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Invoices and Payments

Video: How to Set up and Use Session Packs

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Video Tutorial Transcript

Irina from Zanda

Creating Session Pack Templates

00:34 Let us start with setting up a session pack template, which we will be then using for billing our clients. To do that, let's go to the settings menu. And here we need to go to the billing category and select session packs. If you already have some session pack templates set up in your practice, you will see them listed here, with the basic information showing in this table. Let's create a new session pack. Welcome to fill in any fields here in this session pack template to suit your needs, but let's do it this way. So, for example, I want to have a pack of six sessions that I will be providing to my clients. So that's what I will use as a name for this session pack template. Item number, a code and description are optional. You can enter them there and they will be showing on your invoices. Next, let's select a service or a product which will be a default service or a product going with this session pack. Let's use, for example, psychology session, uh, because this will be a pack of six psychology sessions provided within one referral or one treatment plan. You can also set up auto expiration date for this session pack after which date the pack will become unavailable for using to create invoices and appointments. I will give this the 12 months expiration date. Again, you can leave this blank. In this case, you will be able to use this session pack until all the units provided within the pack have been used by the client. Next is the pack units, so this is where you define what type of unit you will be tracking with this session pack. It can be sessions, a number of sessions, or money. This works when you have a client who has a specific budget allocated to their referral or treatment plan, and using the session pack you will be easily counting and seeing how much money is left in the available budget. Or you can use hours, units, again, if a client comes to you with a referral or treatment plan, for a specific number of hours provided to them in the care, and that's, um, you can use the session pack as well to track those. I will select here the pack units sessions, uh, and I will set up the maximum units available in this pack. So six services will be available to use with this session pack. If you want this session pack to automatically recreate for a specific client when the previous session pack has been used, you can turn this switch on. Or turn it off and in this case you will be manually allocating a new session pack to a client when necessary. The next setting here is the charge, for this session pack. Again, you can charge per the full pack, just enter the price, and this, amount will be allocated to the first invoice within the pack. And in this case, you will be processing the full, um, full cost of all the services provided within the pack, uh, on their first invoice. And the next invoices will go with a zero money owing. Or You can set up to pay per, uh, charge, sorry, per session. The default is, uh, charging the standard service or product price, uh, for each session, the first session and subsequent sessions. Or if you are providing a discount to the client if they, um, sign up for a pack of services, you can set up a specific price for the first session and subsequent sessions here, uh, in these boxes, and this set price For session pack, uh, services will override the standard price of the service or product that, uh, you have added to your session pack. So let's keep this as a standard price for the demonstration purposes. And the next field is, um, the tax. Um, let's go with the tax exempt, but again, you can use any, um, type of tax that you, Needs to be used with these, um, uh, services. And remember, this is set up in the custom list. That's where you can add all the types of taxes you are working with in your practice. And category, again, this is for internal tracking. Um, if you want to do some reporting based on the part of, um, type of services your practice provides, so you can select a category only with blank, the session pack will work either way. And now we have set up our template. Let's click save. And we have the template for six sessions available with all the basic settings.

Using a Session Pack

05:36 Now we are ready to start using session packs for our clients. So let's imagine this situation. You have a new client. They came to you with a referral for six services. You are going to use the session pack template you created to track those services. And the most, um, The easiest way to start using session packs is directly from the appointment panel when you are creating the first appointment for this client. So let's do that. Let's create an appointment for our client. Uh, and now in the appointment details in the Select Service Pack product, click there. And scroll down to session packs, create new. So you will using this option when you are, um, allocating the first session in this pack to the client, basically creating a session pack specific to this client using the templates available. So we will select the six sessions and now you will see that the service has already been allocated because we have this default service added to our session pack template and all you need to do is click save. Once you've done that, the new appointment is created and you can see that the session packs have already started tracking the usage of available services. So here you can see that one of six sessions, um, Is already used in this session pack. And the date on this hyperlink is the date when you created the session pack for this client. Wonderful.

Booking Consecutive Appointments With a Session Pack

07:07 Now let's see what happens when you need to book the next appointment for your client. Let's say they want to have the Friday morning appointment with Mary, uh, as long as they use up the, uh, template or sorry session pack or referral. So let's go to the next week. Create a new appointment for John. And now when we click into the select a service pack or product, uh, here at the top you will see open session packs listed. As we allocated the session pack for this client in the previous appointment, you will see that it's sitting here as open, so you don't need to scroll anywhere. Always have a look at the top of this list. To see if there are already open session packs for this client and if you want to use it for their appointment. So let's select our six sessions pack again. The service again has been allocated. Let's save the appointment and you will see that the system keeps track. So two of six sessions used in this session pack. Very easy for you to have this information. Also, when you send this invoice to the client, Uh, they will be able to see, uh, if, um, also how many sessions are left in their service. So here you will see that the two of six sessions used in the six sessions. So this information is easily available to a client and they are able to also see where they are at in their treatment plan. So let's close that.

08:41 And one more little thing, if your client wants to have, um, If you want to book the client for all the successions in one recurring series of appointments, if they are happy with this time and date, let's do that. So we will click here, make recurring. Uh, and the client wants to see you weekly every one week on Friday. Uh, and because we have successions available for them. And we already created two appointments. You may have only created one. So this is where we select how many more appointments we want to create. And in my case, it's four more appointments to allocate all six sessions in this treatment plan or referral. Let's click save. And we created the series of appointments. Which all use this session pack, let me show you. So if we click into the next week, we will see that appointment is already here. And the account continues. So three of six sessions used in this session pack. So that's how very easily using one pack. You can set up billing for this client for the duration of the referral or treatment plan.

Creating a Client Session Pack with a Referral

10:01 So now let's have a look at the situation when you receive the referral from the client. Or they want to start, um, to sign up for a series of appointments for their treatment, but they are not ready to book their first appointment yet. Or you haven't contacted them to book that appointment first. So what you can do, let's go and find our client. And you want to use the sixth session pack for this client for their future appointments. So once we are in their profile, let's go into the billing section and here go to session packs. on this page you can create a new session pack without allocating it to you an appointment. So let's click add new pack, and we will just go through the fields, uh, and set up this pack for this client. So we will first select the template from one of the available templates. So we'll use the six sessions. The expiry date has been applied automatically. You can adjust that. You can remove that for this client, um, so you have this flexibility. The name of this client individual session pack by default will be the same as for the, um, Template name, but if you want to add some information that will distinguish this pack from this client, you can add this here. I'll just use the word test so that we see the difference with this session pack. And in the description again, you can add what you want. So for example, that this session pack actually usage will start on the 10'th of April from the 10'th of April. But again, it's up to you. You can just remove this description. The session pack will work either way. The service of products here again is the default service that we have allocated to our template, but you have this flexibility and replacing. So for example, you want this client to come for, oh, the client wants to have telehealth services provided to them. You can select this here and change the template. To suit the specific needs of this client. So you can't change the unit, of measurement for this pack, on this, client specific level. Which will be the same, uh, as I'll set up for your, uh, template and the maximum units is six, but you can change that. So for it, for example, they came with a referral for six sessions, but they have already used. Two sessions. So you can have four sessions available in this session pack. So again, there is flexibility here and this is how you can adjust when you start working with the client who are already through some of the sessions allocated under their referral. So that's all interchangeable here. Uh, and the charge per this pack will be set up based on what we've done for the template. But again, if you want to provide a discount to the specific client, uh, you can do this here, uh, or you can select the charge per pack and, uh, and charge them for the full amount of services on their first initial appointment. So let's, um, save that. And we created a session pack available to your client. Also here on this page, you are able to see or track the usage of this pack in one glance. So here it shows you how many units at all are available, like maximum units for this pack, uh, how many left unused and also how many have been allocated. It means, um, added to an invoice on the appointment. And how many have been used? It means that the invoices with the past date. So, you may have, uh, as you saw previously, we allocated the whole pack to our John client, but he hasn't used any of them or he already had his first appointment, so you will see that one is used up to date and five, um, more are allocated. So, this is where you can see the statistics of usage of this session pack by the client. And just to demonstrate how this will work. Let's go back to calendar. Uh, and for example we want to, let's go to today. So here we are. Uh, and Barry wants to have, they called you and uh, he wants to have his first appointment maybe next week on a Monday with Mary as well. So we'll create that appointment for Barry. And in the Select Service Pack product, you will already see this session pack sitting as open at the top of, um, the, uh, list of services and packs because we created it for the client in their profile. You don't need to scroll to and create a new one. So let's select this one from here. We can see that it's Telehealth Standard Consultation. That's what they signed up for and save and the count. So first, one of six sessions have been allocated to this client. Alright, so that's how you can use the session packs for tracking the services you are providing to your clients. There is more to know about session packs because there's such versatile tool. We will create a different tutorial for that, just for more advanced knowledge about session packs, but with the information that I provided you in this video, you are ready to start using session packs for the most common situations when providing health services to your clients. But so for now, I hope this video has been useful to you. Please watch our other video tutorials available on our website or in the knowledge base and don't forget to visit and enroll into Zanda Academy if you want to know everything about Zanda. See you another time.