Week of August 30: referral-source tracking, empty drafts clean themselves up, signature fixes

August 30, 2026

Track where your clients come from, abandoned empty notes no longer pile up in a chart, and a small fix to note signatures.

New

Inquiries. A new sidebar item lists everyone who has reached out but hasn't started yet: booking requests waiting for a decision, messages from your contact form, and prospective clients who came in through your booking page and haven't had their first session. Accept or decline requests, turn a contact-form message into a client, and click any row to see who still needs a clinician, an intake packet, or an appointment. A client you add yourself can be marked Prospective from the status badge on their chart. Prospects leave the list on their own after their first session. Your booking page and portal sign-in now link to the contact form ("Not ready to book? Send us a message").
Payment reports. Analytics → Reports has a new Payment reports list: every ERA your practice has received, with the payer, check/EFT number, amount, how many claims it matched, any lines that matched nothing, and a one-click EOB download. Find a deposit by its check number and open the payment to allocate it. Remittances that could not be posted automatically — a payer reversing an earlier payment or withholding part of a check — now show a red banner on the Insurance page with a link to record them by hand.
Additional permissions for team members. Roles now have a second layer: when inviting or editing a team member, extra checkboxes appear below the roles for permissions that go beyond what the role includes. Two to start with — View financial dashboards and reports, which a practice owner can grant to a practice manager (managers no longer see the Analytics area by default; managers who already had it keep it), and Set own service rates, which lets a Basic or Billing Access clinician edit their own rate overrides on My Rates. A permission the role already includes shows as checked and stays that way.
Track where your clients come from. Settings has a new Referral Sources page (under Clients) where your practice keeps its list of referral partners - a colleague, a court program, a directory listing. Pick a client's source on their profile under Additional Information (alongside a new Date first seen field), and the new Referrals report in Analytics counts clients, new clients, and revenue per source, exportable to CSV. Clients who book online are attributed automatically - including which ad campaign or website sent them, shown as fine print under their source and broken down campaign-by-campaign in the report and its export. Sources can be renamed or deactivated at any time without losing history.
Block off time on a colleague's calendar. When creating a calendar event (blocked time), owners, practice managers, and schedulers can now choose which clinician's calendar it goes on - so the front desk can mark a clinician away without asking them to do it themselves. The block keeps that clinician's time from being booked online, works for recurring events, and syncs to their connected Google Calendar. Solo practices see no change.
Check a client's insurance eligibility on the spot. The client profile's Billing / Insurance tab now has a Check Eligibility button: one click asks the payer directly whether the coverage on file is active, and the response lands in the client's Billing tab. Available for payers that support real-time eligibility (most do); each check is billed at the usage rate on your Subscription page.
A Treatment plans circle on the Analytics dashboard. Next to the Notes circle, a new ring shows your active caseload's plan coverage as of today — signed, awaiting co-sign, unsigned, or no plan yet — with a click through to the full report. Clients in couple or family therapy count under their family's plan, and the circle only appears once your practice uses treatment plans.
See every client's treatment plan status in one report. Analytics → Reports has a new Treatment plans report: one row per client showing whether their current plan is signed, awaiting co-sign, awaiting the client's signature, unsigned, or missing entirely — with the clinician, signed date, and review-due date (overdue dates highlighted). Filter by status and export to CSV. A quick answer to "does every client have a current signed plan?"
Print or download a treatment plan. The treatment plan page now has Print and Download PDF buttons — the PDF includes diagnoses, treatment frequency, goals, interventions, assessments, and every signature on the plan, including a client's e-signature and the supervisor's co-sign.

Improved

Declined consult requests no longer vanish. When you decline a new-client request from your booking page, the person is now saved as an archived client by default, so you can reach out when availability opens up (untick the box for spam). The request list has a new Declined tab showing the last 90 days of declined requests, with a button to open the archived client or to save one for a request you declined earlier.
Eligibility checks now ask about mental health benefits. Check Eligibility asks the payer about outpatient mental health first, and falls back to the general plan check only when the payer returns no figures — so when a payer supplies a therapy copay, coinsurance, visit limit, or prior-authorization flag, you see it, labeled as mental health benefits. When the payer only supplies plan-level numbers, the Billing tab says so, and now shows the deductible and out-of-pocket remaining alongside the totals, always in-network and individual first. Every line the payer sent is kept on the response, including its notes — "call the number on the card", a carve-out administrator, the not-a-guarantee disclaimer — tucked under a Payer notes link, where previously they were discarded along with most of the response. A fallback pair counts as two checks, the same way the clearinghouse bills them.
Clients list shows your caseload count. The Clients page now prints how many clients match the current view under the title. Searches and messages throughout the app now say "clients" rather than "patients".
Billers can now edit appointments. A team member with the practice biller role can open any appointment and change its time, status — including marking a no-show or late cancellation — or its services and fees, without needing a scheduler to do it for them. Scheduling brand-new appointments still belongs to schedulers and practice managers; roles are additive, so a biller who also does the scheduling can hold both.
Export a couple, family, or group chart as its own record. Settings → Data Export can now export a shared chart's record — the conjoint session notes and the unit's treatment plan — as its own bundle, separate from each member's individual export. An individual client's export deliberately never includes the shared chart's notes, so releasing one partner's record never discloses the other's.
Confirm your practice time zone during setup. The practice-setup wizard's first step now shows your practice's time zone (detected automatically) so you can confirm or correct it — it drives appointment reminders, confirmation emails, and your online booking page.
Files clients upload are now labeled "Client Upload". In the chart's Files tab, documents a client sends through their portal were filed under "Medical Records" — they now show as Client Upload, with their own entry in the type filter.

Fixed

Analytics and the Billing dashboard for clinicians with billing access now show only their own clients. A clinician whose role is limited to their own caseload could open Analytics or Billing and see the whole practice's income, every client's outstanding balance, card transactions, disputes, sent documents, and the payment reports. Both now count only the clients they treat, and the practice-wide items (Stripe payouts and balance, Payment reports, Income allocation) are no longer offered to that role. Owners, practice billers, and managers are unchanged.
Report cards keep their Open button in place. On Analytics → Reports, a report with a longer description (Payment reports) pushed its Open button onto a second line; the button now stays on the right and the description wraps beside it.
Billing selections follow your filters. On the unbilled-appointments list, using "select all" and then changing a filter (payer, clinician, date range) no longer keeps the now-hidden appointments silently selected — the count, total, and what actually gets billed always match exactly what you see checked on screen.
Large form libraries fully load in the intake picker. Practices with a very large library of questionnaires, consent forms, or uploaded files now see every item when choosing what to send a client — previously only the first hundred were listed and pre-selected.
Clearer names when a name can't be shown. In a few places (message list, billing headers, confirmation screens), a client whose record couldn't be loaded could show as "Unknown" or a half-blank name. Those spots now show the best available name, with a plain word like "Client" as the last resort.
Steadier pages. Pages no longer shift sideways or change width as their content changes — moving between tabs on the client or couple/family edit pages, or a page filling in after loading, keeps the layout holding still while only the content changes.
Superbills now carry the same details everywhere. Emailed and portal-shared superbills now include the responsible-party line (a minor's guardian) and the clinician's credential line — matching the version you download — and the supervising-provider disclosure follows your practice's supervisor-billing setting consistently on every superbill, manual or automatic. Invoices previewed from the appointment billing page now show Client / Bill To like everywhere else, and client names render correctly in more emails and documents.
Cancellation fees now simply default to the session fee. Marking an appointment Late Cancelled or No Show prefills the fee with that session's own fee — edit or waive it right there. The separate "Default Cancellation Fee" setting is gone (one less thing to configure), and recording a late cancellation or no-show on a recurring appointment no longer asks whether to apply it to the whole series — it's always just that session.
A clinician's custom session rates now apply when scheduling. Per-clinician pricing (set under Team → rates or My Rates) now flows into the booking form: the pre-filled fee and the fee for any service you pick use that clinician's rate when one is set, falling back to the practice fee schedule. Previously the booking form always used the practice rate, so custom pricing only ever appeared after manual correction. A client's own negotiated rate still wins over both.
A Measures tab on couple and family charts. The shared chart now has the same Measures tab as an individual chart, showing each member's scored-measure trends side by side — score graphs with severity bands, change since baseline and since last, and every completed administration — with a "New scored measure" button per member.
Plan-review reminders now appear on couple and family charts. The "Plan review due" card that nudges you when a treatment plan's review date approaches now shows on the couple/family chart too (it was individual charts only), and clicking it opens the unit's plan directly.
Couples, family, and group sessions now treat every member equally. When one of these sessions is cancelled, every member's pre-assigned assessment is withdrawn (previously only the first member's was, leaving the others with a stale portal to-do that also blocked their next assessment). And the pre-appointment "complete your check-in" reminder now goes to every member with a pending measure, not just the first.
Billing emails link to your practice's own portal page. The "Sign in to Patient Portal" links in statement, superbill, and invoice emails now use your practice's personal portal address, so clients land on your sign-in page instead of a generic one that couldn't find their account.
Appointment reminders always show the time in your practice's time zone. Team members added by invitation could end up with a West Coast time zone on their profile, which made reminder emails for their appointments show the wrong hour (a 4 PM Central appointment reminded as 2 PM). Affected profiles have been corrected, and newly invited team members now automatically take on their practice's time zone. Each member can still set their own under Settings if they work from a different zone.
Treatment plans shared with your supervisor now stay in their queue. When a pre-licensed clinician signed and shared a treatment plan, a background cleanup job mistook it for a deleted note and quietly removed it from the supervisor's Supervision page within the hour — so plans waited forever and nobody was told. Fixed, and every affected plan has been restored to its supervisor's queue awaiting review.
No more reminders for an assessment you already gave in session. When you administer a scored measure (like a PHQ-9) during the appointment, any pending copy of that same measure waiting in the client's portal is now closed automatically — so clients stop getting reminded to fill out a form you already completed together.
Stray technical files no longer appear in client charts. Three internal insurance records — the status check, the eligibility response, and the claim submission receipt — were being filed into the chart's Files tab as downloadable "Medical Records" items. None of them belong there, and none are filed to a chart any more. The status-check records that had already appeared have been removed from every chart.
Text reminders now say your practice's name. Appointment texts used to begin "Practice Harbor", which most clients did not recognise. They now lead with your practice name — for example, "Healing Hearts Counseling: Reminder of your appointment on Tuesday, June 30 at 2:00 PM CDT." Nothing to change; it applies automatically. The time now shows its time zone as well. (That number still can't receive replies — "STOP" works to unsubscribe, but anything else a client texts back isn't seen.) Reminders still never include notes, diagnoses, the service type or the clinician's name, and the consent your clients see now states plainly that text messages are not a secure channel. See Appointment reminders.
Unlocking a countersigned note keeps a record of the countersignature. Unlocking a signed note still clears its signatures, because the note is about to be edited — but when a supervisor had countersigned it, that signature is now preserved in the note's audit trail instead of simply disappearing, and the modal tells you whose signature you are about to remove. A note that was countersigned once also goes back to your supervisor for approval when you re-sign it, even if you have since become fully licensed.
Recovered invoices now email the client. In rare cases where the nightly billing run was interrupted partway, the invoice it had just created was never emailed. The next run now sends it (a day late rather than never) — and only once.
Acting on another clinician's behalf now uses their identity, not yours. When an owner or front-desk seat books, invoices, or drafts a Good Faith Estimate for another clinician's client, the paperwork now carries the treating clinician - their name, credentials, NPI, service default and rates - instead of whoever happened to be logged in. Group sessions scheduled by someone other than the facilitator are attributed to the facilitator.
Names always render properly. A handful of places could show "Unknown", a blank, or the literal word "undefined" when a client's record wasn't readable by the viewer - including an intake email greeting and appointment titles. They now fall back to the name already stored on the reference, and emails greet "Hi there" when no name is known.
Insurance payment totals no longer change while you search. On the Payments tab, the Received / Allocated / Unallocated tiles now always describe the selected period. Previously, typing in the search box or filtering by payer silently recomputed them over just the visible rows - and the Unallocated tile could disappear entirely mid-search, hiding money that still needed posting. The count under the table still tells you how many rows your filter is showing.
New clients are assigned to the right clinician. Both New Client forms now have a Primary clinician field. Solo practices see no change (it stays hidden and picks you); in group practices it defaults sensibly - to the clinician an appointment is being booked for, or to yourself if you're a clinician - and front-desk seats are asked to choose, because before this, a client created by an admin was assigned to the admin and was invisible to the treating clinician until someone fixed it by hand.
Empty notes you never wrote in no longer pile up. Choosing a note format used to create the note immediately — so backing out of the editor left a blank draft in the client's chart and in your "needs your signature" count, and nothing ever removed it. Now, when you open a chart, any of your own drafts that are completely blank (no text, no form answers, no recording) and more than an hour old are cleaned up automatically. Anything with a single word in it, a form answer, a transcript, or a signature is never touched.
A note signed twice in quick succession no longer carries two signatures. If Sign was clicked a second time before the first save had finished (or from two open tabs), the note could end up with a duplicate of your own signature — and, on a note awaiting co-sign, that duplicate could be shown in the Supervisor slot. Signing is now one-per-person, and the supervisor's co-signature is identified by who signed, never by position.
Buttons that open a new tab after a brief wait actually open it. Connecting your Stripe account, downloading an EOB, and previewing a PDF you imported as a form all open their result in a new tab — but because the result takes a few seconds to prepare, some browsers treated the tab as an unwanted popup and silently blocked it, so clicking appeared to do nothing. The tab now opens immediately and fills in when the result is ready.
Name changes follow the person. Renaming a client or a team member now updates the name everywhere it was remembered from before — existing appointments on the calendar, the client portal's appointment list, and billing account labels. Signed notes and documents deliberately keep the name exactly as it was at the time of signing.
Couple and family charts get their own profile details. A couple/family unit can now carry a default session location (pre-selected when you schedule the unit), a "Referred by" source that counts once in the Referrals report, and an administrative sticky note on the unit's chart — the same yellow note individual charts have, kept out of clinical documentation.
Edit a couple or family member without leaving their shared page. "Edit client info" on a couple/family profile now opens the member's full details in a panel on the right — fix a phone number, email, or date of birth and stay right where you were. Portal access and contacts open the same way — and clicking the member's name still takes you to their full individual chart when you need it.
Printed claim forms always use the client's current name. After a client's name was updated (marriage, correction), the printed CMS-1500 could still show the old name from when their insurance was first entered — while the electronically submitted claim used the new one. The printed form and the submitted claim now always agree. The same fix applies to the supervising provider's name on Box 17.
Imports keep each client with their own clinician. When importing your caseload from another EHR, each client is now assigned to the practitioner named in your export — not to whoever ran the import. If a name in the export doesn't match anyone on your team, the import says so clearly and marks those clients so they're easy to reassign after you add the missing team member.
Deleting a recurring series also clears its draft claims. Removing future or all sessions of a recurring appointment now cleans up any unfiled draft insurance claims for those sessions — previously a draft could quietly survive and still be filed for a session that no longer existed.
A mistaken client record can be deleted even after a cancelled booking. A brand-new record with no real history no longer gets stuck behind an appointment that was already cancelled or deleted — and deleting the record now also switches off portal access and removes the leftover pieces.
Removed team members no longer appear as message recipients. The new-message dialog's team list now shows only your active team.
Sessions on automatic monthly superbills are protected from edits. Editing or deleting a session covered by an auto-generated monthly superbill is now blocked until that superbill is voided — the same protection manually created superbills already had.
A re-sent statement keeps its number. Deleting a statement record and sending the statement again used to issue a fresh statement number; it now keeps the number your client already saw, and the original record is preserved for your audit trail.
Archiving a client fully stops billing for their remaining sessions. A leftover scheduled session for an archived client no longer completes itself into your billing queue at the end of the day.
Locations in use are protected in the setup wizard too. Deleting a location from the setup wizard now works the way Practice Details does: a location your appointments reference is deactivated (past sessions keep it) rather than deleted.