August

At the beginning of August we introduced a new, more comprehensive system for managing Note and Report templates, designed to mirror the way program templates are organized today. This update adds Note/Report Template Libraries, including curated libraries from Motivity, as well as the ability for organizations to create and manage their own. Users will benefit from a consistent, streamlined experience when managing libraries across template types, with added permissions for greater control over access.

In response to user feedback, we’ve also introduced improved grouping and separation to make navigating template libraries easier and reduce content overload.

New Program Libraries Added!

To make creating programs even easier, we've added an additional two libraries to our already extensive list of program libraries.

Motor Skills Library: This library includes programs for targets of fine, gross, and oral motor skills, including hand-eye coordination, balance, strength, dexterity, and body awareness, helping individuals improve their ability to perform everyday tasks.

‍Academic Skills Library: This library contains programs focused on learning engagement and performance across academic skills that target the development of foundational and functional academic skills across multiple domains.

We added $variables to more fields!

We’ve expanded support for $variables across the application, making it easier to personalize and streamline your templates.

In Note and Report Templates, you can now use variables such as $learner, $patient, $child, $student, $subject, $he, $she, $her, $hers, and $his in a wide range of fields – including titles, footnotes, labels, section names, and read-only text.

Program Templates also now support these variables in key areas like goal descriptions, protocols, references, instructions, and custom prompts (with $goal and $target available in select fields). These updates give you more flexibility and consistency when building templates tailored to your learners.

Read the full help article for more →

PM Improvements

Smarter Reports: Your Filters, Remembered

The Reports module now remembers your filter preferences automatically, saving you time and clicks. Motivity will pre-fill your last selections, such as dropdowns and column checkmarks, each time you reopen a report.

Any changes you make and run are instantly saved as your new defaults, while first-time users will still see system defaults until their first report is run. This enhancement ensures a more personalized, seamless reporting experience, tailored to each user without the need for extra setup or manual saving.

Claim Aggregation: Multiple CPT Codes, One Claim

We’ve added more flexibility to how claims are generated in Motivity with a new “Split Claim by CPT Code” toggle in Contracts → Contract Details → Claim Configurations.

By default, this setting is ON, meaning claims continue to be split per CPT code as before. Turning it OFF will aggregate multiple CPT codes under the same Authorization ID into a single claim, making it easier to meet payor requirements that call for related codes on one form. When aggregation is enabled, reports and AR views will display multiple CPT codes together, comma-separated, on the same line.

Track Overpayments with More Clarity

We’ve improved how excess payments are tracked in Motivity by introducing clearer classifications. Previously, all extra payments were lumped together as “Interest/Overpayment,” but now, when adding an Excess Amount at the invoice level, you’ll specify the “Excess Type” (Overpayment or Interest) and optionally add notes for context. The Excess Amounts popup has also been updated with a clearer title and a new column showing the type for each entry.

Reporting has been enhanced as well: AR Collections Applied and AR Billing reports now include Excess Amount and Excess Type, while historical entries remain unchanged for consistency. This update provides better transparency, more accurate reporting, and makes audits and reconciliations easier.

New Aggregation Rule: Aggregate per CPT per Day

Motivity now offers a fourth aggregation option to give billing teams greater control over how claims are generated. A new setting—“Aggregate per CPT per Day” in Contracts → Contract Details → Claim Configurations lets you combine all service items with the same CPT code and Authorization ID on the same day into a single claim.

Previously, these would have been split into separate claims, even for identical CPTs. This option works alongside the existing “Split Claim by CPT Code” toggle, providing flexibility to group either by CPT or across all CPTs under the same authorization. The result is cleaner claims, reduced over-splitting, and smarter validation for secondary billing.

Payment Posting: Covered Amount Flexibility

Covered amounts greater than zero can now be entered on primary invoices, enabling accurate posting of unexpected payments. Partial payments are supported, and once fully reconciled, the system confirms before generating credit memos and secondary invoices, with options to proceed or send to clearinghouse.

Clearinghouse-Specific Claim Scrubbing (Blocking)

We’ve added targeted blocking validations to prevent claim rejections caused by strict clearinghouse formatting rules. Currently applied to Availity only, these checks stop claims upfront if required fields (like 9-digit ZIP codes, valid phone numbers, or diagnosis codes without dots) aren’t compliant.

Clear alerts guide you to make corrections before submission, helping reduce denials and ensuring cleaner, faster claim processing.

Un-Posted Batches: Appointment Counts + Delete Option

Un-posted batches in the Billing module are now easier to manage with clearer details and cleanup options. A new “Appointments” column shows how many appointments are tied to each batch, and batches with no invoices can be deleted directly (with confirmation), removing linked appointments and errors. This streamlines workflows, prevents “stuck” batches, and gives billing managers faster, cleaner resolution.

Scheduler Alerts: Smarter Dismiss Controls

We’ve added permission-based controls for dismissing scheduler alerts to strengthen compliance and prevent premature removals. Two new permissions, Dismiss Rule-Based Alerts and Dismiss General Alerts, determine which alerts a user can clear. If a user lacks permission, the dismiss icon won’t appear.

Currently applied to Scheduling Alerts, this update ensures critical alerts stay active until resolved while giving admins precise control over who can dismiss what.

Admin Update: Manage Designations Yourself

Admins can now manage designations directly in Motivity without needing support. A new Designations button under Admin → Roles & Clearance (for non-HRMS-integrated companies with proper access) lets you add, edit, or delete designations. Deletions are only allowed if the designation isn’t linked to roles, users, or providers, and all existing designations will automatically appear in the new popup.

Secondary Payor Configuration & Billing

We’ve enhanced how secondary payor setups, coverage dates, and authorizations are managed, giving you more flexibility while keeping billing data accurate. Coverage dates for secondary funding can now be updated even if invoices exist, with validations ensuring authorizations stay within the new period. You can also edit Primary/Secondary configurations in funding profiles under defined guardrails, allowing changes when no conflicting invoices exist. If Secondary is toggled off, authorizations adjust automatically, and CPT mappings update to match the new Primary.

Importantly, already generated invoices remain unchanged to preserve reporting, claims history, and audit integrity.

Payment Portal Link & Account Number on Private Pay Invoices

Applicable for companies using stripe, the clickable Payment Portal link now appears above the Bill To section.

Appointment Audit Report: New Provider Role Column

A new column of Rendering Provider Role has been added to the Appointment Audit Report. This displays the provider’s highest role once appointment is rendered.

New Place of Service (POS) Codes

We've now added Group Home (14) and Telehealth Group Home (02) to the list of POS. This is fully supported across Contracts, Authorizations, Scheduling, Billing, and Reporting.