Live tracking of client appointment numbers in their booking information

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  • Updated 5 months ago

We run a psychology practice and it would be great if we were able to keep automatic live tracking of the number appointments a client has had/is up to in their appointment/booking information. For example, a client may be using appointment 3 of 6 under a current 12 month Mental Health Plan, whilst this may be appointment number 7 of 10 under a MHP in a calendar year. Alternatively, to be able to track the number of appointments used under an NDIS plan. For example, a client may have 20 sessions allocated within their plan ending on a certain date and is currently up to session 15 and when subsequent bookings are made it recognises that this is now appointment 16 of 20 and so on. This number needs to be based on appointments attended, as well as any charged for due to non-attendance or late cancellations. This however would not include any cancelled and not charged for. It would also be great if it could cater for partial appointments, such as if an appointment goes over due to an extended session being required, so it is charged at 1.5 for example. It would also be nice if it identified that in this example of 20 sessions, that 18 for example is the last available appointment, as appointment 19 and 20 have been allocated for writing the report, or how ever many the practitioner identifies as being required to allow for the report writing.

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Andy Heath

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Posted 5 months ago

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Steven, Business Care

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Hi Andy

You have packed a few questions in this post, so please find responses to each of your queries below:

The Treatment Plan functionality allows you can track the number of treatments in a treatment plan as well as the number of treatments in the current calendar year. You can also update the start date on an existing Treatment Plan when a patient receives a new Mental Health Plan referral, which will reset the Current Treatments to zero and still display the number of treatments in the current calendar year, as shown below. 



When a Treatment Plan is being tracked By Number, the number of Current Treatments increases whenever the patient is billed, including when charging for late cancellation/non-attendance. Treatment Plans are not tracked by entries into the appointment book, which means that you do need to bill an amount (this can be a $0 amount) to increment the Treatment Plan counter. 

Tracking partial appointments such as by 1.5 appointments is quite proprietary. We would need more user interested in your idea for it to be considered as a new feature in Front Desk.

Lastly, if you require an alert when the patient has reached their 18th treatment, you can set the Alert After field to 17. This will display an alert from this point onwards at the point of billing.



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Andy Heath

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Thanks Steven, I appreciate the quick response and I understand interest will dictate whether partial appointments can be implemented.