What's new in August 2026
You may have already spotted a few things looking different around here, including a new unified font and a long-awaited sticky menu with refreshed icons. But that's just the surface.
📋 Intake Portal
Spot adult prospects at a glance, without doing the math
The Prospect List now shows each prospect's age automatically calculated from their Date of Birth, with adult prospects (18+) flagged in red. A new filter also lets you quickly find prospects by range. The column sorts, updates automatically each day, and shows "N/A" where no Date of Birth is on file.
📍Where to find it: Intake Portal > Prospect List
🔍Available filters: Age 1 Year through Age 17 Years, Age 18 Years and Above
Set up in-app follow-up reminders for intake prospects
Intake administrators can now set follow-up reminders directly on a prospect's workflow screen. Each reminder has a date, an assigned user, and a note, and it color-codes itself as the date approaches. Two new alert types, Pending Follow-up and Overdue Follow-up, surface reminders in a dedicated alert list you can filter, search, download, and click straight through to the prospect. Go to Knowledge Base for more details →
📍Where to find it: Intake Portal > Prospect > Workflow > Reminder icon
🔍Available filters: Assigned To, Location, Prospect Name
Catch duplicate prospects before they become duplicate records
The Intake Portal now automatically flags probable and exact duplicate prospects, so Intake staff can spot existing matches before creating or processing a record. A Probable Duplicate shares a first name, last name, and date of birth; an Exact Duplicate also shares an Insured's ID. Go to Knowledge Base for more details →
📍Where to find it: Intake Portal > Prospect List | Sign-Up | Prospect Details
Match completed intake prospects to records instantly
The Prospect Sign Up report now includes the Prospect ID, so there's no manual cross-referencing between prospects that have completed their intake packet to their corresponding records. Historical signup records display it wherever a prospect record already exists.
📍Where to find it: Intake Portal > Prospect Module > Signup Popup | Reports > Prospects > Prospect Signup Report
Add internal notes and documents anywhere in the prospect workflow
A new General Notes option lets you record internal notes and attach supporting documents to a prospect without tying them to a specific workflow action—the same way other workflow modules already work. Attachments are added with a document type and optional tag, and every note creates a Prospect Timeline event so the record stays auditable.
📍Where to find it: Intake Portal > Prospect > Workflows > General Notes icon
🗓️ Scheduling and Operations
Improved view into provider weekly utilization
Schedulers can now see a provider's progress toward their configured Desired Weekly Hours directly within the scheduling workflow, without having to switch to the Provider profile or manually tallying hours. A new color-coded status bar, hover tooltip, and toggle filter surface this data across every scheduling view as you schedule, edit, or cancel —no refresh needed. Go to Knowledge Base for more details →
📍Where to find it: Scheduler > Provider Panel | Appointment Details | Weekly Summary pop-up | All Provider View
The right patient, first in the list
For Billable appointments, the Patient dropdown in the Provider Scheduler view now prioritizes patients directly assigned to the selected provider, instead of listing every patient across all of the provider's office locations. This cuts down search time for providers who are assigned to multiple or all offices.
📍Where to find it: Scheduler > Provider Scheduler View
Billable, non-billable, and drive time, finally counted separately
Schedulers can now see hour totals broken out by Billable, Non-Billable, and Drive Time directly in the Scheduler calendar and the Capacity Consumption Summary, instead of a single blended total. Patient View totals now reflect service hours only (Drive Time is excluded from Patient View daily, weekly, and monthly totals) while Provider View continues to include Drive Time for full provider utilization tracking. Go to Knowledge Base for more details →
📍Where to find it: Scheduler > Patient/Provider Weekly Calendar View | Capacity Consumption Summary > Weekly Summary
🔍Available filters: All, Billable, Non-Billable, Drive Time
Availability now points to an exact location, not a location type
Patient Availability now supports selecting exact Place of Service locations instead of broad POS Types, giving the AI Optimizer more accurate data for schedule generation. Patient and Provider General Availability now also include a full Timeline Log capturing every add, update, and delete made to availability records — including POS tagging changes — giving clinics a defensible audit trail for payor authorization disputes and provider contractual hour concerns.
Go to Knowledge Base for more details →
📍Where to find it: Patient Profile > General Availability | Scheduler > Availability Pop-up
Hide canceled appointments to clear the clutter
A new "Show Canceled Appointments" toggle lets you take canceled appointments out of the Scheduler view. It defaults to ON, applies instantly across all Scheduler views, and remembers your preference between sessions. All Provider View printing respects it too. This is display-only: canceled appointments remain in search, reports, and patient records.
📍Where to find it: Scheduler > Appointment Help menu
Set block time once and let it repeat
Block time no longer has to be entered one day at a time. Just check "Recurring" to set repeat days and an end date, and that’s it. Go to Knowledge Base for more details →
📍Where to find it: Scheduler > Provider/Patient Calendar View (three-dot menu) > Provider Block Time
Compliance checks now run by default on recurring appointment edits
The compliance check toggle in the recurring series details pop-up used to be off by default, which meant enabling it manually every time. It's now on by default, so compliance validation happens as part of the standard workflow rather than something you have to remember.
📍Where to find it: Scheduler > Recurring Appointment > Series Details
Check Insured ID and coverage dates without opening Funding Details
The Funding Source section on Patient Overview now breaks out each active Coverage Profile as its own row, showing the Insured ID and Coverage Period right on the overview screen along with only the authorizations tied to that specific profile. Both values stay visible even when the panel is collapsed, and always reflect the latest saved Funding Details with no manual refresh.
📍Where to find it: Patient > Overview > Funding Source
Keep authorization contacts where you'll actually look for them
The Insurance Profile now includes a PreAuthorization Contact Information section for recording the Healthcare Manager Agency tied to a patient's funding source: contact name, phone, fax, email, portal link, and notes. No more hunting through old emails to work out where an authorization report is supposed to go.
📍Where to find it: Patient > Funding Source > Insurance Profile
Block non-preferred providers from scheduling
Users can explicitly block a non-preferred provider so they can no longer be scheduled with a patient —with clear visual indicators and validation throughout the Scheduler. Blocking asks for a future effective date, then a cancel type, reason, and note, and cancels the patient's future appointments with that provider — single, recurring, and group alike.
📍Where to find it: Patient Profile > Preferences > Preferred Providers | Non-Preferred Providers
📝 Clinical
See how much of the session plan actually got run
New session metrics compare what was run in a session against the clinician’s recommendations, updating live as data is collected. You'll see prescribed counts for programs, targets, and trials, completion percentages, rates per hour, and trial count adherence, with every target automatically classified as Met, Partially Met, or Skipped. Go to Knowledge Base for more details →
📍Where to find it: Learner Timeline > Session | Program Builder > Target > Phase > Properties
👀 Good to know: Prescribed metrics are available for newly added sessions where data were collected live. Targets marked "Occasionally (naturalistic/optional)" are excluded from prescribed metrics, and adherence is calculated from the Suggested Dosage or Success Criteria set in the program.
No more unintended standalone notes!
When creating a note, you are now immediately prompted to link the note to an appointment. This UI change is designed to prevent confusion from users creating a standalone note instead of linking to an appointment, without removing the option to create a standalone note when needed through a collapsible menu.
📍Where to find it: Note
Know which year you're looking at on long-running charts
Target charts show month and day on the x-axis by default, which gets confusing on charts spanning several years of data. A new "Show Year" option adds the year across the x-axis of any target chart, and stays on until you turn it off. The same setting is available when configuring report templates.
📍Where to find it: Target Chart > X-axis > Show Year | Report Template > Programs/Target import field > Use Custom Settings > X-axis
Follow a note through its entire lifecycle
Note data exports now include timestamps for every significant step in the note workflow: Created, Certified, Signed, and Rejected. This allows administrators to know exactly when a note hit each milestone and find the bottlenecks in their documentation process.
📍Where to find it: Export > Note Data (single learner, learner group, or all learners)
💳 Revenue Cycle Management
See how your revenue cycle is performing in a snapshot
New KPI tiles in the RCM BI Dashboard include industry-recommended benchmarks, so you can see how your numbers compare rather than reading them in isolation, and trend visuals cover Collections vs. Billing, Claim Rejections, Denials, and AR Aging. A dedicated claim rejection view shows what's getting kicked back, and provider revenue is broken out by contract type. Global filters let you drill into any location, provider, role, or service.
Bill from the location where care actually happened
New contract-level toggle replaces the billing provider address (Box 33 / EDI 837 Loop 2010AA) with the appointment's Patient Office Location address, fixing Medicaid crosswalk issues for multi-location practices. It applies to primary, secondary, resubmitted, and regenerated claims. Enable the toggle on the contract, ensure Patient Office Locations have complete addresses, then generate/resubmit claims as normal.
📍Where to find it: Contracts > Contract Configuration | Billing > Claim Generation/Resubmission | Reports > Contract Details Report
EPSDT flags itself on claims for patients under 21
New contract-level toggle auto-populates the EPSDT indicator (Box 24H / EDI SV1-11) on claims for patients under 21, removing manual payer-specific handling. Secondary, resubmitted, and regenerated claims are each evaluated against their own contract's setting, and parent and child contracts are configured independently.
📍Where to find it: Contracts > Contract Details > Claim Configurations | Billing > Unposted Batches/Posted Invoices | Reports > Contract Detail Report
📊 Reporting
Pull a clean view of active funding records
The Patient Funding Report now includes a Funding Source Status filter, so you don’t have to manually filter out expired or historical records. Choose Active to return only current funder records with current patient and provider information, Expired for inactive records only, or All to keep the existing behavior.
📍Where to find it: Reports > Patient Funding Report
🔍Available filters: All, Active, Expired
Track non-payable hours without inflating payroll totals
Services can now be configured so their paycode hours are recorded for reporting but excluded from payroll calculations —useful for PTO, holiday, and other operational time your team logs but doesn't get paid hourly for. This keeps non-payable hours visible for auditing while keeping payroll reports accurate.
📍Where to find it: Service Create/Edit > Paycode | Payroll Report | Payroll Report (In Minutes)
🔍Available filters: Include Non Payable Hours (Yes/No)
Clearer supervision numbers, and the math behind them
The Monthly Provider Supervision reports have been renamed to Monthly Supervision Overlap Details Report and Monthly Supervision Overlap Summary Report, making explicit that what's being measured is appointment overlap rather than general supervision time. They include new audit-level columns, updated calculations, and a built-in Reference tab explaining how each percentage is derived.
📍Where to find it: Reports > Provider Reports > Monthly Supervision Overlap Details Report | Monthly Supervision Overlap Summary Report
Scheduler Alerts reports are now available to all organizations!
Scheduler Alerts reports are now available to all organizations, with additional appointment, provider, and funding columns added for greater reporting detail.
📍Where to find it: Reports > Scheduler > Scheduler Alerts
Identify group sessions in the Appointment Audit Report
The Appointment Audit Report now includes two new fields for group appointments, making it easier to identify and analyze grouped sessions. Group Session ID, added just after Appointment ID, is a shared identifier common to every appointment in the same group session. Group Session Rendered Duration, added after Actual Duration, gives the total span from the earliest actual start to the latest actual end across the group, so there's no manual calculation involved.
📍Where to find it: Reports > Appointment Audit Report
🔒 All-In-One
Logging out of Practice Management now logs you out of Clinical, and vice versa, so stepping away leaves nothing open behind you. Activity is recognized across both applications at once: drafting a progress note in Clinical keeps your Practice Management session alive, and working in billing or scheduling keeps Clinical active. Both applications now share a standard 60-minute inactivity timeout, which starts counting only when there's no activity in either one — so it won't interrupt you mid-note. Go to Knowledge Base for more details →
📍Where to find it: Across Practice Management and Clinical
👀 Clinical-only customers: The Clinical module now uses the same 60-minute inactivity timeout. As long as you're typing notes, navigating learner files, or collecting data, the countdown keeps resetting.
Questions about any of these updates? Reach out to your Customer Success Manager or visit the Motivity Help Center.