Cloud9Ortho Release Notes - August, 2013

Cloud9Ortho Release Notes

August 2013

New Features:

Envelope Printing for Insurance

The Companies icon now gives the option to Print Envelopes after looking up an Insurance Billing Center. Users can also go to the Insurance Claims Queue, right-click on an Insurance Claim, choose Edit Insurance Billing Center and then choose to Print an Envelope.

Patient Comments + Permissions

Gives Practices the ability to have Patient Comment Types that can only be Added, Edited, Viewed, or Deleted by specific Employees who have Permission to do so. This creates a way to have “Secure” Patient comments that only users with the specific permissions to Add, Edit, View or Delete Patient comment can see or work with.

We now have standard Patient Comment Types, but offices can edit those and/or create other Patient Comment Types as needed. Each time a new Patient comment Type is created in Setup, someone with permission to Edit Employees with need to give permission to any Employees who can View, Edit, Add or Delete Patient Comments of that specific Type.

There is also a new setting within Patient comments that allows the office to determine what Patient Comments will “show in Schedule.” A Patient Comment that is marked to Show in Schedule will display the comment’s icons on the scheduled appointments for those Patients.

Letter Queue – saving Merged Letters

We now have a feature that allows users to Merge Letters from the Letter Queue, make changes to the merged letters, and keep these changed within the Letter Queue. This has been a very common request and allows offices to make changes to merged letters at different times, without having to “start from scratch” each time. The Letter Queue now has a column labeled Merge, and each letter will show False if it has not previously been merged and modified or the letter will show True if it has been previously merged and modified by a user. The Letter Queue also contains a checkbox for “Re-Merge Merged Documents” and when checked the letters that you merge will return to their original state.



View Schedule

View Schedule is now an option from a patient’s Appointment History. This allows the user to link to the Schedule to visually search for open appointments as opposed to using the existing Search feature.


When setting up Contracts, users can now enter percentages in the fields for Discounts, Plan Amounts, and Down Payment Amounts.

Example: if a contract has 2 responsible parties, the user can enter “50%” into the Plan Amount for each party.

Appointment Searching/Scheduling

The Appointment Search screen now has “Make This Appointment” as an option in addition to the existing option “Go to Reservation”

Appointment Searching/Scheduling

The Next Visit sections of the Patient Appointment History now all contain a Search button. Previously, on the Next Visit section of the Checkout screen contained a Search button.



Schedule Views – Hide from Schedule

This change allows offices to create Locations in setup, but these Locations can be set to “Hide From Schedule.” For example, a practice can have a Location for a financial location or main office that payments can be posted to, but this financial location does NOT have to appear on the Schedule if it is marked to “Hide From Schedule View”

Walkout Statements

Printing Walkout Statements from a Patients Ledger gives you the option to “Show on Ledger” which records that a statement was printed on that date.

Walkout Statements – without Adjustments

There is now an ability to print Walkout Statements from a patient ledger and exclude the Adjustments from the ledger. This would be used for Flex Pay and other things that require a printout of Charges and Payments only.

The “Transfer to Payment Plan” adjustments will still print to avoid the appearance of inflated charges.

Tooth Chart

We have added merge fields to document editor that will pull verbiage directly from the tooth chart. When in Document Editor, the merge fields are found under the “Treatment” list and are named:




These merge fields can be added to Letter templates in Document Editor as needed.

Letter Queue – displays patient Location

The Letter Queue now displays the Patient Location, and the Letter Queue can now be filtered by Patient Location. This was requested by many of our multi-location offices.









Treatment Card -Notes/Treatment Plans

Previously, if a Treatment Card was open multiple times at the same time, if one instance of the Treatment Card had the Notes or Treatment Plan section Updated, then the user Saved & Closed, the Notes or Treatment Plan saved successfully, but if the 2nd instance of the Treatment Card was then Saved & Closed with blank (or unedited) Notes/Treatment Plan, the blank (or unedited) Notes/Treatment Plan overwrote the Notes/Treatment Plan that were intended to be saved.

There is now a filter that prevents blank or unedited Notes/Treatment Plans from overwriting the updated Notes/Treatment Plans.

Schedule Notes & Schedule templates

Corrected an issue that under certain circumstances could cause a Schedule Note to be obscured by the Schedule Templates



Users can no longer type past the character limit when using a Quantifier on a Questionnaire answer. Exceeding this limit was causing a Questionnaire to fail to close and save without the user knowing the cause.

Close the Day Report

When printing the Close the Day report from the Close the Day feature, the report was not printing through the print router, but was instead limited only to Normal printing.

“Schedule” shortcut from Checkout

When using the “Schedule” icon/shortcut from a patient’s checkout screen to Schedule an Appointment, the NextVisit date range, Next Visit Appointment Type, and Next Visit notes (from the Treatment Card Entry), in addition to the Patient Name, all populate when you Schedule an appointment for that patient.

Patient Comments

Users now have the ability to remove an Icon from a Patient Comment/Alert

Patient Comments

Patient Comments have a total character limit of 2,048 characters. The system now prevents the user from typing past this limit and triggering an inability to save the Comment.

One-Time Claims from Checkout

Corrected a problem that was preventing One-Time Claims from generating when posting insurance-related Charges from Checkout.

Practice Monitor by Date Range

Column Q on the Practice Monitor by Date Range now correctly calculates.

Periodic Charges

Periodic charges now roll to the ledger at 12:00 a.m. regardless of what time of day the contract was started.

Payment Coupons

The Balance field will now populate when printing coupons for a new contract. An Adjustment line was also added to coupons in order to reflect any Contract adjustments

Payment Coupons

When printing Payment Coupons, a window now appears where a Top Margin and a Left Margin can be added. This is to correct problems with coupons not lining up correctly for some computers/printers.

Patient Flow Detail Report

Made changes to the layout of this report and corrected some inaccuracies on this report.

Practice Summary

Corrected inaccurate display of Due Now, Future Due and Total Accounts Receivable totals that appeared under certain conditions. It should always be that Due Now + Future Due = Total Accounts Receivable.

Patient Status Change prompts

Patient Status Change Prompts that are included in the setup of Appointment Types will now prompt when set at “Canceled” or “No Show.”

Insurance Claim Form

We have updated the claim form within Cloud9 to the 2012 ADA Dental Claim Form

Treatment Card

To prevent Treatment cards with a high volume of entries from slowing down performance, we now load the Treatment Cards differently than before.

Merge Letters In Tab

Offices who have the App Preference to have Merged Letters appear in Tab reported that going to another area of the program and back to the merged letter caused the changes to be lost. Changes to merged letters will now be retained successfully.





New Reports:

**Permissions are NOT assigned to any Employees when new Reports are created. To give permission to the applicable Employees, go to Edit on the top, blue toolbar, then to Setup, and then to Employees. Choose the appropriate Employee and click Edit. The Permission boxes are on the right-side of the Employee window**