In this guide 6 sections
A therapy pack template needs one record per pack and one line per session. Hold the sessions sold, sessions used, expiry date, transfer rule and every part payment. When attendance and receipts post against the same pack, the balance owed and the sessions left agree.
What one pack record must hold
A pack is a promise of sessions for a fixed fee. It needs a pack code, a patient, a treating therapist, plus start and expiry dates, before anyone books the first slot. A ten-session stroke rehab pack differs from a six-session stuttering pack and from a twelve-session sensory integration pack for children. Different products, different rules.
Keep two counters on the record. Sessions sold never changes. Sessions used rises each time the therapist marks attendance in the room. Subtract it from sessions sold and you have the balance the front desk quotes at the counter. Nobody should type it by hand.
- Pack code and plain name, such as post-knee-replacement ten
- Patient, referring doctor and diagnosis
- Sessions sold, sessions used and sessions left
- Fee, amount received and amount due
- Start date, expiry date and days frozen
- Treating therapist and room
Write the expiry and freeze rules before the first sale
Expiry is where front desks and patients argue. Decide the window for each pack type and count it from the first session, not the payment date. Print it on the receipt. Both sides then know.
Freezes need a rule too. Knee surgery, a wedding trip, a viral fever, exam week: all stop treatment for good reasons. Allow a freeze on a doctor’s note, cap the days, push the expiry date by the same count and record who approved it.
Lapsed sessions need one decision. Either they burn, or they carry into a renewal inside a short grace window of a fortnight or so. Pick one. Write it down.
Set transfer rules for siblings, spouses and a change of therapist
A mother buys a pack for one child and asks for the unused sessions to go to the younger sibling. Say yes or no ahead of time, and name the consent form or the written note the move needs. Do not decide at the counter.
Changing therapist is simpler. The pack belongs to the patient and the clinic. It does not belong to one person. The session log still names who delivered each visit, so incentive sheets and caseload counts stay right.
Moving between services is harder. A physiotherapy pack spent on occupational therapy carries a different fee per visit, so allow it only at the lower value. Settle the difference at the desk before the session starts.
- Same family only, with the first patient’s written consent
- One transfer per pack
- No transfer after the expiry date
- Other service allowed at the difference in fee
- Log the date, old patient, new patient and approver
Handle part payments so the balance stays honest
Most packs are paid in two or three instalments. Post each receipt against the pack with its date and mode, whether cash, card or bank transfer. A loose receipt makes balances drift.
Decide how much must be paid before session one. Many clinics ask for the first instalment up front and the rest by the halfway visit. A flag reading payment due at session five spares the front desk an awkward talk at the door. Short, clear, printed on the receipt.
Refunds follow the same logic. Count the unused sessions, price the used ones at the single-visit rate instead of the pack rate, and note the reason on the pack.
Reconcile attendance and balances every week
Once a week, print the pack register. Tick sessions used against the attendance sheet. Tick amount received against the receipt book. Mismatches nearly always trace to one of three slips. A walk-in marked in the paper diary but never keyed. A cancelled slot still counted. A receipt posted to a patient with the same first name.
Call patients whose packs expire within two weeks, since a rebooked slot saves both the treatment and the fee. Anyone with no visit for a month needs the same call.
A spreadsheet with the columns above is enough to begin. Past a few dozen open packs, software that posts attendance and receipts to the pack by itself saves the Friday hours. Start by writing the rules for your three most common packs on one page.
Session pack register
A single sheet in three blocks. The top block lists each pack type with its code, fee, sessions, expiry window and freeze cap. The middle grid has one row per patient pack, with columns for start date, sessions used, sessions left, instalments received, amount due and expiry date. The bottom block is a transfer log with date, from, to and approver, plus a weekly tick box for the attendance and receipt match.
Open a blank worksheet to printQuestions owners ask
How many sessions should a pack hold?
Follow the treatment plan from the referring doctor or your lead therapist. A pack sized to a full course finishes the treatment, whereas a pack that is too short sends the patient back to the sales talk midway through recovery.
Should a missed session count as used?
Set a notice rule. A visit cancelled early returns to the balance. A no-show without notice may count as used. Print your choice on the pack terms. The desk then never improvises.
Can a patient pay the whole pack at once?
Yes. The template works the same way. The register shows one receipt instead of three. Amount due reads zero from day one, and the weekly tick check takes a minute for that pack.
How do I stop sessions being marked twice?
Let the therapist mark attendance on the pack, once, at the end of the visit. The front desk reads the count and never edits it. Weekly reconciliation catches any slip that still gets through.