Before You Start
- A patient must be registered and have had a consultation (Patient Encounter) where therapies were prescribed.
- Therapy Types must be set up in the system.
- A Practitioner Schedule must exist for the therapist.
- You must have the Physician role to create and submit therapy plans and sessions.
Therapy Plans
A therapy plan is the master prescription for a patient’s rehabilitation. It says: “This patient needs X sessions of physiotherapy and Y sessions of occupational therapy.”Creating a Therapy Plan
Therapy plans are usually created automatically when a doctor submits a Patient Encounter with therapy prescriptions. If you need to create one manually:- Go to Healthcare workspace → Rehabilitation and Physiotherapy card → Therapy Plan → New
- Fill in the fields:
- In the Therapy Plan Details table, add each therapy type:
- Save
Reading a Therapy Plan
The plan shows progress automatically as sessions are completed:
When Total Sessions Completed equals Total Sessions, the status moves toward Completed.
Using Therapy Plan Templates
For common rehabilitation programs, the Admin sets up templates. The doctor or therapist selects the template and it pre-fills all the therapy types and session counts instantly. Examples of templates you might set up:- “Post-Knee Replacement Recovery” - 12 Physio + 6 Hydro sessions
- “Stroke Rehabilitation Phase 1” - 10 Physio + 8 OT + 6 Speech sessions
- “Lower Back Pain Program” - 8 Physio + 4 Manual Therapy sessions
Therapy Sessions
A therapy session is the record of one completed therapy appointment. Every time a therapist sees a patient for a therapy session, they create a Therapy Session record.Creating a Therapy Session
- Go to Healthcare workspace → Rehabilitation and Physiotherapy card → Therapy Session → New
- Fill in the header:
- Add the exercises performed in the session (see below)
- Save and Submit
Recording Exercises in a Session
In the Exercises table, add each exercise the patient did during this session:
- Quadriceps Sets: Target 30, Completed 28, Independent
- Straight Leg Raises: Target 20, Completed 20, Supervised
- Knee Bends (0-90°): Target 15, Completed 12, Assisted
- Cycling (stationary): Target 10 minutes, Completed 8 minutes, Independent
Submitting the Session
Click Submit when the session is complete. After submitting:- The session count on the linked Therapy Plan increases by one
- The session appears in the Patient History
- If invoicing is set up, the session becomes billable
Patient Assessments
A patient assessment is a formal, scored measurement of the patient’s condition. It answers the question: “Is this patient actually getting better?” Assessments are run at key points:- At the start of the therapy plan (baseline score)
- Mid-way through the plan (progress check)
- At the end of the plan (outcome measurement)
Running a Patient Assessment
- Go to Healthcare workspace → Rehabilitation and Physiotherapy card → Patient Assessment → New
- Fill in the header:
- The Assessment Sheet table fills automatically from the template with all the parameters to score. Fill in the score for each parameter.
- The Total Score Obtained calculates automatically by adding up all parameter scores.
- Save
Comparing Scores Over Time
After multiple assessments, you can see the patient’s scores change over time in the Patient History page. An improving score means the rehabilitation is working. A static or worsening score means the therapy plan may need to be reviewed.Exercise Types and Steps (Setup)
Before exercises can be used in sessions, the Admin sets up Exercise Types. Each type contains:Therapy Types (Setup)
Therapy types are the categories of treatment your center offers. The Admin sets these up once. Each therapy type has:Field Guide Summary
Therapy Plan
Therapy Session
Notifications and Monitoring
- Therapy Plan completion: when “Total Sessions Completed” reaches “Total Sessions”, the doctor or therapist should review the patient and make a discharge decision. There is no automatic notification for this - staff should monitor the plan directly.
- Patient Appointment for each therapy session appears in the Open Appointments count on the workspace.
- All sessions appear in the Patient History for clinical review.
Troubleshooting
The therapy session is not counting toward the therapy plan Make sure the Therapy Session is linked to the correct Therapy Plan in the “Therapy Plan” field and that the session is Submitted (not just saved as a draft). The Exercise Types list is empty when I try to add exercises Exercise Types must be set up by the Admin before they can be used. Ask your Admin to create the exercise types your center uses. The patient assessment scores are not calculating Check that the Assessment Template is selected and that the assessment sheet has been filled in for all parameters. Scores only calculate when all rows have a value. I cannot submit a therapy session Check that the Patient, Therapy Type, and Practitioner fields are filled. Also check that the Therapy Plan is linked and is in Active status.Best Practices
- Always link a therapy session to its therapy plan - an unlinked session does not count toward the plan completion and will not trigger billing correctly
- Run a Patient Assessment at the start, midpoint, and end of every therapy plan - these scores are your evidence that rehabilitation is working
- Use Exercise Types with step-by-step instructions so that different therapists deliver consistent care to the same patient
- Do not let therapy plan sessions lapse - if a patient misses a session, reschedule it promptly; long gaps in therapy slow recovery
- Review plans where sessions are stalled (many weeks of no sessions completed) - these patients may have dropped out and need a follow-up call
Related Features
- Clinical Operations: The consultation where the therapy plan is prescribed
- Appointments: The appointment linked to each therapy session
- Inpatient Management: Therapy plans also apply to admitted patients
- Billing and Finance: How therapy sessions are invoiced