Table of Contents

Calendar Enhancements

Calendar Appointment Conflict Details

What's New
The calendar’s appointment conflict modal now includes detailed information about overlapping appointments, giving schedulers immediate context and improving conflict resolution workflows.

Why This Matters
Sunwave will now surface conflict specifics when two appointments are scheduled at the same time. This enhancement empowers staff to make quick, informed scheduling decisions without leaving their workflow.

Who It's For
Case Managers, Therapists, Scheduling Coordinators, and any staff responsible for booking patient appointments who need full visibility into existing calendar events that may cause scheduling conflicts.

How it works
When users attempt to schedule an appointment that overlaps with an existing one, the system checks for conflicts as usual. If a conflict is found, the conflict modal now displays detailed appointment information.

Each conflict appears as a separate, clearly organized entry within the modal. This view is read-only—users cannot modify appointments from within the modal but can use the details to decide whether to cancel or reschedule their attempted booking.

Review calendar name and associated staff as needed

Open

Cancelled Session Status Logic

What's New
Appointments with statuses “Cancelled,” “Cancel,” or “Canceled” now automatically cancel all future reminders and send .ics calendar cancellations. If the status is changed back to an active value, reminders are re-enabled and .ics invitations are re-sent.

Why This Matters
Preserving the appointment on the calendar and updating a status to cancelled allows facilities to begin reporting on cancellation rates and identify patients who consistently reschedules.

Who It's For
Front office staff, clinicians, and scheduling coordinators who manage appointments and rely on accurate calendar synchronization and patient notifications.

How it works

Calendar Session Statuses are set in Practice Set-Up → List of Values. Enter “Cancelled,” “Cancel,” or “Canceled” as a status here to make those statuses available on the calendar.

Open

Open a pre-existing appointment and update the status to one of “Cancelled,” “Cancel,” or “Canceled” to recieve a confirmation prompt. If the appointment is reoccurring, you will be able to select “This Appointment” or “This Appointment and Following”

Open

When an appointment’s status is changed to “Cancelled,” “Cancel,” or “Canceled”, Sunwave will send a .ics cancellation with STATUS:CANCELLED, keeps the appointment on the Sunwave calendar with its updated status for visibility and reporting and stop all future reminders.

Default Calendar Reminders by Session Type

What's New
Sunwave now allows admins to configure default calendar reminders based on Session Type. Once enabled, reminders (email and/or text) are automatically assigned when appointments are created. Appointment creators can opt out or override these reminders per appointment.

Why This Matters
Busy therapists, schedulers, and admins can now reduce no-shows and eliminate the manual reminder setup process for every appointment. This streamlines workflows, supports patient engagement, and enhances operational efficiency—especially in high-volume settings like telehealth or outpatient clinics.

Who It's For

• Therapists and Clinical Staff scheduling recurring or one-off sessions

• Administrative Assistants coordinating external participants or family sessions

• Billing and Compliance teams ensuring communication consent is respected

• System Admins configuring standardized appointment reminders across the org

How it works

This functionality must be enabled at a realm level.

Open

After enabling the realm level option, a new menu item will appear in Calendar.

Open

Selecting this option allows Admins to configure standardized default reminders for each Session Type

Open

Admins can:

• View configured reminders per Session Type

• Add or delete configurations

• Specify Text and Email Reminders with:

  • Recipients: ALL, STAFF, PATIENT, EXTERNAL PARTICIPANTS

  • Timing: 30 min, 1 hr, 1 day, 2 days, 3 days before

Reminders only apply to appointments created after this setting is enabled.

Open

Appointment Details

Appointments are automatically opted in to Default Reminders via a check box on the create/edit appointment modal. Please see the Reminders tab.

Open

Reminders will be inserted and displayed after the end user presses SAVE.

Open

Notes:

• Automated reminders respect “Consent for Communication” settings.

• Newly added participants (post-save) will still receive applicable reminders (if not past due)

• Rescheduled appointments will adjust the reminder schedule accordingly

• Appointments created before feature activation remain unaffected

EMR Enhancements

Scheduled Group Sessions - Exclude Patients with a Discharge Time Prior to Session Scheduled Start Time

What's New
Group Notes now respect each patient's exact Discharge Date and Time when determining which patients should appear in the session's patient list. Patients discharged before the session start time will no longer be auto-populated, reducing documentation errors and improving roster accuracy.

Why This Matters
Previously, patients who were discharged on the same day as a group session could still appear in that session’s patient list—even if their discharge occurred before the session began. With this update, group rosters now reflect real-time patient status, while still allowing for valid documentation of sessions that occurred prior to discharge.

Who It's For
Clinical staff, group facilitators, and care coordinators who use Planned Group Sessions to track group participation and complete Group Notes for treatment planning and compliance documentation.

How it works

This update affects scheduled group notes only. Patients may still be loaded manually into scheduled group notes. This change affects only the load patient behavior triggered by starting a scheduled group note.

• When a Group Note is opened:

  • If the group session scheduled start time is before the patient’s discharge time, the patient will appear in the patient list.

  • If the session start time is after the discharge time, the patient will be excluded from the session automatically.

Example Scenarios:

No changes are made to how completed documentation is stored or viewed. Sessions completed before discharge will remain intact and reviewable.

RCM Enhancements

Enhanced Payment Plan Report

What’s New

We’ve enhanced the Payment Plans Report and Search functionality across both CRM and Billing to give you deeper visibility and more powerful tools to manage payment plans efficiently.

Expanded Report Coverage

• Payment Plans from Opportunities (CRM) are now included in the Billing > Payment Plans report.

• You can now filter by Patient Status:

  • Opportunity

  • Patient (represents Admitted + Discharged)

Why It Matters

Managing payment plans just got faster, clearer, and more proactive.

• Identify past-due balances and failed payments at a glance.

• Track credit card expirations before payments fail.

• Centralize CRM and Billing payment plans into a single, consistent reporting experience.

• Reduce manual work with sortable columns, inline edits, and CSV exports.

Who It’s For

• Billing & Finance Teams managing payment collections and reconciliation

• Admissions & CRM Users tracking Opportunity-based payment plans

• Operations & Revenue Teams monitoring aging balances and payment health

How to Use It

• Navigate to CRM > Payment Plans or Billing > Payment Plans.

• Use the enhanced filters to narrow results by status, past due criteria, payment method, or tracker due dates.

• Sort any column to quickly surface high-risk or overdue plans.

• Update Last Payment Status or add Tracker comments and due dates directly from the report.

•  

• Open

  

   

Provisional Adjustments in the Journal

What’s New

We’ve fixed an issue affecting estimated (provisional) adjustments when payments are deleted or un-allocated, ensuring claim balances and journals remain accurate across both single-period and multi-period workflows.

Why It Matter

This fix ensures financial integrity and audit accuracy by preventing estimated adjustments from disappearing or remaining reversed incorrectly.

• Prevents missing or incorrect adjustments after payment corrections

• Ensures journals stay aligned with actual claim and payment activity

• Reduces reconciliation issues during period close

• Supports accurate reporting across accounting periods

Who It’s For

• Billing Teams posting, correcting, or reallocating payments

• Finance & Accounting Teams running journals and closing periods

• Revenue Cycle & Compliance Teams reviewing adjustments and reversals

• QA & Support Teams validating payment and adjustment workflows

How to Use It

No changes to your workflow are required.

• Continue posting, deleting, or un-allocating payments as needed.

• Run the journal as usual.

• The system will now:

  • Reapply estimated adjustments when appropriate

  • Avoid leaving behind incorrect reversals

  • Maintain accurate claim line balances across periods

Ticket Summary