5.41 Release Features

The 5.41 Release has arrived, featuring significant enhancements aimed at streamlining your daily workflows. Dive in and see the difference!

Catch the Top Highlights of 5.41

• Leverage our enhanced Recall workflows, which let you link multiple Production Type Recalls to a single appointment effortlessly.
• Quickly identify and merge duplicate patient profiles with our exciting new Patient Merge feature to improve data accuracy and simplify patient record management.
• Experience easy Profile Setup and smooth Payroll Generation with our latest Payroll feature. Plus, you can set a Minimum Guarantee so providers never miss out on their best earnings; and there’s much more packed in.
• Boost collection of payments due with our all-new Payment Plan Reminder Campaigns that automate reminders for upcoming and overdue payments, ensuring your patients never miss a due date.
• Step into an organized and efficient view of Ledger with Date of Service (DOS) groupings to easily monitor transactions, identify pending items, and review balances at a glance.
• Practices can now separately configure whether New and Existing patients can book their online appointments either directly or request them, providing greater control over scheduling.
• Smoothly manage Transaction Charges for third party finances with new proportional distribution and easy editing capabilities.
• Organize smarter with customizable, color-coded flags and easily assign tasks to user groups within the Task Manager.

Read on to discover the latest feature updates in the 5.41 release!

Front Office

1. Lab Cases

a. Users can easily delink or update an Appointment associated with a Lab Case.

2. Scheduler

a. Ability to view Cancelled and No Show appointments only if Double Booking is enabled.

• Cancelled appointments are indicated by a mesh overlay and a strikethrough on the details.
• No Show appointments appear with slanting lines across the tile.
• Click any 'Cancelled' or 'No Show' tile to view appointment details, and quickly get to patient links with a right-click.
• Two new flags have been added to indicate Cancelled and No Show statuses.
• To learn more about Double Booking, click here.

b. The Scheduler now shows a Warning icon when an appointment is hidden due to Provider Unavailability or a deleted schedule. This icon appears only if the selected Scheduler Filter includes the affected provider. You can click the icon to view and take action on the hidden appointment.

• Easily access the appointment slide-out by clicking the Details icon.
• You can change the appointment status to Cancelled, No Show, or Delete, and once an appointment is cancelled or deleted, it is automatically removed from the hidden list.
• Additionally, you can Move the appointments to the Clipboard.

c. The Scheduler now auto-scrolls to the earliest appointment or block slot during extended hours, thereby eliminating manual navigation through empty slots.

d. A Warning Modal will now appear whenever a provider is Marked as Unavailable on the Production  Calendar. This modal displays any appointments linked to the provider allowing you to review and take the necessary action.

3. Online Appointment Request Flow
 

a. We’ve improved the request booking workflow for Online Appointments. Previously, users weren’t alerted if the requested time slot was already booked. Now, a Warning modal will appear, prompting users to either Find Slot or Continue to Scheduler.

Note: This warning modal will appear only if double booking is not enabled.
 

Clinical

1. Chart

a. Users can now update the Billing Order for multiple procedure codes simultaneously, reducing manual effort and saving valuable time.

b. Class V surfaces are now distinctly represented across touchpoints where surfaces can be added.

c. Easily add Modifiers from the CodeStack and Teeth Selector pop-ups to ensure claims comply with Medicare's new specifications.

d. Option to enable transparency in the Odontogram for Completed Treatment, Existing (This Practice), Existing (Other Practice), and Referred Out Completed, in addition to the previously available options.

e. The Imaging slide-out in the patient's Chart and Appointment slide-out has been replaced with dedicated tabs. 

• Aeka customers will now see separate tabs for ‘Aeka Images’ and ‘Other Imaging Software’.
• Non-Aeka customers will see a single ‘Imaging’ tab.
   

f. Easily add custom conditions or procedure codes with text based Draw Types. With these draw types, you can add a 2 character text on the tooth and 1 character text on the surface.

g. Quickly view Active Conditions by hovering over a specific tooth in the Tooth Chart.

h. Introduced enhancements to avoid duplicate entries and improve data accuracy, when adding codes and conditions. Users can email [e-mail] to have it enabled.

• Active Conditions: The system now prevents duplicate entries of the same active condition for the same tooth or surface with a warning modal.

• Proposed Procedure Codes: Users can choose to either block or receive a warning when attempting to re-add a proposed code for the same tooth or surface.

• Completed Procedures (within the last one year): The system will show a warning when attempting to re-add a code that was completed within the last year.

i. Standardized the column order in the Chart page, Appointment Slide-out, and Treatment Planner to maintain consistency across the PMS.

2. Perio Chart

a. Utilize the ‘View Statistics’ option in the Perio Chart to see a summary of findings like pocket depth, gingival margin, and other important indicators for each chart.

b. Introduced a new Probing Direction that allows users to capture the Perio Chart from right to left in the following order: Upper Facial, Upper Lingual, Lower Lingual and then Lower Facial.

3. Treatment Planner

a. A Warning modal now alerts users when multiple Billing Providers are detected during claim creation, helping prevent claim splits and reducing the chances of rejections or duplicates.

b. Effortlessly duplicate Treatment Plans using the Copy Treatment Plan option, with all phases, procedure codes, conditions, and treatment coordinators copied to the new plan.

c. When a future fee is set for a procedure code in the fee schedule, the system will apply that fee for the code, if it is linked to an appointment scheduled on or after the fee's effective date.

• Introduced a column, Fee as of. in CodeStack which displays the date from which the fee is effective.

d. When a procedure code is not listed in the Table of Allowance (TOA), it will be treated as a non-covered service by the insurance provider, and the full cost is billed to the patient.

e. Evenly distribute the Discount Amount across all codes by checkmarking the ‘Apply Proportionally’ option, which previously worked on a top-down approach.

4. Recalls

We’ve introduced a set of impactful enhancements designed to simplify and speed up recall booking, making the overall workflow significantly more efficient for users.

a. Production Type Recalls are now visible in the Link Recall dropdown, improving visibility while booking appointments.

• Production Type and Procedure Code recalls are now clearly separated in the 'Link Recall' dropdown, making it easier for users to identify and select the correct recall type.
• Users can now link multiple Production Type recalls to a single appointment, even if they don't match the appointment’s production type, allowing for more flexible scheduling and better recall tracking.

b. Introduced two new Recall statuses:

• Broken: Assigned to recalls that were linked to an appointment that was scheduled but got ‘Canceled’, ‘Deleted’ or marked as ‘No-show’. This helps users quickly identify recalls where the intended appointment did not occur as planned.
• Do not Recall: Indicates recalls marked as ‘Do Not Recall’, showing that no further follow-up is required.

c. Download Recalls list of all patients in PDF or CSV format.

d. Utilize the new Print button to obtain a printout of the Recalls list.

e. Ability to send Text or Email to patients via the Recalls list, provided the correspondence option is enabled.
 

f. Procedure Code and Production Type Recalls can now be Linked to Future Appointments from multiple touchpoints, including the Patient’s Recall grid, the Pending Recalls banner in the Chart, and the code completion workflow when enabled in Practice Settings.

g. Users can now click a recall’s Due date from the Account Recalls or Recalls List to navigate directly to the Scheduler, with the recall automatically linked to the Appointment slide-out.

• Users are taken to the due date for unscheduled recalls and to today’s date for overdue recalls.

h. Recalls can now be linked to a Provider, allowing users to filter and manage pending recalls more effectively. Additionally, the patient’s default Location is recorded with the recall to support accurate scheduling and location-based tracking.

i. While booking a recall through Find Slot, users can now add additional procedure codes directly from the Appointment slide-out, if needed.

 

5. Clinical Cases

a. Introduced a Show Details button for Care Notes in Clinical Cases to quickly view detailed notes.

 

Referrals

1. Referral Sources

a. In Practice Settings > Referral Sources, you will now see system-defined referral sources marked with a new ‘System’ tag. You can deactivate these sources anytime, if needed.

2. Custom Referral Provider Specialty

a. Users can now add custom specialties for Referral Providers when adding or editing Referral Providers.

RCM

1. Ledger

a. Introducing significant improvements to simplify the Ledger.

• Group by Date of Service (DOS): Click the ‘Group by DOS/DOP’ toggle button to group the ledger into DOS accordions. Each accordion represents codes checked out on a particular Date of Service and all transactions related to that code.
• View all transactions linked to codes from a DOS: For instance, on expanding an accordion marked as Feb-21-2025, users can view the code(s) checked out on Feb-21-2025, along with all claims, adjustments & payments made against those checked-out codes.
• Easily identify the DOS groups that need attention: The DOS accordions/groups will be denoted by a green icon (at the start of the row) if all payments are applied, no codes have balances, and all claims are submitted. On the other hand, a red icon will be denoted against the DOS group if any action item is pending, so users can narrow their focus to those items that require attention.
  • Green icon → All good.
  • Red icon → Requires attention.

• Print out DOS Transaction Receipts: Option to print all the transactions connected to a Date of Service.
• Easily identify the pending items: Even without expanding the DOS accordion, users can find the pending items summarized and highlighted in red. See the ‘Claims Pending Submission’ area highlighted in the screenshot below.
• Obtain the day's balance at a glance: The Net Patient & Insurance balances (dues as well as estimates) for that Date of Service will be listed on the accordion header (even without expanding the accordion).

b. The Insurance Receipt Details modal, accessible from the Ledger, now displays insurance documents at the bottom.

• Plus, the previous View Documents link has been replaced by View Details, which will be available if the user has access to the receipt location, providing access to all receipt-related information in one place.

2. Adjustment Codes

a. We've simplified the descriptions for three System Codes:

• ERATRP: Used when insurance pays less than expected, transferring the remaining balance from the patient to the insurance.
• ERATRI: Used when insurance pays more than expected, transferring the overpaid amount from the insurance to the patient.
• PBAL: Transfers the remaining balance to the patient as ‘Balance due Patient’ when insurance pays less than expected. This updated description will be consistent across all relevant areas in the system.

b. The Transfer from Patient button is now labeled Transfer Balance from Patient to Insurance to better reflect its function.

3. Transaction Charges

a. Unadjusted Transaction Charges has been renamed to Unapplied Transaction Charges.

b. Edit Transaction Charges directly on the Add New Payment/Adj. page.

c. Previously, transaction charges were applied oldest-first or newest-first, and assigned entirely to a single provider. Now, transaction charges are proportionately distributed across all relevant procedure codes and providers.

• If Third-Party Financing covers the full amount, the charge is split equally across all codes. 
• For partial coverage, it can be allocated to selected or all applicable codes, based on the chosen method.
• When only part of a treatment plan is checked out, charges apply only to the completed procedure codes, and the remaining portion is carried forward for future allocation.

d. Transaction charges in the receipt will now be proportionally applied to selected procedure codes based on available unapplied credits, ensuring consistent allocation. Users also have the ability to edit these charges directly within the receipt.

e. A new Transaction Charges tab has been added to the receipt pop-up, allowing users actions such as View, Edit, and Reverse.

f. Refunds now include transaction charges, which were previously excluded. For Partial Refund, you can edit the transaction charges as needed.

g. Previously shown as adjustments under Code/Category on the Ledger, transaction charges now appear in the Pat. Receipt entry.

h. The Receipt PDF now shows the total amount inclusive of transaction charges.

4. Payment Plan Control Center

a. Leverage the new custom date range filter for the Next Payment Date column for flexible data analysis. 

b. You can now Download and export data to CSV. Exports will reflect all applied filters, including custom date ranges.

5. All Payments

a. Receipts sent via email now mask Patient IDs and include a confidentiality disclaimer for improved HIPAA compliance.

6. Insurance Payments

a. We've implemented location-based user restrictions in the Pending and Posted sections of the Insurance Payments module.

7. Insurance Plans

a. The Insurance Plan now includes the Date of Birth (DOB) field for insurance members.

Reporting & Analytics

1. Insurance Plans Report

a. Easily filter Active, Inactive, or both using the new Patient Status filter in the ‘Plans View’ and ‘Patients View’ of the Insurance Plans Report.

• Both active and inactive statuses are selected, by default.

2. Income Allocation Extended Report

a. New Advance Payments View added to the Income Allocation Extended Report to simplify reconciliation of advance payments against providers and enhance payroll accuracy.

• Users can now track Advance Payments in the Income Allocation report and drill down to view individual transactions. These can be grouped by receipt, provider or location, allowing practices to perform in-depth analysis and ensure data accuracy.

3. Payroll

a. Our all-new Payroll feature makes payroll generation easier than ever. You can now quickly set up profiles and assign them against providers. Access to this feature can be configured through Permissions in Practice Settings.

b. Want to set up Provider Payouts exactly how you need them? Easily create flexible Payroll Profiles whether it's Production-based (Net/Gross) or Collection-based (Net/Applied Payments).

• For Payouts, you can now fine-tune them with Customizable Adjustments and apply Additions and Deductions such as Migrated Production, Membership Credits, etc.

• You can set a Minimum Guarantee for providers, ensuring they receive the highest amount of the two; either the minimum amount or the earnings they made. This can be easily overridden at the individual provider level for extra flexibility.
• Easily auto-deduct Lab Case costs directly from Provider Payouts via the Payroll Profile. You can include Lab Cases within a custom date range. Batches will now appear as Pending Review, allowing you to quickly review, update lab costs, and add a lab manually before publishing.

c. You can now assign Payroll Profiles and set up a specific Pay Frequency (e.g., weekly, bi-weekly, monthly) to each provider.

• Effortlessly Edit a provider’s Minimum Guarantee without changing the original profile settings, allowing for flexible, provider-specific compensation. 
• Plus, you can bulk set up Pay Frequencies and Profiles for multiple providers. 

d. Swiftly Generate Payrolls by selecting specific locations and pay frequencies. For recurring frequencies, the system auto-determines the end date for you.

• What’s more, each generation processes as a single batch, and the system ensures only one valid payroll exists per provider for a given date range.
• Payrolls that include lab cases will now show as ‘Pending Review’ until approved. Other payrolls can be Published directly (or Partially Published, if mixed). You have the option to Void published payrolls.

e. Unlock payout insights! Our new Overview section features a 13-Month Payout Summary, filtered by location or provider for immediate historical context.

• Get granular with the Provider Breakdown; it shows every provider's monthly payout.

f. Secure access: Set up a pin for additional access control for users accessing payroll.

4. Share Report Filter

a. Introducing a faster way to collaborate, you can now share your saved report filters with other users in just a few clicks.

• Share filters directly with specific users or with all users tied to a profile, helping to standardize reporting across your team.
• That’s not all! Use the ‘Share’ option to generate a view-only shareable link that captures your current filter settings; perfect for quick diagnostics or templates to start on.

5. EOD Report 

a. We’ve made important additions to the End-of-Day Report to give you a more complete picture of your practice’s daily activity.

• A new Refunds section lists all refunds issued on the selected date, ensuring nothing gets missed.

• The Procedures section now displays Tooth Number and Surface Area, offering better clarity when reviewing completed treatments.

Patient Services

1. Online Appointments

a. Practices can now separately configure whether new and existing patients can book their Online Appointments directly or request them.

• Direct Booking allows patients to schedule appointments directly on the practice’s Scheduler.
• Request Appointment enables patients to submit appointment requests that require manual confirmation by the practice.

b. Take advantage of the ability to configure different Deposit Fees for the same appointment reason for different locations.

• Deposit Fees now display dynamically on the Online Appointment Portal, reflecting the configured fee for the selected location and appointment reason.

2. Forms and Letters

a. Introduced enhancements to Forms and Letters (including Referral Letter) to make editing easier.

• Leverage the Fullscreen mode to edit the content in a wider view.
• Click and drag the corner handle to resize the paragraph text area as required.

3. Add or Edit Patient Slide-Out

a. You can now copy Contact Details and communication preferences to family members when adding or editing a patient. Just update the selected fields for: Mobile, Address, Email, and Additional Contact Details.

Patient Engagement

1. Payment Plan Reminder Campaign

a. Introduced two new Payment Plan Reminder Campaigns to automatically notify patients on active payment plans about upcoming installment due dates and overdue payments.

• Auto-Debit Payment Reminder Campaign.
• Non Auto-Debit Payment Reminder Campaign.

Note: Please contact [e-mail], if this feature is not enabled in your account.
 

2. Patient Portal

a. Patients can now Download Receipts directly from the Patient Portal for any payments made.
 

3. General Practitioner

a. Add or Edit Patient Slide-out: Practices can now enter details of the General Practitioner to a patient’s profile while adding a new patient or updating an existing one. 

Note: This feature is available upon request. Contact [e-mail]
to have it enabled.

b. Patient Portal: Introduced a new setting to allow patients to enter General Practitioner (GP) details via the Patient Portal and Kiosk. You can configure this field to be enabled or disabled, and even set it as mandatory based on your preferences.

 

c. Forms & Letters: Utilize the newly added quick links to add General Practitioner information.

• When adding a new form to a patient, the General Practitioner (GP) details will auto-populate if they have already been entered in the patient’s profile. The GP details will also auto-populate while filling out a pending form from the Patient Portal.

4. Campaigns Now Powered with Opportunity Miner

a. You can now build more targeted and data-driven campaigns using Opportunity Miner. This enhancement applies to Automated Recall and Promotional Campaigns that previously relied on basic patient list filters to define recipients. 

• Easily create refined patient lists based on recall status, treatment history, insurance behavior, and more, thereby helping your team run high-impact reactivation and marketing campaigns. 
• Existing campaigns will continue to function, with no additional action required from your end.

Patient Data

1. Patient Merge

a. Introducing the Patient Merge feature to help practices easily identify and merge two duplicate patient profiles into a single account.

• Users with permission can merge two patient records; the source patient is archived, and the destination patient remains active.

• Merge is blocked if the source patient has unpaid codes, unapplied credits, active claims, ortho plans or payment plans, is responsible for others, or has an active membership plan.
• The merge is irreversible, and the action is recorded in the Audit Trail.

Note: This feature requires a signed patient merge consent agreement. Users can email [e-mail] to have it enabled.

General

1. Task Manager

Flags in Tasks

a. Categorize Tasks better with customizable flags. Now you can create flags specific to your practice, like 'TLC' or 'Outstanding Balance Follow-up,' to better organize your work. 

b. Want to add a custom flag? Head over to the Task Settings. You'll find the Flags grid there, and you can quickly search flags by label, description, or status.

c. When you're creating or editing a task, just use the new 'Flags' field to add up to 5 flags. You can now filter tasks based on flags for quick retrieval, and even save them directly to your task templates for future use.

    Assign Tasks to User Groups

a. Now, you can assign tasks more efficiently by creating User Groups from existing users. This means your practice can assign tasks to a group at once; just head to your Task Settings to get started.

• The ‘Assign To’ field now supports User Groups, not just individual users.

b. Introducing two new assignment options: 

• Assign one shared task requiring completion by any one assignee.
• Assign individual tasks requiring action from each selected user.

    Permissions in Task Settings

a. We’ve added permissions to manage Add, Edit, or Delete actions for Task Settings, including Templates, Flags, and User Groups.

    Other updates include:

a. Leverage the ability to add a Task from the Patient Snapshot touchpoints.

b. Unlock full visibility into tasks linked to a patient! Pending Tasks are now prominently displayed under 'Action(s) Required' on the Patient Overview page, ensuring quick access that was previously unavailable.

c. We've updated the ‘Delete’ option for Recurring Tasks to offer greater flexibility. You can now remove the current occurrence or all future ones, instead of automatically deleting all future instances, as it did previously.

Explore the new and updated features and share your insights with us. We can't wait to hear what you think.

Stay ahead with the exciting 5.41 updates, rolling out to practices by late August!