Treatment Plans allow you to easily manage billing for a client throughout a course of treatment, however long it may last. In order to use Treatment Plans you'll need to be using Treatment Episodes and ideally be assigning client appointments to these Treatment Episodes. Find more information on Treatment Episodes here.
Treatment Plans can be utilised in a variety of scenarios. In this guide we'll cover the following four:
Section One - A Simple Treatment Plan: Add a series of charges for a client and raise them as and when each appointment/charge is fulfilled and needs to be billed to the client's account.
Section Two - A Fixed Course of Treatments Paid for by a Third-Party: If a third-party authorises a certain number of treatments for a client you can use Treatment Plans to create these charges ahead of time and raise them as and when the sessions are undertaken by the client.
Section Three - A Pre-payment Package Including 6 treatments for the Price of 5: An example of how you can use Treatment Plans to sell special package deals where the customer may pay one bulk amount for a series of separate charges.
Section Four - A Special Offer Package including 2 Massages and 2 Foot Pamper Treatments: A Treatment Plan using a Multi-Charge item with multiple separate charges to be raised as and when required.
It's recommended that you read this guide in full to find which of these methods, or elements of each, may work best for you.
To utilise Treatment Plans fully you'll need to be familiar with the following elements of PPS:
Section One - A Simple Treatment Plan
This example shows how you can use the basics of treatment plans. You set up your plan, add some charges to it, and then quickly bill one of the charges each time the patient is seen.
a. First you'll need to create your Treatment Episode for the client if you have not already done so. Do this by choosing Treatment Episode from the Client menu followed by New.
b. Once you're in the Treatment Episode navigate to the Treatment Plan tab.
c. Add charges to the list by typing all or part of the standard charge description or code into the next available field in the Code column. Hit enter to open the charge search screen and locate the relevant charge item and select. Continue to do this until all of your required charges are present.
d. Click Save once you've added all required charges to the Treatment Plan.
e. When the time comes to complete an appointment for this client that is associated to this Treatment Episode you'll find a Bill from Treatment Plan option in the corner of the Appointment Complete screen which allows you to toggle between raising a standalone charge or selecting a charge from the Treatment Plan.
With Bill from Treatment Plan selected you'll then see all of the charges available in the Treatment Plan. Any that have already been raised will appear in purple, those that are in green can still be raised.
Highlight the charge you want to raise and choose the relevant billing option; Create Charge Invoice Later, Invoice Now Pay Later, Pay Now, Cash Desk. Find more information on these options and the Billing Process here.
f. You can continue raising charges from the Treatment Plan in this way until they have all been raised. If you do not want to raise the charges from the appointment then return to the Treatment Plan tab in the Treatment Episode and use the Create Charges/Invoice option from there.
Section Two - A Fixed Course of Treatments Paid for by a Third-Party
Many insurance companies will authorise a fixed number of consultations for a client in a particular cycle of treatment. PPS Treatment Episodes have several features which allow you to manage this including setting the number of allowed consultations or a spending cap in the Billing Details. Find more information about these in our Treatment Episode guide. Treatment Plans offer a valuable addition to the administration aspect of Treatment Episodes as it allows you to pre-specify the number of charges that can be raised to the insurer as part of it.
a. Open a new or existing Treatment Episode. You'll need to set the third-party Billing details in the Billing Details tab beforehand in order to raise any charges for this Treatment straight to the insurer.
b. Go to the Treatment Plan tab and add the relevant charges.
Tip: If you have packages that are frequently added together then you can utilise Multi-Charges here to prevent you having to add each charge to the Treatment Plan separately. If you're adding a multi-charge simply search for it in the Code field using part of the Description or Code as you would a standard charge item.
c. Now when completing the appointment you can choose to bill from the Treatment Plan and any charges will be raised to the chosen third-party.
Section Three - A Pre-payment Package Including 6 treatments for the Price of 5
In this example we will show you how to set up and manage a Treatment Plan that offers six treatments for the price of 5 where the customer has to pay in advance.
a. Create a Multi-Charge item that lists the multiple items for the combined bill. In the example below, entry one "BULK" is the £100 charge for the package which is followed by the six fully discounted MASSAGE items.
b. Now you've created your Multi-Charge open the Treatment Episode and head to the Treatment Plan tab. Add the multi-charge by searching in the Code field. All items from the Multi-Charge will then be added to the plan.
c. From here you can either choose to raise that first "BULK" charge from the Treatment Plan screen using the Create Charges / Invoice option or raise it from the Complete Appointment screen so the client can pay their "pre-payment" amount. You can then raise the subsequent 100% discounted charges as and when they are redeemed against appointments or treatments.
Section Four - A Special Offer Package including 2 Massages and 2 Foot Pamper Treatments
If your clinic offers these types of special offer packages then Treatment Plans are an excellent way for you to keep track of what has and has not been billed during the course of the Treatment Episode.
a. Use a Multi-Charge to raise your initial items or raise them directly into the Treatment Plan. In both cases you can apply discount to each of the charges if required by typing a fixed amount or percentage in the relevant "Discount" column for each item. Find more information on Discount here.
b. You can then raise each charge using the Bill From Treatment Plan option when completing appointments. At this stage anything already raised will be in purple and anything outstanding will be green. You can also review this at any time from the Treatment Plan tab in the Treatment Episode to see what has and has not yet been raised.