Welcome to Splose! This guide is designed to get you familiarised with your workspace. As a practitioner admin, it's highly likely that you will be providing initial support and training for your members, as well as setting up your workspace preferences for your business. Have peace of mind that we offer unlimited free support for you and all members in your workspace.
While the possibilities are endless for what you can do in Splose - this guide will cover the basics of getting started. It’s recommended to explore our support centre or send us a message via the chat if you have any questions.
This help guide will cover:
- How to set up services
- How to set up locations
- How to update your personal details
- How to secure your account with 2-factor authentication
- How to set up progress note templates
- How to set up form templates
- How to set up communication templates
- How to Invite members to your workspace
- How to set up invoice and payment settings
- How to set up online bookings
Set up your services
Set up services that your business provides. Services determine the appointments that can be booked, what services get displayed in online bookings, pricing information, tax details and communications that should be sent when an appointment is booked. Your workspace includes default services to help you visualise how services can are set up.
Set up locations for your business
Your location details are important for providing information to other places in Splose. For example, your addresses are used to display a map on online bookings and details on invoices. You will need to set up your locations so that you can customise settings like the services provided by the location and if online bookings are enabled.
Update your personal account information
It’s important that your account details are entered correctly. You can update your account information, add provider numbers, set a timezone and ensure your email is correct.
Add a signature which can be used in letters and progress notes.
You can also enable online bookings for yourself:
Next, select the locations you work at and the services you provide.
Add two-factor authentication to your account
You can provide greater protection for your account by enabling two-factor authentication and using an authentication app like Google Authenticator. Two-factor adds an additional security step when logging in to your account.
Set your availability
If you provide appointments, then you will want to set up your availability.
The availability you set up determines when you can be booked for appointments from the calendar by yourself and other members. It also determines when you can be booked for appointments from your online bookings page.
You can also set up your availability based on different locations you work at, which gets updated in real-time. The monthly calendar editor allows you to create repeating availability, and edit your availability on specific days in the future.
Set up progress note templates
You are likely going to want to record all your progress notes for clients. Luckily, we built an amazing drag and drop progress note template builder which allows you to set up progress note templates. There’s plenty of question types you can include like multiple choice, checkboxes, pain scales, signature, file upload, paragraph text and more.
Set up form templates
You can automate your client onboarding, collect details upfront to provide a great experience for your clients. Set up form templates and attach them to confirmation templates for new client appointments and ask clients to fill in client details and provide responses to questions you require answers to. When a client submits a form, their personal details will automatically update the client details page - so there's no double handling of information!
Customise your form with your own branding colours and logo. Use the drag-and-drop builder to design your form templates and set required fields, duplicate questions and preview right from the template page.
Familiarise yourself with the client's section
You will want to review the client details page to see all of the information that can be stored for your clients.
You can store personal information like Medicare details, health fund details health, NDIS number, emergency contact, related clients and referral sources.
Create an appointment and group appointment
Adding a new appointment takes just a few steps, with most information being pre-filled upon appointment creation. Clients can be kept updated automatically by setting up communication templates for appointment confirmations, reminders, appointment updates and cancellations.
Create an invoice
As you probably want to get paid for your services rendered, you will want to learn how to create an invoice for a client or contact. You can print or email an invoice to clients and contacts and then pay an invoice.
Getting started with cases
Cases help you to organise appointments, supporting activities, class passes, client injuries, Medicare plans, NDIS budgets and more! Cases allow you to tie a lot of information to a particular case.
You can also:
- Add appointments to a case
- Add supporting activities to a case
- Invoice appointments from a case
- Invoice supporting activities from a case
Set up online bookings
Invite members to your workspace
As a practice manager, you will probably be responsible for inviting other members to your workspace. When you invite members, you must assign a security role type. These roles include receptionist, practitioner, practitioner admin, practice manager and accountant which determines the level of access and permissions the member has.
As roles are pre-set and tried and tested, you won't need to worry about members having access to information that they shouldn't. You can also deactivate a member or change a member's assigned role at any time.
Send a message to your team
Say hello to your team by letting them know that you have successfully joined the workspace. Use the Messages feature from your home page to send a welcome message.