Create a treatment cycle and consume sessions
Set up a block of authorized sessions for a client, then consume one session per treated appointment. Cycle thresholds automatically trigger progress-summary and renewal tasks.
Before you start
- The client exists and has a case record.
- You know the number of authorized sessions and the expected service mix.
Who can do this
Clinic managers, admins, and owners can create and amend cycles. Clinicians consume sessions automatically by treating appointments.
Step by step
- 1
Open the client’s case and click ‘New Treatment Cycle’. Choose the service and set the number of authorized sessions.
- 2
Activate the cycle. Appointments on the case will now link to the active cycle automatically.
- 3
Each treated appointment consumes one session. At 80% consumption, a ‘Progress Summary Due’ todo is created for the supervising clinician.
- 4
At 90% consumption, a ‘Cycle Renewal Due’ todo is created so the clinic manager can start a renewal conversation with the client.
- 5
When the cycle reaches its authorized sessions, it can be marked ‘completed’ or ‘discontinued’ from the case.
If something isn’t working
Tap a question to see the likely cause and the fix.
Appointments aren’t consuming the cycle.
Why: The cycle may not be ‘active’, or the appointments aren’t linked to the right case.
Fix: Open each appointment and confirm the case and cycle link. A clinic manager can re-link an appointment.
Progress summary todo isn’t appearing.
Why: The 80% threshold only fires once for a given cycle. If it was dismissed, it won’t fire again for the same milestone.
Fix: Reopen the cycle or create a manual task if the progress summary is still outstanding.