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Video: Updating or Removing Session Packs

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Video Tutorial Transcript

Irina from Zanda 00:05 Hello and welcome to Zanda video tutorial. In this video, let us talk about how to further manage your session packs. We will have a look at how to run the session packs report, how to remove, uh, duplicate session packs, how to unallocate them from any invoice, how to replace an invoice item with the correct session pack, and how to apply session packs to invoices retrospectively.

Using Session Packs Report 

00:33 Let's start at looking at the session packs report. To find that one, let's go into the reports section on the menu and select system. Scroll down a bit further and we will find the session packs report here. Now what we can do with this report, we can run it by the dates the session pack was created by its expiry date, by the number of sessions remaining, such as here, by the service or product, by their status, by all practitioners, so there are different options for you to filter this report before you run it. What I want to show you now is an overview of all the session packs that have been created in the account. To do that I will remove all the date fields here, make all the date fields blank, won't select any other filters because I want just to get the holistic overview of all the session packs that have been created in my account. So I'll run the report and I get this list of session packs with all the information. It includes when the session bag was created, it's expiry date, the client name or for the session pack client number, the pack name, the product or the service name, and the sessions overview. It shows us the total sessions allocated to this pack, the number used, and the number left, and also the status of the session pack. I can filter this further by selecting or removing the columns from the report overview if necessary. What I want to show you now is I want to see if any clients have duplicate session packs that need to be cleaned up. So to do that, I will group this report by the client name. So what I'm doing, I'm grabbing the column of the client name, the column header for the client name and drop it here at the top left. And there you go. My report is grouped by the client, and here in these brackets I can see the number of session packs that are existing for each client.

Removing Duplicate Session Packs

02:47 Let me have a look at my test client here. So for example, John has three session packs. They all have been issued at around the same time, judging by the date created. And I'm having a look at the pack name, and I can clearly see that there are two packs here with the same name, a pack, kind of a similar pack for all these packs are about five sessions. And I know the treatment plan for John and I know that he only needs to have the prepaid five session packs and I can see that some of the sessions have already been used or allocated. So I need to clean this up. What will I do? I'll click on the client name to go to the client profile. And here Here let's go into the billing section and select session packs. Now here I see the list of all the session packs that have been created for this client. I have an overview the same and I can easily decide which pack needs to stay and which packs I need to remove so that I have clear and correct records. So let us start with removing a duplicate five sessions paid pack and I can see that one of one of those packs already been used, so I want to keep it and I want to remove the duplicate pack. To do that, I just click this pencil icon to go into editing this session pack and I click delete and confirm the action. So that's easy. I deleted the duplicate pack, I don't need it, it won't be clattering these clients records anymore. I also know from the treatment plan from other information about this client that this session pack has been issued for this client in error so I'll try to delete it the same way and what happens here is that this pack cannot be deleted because it's already been used so what I do I can see here at the bottom that there is an invoice that has been already added to this session pack and now in order to delete the session pack I need to remove it from the invoice. What I'll do I'll just use the right click to open this invoice in the new tab because I don't want to you know go back to the session packs list. I just quickly jump into the next tab and here is the invoice with this session pack. What I do, I just remove it from here. Click this red X at the end and save. There you go. I have removed an invoice from the session pack. While I'm here, if I know which session pack or which item I need to use for this specific appointment, I can already do this here or I can do this later. It's up to you whatever your working process is. I won't delete the invoice, it's already attached to an appointment and I might want to keep it. So I'm going back to the session packs list, I'll just refresh this page. Now I can see that there is no sessions used allocated to this pack and I don't want to keep it, so I just delete it as well. And there you go. Now we have the client records that are correct, that only have one session pack and we can see how many invoices have been used with this session pack. So there you go. This is how you can quickly find if any clients have any duplicate session packs or incorrect session packs and remove them from the client records.

Adding a Correct Session Pack To Client Appointments and Invoices

06:42 In this part of the video, let us have a look how to add a correct session pack to an appointment or to an invoice. So for example let's have a look at our client's appointments here on the calendar. If I click the first one that I see I can already see that a session pack has been allocated and this is the first to file available sessions used. Now if I go to their next appointment I can do this by clicking this next button here or if I also see it on the calendar I can click an appointment to open the panel. So this is their next appointment and we can see that there is no service added to it yet. Let's click into the next one and here we can see that is the second of five sessions is used. So clearly this appointment has been missed out or we just removed. for example an incorrect session pack from it. They can be different circumstances here, but what we need to do is to use the session pack, the correct session pack, to keep the account of sessions in order. So what we'll do, just click here in the invoice section of the appointment, click into select a service pack or product, and have a look at the top of the list of items available So here we see that there is an open session pack, the five sessions prepaid, let's select it, and it also adds a service that is a default service applied to this session pack or you can replace it with another service if necessary, and safe. and now we can see that the account is happening, right? Let's go to the previous appointment. For example, here we can see the session one of five and this is the appointment on the Wednesday. If we click next, appointment on Thursday, it's now session two or five sessions and then if we click next, the appointment next tweak is session three or five sessions. So the account has adjusted all appointments where we use the session pack generated in voice with the session pack and the sessions are allocated in chronological order. So this is how you can add a correct session pack to an existing invoice or appointment. We did this by going through the appointments that we see on the calendar. What else we can do? We can just click edit up invoice to open the invoice edit page and fix or allocate the session pack through here or we can also go into the client profile. So the different shortcuts that we have available in Zanda and we will click into the invoices page here where we can see a list of all invoices and if you see an invoice that doesn't have a session pack allocated where it should be, you can also just click that invoice, open the invoice page and add the correct session pack to keep the account.

Applying Session Packs to Invoices Retrospectively

09:45 Now let us have a look at how you can apply a new session pack to clients' invoices retrospectively. So let's find such a client with their appointment, for example, Barry here. We can see that there is no session pack used for this appointment, but the invoice already has been generated. And for the session tracking purposes or referral tracking purposes, we actually want to use a session pack for this client. So how these can be helped. First of all, let's define the first appointment or the first invoice where we want to start using the session pack.  Let's say we want to start using from the first invoice that has been created for this client in this month, in June. So this appointment date is the 20th of June, let's go to the previous one. So that's the 6th of June and we can see here at the top that the previous one, the invoice before that is already in May. So yeah, this is the first appointment where we want to start using the session pack for this client. So what do we do? There is already a service added to this appointment. The invoice is generated with this service. Well, that's actually an easy fix. So let's click on this X to remove the service. Click on add item again and click into this drop-down. will scroll to the session packs create new section where there are the session pack templates that are available to us. And let's start using the session pack that we want to use for this client. So for example, the six sessions. And for this client, we want to use either the same service that has already been edit to this appointment or maybe a different service it's up to you right so here you have the flexibility which item will go with this session pack I want to replace it so I'll use this one and I will click save so they can't start it I started using the session pack for this client right on the date when I want to start using right to track their referral for example now here at the top of the appointment panel, let's click next to jump into the next appointment for this client and just repeat the steps. Remove the service, add item. Now for the consecutive sessions in this pack, let's have a look at the top of the list, right? We want to use the open session pack here. We use it again. We'll replace the service with the service we want to use and click save and this is the second of six sessions used and let's go to the next one. So again using the top session pack, the open session pack that's available to this client, replace the service. So replacing the service is not an necessary step. It just applies to my use case in your use case you may just want to use a service that goes as a default service with your park. So yeah, be flexible as needed to create an invoice that is correct. And let's save. And this is three of sessions used. And if I have a next appointment, I'll just quickly repeat all those steps. So there you go. This is how you can apply a session back retrospectively to the already existing invoices and replace and invoices with just one item with the session pack to keep track of sessions provided and used by this client.

Using Session Packs to Track a Remainder of a Referral or Treatment Plan

13:53  And in the last part of this video, let us talk about quite a specific use case. I like talking about that because it shows how versatile and easy to use the session packs are. and they can be used for almost any client treatment situation that you can come across. So, and in this part of the video, let me tell you about the situation where you have onboarded a new client, they came to you, they have an active referral, but some sessions that are available through that referral have already been used by the client, claim through the insurance company. So, you need to keep tracking the sessions that are left available in the referral and you can still use the under session packs for that case. So there you go, let me show you how we can do that. Let's find our client and just go through the steps that you would use in this case. So you've onboarded the client to have their details, you have the insurance information, Now let's go and add a referral for this client. Let's look up at the available referrals. Let's use this one, for example. And you know that is started from the first of January this year. And it's available for, let's say, 12 months and save the changes. Now you know that this referral has six sessions available and the client told you that they have already used three of those sessions with another practitioner in a different practice and now they came to you. So what will do? Let's create that session pack for them which will help you track the remaining sessions in this referral. We'll go into the building section here, select session packs and select a new pack. We will use our six sessions template. check that this is the session item you want to use that's fine we may remove the expiry date or we can set it we know that it's valid for one year but it started on the first of January so let's go to December there you go set up the expiry for it and although it says it's six sessions you know that three have already been used so let's add this information. So anytime now you're looking at their invoices and looking at the session pack when you select to edit their appointment or invoice you'll know what kind of pack this is. And now here of course in the maximum units in this pack instead of six we'll say three because the three other sessions have been used in a different practice they don't have any records of that in your Zanda account, but you are using the session pack for the remaining three sessions that are still available. And let's save those changes. Wonderful. And last step now, you are creating the client's appointment, the first one in your practice. But for the client in this referral it won't be the first one. So let me show what it would look like. Let's create an appointment for the client for And here, let's click into Select Service Pack Product and have a look at the top. This is our session pack that we created for this client specifically. And it creates as an invoice, let's save that. And we can see that one of three sessions available in this session pack is now allocated. And then you may want to create their next appointment. In the next week, for example here, again, we're doing the same, selecting a client, selecting the open pack from the top, and save. And it's also accounted for. And when you book this client for their last available session in the referral, the system will generate you a task here at the top, saying that this client has used all available sessions in the session pack. And you'll know that it's time for you to write a report, to request a new referral if that's applicable, and so on. So this is how you can use Zanda Session Packs when working with clients who have already used some of their sessions that are available to them in their treatment plan, in their referral in another practice, and you just want to keep account on the remaining available sessions. And that's all for now. Thank you for watching. I hope that after watching this video you now learned a lot of different tips and tricks on how to manage your client sessions in the most efficient way.