Clinical Improvements
Learner & Member Search Coming
The ability to search the Learner and Member lists in Motivity Clinical will be released the week of November 24!
Hiding Notes Based on Permissions
Previously, users with permission to view others’ notes by type or state would see all notes in the timeline or pending notes list, with restricted notes appearing as “Additional permissions are needed to view this note.”
With this update, notes that a user does not have permission to view will now be completely hidden from both the timeline and pending notes blades.
For example, if a role is configured to view only “Completed/Approved” notes, only those will appear. This change streamlines the timeline and pending notes lists, showing only notes relevant to the user’s permissions.
Visibility of Program Drafts
We'e enhancing the program list to visibly show other existing drafts, by you or other users, of programs. These should act as an alert that saving changes to a program will ultimately overwrite the other users' draft.
PM Improvements
Scheduling AI Coach: Smarter Scheduling Insights at a Glance
Navigation: Patient/Provider Scheduler View → Add Appointment → Select patient & authorization → Scheduling AI Coach
The new AI Authorization Summary gives schedulers instant, coach-style insights directly above the calendar in both Patient and Provider Scheduler Views — helping teams stay on pace, prevent overuse or underuse of authorized hours, and plan ahead with confidence.
This intelligent summary transforms raw authorization data into clear, easily-readable guidance — showing what’s on track, what’s falling behind, and what needs attention — all in one glance.
Billing Alerts: Now Interactive with Clickable Tiles
You can now click directly on key billing alert tiles to view detailed record lists and take instant action — without switching pages or searching through reports.
This enhancement turns static tiles into interactive tools, giving you quick visibility into unbilled hours, pending batches, claim statuses, and unapplied payments.
Smarter Search on Collections & Posted Invoices Pages
This update brings intelligent, guided search across both the Collections and Posted Invoices pages — giving users the fast, context-aware experience everywhere billing data lives.
The enhanced Collections search now lets users find records by Claim ID, Invoice ID, Payment Number, or Patient Name, returning all related items — including secondary, PR, voided, and re-submitted claims — in one unified grid view within the Collections module. Results appear directly on the Collections page instead of requiring navigation to Closed Payment or Closed Invoices, and if an invoice isn’t yet in Collections, Motivity prompts users to view it on the Posted Invoices page.
On the Posted Invoices side, searches by Claim ID instantly return all linked invoices, including closed and voided ones, without toggling “Show Closed.” Related invoices are grouped automatically, and results expand to the correct level for quick visibility, streamlining navigation and reducing clicks.
New Report: Payroll Report – Timesheet Raw Data & Summary
This new report compiles all rendered and scheduled session data, categorizes paycodes, and automatically calculates regular and overtime hours — giving a single source of truth for timesheet validation and payroll processing.
- New Report Location
- Added under Reports → Provider → Payroll → Payroll Report
- Two Tabs in The Report
- Timesheet Raw Data: Detailed appointment-level time entries, including paycodes, CPT, POS, and overlap indicators.
- Summary Sheet: Aggregated totals per provider with automatic Regular and Overtime hour calculations.
- Built-In Validations
- Week definition Sunday to Saturday
- Supports multi-week selection (up to 6 continuous weeks).
- Smart Overtime Computation
- Daily Overtime: Hours beyond 8/day
- Weekly Overtime: Hours beyond 40/week
- Holiday Hours: Auto-detected from closure days in Admin
- Overlap Detection in the Raw Data Sheet
- Flags overlapping sessions for each provider to ensure data integrity.
- Group Appointment Logic
- Combines multiple patients or services into a single summarized record with accurate time and paycode mapping.
Makeup & Fill-In Appointments: Optional Link with Date-Based Picker
Schedulers can now link Makeup or Fill-In appointments to cancelled sessions more easily — or skip linking altogether when not needed.
The Linked Appointment field is now optional and includes a date-based picker to quickly choose from eligible cancelled appointments.
Post-Billing Payer Transfer: Auto-Void & Payment Retention
The first phase of the Post-Billing Payer Transfer rollout introduces automation for voiding billed or paid claims while retaining full payment accuracy.
Future phases will extend automation to rebilling alerts, multi-payer transfers, and expanded timeline visibility.When payer changes occur after billing, Motivity now handles the reversal end-to-end — eliminating manual cleanup and ensuring audit-ready accounting.
- Smart Eligibility Check
- Invoices can now be reversed even if payments have been applied, as long as no linked Secondary or Patient Responsibility (Copay) invoices exist.
- If either is present, Motivity blocks reversal and displays the standard validation: “Invoice cannot be voided because linked Secondary or Copay invoices exist.”
- Automated Voiding & Transaction Reversal
- When eligible, Motivity automatically:
- Voids the invoice (as is)
- Moves that Covered Amount to Excess Amount (Type = Voided Claim Payment), preserving the original payment date and source details.
- When eligible, Motivity automatically:
- Seamless Reporting Alignment
- The Excess Amount entries now appear automatically in reports where Excess transactions are tracked, including the AR Billing Report and Collections Applied Report.
Future phases will extend automation to rebilling alerts, multi-payer transfers, and expanded timeline visibility.
New Report: Outstanding Patient Responsibility Report
A new Outstanding Patient Responsibility Report has been added under Reports → Billing & Collections, giving finance and administrative teams a complete view of all patients with open balances.
This report consolidates outstanding amounts, payment activity, and caregiver details — helping teams stay proactive in follow-ups and collections.
Enhancement: AI Optimizer 1.2 – Download & Access Control Updates
The AI Optimizer 1.2 update adds improved usability and stronger access controls. Users can now download projected results for easier review, analysis, and sharing. Additionally, new role-based access settings allow organizations to restrict which optimization modes users can access — enabling limited “Add to Existing” access for some roles while granting full optimization capabilities to others.
New Workflow: Patient Termination
A new Patient Termination workflow has been added under Patient → Workflow to manage the full discharge process with clarity, accountability, and tracking. Workflow Steps:
- Discharge/Termination Request: Initiate termination request (1 day).
- Consultation & Approval: Review and approve request (3 days).
- Documentation & Termination Date: Complete documentation and set termination date (4 days).
- Document Approval: Verify and approve submitted documents (5 days).
- Discharge/Termination: Finalize patient termination (1 day).
Each step generates corresponding Pending and Overdue alerts to ensure timely completion and compliance with discharge timelines.
Automated Posting of Secondary Invoices to the Clearing House
This enhancement eliminates the need for billers to manually check the “Post secondary invoice to clearing house” box in the EDI pop-up, ensuring all eligible secondary invoices are transmitted seamlessly and without oversight.
Smart Secondary Invoice Handling:
- If a secondary funding source exists, the system automatically creates a secondary invoice for remaining balances and posts it to the clearing house.
- If no secondary funding exists, a Patient Responsibility invoice is created (but not transmitted).
- For eligible cases, Motivity automatically generates and sends an EDI 837 for the secondary invoice, maintaining clearing house synchronization without manual intervention.
Editable Estimated Drive Time & Mileage
Schedulers can now manually edit Estimated Drive Time and Mileage using the ✏️ icon (with proper access).
Manual entries stay intact and are no longer overwritten by system auto-calculations.
- Validations: Time (0–480 mins), Miles (0–500, up to 2 decimals, numeric only)
- Visibility: Updates reflect across Drive Time pop-ups, Scheduler Alerts, Time Tracking, and Reports
24-Hour Scheduler Display
Motivity's Scheduler now supports a 24-hour timeline (12:00 AM – 12:00 AM) across all scheduler views.
This update gives users complete flexibility to schedule and view appointments at any time of day while maintaining a focused default view for regular business hours.
Auto-Creation of Telehealth Place of Service (POS)
Motivity now automatically adds Telehealth Place of Service (POS) entries when new patients or clinic locations are created, ensuring virtual care options are always ready without manual setup.
- Automatic Telehealth POS Creation
When a new patient is added, Motivity now auto-creates:- Telehealth Home – mirrors the patient’s Home: Default address
- Telehealth Clinic – mirrors the assigned Clinic: [Office Name]
- New Location Handling
- When an existing patient is assigned a new clinic, a corresponding Telehealth Clinic POS is also created automatically.
- Duplicate Prevention
- The system checks for existing Telehealth POS entries to avoid duplicates.