Week of August 23: structured note templates, a clearer Subscription page, automatic coverage re-checks

August 23, 2026

Progress note templates can now include checkboxes and dropdowns you fill in as a form, your Subscription page shows the bill before it's charged, and insurance coverage can re-verify itself automatically.

New

Charge a late cancellation or no-show fee. The appointment status menu now includes Late Cancelled alongside Cancelled and No Show. Choosing it opens a fee prompt with the amount pre-filled from your practice default (set it in Settings → Online Booking, next to your cancellation window) or the session fee — edit it or untick to waive. Marking No Show shows the same prompt unticked, so you can record the no-show in the moment and decide about the fee later, once you know whether it was an emergency or carelessness: reopen the appointment any time, tick the box, and save. The fee replaces the session's service charge as its own clearly-named line on invoices and statements, and it is billed to the client only — cancellation fees never touch insurance claims or superbills. Changing the appointment back to Show restores the original charge and removes the fee.
Send clients a PDF to download, print, and return. Settings → Intake Documents has a new Downloadable Files tab: upload a practice PDF once — a form that needs notarizing, a handout — and it becomes shareable from every send-documents flow, for individual clients, minors and guardians, couples and therapy groups, or your whole caseload at once. Files marked Default are pre-selected automatically. Clients see a "From your practice" section in their portal's Documents area with a download button, and can return the completed copy through My Uploads. Download-only by design: these never appear in a client's to-do list and never trigger form reminders. The section only shows up in send flows once your practice has uploaded at least one file.
See when a client has downloaded a file you shared. Once a client downloads a shared file in their portal, the client's profile card and Files tab show it as Downloaded with the date — so "did they ever get the form?" has an answer. Files they haven't fetched yet show as Shared. Clients see the same Downloaded mark on their side.
Progress note templates can now have structured fields. In Settings → Note Templates, edit any template and flip a section to Structured fields — then add checkboxes, dropdowns, Yes/No questions, dates, and short answers, with a Required option per field. When you type a note from that template, those sections appear as a form to fill in instead of a blank text box — made for the notes that are mostly categorical, like a biopsychosocial or a mental status exam. The saved note reads as clean "Label: answer" lines everywhere a note appears (printing, supervision, reports). Reopening the note brings the form back — your selections stay selections, not frozen text. Regular free-text sections work exactly as before, and templates can mix both kinds.
AI suggests answers into structured note fields — you confirm every one. When you dictate or record a session using a template with structured fields, the AI now drafts the narrative sections as usual and suggests values for the checkboxes and dropdowns it found clear support for in the session — shown as violet "Suggested" chips under each field. Nothing is recorded until you click Accept (per field, or Accept-all per section), and unaccepted suggestions disappear on your first save. The AI is instructed to leave a field blank rather than guess, and risk-related fields (like suicidal ideation) are never suggested — those always wait for your own hand.
Prefill a structured section from the client's last note. A "Prefill last" button on each structured section copies your answers from the most recent note that used the same template — made for recurring assessments where much carries forward. Review, adjust, save.
Required fields now block signing. A structured field marked Required must be answered before a note can be signed (drafts always save — only signing is held).
Insurance coverage can now re-check itself. Settings → Billing → Insurance & Superbills has a new Automatic coverage re-checks setting. Choose "re-check when unverified for 90 days" (clients you bill regularly are rarely re-checked) or "re-check every insurance client on the 1st of the month" — either way, coverage problems surface before they fail a claim, and the results appear on the client's Billing tab just like a manual check. It's off until you turn it on. Automatic checks are 15¢ each, the same as a check you run by hand, and the setting shows you an estimated monthly cost before you enable it.

Improved

Fewer repeat form reminders. The automatic before-your-appointment reminder no longer re-lists forms a client was already reminded about in the last 48 hours — whether by the system or by you. Reminders you send yourself always go out, and they quiet the automatic ones for two days.
Parents and guardians get their own portal login. A guardian can now be invited from a client's Portal tab: they sign in with their own email, see "Which profile would you like to manage?", and switch between their children from the menu — labeled "Guardian of" so it's always clear whose chart they're in. Forms assigned to a child are shared with their guardian automatically (and a "Share forms" button catches up existing ones), so a parent can complete a child's paperwork from their own login. When creating a family, you can now mark members as minors and pick their guardian right in the form — the child's portal access rides the guardian's email, so nobody has to invent an email address for a child.
Family members can share one portal login. Parents and minor children can all be invited on the same email address — everyone shares one login, and the sign-in page now asks "Choose who you're signing in for," showing each person by name (with the practice underneath). The portal menu also gained "Sign in as someone else" for switching between family members, and the invite screen explains that a parent's email works for minors. No more inventing extra email addresses to get each child into the portal.
Record an insurance takeback (recoupment). When a payer reverses a payment — usually by withholding it from a later check — you can now record it exactly as it happened: enter the insurance payment with a negative amount on the affected claim (a $0 payment with one negative line works too, for a pure clawback). The claim keeps a permanent Recouped marker and shows it on the client's billing history, so "they paid this, then took it back" stays visible in your records instead of disappearing into an edited number. Electronic remittances that contain a takeback are no longer posted automatically — they're flagged for you to review and record, so a deduction can't slip into your books unnoticed.
Claims now ask you to confirm attendance for sessions closed out automatically. Sessions the overnight tidy-up marked as held — without anyone confirming the client actually came — now carry an "Auto-confirmed — verify attendance" badge on the insurance Unbilled list, and filing a claim for them asks you to confirm the sessions occurred first (one click for the whole batch). Sessions you mark Show yourself are unaffected. This closes the gap where a missed session could be claimed as if it had happened.
Cancelled sessions look settled on the billing tab. A cancelled or no-showed session's row now shows struck-through with a Cancelled badge instead of looking like an ordinary billable row — no more wondering whether you still need to remove its service by hand (you don't; it's retracted automatically). If the session carries a cancellation fee, the row stays active with an orange Fee badge instead.
The Subscription page now shows your bill before it's charged. A new Upcoming bill card itemizes exactly what your next charge will be — plan, licensed seats, and any credits — and Plan details lays out every price on one card, including what's free (pre-licensed clinicians, supervisors, practice managers, billers, schedulers) and what's included with every plan. Change plan now shows all three plans side by side.
Practices with additional licensed clinicians are now billed in one clean step. Subscribing charges your full practice total — base plus licensed seats — on a single invoice, with the exact amount on the button before you click it.
Insurance usage is now priced per transaction — two numbers, both published. Electronic claims are 25¢ each, with ERA (payer remittance) posting included at no extra charge, and coverage checks are 15¢ each, whether you run one by hand or let the automatic re-checks run it. That's the whole list: claim status checks and superbills stay free, there's no monthly claim fee, and there's no separate clearinghouse subscription. A claim counts once the clearinghouse accepts it and a check counts once an answer comes back — a claim our scrub catches before submission costs nothing, and neither does a check that never reaches the payer. A check that comes back "review info" does count, because it ran, and refiling a corrected or rejected claim counts as a new claim. Charges appear as line items on your regular monthly bill, and the Upcoming bill card on Settings → Subscription shows the running count before anything is charged. Practices already billing insurance with us keep their current arrangement.
Canceling now starts a 30-day export window. If you cancel your subscription, you keep access for 30 days to export your records (Settings → Data Export) — a banner shows the exact date. Resubscribing during the window keeps your account exactly as it was.
The intake wizard now checks your portal address first. If your practice hasn't chosen its client portal address yet, the Send Intake wizard now says so — with a link to set it up — instead of sending clients an email whose portal link doesn't work. Practices that already set their portal address (a one-time step most did on day one) see no change.
Charts open on Overview. Client charts now open on the Overview view, where every appointment that still needs a note has Add note: Type, Dictate, or Live Session buttons right on it — typing your note yourself is always front and center, no AI involved. If you've picked a view before, your choice is remembered and nothing changes. Group-therapy charts open on Timeline.

Fixed

Supervision link stays visible with a collapsed sidebar. The Supervision (and Revisions Requested) links lived in the section that hides when you collapse the sidebar, so supervisors with a collapsed sidebar had no way to reach the page. They now collapse to an icon like the rest of the menu.
Note header no longer shows "undefined undefined". When you can open a note but not the client's chart (for example, a pre-licensed clinician whose supervisor is the client's primary clinician), the header now shows the client's name from the note itself instead of blanks.
Couple and family session invoices always land on the family's billing account. Creating an invoice from the appointment could place a couple or family session's bill on one member's individual account — where family statements, the family ledger, and family AutoPay couldn't see it. Invoices for these sessions now always go to the family's shared billing account, no matter where you create them from, and print with the responsible party and client shown separately.
Invoice PDFs now show your full practice details. Downloaded and emailed invoices previously showed only your practice name, phone, and email; they now include your street address, NPI, and Tax ID (Tax ID follows your Settings → Insurance display preference) — the details clients need when submitting invoices for reimbursement.
A client's profile no longer says "No documents assigned" when things were sent. The Portal Documents card on a client's profile ignored the demographics form and shared downloadable files — so an intake made up of just those showed "No documents assigned" (with a tempting Send Intake button) even while the completion email correctly said everything was done. The card now counts the demographics form like any other and lists how many files were shared.
Shared files are now easy to find in the client portal. The "From your practice" section appears right on the Documents page a client lands on, with a count of files waiting — before, the link only appeared while a form was open, so a shared file was easy to miss entirely.
Viewing a teammate's schedule on the calendar now works the way you'd expect. Two fixes here. First, the calendar quietly failed to load your teammates' schedules at all, so their blocked time and working-hours shading never appeared — that's resolved. Second, in the team dropdown, clicking a clinician's name while "All Team" is shown now shows just that person's calendar (it used to do the opposite — hide them and keep everyone else). Pick one clinician and switch to Week or Day view to see their working hours as the un-shaded area.
Booking an appointment no longer fails for team members with Basic access. Clinicians with Basic access (and practice schedulers) saw "Appointment could not be saved" every time they booked — even though the appointment quietly landed on the calendar without its billing line. Bookings from these seats now save completely, billing line included.
Practice managers and schedulers can now see and manage blocked time. Team members with administrative roles could not see clinicians' blocked-off hours on the calendar — it looked like nobody had any — and could not add blocked time themselves. Both work now. Practice managers can also record insurance payments and work claims without permission errors.
Booking error messages now tell you what actually saved. If part of a booking fails, the calendar no longer claims the whole appointment wasn't saved when it was. You'll see exactly what happened — for example that the appointment is on the calendar but its billing line needs attention — so you don't rebook and end up with duplicates.
A service added to a session with no billing lines yet always reaches your billing pages. Adding a service line to a session that didn't have any charges could previously save it in a way that never showed up for invoicing. Existing affected charges have been corrected.
Intake forms sent to a parent or guardian now show up on the client's Files page. Forms addressed to a guardian were delivered to the guardian's portal but stayed invisible on your side — the client's page showed nothing pending, which made it look like the intake never went out. Existing guardian intakes have been corrected and now appear.
Re-sending an intake no longer piles up a false "forms could not be assigned" warning. A re-send of forms the client already has counted those forms as failures each time, and the warning grew with every retry. Re-sends now count correctly; only genuinely unassigned forms are flagged.
Team members with Basic or Billing access can now see completed client forms sent by a teammate. Before, a completed intake form, consent, or assessment was only visible to the team member who originally sent it — for anyone else with Basic or Billing access, the client's profile and Files page looked empty even when everything had been filled out. Completed forms for your practice's clients are now visible regardless of who sent them (editing what a teammate sent is still restricted).
Booking for another clinician now finds their clients. When you pick a clinician in the New Appointment window, the client search covers your whole practice with that clinician's clients listed first — before, it only searched your own client list, which could come up empty. Picking the client first now also fills in their usual clinician for you.
A mistyped email address is caught when you enter it. Email fields across the app and the client portal now reject an address that can't receive mail — a trailing period, a missing @, a domain with no ending. Before, a small typo saved without complaint, and the first sign of trouble was a client who "never got the email." This applies wherever you or a client enters an address, including the emergency-contact field on the demographics form, which wasn't checked at all.
The client's Portal tab now says when someone has never signed in. Alongside "Last signed in," a profile whose portal account was created but never activated says so outright — so "has this client ever gotten in?" is answerable at a glance instead of guessed from the badge.
Clients can type normally in the demographics form on a phone. On the demographics form, the keyboard could close after every character typed — clients had to tap the field again for each letter, and on a computer it behaved as though only one letter would go in at a time. The form now holds the cursor where you put it. Nothing to re-send: clients can reopen the same portal link and finish the form.
New: administrative notes. Every client chart now has a sticky note for the practical details that don't belong in clinical documentation — "guardian handles scheduling," "verify the new insurance card." Any team member with access to the client can add one, including practice managers, schedulers, and billers, and it stays pinned at the top of the chart until archived. Administrative notes are kept separate from clinical notes and never need signing.
The built-in Supervision Note template has been removed. It described itself as documentation for clinical supervision sessions, but notes in Practice Harbor attach to a client — and a supervision session is about your supervisee, not about a client, so there was no correct chart to file it in. Rather than leave a template that implies a workflow we don't have yet, we've taken it out of the template gallery. If you already added it to your library it stays exactly where it is, untouched. Supervising a pre-licensed clinician's own session notes — reviewing, commenting, requesting edits, and co-signing — is unchanged.