Service types

There are two types of services in Splose:

  • Face-to-face services called appointments

  • Non-face-to-face services called support activities

These services can be scheduled from the calendar so practitioners and admin can accurately visualise productivity and identify availability.

This guide will cover:

  • How to set up face-to-face services (appointments)

  • How to add provider travel for appointments

  • How to set up non-face-to-face services (support activities)

  • How to assign services to locations and practitioners

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Set up face-to-face services (appointments)

Appointments are face-to-face services such as Telehealth sessions and initial consultations and can include provider travel. 

Type

Type is used to categorise services. For example, Chiropractic, Physiotherapy, Speech Pathology, Remedial Massage, NDIS or Medicare. Splose will automatically group together all of the services with the same type in your calendar, invoicing and online bookings.

Name

The name of the service will be displayed in appointments, online bookings, invoices, reports and other places.

Maximum number of clients

The number of clients that attend this type of appointment. For appointments where only one client is attending, enter 1. For group sessions, then enter at least 2. You can add clients to your group appointment from the calendar.

Description

If you have enabled online bookings, the description will be displayed there. If not, it’s just for internal use.

Item code

Enter the item code to be displayed on invoices such as NDIS support item codes and Medicare codes. Item codes are used to pass information to Medipass and LanternPay integrations.

Duration (in minutes)

Enter the default duration to be selected on the calendar and displayed in online bookings. Even if the appointment is based on an hourly rate, you’ll still need to set a default duration.

Buffer

You can add a buffer time before appointments for preparation and after appointments for cleaning and processing payments. Enter the buffer time in minutes.

Price

Select if the appointment has fixed pricing or an hourly rate. When setting hourly pricing, the unit quantity will be atomically updated at the time of invoicing. For example, if you add a 90-minute appointment at 193.99 per hour, the invoice will show 1.5 unit quantity at 193.99 per hour for a total of 290.99.

Tax rate

The tax rate that should be assigned for your service, which helps determine the amount of tax at the time of creating an invoice. Tax rates are synced to Xero if connected.

Default progress note template

Choose a progress note template to be selected automatically for practitioners when creating a progress note from the appointment.

Calendar colour

Select a colour that should be displayed on your calendar.

Xero invoice account

If Xero is connected, you can select a specific chart of account for the service to override the default account for invoice items.

Telehealth

Connect Zoom and enable automatic Zoom meetings for new appointments scheduled.

Travel

Enable provider travel for mobile appointments and enter an item code and hourly rate. You will be able to allocate travel time to and from the appointment at the time of scheduling from the calendar. When invoicing, provider travel will be automatically added as an invoice item line with the appointment. Add provider travel - non-labour costs and activity based transport.

Online payments

Enable online payment and ask clients to pay for this service when booking online.

Appointment notifications

Attach appointment templates as appointment notifications for confirmations, reschedule messages, cancellations and multiple reminders.


More on provider travel

Once provider travel is enabled in the service settings, go to the calendar and create an appointment. Enable provider travel for the appointment and search the appointment address. The client's address will be automatically selected. Enter the travel to and/or from the appointment. Add any repeating rules and create the appointment.

You can view the details and the appointment address by clicking on the appointment. Click on the address to open up the appointment address in Google Maps.

When invoicing, two item lines will be created:

1. The appointment

2. Provider travel


Set up non-face-to-face services (support activities)

Support activities are non-face-to-face services such as report writing and billable client communications.

Category

Select from the pre-defined categories like Non-Face-to-Face Services and NDIA requested reports, or enter a category.

Name

Enter the name of the service, like "Progress report".

Description

Add a description for internal reference.

Item code

Enter the item code to be displayed on invoices such as NDIS support item codes.

Price

Enter a rate and select the unit type, such as "hour". The unit of measure will be included on the invoice.

Xero invoice account

If Xero is connected, you can select a specific chart of account for the service to override the default account for invoice items.

Tax rate

The tax rate that should be assigned for your service, which helps determine the amount of tax at the time of creating an invoice. Tax rates are synced to Xero if connected.

Calendar colour

Select a colour that should be displayed on your calendar.


Assign Services

To create appointments and support activities from the calendar, you must go to Settings, Locations and select the locations which provide these services. Save the settings.

Go to My Account and scroll to practitioner settings. Select the Locations the practitioner works at and the services that the practitioner provides.

Save the settings.

With these two combinations saved, you will be able to schedule appointments.

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