Customizable Client Portal Email Templates

Practices can now customize the email templates used for Client Portal communications to ensure consistent branding and reduce client confusion—especially for practices with multiple sites or locations.

Previously, Client Portal–related emails (such as portal invitations and form notifications) referenced the client’s assigned site name, which often differed from the practice’s primary name. This caused clients to ignore or mistrust emails they did not recognize.

With this update, administrators can configure email templates to consistently display the preferred Practice Name, customize messaging, and maintain a professional, recognizable identity across all Client Portal emails.

Following new sections are available within Settings > Client Portal, allowing you to customize the following email types:

1. Portal Invitation Email
   

Each template supports:

• Custom From Name

• Editable Email Subject

• Customizable Email Body

• Merge fields for dynamic values (for example, Practice Name, Client Name)

• All templates are disabled by default and continue using the system-generated email content.

• When a template is enabled, the customized version is used for all future emails of that type.

• The system default template remains visible at all times for transparency.

For Client Portal Message Notification Emails, the default template now uses the Practice Name instead of the Site Name. This change reduces confusion for clients who frequently receive portal message notifications.

1. From the left sidebar, select Settings.
   
2. At the top, select the Client Portal tab.
   
3. In the left pane, locate four new templates.
   

See the following Knowledge Base articles for step-by-step instructions:

• Customizing the Client Portal Invitation Email

• Customizing the Form Package Email Sent to Clients

• Customizing the Single Form Email Sent to Clients

• Customizing the Client Portal Message Notification Email
  

Location Field Available for All Contact Types 

The Location field is now available for In-Person, Phone Call, and Telehealth appointments when creating or editing both individual and group appointments. Users can select from all practice locations, and the selected location is saved with the appointment. 

When a note is started from the appointment, the Service Location automatically reflects the location selected on the appointment.

Billing Worklist Enhancements

This section highlights recent enhancements to the Billing Worklist.

New Columns Added to the Billing Worklist

The Billing Worklist on the dashboard now includes additional columns to improve claim visibility and filtering.

These new columns provide quick access to chart identifiers, payment details, billing indicators, service and modifier codes, telehealth status, payer hierarchy, batch information, and note signature details—helping billing teams review and manage encounters more efficiently without opening individual records.

When you export the Billing Worklist to CSV, these columns are included in the exported file.

• Chart ID – Displays the chart ID associated with the client.

• Self Pay – Indicates whether the encounter is marked as self-pay in the insurance section.

• Length of Session – Shows the session duration captured from the note.

• Total Client Paid – Displays the total amount paid by the client from associated charge items.

• Total Insurance Paid – Displays the total amount paid by insurance from associated charge items.

• Billable – Indicates whether the included service codes are marked as billable.

• Service Codes – Lists the service codes included on the claim, shown as comma-separated values.

• Modifier – Lists the modifier codes applied to the claim, shown as comma-separated values.

• Telehealth – Indicates whether the encounter was marked as a telehealth visit.

• Payer Ranking – Identifies the payer level for the claim, such as Primary or Secondary.

• Batch ID – Displays the interchange control number (ISA13) for submitted claims.

• Signed by – Shows one or more clinicians who signed the note.

• Cosigned by – Shows one or more clinicians who co-signed the note, including the request status if applicable.

Rendering Provider Credentials Added to Billing Worklists

The Billing Worklists now display the rendering provider’s credentials appended to their name. This update helps billers distinguish between providers with the same name and filter worklists by license type.

• The Rendering Provider column now shows credentials after the provider’s name, separated by a comma, for example: John Smith, LCSW

• You can now filter worklists using provider credentials.

• Rendering provider credentials are included in Billing Worklist exports (CSV), with commas properly escaped.

• This update does not affect claims or claim data. The change applies only to Billing Worklists.
  

Filtering Payer Rules

Billing teams can now filter payer rules to quickly locate and update specific entries. The Payer Rule column supports standard filtering options—such as contains, starts with, or is empty—allowing you to refine results using one or two conditions. No filters or sorting are applied by default, giving you full control over how results are displayed.

To filter payer rules,

1. From the left sidebar, select Settings.

2. At the top, select the Revenue Cycle Management tab.

3. In the left pane, select Payer Rules.

4. In the Payer Rule column, select More (three dots).
   

5. Select the required filter options, and click Filter.

New Permissions for Deleting ERA and Manual Posting Payments

Billers can now delete payments without requiring administrator access. Two new billing permissions have been introduced to give practices more flexibility while maintaining control.

• Delete Payments in ERA Worklist

  • When enabled, users can delete payments directly from the ERA Worklist.

  • When disabled, the Delete Payment button is unavailable, and users see a tooltip:

    You need permission to "Delete Payments in ERA Worklist." Please contact your practice administrator.

• Delete Payments in Manual Posting Worklist

  • When enabled, users can delete payments from the Manual Posting Worklist.

  • When disabled, the Delete button is unavailable, and users see a tooltip:

    You need permission to "Delete Payments in Manual Posting Worklist." Please contact your practice administrator.

To access the new billing permissions:

1. From the left sidebar, select Settings.

2. Select the Practice Settings tab.

3. In the left pane, select Roles and Permissions.

4. Open the role you want to update.

5. Expand the Billing section.

1. Select the Delete Payments in ERA Worklist checkbox.

2. Select the Delete Payments in Manual Posting Worklist checkbox.

Enhanced Signatures Report 

The Signatures Report has been enhanced with new filters and additional columns. 

New filters added

1. Clinician: Filters the report to show records for a selected clinician.
   
2. Primary Insurance: Filters the report to show records associated with the client’s primary insurance.
   
3. Secondary Insurance: Filters the report to show records associated with the client’s secondary insurance. 

New columns added

1. Primary Insurance: Displays the client’s primary insurance.
2. Secondary Insurance: Displays the client’s secondary insurance.
   

New Report: Clinical and Demographics Report

The new Clinical and Demographics Report is now available, providing a consolidated view of client demographic and clinical information in a single report.

This report includes all fields available in the Demographics Report and extends visibility with clinical details such as current diagnoses, current medications, clinical team assignments, and insurance copay information. Advanced filters help you quickly narrow results by clinician, clinical team, location, client status, diagnoses, medications, and appointment dates.

The report supports search, pagination, and CSV export, with all available columns included in the export.

To protect clinical data, caseload security is enforced:

• Users with Clinician’s Charts Only access see only clients where they are the Principal Clinician.

• Users with Clinical Team’s Charts Only access see clients where they are either the Principal Clinician or part of the assigned clinical team.

👉 Learn more: Clinical and Demographics Report