What's New on Embodia: May 2026
Each month we ship improvements based on what we're hearing from practitioners and clinic managers in the field. This month's updates are focused on two things: giving larger clinics more control over how their teams are structured and what they can access, and tightening up the small friction points in charting and billing that slow down your day. Here's the full picture.
In this update:
- Practitioner groups — New feature
- Break templates — New feature
- Clinic admin: Clinic Academy access — Feature improvement
- Naming uploaded patient files — Feature improvement
- Tax rate rounding controls — Feature improvement
Update 1. Practitioner Groups 🆕
By default, every practitioner in your clinic can see patient resources, such as charts, meeting notes, invoices, created by any other practitioner for a shared patient. For a small solo practice or tight-knit team, that openness is fine. For clinics with multiple specialties, locations, or employed vs. contracted practitioners, it can create access that shouldn't exist.
Practitioner groups let you divide your team into named subsets and control exactly which data each person can access. Once you create at least one group, the access model shifts:
- Practitioners can only see patient resources created by other practitioners in their same group — even if multiple practitioners share that patient
- Clinic admins assigned to a group can only manage the accounts of practitioners within that group
- A clinic admin not assigned to any group continues to manage all practitioners as before
This is particularly useful for clinics that operate across physical locations, run separate pelvic health and ortho streams under one roof, or want to give individual clinic admins a scoped view of their assigned practitioners rather than the whole team.
🔒 Requires Manager permission on your clinic and an active Tier 3 Practice Management membership
Update 2. Break Templates 🆕
Adding irregular breaks to your schedule — personal appointment, admin time, a prep window before assessments — used to mean manually creating these slots every time your schedule changed. Break templates let you define a reusable break once and apply it whenever you need it, rather than rebuilding it from scratch every time.
A break template stores a name, duration, colour, and any notes you want attached to it. Once created, applying it to your schedule is a single action rather than a manual entry.
Tip: You can still create one-off breaks and recurring breaks without a template. Break templates are for irregular breaks you add regularly — like an admin block, personal appointment, or phone calls).
🔒 Requires an active Tier 3 Practice Management membership
Update 3. Clinic Admin Permissions to Manage Clinic Academy 🔄
Clinic admins handle a significant amount of administrative work inside Embodia — scheduling, billing, patient management — but until now, managing the Clinic Academy required going through a practitioner account. That restriction has been removed.
Clinic Academy access is now available as an optional permission for clinic admins. When enabled, your admin can manage the courses and content in your Clinic Academy directly, without involving a practitioner account as an intermediary.
This sits alongside the existing admin permissions, which you can configure individually for each admin in your clinic:
- Prescribe programs
- Share education and questionnaires
- Manage schedules and patient billing
- Communicate with patients
- Read or fully manage patient charts
- Managerial permissions (full clinic access)
- Clinic Academy access — new this month
🔒 Requires Manager permission on your clinic and having a Clinic Academy on your account.
Update 4. Naming Uploaded Patient Files 🔄
When you upload a file to a patient's chart, the saved filename is whatever the file was named on your device — which is often something unhelpful: a scan from your phone, an export from another system, an image from a form submission. Finding the right document later meant downloading files to check their contents.
You can now give any uploaded file a meaningful display name at the time of upload, or edit the name of an existing file at any time. The underlying file isn't changed — only the label shown in Embodia.
Best practice: Include the document type and date in the name — for example, "MRI report – Apr 2026" or "Referral letter – Dr. Chen" — so files remain identifiable months later without having to download them.
🔒 Requires an active Tier 3 Practice Management membership
Update 5. Setting up Rounding Behaviour for Tax Rates 🔄
Calculating tax on an invoice sometimes produces an amount that doesn't land on a round cent — a result of how percentages apply to specific service prices. Previously, Embodia applied a default rounding method with no ability to change it. That's now configurable.
Under Billing Settings, you can now set the rounding behaviour to "Round to nearest dollar". This automatically adjusts any total that falls exactly $0.01 away from a whole dollar amount, nudging it to that whole dollar. In the example above, both $99.99 and $100.01 would be adjusted to $100.00.
Totals that differ from a whole dollar by more than $0.01 (e.g. $100.02) are left unchanged.
For most single-practitioner practices, the default behaviour will continue to work fine. This is primarily relevant for clinics that need their invoices to match a specific accounting standard or whose bookkeeper has flagged rounding discrepancies in exported reports.
🔒 Requires Manager permission on your clinic and an active Tier 3 Practice Management membership
