Keep track of ongoing treatments

Appointments → Ongoing treatments. It answers one question — which patients in the middle of a treatment have no next visit? — and, on each patient’s record, a second one: how much of this treatment is paid?

It works for any treatment that runs over many visits: orthodontics, implants, a retainer.

Mark a new treatment

1. Open the patient and start a New progress note for the first visit.
2. Under Procedure details, switch on Ongoing treatment.
3. Fill in the procedure and save the note as usual.

The patient is now on the list.

Mark a treatment that has already started

1. Open the patient’s notes.
2. Find the procedure that started the treatment — the first charge, usually the one with the full fee. Tap the three dots beside it.
3. Choose Mark as ongoing treatment.

Mark the first charge only. The follow-up visits belong to it; they don’t need a mark of their own.

Let the app find the rest

You don’t have to go through every record.

1. In Appointments, open Ongoing treatments.
2. Press Find patients in treatment.
3. The app suggests orthodontics patients and treatments paid in installments from the last 2 years, in two groups:
   • Still coming — already ticked.
   • Stopped coming, still owes money — not seen for 6 months or more. Tick the ones you want to call back.
4. Press Add patients to the list.

If your clinic doesn’t have a procedure category named Orthodontics, the app asks which category you use.

Link each payment to the first charge

This is the step that gets skipped, and the balance per treatment depends on it.

At every follow-up visit, when you write the note and take the payment:

1. In Linked to (optional), choose the treatment’s first charge.
2. Enter the payment as usual and save.

Now the Treatments box on the patient’s record shows what is still due out of the full fee, with a bar that fills as it is paid.

A payment that isn’t linked still counts toward the patient’s total balance. It just isn’t counted for that treatment — so the treatment looks less paid than it is.

Book the ones with no next visit

1. In Appointments → Ongoing treatments, open Needs booking. Patients waiting longest are first.
2. Press Book beside a patient marked Not booked, choose the date and time, and save.

They move to Booked. All shows everyone on the list.

The list follows the branch chosen at the top of the screen.

When the treatment is done

Tap the three dots beside the patient and choose Mark finished. Pick Completed or Stopped before it was completed, add a note if you want one, and confirm.

The treatment leaves the list. Finishing it doesn’t change what the patient owes. If it was finished by mistake, open the patient’s record and choose Reopen in the Treatments box. If it should never have been marked at all, choose Remove mark.

What it doesn’t do

It doesn’t message anyone. It shows you who has no next visit; calling and booking them is yours to do.

Who can do what

• Marking and finishing a treatment: staff who can edit progress notes.
• Seeing the list: its own permission, given to every role that can already see appointments.
• The balance: only staff who can see income.

Change these in Settings → your team’s roles.