Payment & insurance report with filters

Feature Request: Payment & Insurance Report Filters Add a report for Payments and Insurance in Upheal where practices can filter, sort, and review payment and insurance information based on specific criteria. Requested filters: Date / Date Range Session Date Payment Date Insurance Payer Provider / Clinician Client Payment Status – Paid, Pending, Unpaid, Denied, etc. Claim Status Payment Type – Insurance, Client Payment, Copay, Deductible, Coinsurance, Self-Pay, etc. CPT / Service Code Information to include in the report: Client name Provider/clinician Date of service CPT/service code Insurance company Amount billed Insurance allowed amount Insurance payment Client responsibility Copay Deductible Coinsurance Client payment received Remaining balance Claim/payment status Date payment was received

Configurable reminders for unpaid balances with payment link

Add a feature that sends an unpaid balance as a payment link or reminder as often as needed. The customer references SimplePractice, where reminders for unpaid balances can be sent with a custom reminder setting per client, whether it be: 1 day 2 days 3 days 7 days every other week (custom) Options should be offered for how often the client is reminded about unpaid balances, with a choice of texts or emails or both. When the client pays through the link sent in the email, it should automatically show up in their file as paid, and then the reminders will stop.

Sliding scale and write-off balances should show as zero

Updated billing/balance For clients with a sliding scale or a write-off, the remaining balance still shows in their account. If a client is charged $150 but the regular charge is $200, the remaining $50 always shows in the balance as the amount he owes. The balance should instead show as zero in the client's account.

File claims with practice owner's NPI instead of clinician's

Clinician NPI and Taxonomy Code Required Every Time a Claim Is Filed Every time an insurance claim is filed in Upheal, the filer is prompted to enter the treating clinician's NPI and taxonomy code. Claims for the practice should be filed using the practice owner's NPI and taxonomy information instead of the individual treating clinician's. Requiring the clinician's information creates an issue during claim submission, has to be addressed repeatedly on each claim, and may result in claims being filed incorrectly or denied. Requested fix: remove the requirement that asks for the individual clinician's NPI and taxonomy code when filing a claim, so claims are submitted with the practice owner's NPI and taxonomy information to help ensure they are filed correctly and avoid unnecessary claim denials, making the billing process more accurate and efficient.

Share payment info across family and couple client records

Connect Multiple Contract Information Payment Information Allow payment information (credit card details) entered for one client to be connected to related client records, such as couples and families seen together and in individual sessions, so it does not have to be re-entered in every chart. In one family, the son and the parents are seen as a couple and occasionally individually, and they had to enter the credit card info three times in order to properly pay, which the customer describes as redundant and confusing and frustrating for clients.

No alerts when a processed claim has a client deductible

No alerts for deductible applying The billing system does not alert the practice when a processed claim results in a client deductible that must be invoiced. When a claim is processed and the deductible needs to be met, insurance pays nothing and the system takes no further action, so the practice is never alerted to go back and invoice the client. Unless every remittance is read closely to look for deductibles, these invoices get missed — and reading through every remittance defeats one of the main purposes of using an EHR for billing.

Develop a practice-level setting for fully Out-of-Network practices!

1. Add a setting in Settings > Business Details (or Billing): "This practice is exclusively out-of-network with all insurers" (toggle). When enabled: Hide/remove insurance enrollment, payer management, and in-network claim filing workflows (because practices that are not in network don’t need to see any of this and if it is showing, the clients could get very confused, thinking that they should upload their insurance card and details. Suppress insurance-related UI elements from billing, superbill, and client setup flows. Display a clear label confirming out-of-network status on the practice profile. Simplify the overall billing experience for practices that will never file insurance claims. 2. Identified-Patient Designation on Couples Contracts When onboarding or viewing a couples contract, the client would see a field in the portal that reads, "Identified-Patient for Out of Network insurance filing” with options.: "Not applicable / no insurance filing""[Partner A Name]'s policy""[Partner B Name]'s policy"Clients should be able to set or update this in their portal during initial setup. 3. Superbill Auto-Population When generating a superbill for a couples session: Pre-populate the "Patient Name" / "Policyholder" field with the designated identified-patient. Show a confirmation step: "This superbill will be filed under [Partner Name]. Correct?"Allow override if needed, but the default is intelligent. Why This Matters: Eliminates UI clutter for out-of-network-only practices. Reduces manual work — providers don't have to hand-edit superbill names for every couples session. Clarifies for clients which partner should submit the claim, reducing reimbursement delays and confusion. Scales effortlessly — once set on the contract, it applies to all future superbills for that couple. Use Case: A couples therapist, out-of-network with all insurers, creates a couples contract. During portal setup, Partner A indicates they want their name used as the “Identified Patient” on the Superbills, so they can file for reimbursement using their out-of-network benefits. When the provider generates a superbill, Partner A's name automatically appears as the patient. Partner A downloads the superbill and submits it to their carrier.

Individual Client Account Numbers

We are regularly required to have a specific account number that identifies the client with insurance billing.

Feature Request: Automated Daily Reconciliation Report

Upheal should provide the feature of an automated daily report that breaks down all payments received, invoices created, and refunds issued, scoped to the end of each business day. The report should be customizable by the provider and tied to their timezone. Requested Details: The report should include: Total payments received (broken down by method: card, manual, ACH, etc.) Number of invoices paid that day Refunds issued Net revenue for the day Unpaid balance (outstanding invoices) Any flagged items (failed charges, overdue invoices, etc.) Why: Reconciliation: Therapists can quickly compare the daily breakdown against merchant statements (Stripe, payment processor reports) without manually pulling data. Efficiency: Eliminates the need to log in and check payment analytics manually each day. Accuracy: Reduces the chance of missing or mismatching transactions. Customization: Allow providers to opt in/out and choose their preferred time (e.g., 5 PM end of business day). This kind of report could be set to send to us each day at the same time, adn we should be able to choose how we receive it. Some might prefer receiving it via email. I would actually rather the report arrive in my inbox in Upheal, so that it doesn’t clutter up my already dumpster-fire of an inbox in my email! :-)

I think it would be helpful to have the fee agreement on the profile for our clients that are cash only

💳 Set Who Pays on Family and Couples Contracts

We're adding a designated billing contact to family and couples contracts, so the person responsible for payment is set once on the contract instead of chosen invoice by invoice. Today you pick which client an invoice goes to each time you bill. That works, but it's a decision you repeat for a fact that never changes, and it leaves room for the bill reaching the wrong person. With a billing contact on the contract, invoices, superbills, and payment reminders go to the right family member automatically, and everyone else stays out of billing they aren't responsible for. We're also working on insurance for multi-participant contracts, so claims can be filed under the family member who carries the policy rather than only from an individual contract.

Weekly Billing Export for Third-Party Biller

Right now, submitting weekly billing info to an outside biller requires manually opening each individual client file and hand-typing session data into a separate spreadsheet — a real time drain for a solo practice with any regular caseload. The fields needed for each session are ones Upheal already stores: date of service, client name, diagnosis code, CPT code, telehealth indicator, insurance company, service charge, amount collected from client, payment method, and session notes. Suggested fix: add an export function (CSV or XLSX) that generates a billing sheet for a selected date range, pulling these fields automatically from each session/client record, formatted to be handed directly to a third-party biller. Ideally this would support filtering by date range (e.g., "this week") and by payer, so providers who split work between an outside biller and in-house billing can export just what's needed. This would eliminate manual re-entry entirely and reduce the risk of transcription errors between systems.

Clearer Individual vs. Organization NPI Setup Guidance

Billing profile setup doesn't clearly explain whether a solo practitioner operating as a PLLC should bill as an Individual (rendering NPI only) or as an Organization (billing/org NPI plus separate rendering NPI), which is confusing for anyone with both NPI types. Suggested fix: add inline guidance or a short decision-tree prompt during billing profile setup that asks about practice structure (solo vs. group, PLLC vs. sole proprietor) and recommends the correct NPI configuration accordingly.

"Insurance, Pending Information" Session Status

There's currently no way to flag a session as insurance-pending when full insurance details aren't yet on file, which risks the client seeing a full self-pay charge on their account before billing is finalized. Suggested fix: add an "Insurance Pending" billing status option (alongside Self-Pay and Insurance) that holds off charging the client the full rate and visually flags the session for follow-up once eligibility/subscriber info is complete.

Save Insurance Form as Draft

When the policyholder/subscriber differs from the client (e.g., a minor whose parent is the subscriber), the insurance form currently requires full subscriber details like DOB and address before it will save anything, and if that info isn't available yet, all previously entered data is lost. This is a real problem for intake workflows where subscriber info often trickles in over a day or two. Suggested fix: allow the form to save as a draft with partial fields, flagging it as "incomplete" until required fields are filled, similar to how many EHRs handle in-progress client charts.

Auto update Headway

I’d love if Upheal could sync to headway - confirm appointments, start/end time, note saved elsewhere, etc. It would be great to not have this extra workflow.

💳 Autopay: Charge the Card on File Automatically

We're looking at autopay: automatically charging a client's card on file so collecting payment stops being a recurring task. Turn it on per client, and once a session is completed, the charge runs on its own and the receipt goes out without you touching anything. You know the current version of this: a client owes for three sessions, you've drafted the follow-up message twice, and it's still sitting there. Autopay removes that conversation from the relationship entirely, which is better for you and honestly better for the client too. You'd stay in control of the details: which clients are enrolled, when the charge triggers, and what happens if a card fails. Nothing gets charged that you didn't set up.

💳 Submit Claims in Batches

We're adding batch claim submission so you can select all your claimable sessions and submit them to their payers in one action, instead of creating claims one by one. You'll be able to filter claimable sessions by payer or client, submit the whole set, and let Upheal handle the rest. Any session with an issue gets flagged for a quick fix rather than blocking the batch, so a week's worth of billing becomes a single review-and-submit moment.

🏥 Managed Billing, Insurance Handled for You

We're building Managed Billing, a service where Upheal's billing team runs insurance billing on your behalf. Eligibility checks, claim submission, payment reconciliation, and denial follow-up get handled by a dedicated biller inside your Upheal account, so you see the results without doing the work. Plenty of therapists want insurance revenue but not the hours of claims admin that come with it, or the awkward middle ground of paying a percentage to a separate billing service that can't see your documentation. Because your notes, sessions, and claims already live in one place, our team can work directly from your real records. We're starting with a small group of solo practices this summer. If you'd like to be considered, comment or upvote and we'll reach out as capacity opens up.

Set pricing

For each client that is either out of network or private pay, when they have a set price or specific things that they are being billed for (whether it's the session or credit card processing fee), it can be automatically set for that client every single time so it doesn't have to be manually put in every time