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HIPPA-compliant integrated practice phone/vpbx
Provide a HIPPA-compliant individual or group practice phone/vpbx within the Upheal clinician app / online, building on the existing secure messaging app / portal for clients. Upheal.io already provides a secure messaging app / portal for clients. A therapist could port a previously-existing number in to the system, similar to Zoom Phone / RingCentral / DialPad / etc. with AI attendant/assistant. Additionally, SIP/MDM/TLS support for hardware also would be an excellent provision for a secure practice phone service. Ideally Upheal could partner with one of the leading providers to bundle this rather than create its own white label service.
Hidden instruction text module for note fields
Add a text module that can be inserted into any note and contains text that does not appear on the note itself, so supervisors can include instructions to intern clinicians on how to fill out that section when they are manually writing their notes.
Add Assistant Settings page to sidebar
Sidebar options Allow adding the Assistant Settings page to the sidebar as a selectable option.
Benefits & eligibility tracking with check history in Upheal
Add a record of benefits and eligibility checks directly in Upheal. The customer works with an insurance company that requires monthly checks and a record of those checks, and would rather run and store them in Upheal than go to another platform every time. Eligibility checks are already needed in Upheal for billing, but there is no history record, so a printout from Navinet is currently required.
Default modifier 95 for virtual sessions on insurance claims
Allow selecting a default modifier for virtual sessions on insurance claims instead of entering it manually every time. Modifiers for virtual sessions are either 93 for audio only or 95 for video and audio. Since the platform is based off of video and audio, 95 should be the default modifier on claims, with the ability to modify single instances when the other mode is used. Audio-only sessions (93) are very rare these days and are not likely for people using Upheal anyway.
Align Headway note templates with stricter audit criteria
Revise Headway Templates Update the Headway Intake Report and Progress Note templates to reflect Headway's new guidelines. Headway is conducting very strict audits with much more extensive criteria that must be included to pass, which the current Upheal templates do not include.
Jotform Health connector for intake forms
Provide a link/connector to Jotform Health so the AI can pull information from this secure HIPAA-protected app and integrate it into the notes, especially intake forms into the intake session.
Editable administrative note in client profile header
Add a small, customizable administrative note at the top of a client's profile, near their basic contact information. It should be a short note that remains visible whenever the client's profile is opened, without needing to navigate to another section or open a separate document. Example uses: Scholarship or funded sessions: For clients receiving financial assistance, such as military-connected clients with scholarships or outside funding, note "Session 4 of 10 covered sessions." Insurance or billing reminders: Quick reminders about authorization limits, payment arrangements, or other billing considerations. Administrative reminders: Important scheduling or account-related information that needs to be easily accessible. The notes should be editable quickly and updated as needed, for example changing "Session 4 of 10" to "Session 5 of 10" after the next appointment. They should be internal and visible only to the provider or authorized practice staff, rather than appearing in the client's portal or clinical documentation. Rationale: as a therapist and practice owner working with clients who sometimes have a limited number of sessions covered through scholarships, military-related programs, or other funding sources, being able to quickly see how many sessions have been used and how many remain would help stay organized and avoid accidentally exceeding available funding. It would also keep important administrative reminders easily accessible without having to search through billing records or client notes. A small, editable administrative note at the top of the client profile would be a simple but valuable addition to Upheal.
Configurable no-show and late cancellation fee options
No-show and late cancellation fees Currently, there is only one option for how much to charge and how far in advance of the session the charge is automatically built. There should be an option for how much time, whether it be 48, 36, or 24 hours, and a custom amount that can be set/billed, not just one amount like there currently is.
Add date of birth and payment details to client quick view
Display more client information in the quick-view section that appears when clicking on a client's name. Currently this section shows only basic contact information such as phone number and email address. Add: Date of birth: having this readily available without opening the full client profile would be especially useful for verifying client information. Insurance or payment type: displaying the client's insurance provider or indicating whether they are self-pay would make it easier to quickly identify their billing information. Ideally this information would be pulled directly from the client's existing profile so it would not require any additional data entry. As a therapist and practice owner who frequently needs to reference client information throughout the day, having these details available at a glance would save time, reduce unnecessary clicks, and make managing scheduling, billing, and administrative tasks more efficient. This would be a small but incredibly helpful improvement to the overall workflow in Upheal.
Provider approval option for client self-scheduling
Add an optional setting that requires provider approval before a client appointment is officially scheduled, instead of automatic booking. Currently, when a client self-schedules, the appointment is automatically confirmed, which can create challenges if there is a scheduling conflict, a calendar error, or something the provider forgot to block off. The requested process: A client selects an available appointment time and submits a scheduling request. The provider receives a notification and can approve or decline the request. The requested time is temporarily held to prevent double-booking while awaiting approval. Once approved, the appointment is officially added to the calendar, and the client receives a confirmation. If declined, the client receives a notification encouraging them to select another time. Providers should be able to choose between automatic booking and approval-required scheduling based on their preferences.
Limit back-to-back self-scheduled appointments
Add customization options for client self-scheduling that give providers more control over their schedules while still allowing clients the convenience of booking online. Specifically, allow setting a maximum number of consecutive appointments before requiring a break. Ideally, providers could: Set a maximum number of back-to-back appointments (e.g., 2, 3, or 4). Automatically require a break after that number of appointments. Customize the length of the required break (e.g., 15, 30, or 60 minutes). Manually override these settings when needed. As a therapist and practice owner, the customer appreciates the convenience of client self-scheduling but needs flexibility to manage workload and prevent scheduling conflicts; these controls would let clients continue scheduling independently while giving providers more control over their availability and breaks.
Schedule non-appointment events in the calendar
Allow adding calendar events that are not client appointments and not time off, such as meetings and consultations, administrative tasks, reminders and follow-ups, and personal appointments or other scheduling blocks. These events would not need to be connected to a client or categorized as time off, and there should also be an option to create recurring events. As a practice owner, the workday includes more than client appointments, and being able to schedule different types of events would make Upheal's calendar more functional as an all-in-one scheduling tool.
Capture client audio in app for AI notes with headphones
Phone call notes During phone sessions, AI notes currently require putting the client on speaker and using the laptop. Enable the app to share the incoming audio from the client so AI notes work while wearing headphones instead of speaker mode.
Bulk download of all transcripts per client
Add a batch or bulk download option so all transcripts from a client can be downloaded at once. Currently transcripts have to be downloaded session by session, which is not a good option.
Per-client data privacy region setting for international clients
International operations Allow setting the “Data privacy regulations region” on a per-client basis rather than one setting for the whole practice. The goal is to have clients’ records stored in their home country’s servers, needed when hiring the first therapist in another country as the practice grows.
Add TEAM-CBT tools and techniques
Add TEAM-CBT tools and techniques to the available modality specificity options. The customer offers to help with this.
Auto-populate "Next Session" from Upheal calendar
Default the "Next Session" field to the next scheduled session from the client's sessions on the Upheal calendar instead of leaving it empty. As it is, AI is relying on the therapist mentioning the next session in order to include that information.
Map custom forms to preset system forms
Please allow us to map important forms Allow mapping a custom form to the system's preset forms so that completing the custom form updates the back end automatically. Currently, forms the system sends update the back end, but a custom form is not recognized as the same form. For insurance clients, in Client Billing at the bottom there are the fields "Consent on file, ROI required, Release of Information and Assignment of Benefits". When a custom form is sent and the client signs, the system does not know it is the same form, so it has to be manually "Marked as on file." The same applies to the new Automatic payments authorization form: with a custom form, the system does not recognize it, and in that case there is no manual "Mark as on file" option at all. When building a form, there should be an option to map it to a preset option (Insurance ROI and assignment of benefits, or auto payment auth) so completion is registered automatically instead of being marked manually every time.
Show therapist if client portal link was already sent
Indicate to the therapist whether a link to the client portal has already been sent to the client, so they can tell before sending it again.