The new Episode feature in Better Clinics is designed to streamline the way you track and manage client services. With tools for budget tracking, automated notifications, and enhanced referral management, you can easily monitor hours, costs, and appointments, ensuring efficient practice management and improved client experiences.
Creating and Managing Episodes
Episode Details
Go to Contacts.
Click Episodes
Click Add Episodes or select an existing one to edit.
Fill in the following fields:
Episode Title: Create a title for this episode to easily identify it (e.g., 'Physiotherapy Sessions' or 'Nutritional Program').
Client Name: Select the client you want to associate with this episode.
Location: Choose the clinic location where the episode will take place.
Service Type: Choose an existing service type or add a new one relevant to the episode.
Plan Type: Choose how the episode will be tracked.
Budget: A fixed dollar amount that decreases as appointments are booked and attended.
Hours: A predefined number of hours that count down with each booked and attended appointment.
Products: A set quantity of specific appointments (e.g., 3 of X, 1 of Y, and 5 of T).
Start Date: Select the date the episode begins.
Close Date: Choose the date the episode ends or is expected to be completed.
Purchase Order: Enter the purchase order number if applicable, for tracking or billing purposes.
Description: Add any relevant notes or details about the episode for better context.
Alerts Duration
Setting Up Alerts
If enabled, you can customize notifications to be sent before the episode's end date. To set up:
Alert Before: Choose the number of days in advance that the team member should be notified.
Alert Time: Select the specific time of day for the alert to be sent.
Alert Message Type: Choose how you'd like the alert to be received – via Email, SMS, or Both.
Alert Template: Select an existing template or create a custom one for the alert message.
Team Member: Choose the team member who should receive the alert or notification.
Alert Utilization
Setting Up Alerts Utilization
If enabled, you can set up three types of utilization alerts to keep track of limits and usage:
On Account: Notifies designated recipients automatically when a specified percentage of the set limit for on-account sales is reached.
Invoice: Notifies designated recipients automatically when a specified percentage of the set limit for invoiced sales is reached.
Paid: Notifies designated recipients automatically when a specified percentage of the set limit for paid appointments is reached.
Utilization Percentage: Set the percentage threshold that triggers the alert, ensuring you stay informed before reaching the limit.
Referral
If you enable Referral, you can record important details related to the referral. This includes selecting the Doctor's name and setting the Referral Date.
If you enable Send Referral, you can customize a message that will be sent to your chosen Doctor via Email, SMS, or Both. Additionally, you can specify the relevant condition related to the referral.
8. Once all details are complete, Click Save.
You will now be able to view episodes on the "Episode" tab under your selected client.
Billing and Invoicing related to an Episode
When invoicing a client for an appointment, you can now select the episode related to that appointment.
Adding Cases to an Episode
Select a Client
Select the Episode you want to add a Case
Click "+Case"
Fill in the details of the case
5. Click Save.
Discharging an Episode
Select the Episode you want to discharge
Note: An episode can only be discharged once all Cases under it are closed.
Fill out the details:
Discharge Date
Referral By: Select the Doctor or Referrer.
Discharge Message Type: Choose whether to send the message via Email, SMS, or Both.
Discharge Template: Select the Discharge Template Message.
Letter Template: Select the Letter Template.
Discharge Description & Discharge Notes
Click Save
The Episode's status will now update to "Discharged."
The new Episode feature in Better Clinics makes it easier to keep track of client services, manage budgets, and handle referrals all in one place. By setting up and managing Episodes, you can stay organized and focus more on your clients.
If you have any questions or need a hand getting started, don’t hesitate to reach out to our support team. We’re here to help!