Notes for owners · Industry-Specific Software Guides
How to Track Physiotherapy Session Packages and Progress
Record each package as a set of sessions linked to one patient and one treatment plan, and count a session only when the therapist marks it done. Physiotherapy Clinic Management Software from GullySystem keeps the balance, the end date and the progress notes together for the desk and the therapist.
Ganesh HS, Strategy and Technology, GullySystem · · 3 min read
What a session package record needs to hold
A package is a prepaid set of sessions for one patient and one treatment plan. The record shows how many sessions were sold, how many are used and how many remain.
It also shows the end date and the amount paid. The front desk reads these at the counter. The therapist reads the plan the package belongs to. A balance that lives only in a register is hard to check later. One record gives every role the same count. The owner sees the same count.
- Sessions sold, used and left
- Start date and end date
- Amount paid and any part payment due
- The therapist and plan it belongs to
Decide the package rules before you sell one
The software applies the rules a clinic sets. It does not choose them. Package size, validity, home visit charges and hire rates go in first.
Three rules need an owner’s decision. What happens when a patient pauses mid-course? What is the end date? How is a refund worked out? Write the answers down before the first package is sold.
Staff then follow one rule at the counter. That keeps two receptionists from giving two answers. Visiting consultants and branches follow the same rules once they are entered.
Count each session against the plan
A session is counted when the therapist marks the visit done. A booking alone does not use up the balance. The count then appears at the desk and in the bill.
At billing, reception takes one session off the package, or bills a single session if the patient has none. Whether a missed session uses up the package is a clinic rule, set by the owner.
Home visits are counted the same way as clinic sessions. Visiting consultants see their own sessions, and the payout follows the visits logged.
Progress notes that show change across sessions
The first assessment records findings and goals. A short note follows each session, in headings the clinic sets. Each note is saved against the patient’s plan.
The next therapist can then read what was done and what the patient reported. A review note is written when the plan ends or changes. The referring doctor can be sent an update.
Two reports help the owner. One shows package balances and sessions left for each patient. The other lists patients who missed their next session.
When a notebook still does the job
A single therapist with a handful of patients may keep package counts in a notebook and notes on paper. Software matters once several therapists share patients or packages are sold in volume.
Decide first who may read progress notes. Each login sees only what its job needs. A therapist sees the patients assigned to them, and reception sees what billing needs.
Then choose the note headings. Owners who want the clinic’s current records set against what they hope to track can use the free technology audit.
Package and progress card
A card for one patient with the package size, sessions used and left, end date and amount paid at the top. Below it, list each visit with the date, therapist and a one-line note. Fill it for five patients to test your package rules.
Open a blank worksheet to printQuestions owners ask
Can the front desk see how many sessions are left on a package?
Yes. You sell a package once, and each completed session comes off the balance. Sessions left and the end date show at the front desk, so the patient gets an answer at the counter.
Can therapists write progress notes after each session?
Yes. The note format is set with your clinic, and each note is saved against the patient’s plan. The next therapist reads the earlier notes before the visit.