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AI Features
AI Note Generation from Transcripts
Allows clinicians to paste a session transcript and have Claude generate a SOAP or DAP note draft.
Transcripts contain PHI — only enable this after a signed BAA with Anthropic is in place.
Danger Zone
Permanent, irreversible actions
Delete Account & All Data
Deletes this practice, all users, clients, appointments, and settings.
Users
No users added yet. Click "Add User" to get started.
Calendar Settings
Billing Settings
Invoice Settings
Credit Card
Assign Service Codes
Fee Schedule
Invoice Settings
Practice-wide only — not overridable per clinician.
Late fee applies this many days after the invoice date. To email the client when it's applied, turn on "Late Fee Applied" in Settings → Notifications.
When off, every clinician's Auto Invoice Frequency, Payment Due, and Default Payment Method follow the practice default above — their own User Settings can't change them. Existing personal overrides stop applying immediately.
Zelle Payments
Where clients send Zelle payments, and how incoming payments get auto-matched to invoices
Step 1: Tell Clients Where to Send Zelle Payments
These are shown to clients on their invoice so they know where to send payment.
The email address clients send Zelle payments to.
The phone number clients send Zelle payments to. Shown instead of email if both are set.
Step 2: Choose Option A or B
Pick one way for the system to detect incoming Zelle payment emails.
Option A
Auto-detect Zelle Payments
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— or —
Option B
Forward Zelle Notifications
In your own email inbox (the one your bank sends Zelle alerts to), set up a rule to forward those notification emails to this address:
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Check this once you have set up the forwarding rule above. Until checked, you will receive a warning email when Zelle payments cannot be auto-matched.
Step 3: Set Up Zelle Detection Rule
Controls which incoming bank emails are recognized as Zelle payment notifications. Applies to both Option A and Option B above. A default rule is already active — only change this if payments aren't being detected.
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Superbill Automation
Recurring superbill generation, per client or practice-wide
Practice Notifications
Client Overrides
Notifications
Choose which notifications your clients can turn on or off for themselves in the client portal. Everything else stays fully in your control.
Client can choose
Shown as a toggle in the client portal · your setting here is just the starting point
| Notification | Sent To | Timing | Starts As |
|---|---|---|---|
| ›Appointment Reminder | Client | — | |
Server local time. Shared with Overdue Invoice Alert — both run once per day at this same time. The toggle above is the starting value; clients can turn this on/off for themselves in the client portal, and staff can still change it for a specific client from that client's record (… menu › Notification Preferences).
Available variables: {client_name}, {appt_date}, {appt_time}, {therapist_name}, {practice_name}, {practice_phone}
| |||
| ›Email New Invoices | Client | Immediate | |
When enabled, the client is emailed automatically whenever a new invoice is created for them (auto-invoice batches only — manually sending an invoice from the Billing screen always works regardless of this setting). Invoice Prefix and Default Payment Method (in Practice Settings → Billing → Invoice Settings) determine what appears on the invoice itself. The toggle above is the starting value; clients can turn this on/off for themselves in the client portal.
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| ›Portal Messages | Client | Immediate | |
Email sent to the client when a clinician sends them a portal message. SMS support coming soon. The toggle above is the starting value; clients can turn this on/off for themselves in the client portal.
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| ›Payment Receipt | Client | Immediate | |
Email sent to the client when a payment is recorded on their invoice. The toggle above is the starting value; clients can turn this on/off for themselves in the client portal.
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Staff only
Clients never see these in the portal
| Notification | Sent To | Timing | On |
|---|---|---|---|
| ›Overdue Payment Reminder | Client | — | |
Client will receive one email reminder this many days after the due date. Individual clinicians can override this from their own User Settings. Always sent — clients can't turn this off for themselves in the portal.
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| ›Late Fee Applied | Client | — | |
The fee amount and grace period are set practice-wide in Settings → Billing → Invoice Settings, and can't be overridden per clinician. This toggle only controls whether the client is emailed when the fee is applied — always sent when on; clients can't turn it off for themselves in the portal.
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| ›Overdue Invoice Alert | Clinician | — | |
Server local time. Shared with Appointment Reminder — both run once per day at this same time.
Escalates automatically: after 3 notices on the same invoice, the alert routes to the practice's biller (or admin, if no biller) instead of the assigned clinician, regardless of the "Notify" setting above.
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Manage exceptions for an individual client from their record (… menu › Notification Preferences).
Other
Not a simple on/off preference — configured per client
| ›Superbill Auto-Generation | Per client | |
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Billing Settings
Assign Service Codes
My Fees
ℹ️ These are your personal billing preferences. When set, they override the practice defaults for your account only.
Invoice Settings
—
Set once for the whole practice in Practice Settings and can't be overridden per clinician. Only applies when Auto Invoice Frequency is Nightly.
Calendar Settings
ℹ️ These are your personal calendar preferences. When set, they override the practice defaults for your account only.
Client Overrides
Your assigned clients with a personal Appointment Reminder Timing, Channel, or on/off override. Set or change these from each client’s own record (… menu › Notification Preferences).
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