This guide will cover:

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

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.

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

The number of clients that attend this type of appointment.

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.

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.

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.

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.

Select if the appointment has fixed pricing or an hourly 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.

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

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

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.

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

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

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

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

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

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

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

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

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

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.

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.

Enter the item code to be displayed on invoices.

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

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

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

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

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.

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

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.