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Set up services

Create your service list/fees including all of your appointments, support activities and provider travel.

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Set up services

This guide will cover:

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

  • How to add provider travel for appointments

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

  • How to assign services to locations and practitioners


💡What's the difference?

  • Appointments are for client-facing services where you can enable Telehealth, provider travel, and appointment templates.

  • Support activities are for non-face-to-face services like report writing and billable communications.

splose separates these to provide clear reporting on your Practitioner Performance Report, allowing you to track each category separately.


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 your services i.e. Physiotherapy, Speech Pathology, Remedial Massage, Chiropractic etc. splose will automatically group 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. More on group appointments here.

Description

The description is shown on invoices (if enabled) and online bookings (if service is enabled for online bookings). Otherwise, this can be 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 TyroHealth and HICAPS integrations.

Duration (in minutes)

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.

💡Setting up your default duration does not stop you from modifying the total duration from the calendar itself.

Buffer

You can add a buffer time before appointments for preparation and after appointments for cleaning and processing payments. This will block off that time in your calendar visually and from online bookings.

Enter the buffer time in minutes.

Price

Select if the appointment has fixed pricing or an hourly rate.

  • Fixed price: When setting up your service as fixed price, this will be the price regardless of duration.

  • Hourly: 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 a 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 you want to be displayed on your calendar for this service.

Cases

Toggle this on to make adding a case compulsory for this service. This means that users will not be able to book a new appointment on the calendar without attaching a case to the appointment.

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 and enable automatic Telehealth meetings for new appointments scheduled. These can be via Zoom, Google Meets or Microsoft Teams.

Travel

Enable provider travel for mobile appointments and enter an item code and hourly rate.

You are able to change the default description for the travel if required (this is what shows on invoices).

You are able to set a default amount of provider travel time or quantity for non-labour and activity based travel. This will automatically populate when adding a service to the calendar saving practitioners time when booking mobile / home visits.

When invoicing, any travel types will be automatically added as an invoice item line with the appointment.

Online payments

Enable online payment and ask clients to pay for services when booking online. Ensure Stripe is enabled.

Appointment notifications

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

💡 Want to streamline your intake process? Attach an appointment template to your service with standard forms attached.


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 for 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

💡 If you have toggled on Provider travel non-labour costs and Activity based transport, these are automatically added to the invoice as well.


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.

Type

You can select from the pre-defined categories like 'Non-Face-to-Face Services' or create your own type.

Name

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

Description

The description is shown on invoices (if enabled) and online bookings (if service is enabled for online bookings). Otherwise, this can be for internal use.

Duration (in minutes)

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

Item code

Enter the item code to be displayed on invoices.

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 assigned for your service helps determine the amount of tax at the time of creating an invoice.

Calendar colour

Select a colour that you want to be displayed on your calendar for this service.

Cases

Toggle this on to make adding a case compulsory for this service. This means that users will not be able to book a new support activity on the calendar without attaching a case to the support activity.

Default progress note template

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


Assign Services

Whenever you add a new service, you must go into Settings, Locations and select the Services provided by the location.

You must also go into My Account or Settings, Users and select the services that you/other practitioners provide.

With these two combinations saved, you will be able to see all appointments and support activities on the calendar. 👏🏻

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