIs when the patient has a scheduled appointment on the current date). In each case, the design and functionality have been enhanced to represent and leverage the new group-based organization of your treatment plans. For example, the ‘Treatment Plan’ module in the banner of the Patient Homepage has been reorganized to distinguish the ‘Unscheduled’ treatment versus the pending and scheduled appointments that contain procedures from the patient’s treatment plans [Patient Tab > Home]. The ‘Unscheduled’ list breaks down the (unscheduled) proposed treatment in a clear plan-by-plan basis, with each plan’s groups clearly labeled. The ‘Pending’ and ‘Scheduled’ lists now provide a clearer summary of each pending or scheduled appointment with proposed treatment and a link to open the associated Appointment Card.


Additionally, the ‘Treatment Plan’ accordion panel inside the Appointment Card has been revamped to increase the efficiency and clarity with which proposed, unscheduled treatment can be scheduled. You can select from the patient’s available open treatment plans, which now display the number of unscheduled and pending procedures to be addressed. Once selected, the plan’s group structure is clearly displayed, including the associated scheduled, pending, and unscheduled procedures. Click the ‘Add to Appt’ (‘Add Group to Appt’) link to quickly add the unscheduled procedures to the appointment. As with the previous implementation, clicking on the ‘Pending’ or ‘Scheduled’ links opens the associated Appointment Card. 


Finally, the ‘Manage Today’s Appointment dialog, which is available via the patient’s Hard Tissue Chart or Treatment Chart when the patient has an appointment scheduled on the current date [Patient Tab > Clinical > …]. The ‘Planned Procedures’ section at the bottom, provides access to the patient’s ‘Unmanaged Procedures’ list and all open treatment plans. When a treatment plan is selected, the group-based structure is clearly displayed. You can quickly and easily complete procedures from any treatment plan, thereby automatically adding it to today’s appointment. You can also defer any planned treatment that wasn’t completed back to the originating treatment plan (or the ‘Unmanaged Procedures’ list for procedures not associated with an open treatment plan).




We hope that these enhancements provide the requested flexibility with presenting and delivering proposed patient care. Please send us feedback on what works well and what additional improvements could be made to further support your treatment planning workflows.



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