Patient treatments

A patient treatment is one catalog treatment for one patient. It carries its own estimate, status, assigned clinician, appointments, notes and billing status. To record how it turned out, add a Treatment outcome note on it.

Where to find them

Clinical Care › Patient Treatments: “Every treatment recorded across the clinic.”
A patient’s Treatments tab (Treatments & Plans): switch between Treatments and Plans, and filter by stage.
A staff member’s Treatments tab: everything assigned to that clinician.

The clinic-wide list shows the treatment, patient, clinician, Completion (estimated, marked “(est.)”, or actual), amount and status.

Search treatment, patient, or clinician.
Filters: Status, Assigned staff, Created by, and Treatment grouping (Plan treatments / Standalone treatments).
Export downloads the list as CSV.

Add a treatment to a patient

Select Add treatment on the patient’s Treatments tab (“Assign a treatment from the catalogue to this patient”), New treatment on Clinical Care › Patient Treatments, or Create new treatment on a plan’s Add treatment page (the plan is already chosen). You need Create patient treatments, or to be the assigned clinician of the plan you’re adding to.

Patient: only when you started from the Patient Treatments page.
Treatment: Select a treatment from the catalog (only those Available for selection).
Steps from your modules, only for treatments set up for them in the catalog’s Clinical options. For example, with Dental Chart on, a treatment done on specific teeth adds a Teeth step (“Which teeth this treatment is for”) showing the patient’s chart. Tap the teeth it’s for, and their open findings and surfaces are linked for you. They’re shown on the treatment, added to its invoice line, and drawn on the patient’s dental chart once completed.
Details (plan, pricing & scheduling):
- Add to a treatment plan: pick one of the patient’s plans, or leave it as a Standalone treatment. Only plans that can take new treatments are offered (not On hold, Completed or Cancelled).
- Estimated price: starts as the catalog price. Estimated discount: optional, and can’t exceed the price. These become the defaults when the treatment is invoiced. If the treatment’s price is per tooth, the price and discount are for one tooth and Estimated total multiplies them by the teeth picked, for example “120 × 3”. The treatment’s page and its printouts, and the plan printout, show that Per unit line too, only when it covers more than one tooth.
- Estimated completion: when you expect it to be finished.
Review: check the treatment, pricing and scheduling, then save.

To change a treatment’s plan later, see Add treatments.

You see Treatment added. The new treatment starts as Planned.

Statuses

Status	Meaning	Can move to
Planned	Agreed, not yet ready to book.	Ready to schedule, On hold, Cancelled
Ready to schedule	Can be booked.	Scheduled, On hold, Cancelled
Scheduled	Booked into an appointment.	In progress, On hold, Cancelled
In progress	Being carried out.	Partially completed, Completed, On hold
Partially completed	Part of it is done, more visits to come.	In progress, Completed, On hold
On hold	Paused.	Planned, Ready to schedule, Scheduled, In progress, Cancelled
Completed	Finished.	(final)
Cancelled	Won’t be done.	(final)

Open the treatment and select Update status. With Update statuses automatically on (the default), visits also move treatments forward:

Linking a Planned or Ready to schedule treatment to an upcoming appointment makes it Scheduled.
When a linked visit is In progress, Awaiting checkout or Completed, its Planned, Ready to schedule, Scheduled or Partially completed treatments become In progress.
Treatments are never completed automatically, because many need more than one visit. On the appointment, each linked treatment that’s in progress has a Mark completed button for staff who may complete it.

These changes show in the treatment’s status history as Updated automatically, under the name of whoever changed the visit. Treatments that are On hold, Completed or Cancelled are never touched.

Completed sets the Completed on date to today if it wasn’t filled in.
Cancelled and On hold cancel the treatment’s upcoming appointments (Scheduled, Confirmed or Rescheduled) that aren’t also linked to another active treatment.
Completed and Cancelled treatments can’t be edited or get new notes.

The treatment page

Record: the treatment, its code, the patient, the plan it belongs to (or “Not part of a plan”), and the clinical alerts from the catalog (anesthesia, contraindications, before/after instructions).
Details from your modules come first, before notes. For example, with Dental Chart on, Teeth shows a compact, read-only picture of the treatment’s teeth and the findings on them, with This treatment and Full chart (the patient’s whole chart, with this treatment’s teeth highlighted) views. If you can edit the treatment, Record finding adds a finding linked to this treatment and the visit in progress.
Appointments: the visits it’s linked to, or “No appointments booked for this treatment”.
Payment: estimate, invoiced amount and billing status. Only shown to staff who can read invoices.
People and dates: Added by, Assigned clinician, Started, Estimated completion, Completed on, Last updated by.
Status history.

Actions:

Action	What it does	Available when
Update status	Move to the next status.	You can update it and it isn’t Completed or Cancelled.
Edit treatment	Change the estimated price, estimated discount, estimated completion and, with Dental Chart on, the teeth.	Same.
Book appointment	Opens New Appointment for this patient with this treatment already ticked.	You have Create appointments.
Assign clinician / Change clinician	Choose who carries it out.	You have Update patient treatments and it isn’t finished.
Delete	See below.	You have Delete patient treatments.
Request lab order	Order new tests connected to this treatment, or connect tests from the patient’s open orders. Works like on an appointment.	You have a laboratory permission and Read patient treatments.
Generate Invoice	A new invoice with one line: this treatment, at its estimate. Visits, lab orders and supplies aren’t added. To bill everything from a visit at once, generate from the appointment instead.	You have Create invoices.
Add form	Fill in a form filed against this treatment, for example a procedure consent.	You have Submit forms.
Add note	A note on this treatment: progress, before/after instructions.	Always listed. Saving checks your access.
Print	The treatment document, in A4 or thermal.	Print has a format turned on.

The menu only lists what applies to you and to the treatment’s current state.

Link treatments to appointments

While booking: in the Treatments step of New Appointment, pick the patient’s open treatments for this visit.
From a treatment: Book appointment books a visit with this treatment already linked.
From an appointment: Actions › Link treatments (“Choose which of this patient’s treatments belong to this visit”), then Save.
Follow-ups: a follow-up booked from a visit carries its treatments over.

Linked treatments are listed in the appointment’s Treatments section, and are what Generate Invoice bills. See Bill a whole visit in one click.

Billing status

Status	Meaning
Not invoiced	Not on any issued invoice yet. The estimate is shown as Estimated.
Unpaid	Invoiced, nothing paid.
Partly paid	Part of its invoiced amount is paid.
Paid	Its invoiced amount is fully paid.

How a payment on an invoice with several lines is shared between them is set in Invoice settings.

Delete a treatment

With Delete patient treatments, select Delete, then Delete treatment (“This will permanently delete name from this patient’s record”). Not possible while it’s In progress, Partially completed or Completed. Cancel it instead.

Deleting a treatment also:

cancels its upcoming appointments that aren’t linked to another active treatment,
deletes its notes,
keeps any invoice lines that billed it (description and amount), but unlinks them from the treatment.

Troubleshooting

Message	Cause
Status transition to … is not allowed	The new status isn’t allowed from the current one. See the table above.
Updating this treatment status is not allowed / Editing this treatment is not allowed	It’s Completed or Cancelled, or you’re neither allowed to update patient treatments nor its assigned clinician.
Cannot add a treatment to a plan in … status	The plan is On hold, Completed or Cancelled.
The estimated discount can’t be more than the estimated price.	Lower the discount.
Deleting this treatment is not allowed	It’s In progress, Partially completed or Completed, or you lack Delete patient treatments.
Creating a standalone treatment is not allowed	You lack Create patient treatments. Assigned clinicians can only add treatments to their own plans.
Assigning staff is not allowed	Assigning a clinician needs Update patient treatments.
Treatment … not found or inactive	The catalog treatment was retired.