WEBVTT 00:00:05.159 --> 00:00:12.119 Hello and welcome to Azenda video tutorial. In this video, let us talk about how to further 00:00:12.119 --> 00:00:16.940 manage your session packs. We will have a look at how to run the session packs report, 00:00:17.799 --> 00:00:23.000 how to remove duplicate session packs, how to unallocate them from an invoice, 00:00:23.540 --> 00:00:29.200 how to replace an invoice item with the correct session pack, and how to apply session packs 00:00:29.200 --> 00:00:38.180 to invoices retrospectively. Let's start at looking at the session packs report. To find that one, 00:00:38.240 --> 00:00:45.580 let's go into the reports section on the menu and select system. Scroll down a bit further and 00:00:45.580 --> 00:00:51.380 we will find the session packs report here. Now what we can do with this report? We 00:00:51.380 --> 00:00:58.520 can run it by the dates the session pack was created, by its expiry date, by 00:00:58.520 --> 00:01:04.019 the number of sessions remaining, such as here, by the service or product, by their status, 00:01:04.180 --> 00:01:09.120 by all practitioners. So there are different options for you to filter this report before 00:01:09.120 --> 00:01:14.040 you run it. What I want to show you now is an overview of all the session packs that 00:01:14.040 --> 00:01:21.080 have been created in the account. To do that, I will remove all the date fields here, make 00:01:21.080 --> 00:01:27.360 all the date fields blank, won't select any other filters, because I want just to get the holistic overview 00:01:27.360 --> 00:01:33.400 of all the session packs that have been created in my account. So I'll run the report and 00:01:33.400 --> 00:01:41.040 I' get this list of session packs with all the information. It includes when the session 00:01:41.040 --> 00:01:46.559 pack was created, its expiry date, the client name for the session pack, client number, 00:01:47.059 --> 00:01:56.180 the pack name, the product or the service name, and the sessions overview. It shows us the total sessions 00:01:56.180 --> 00:02:03.160 allocated to this session pack, the number used and the number left, and also the status of the session 00:02:03.160 --> 00:02:11.479 pack. I can filter this further by selecting or removing the columns from the report overview if necessary. 00:02:11.979 --> 00:02:18.059 What I want to show you now is I want to see if any clients have duplicate session 00:02:18.059 --> 00:02:25.500 packs that need to be cleaned up So to do that I will group this report by the client name. 00:02:25.600 --> 00:02:32.419 So what I'm doing, I'm grabbing the column of the client name, the column header for the client name, and 00:02:32.419 --> 00:02:40.460 drop it here at the top, top left, And there you go. My report is grouped by the client and 00:02:40.460 --> 00:02:47.039 here in these brackets I can see the number of session packs that are existing for each client Let me 00:02:47.039 --> 00:02:54.300 have a look at my test client here So for example, John has three session packs. They all 00:02:54.300 --> 00:03:01.740 have been issued at around the same time, judging by the date created, And I'm 00:03:01.740 --> 00:03:07.539 having a look at the pack name and I' can clearly see that there are two packs here with the 00:03:07.539 --> 00:03:15.720 same name A pack kind of similar pack So all these packs are about five sessions. And I know the 00:03:15.720 --> 00:03:21.820 treatment plan for John and I know that he only needs to have the prepaid five session packs, And I 00:03:21.820 --> 00:03:29.279 can see that some of the sessions have already been used or allocated. So I need to clean this up. 00:03:29.520 --> 00:03:36.860 What will I do? I'll click on the client name to go to their client profile, And here let's go 00:03:36.860 --> 00:03:45.360 into the billing section and select session packs. Now here I see the list of all the session packs that 00:03:45.360 --> 00:03:51.539 have been created for this client. I have an overview the same, and I can easily decide which pack needs 00:03:51.539 --> 00:03:59.419 to stay and which packs I need to remove so that I have clear and correct records. So let us 00:03:59.419 --> 00:04:07.259 start with removing a duplicate five sessions paid pack, And I can see that one of those packs 00:04:07.259 --> 00:04:14.300 already been used, So I want to keep it, and I want to remove the duplicate pack. To do that, 00:04:14.339 --> 00:04:23.799 I just click this icon to go into editing this session pack, And I click delete and confirm the action. 00:04:23.839 --> 00:04:29.179 So that's easy. I deleted the duplicate pack. I don't need it. It won't be cluttering these clients 00:04:29.179 --> 00:04:35.200 records anymore. I also know from the treatment plan and from other information about this 00:04:35.200 --> 00:04:44.920 client that this session pack has been issued for this client in error, So I'll try to delete it the 00:04:44.920 --> 00:04:55.579 same way, And what happens here is that this pack cannot be deleted because it's already been used. So 00:04:55.579 --> 00:05:01.040 what I do, I can see here at the bottom that there is an invoice that has been already added 00:05:01.040 --> 00:05:08.160 to this session pack, And now in order to delete the session pack, I need to remove it from the 00:05:08.160 --> 00:05:16.040 invoice. What I'll do, I'll just use the right- click to open this invoice in the new tab 00:05:16.040 --> 00:05:24.559 because I don't want to go back to the session packs list. I just quickly jump into the next tab, 00:05:24.700 --> 00:05:31.940 And here is the invoice with this session pack. What I do, I just remove it from here. Click this 00:05:31.940 --> 00:05:41.920 red X at the end and save. There you go. I have removed an invoice from the session pack. While 00:05:41.920 --> 00:05:47.239 I'm here, if I know which session pack or which item I need to use for this specific appointment, 00:05:47.339 --> 00:05:54.839 I can already do this here or I can do this later. It's up to you, whatever your working 00:05:54.839 --> 00:06:01.079 process is. But I won't delete the invoice. It's already attached to an appointment and 00:06:01.079 --> 00:06:09.500 I might want to keep it' So I'm going back to the session packs list. I'll just refresh this page. 00:06:09.500 --> 00:06:15.239 Now I can see that there is no sessions used allocated to this pack, and I don't want to keep 00:06:15.239 --> 00:06:22.820 it, So I just delete it as well. And there you go. Now we have the client records that are 00:06:22.820 --> 00:06:30.100 correct, that only have one session pack, and we can see how many invoices have been used with this 00:06:30.100 --> 00:06:36.239 session pack. So there you go. This is how you can quickly find if any clients have any duplicate session 00:06:36.239 --> 00:06:43.140 packs or incorrect session packs and remove them from the client records. In this part of 00:06:43.140 --> 00:06:49.000 the video, let us have a look how to add a correct session pack to an appointment or to 00:06:49.000 --> 00:06:56.160 an invoice. So for example, let's have a look at our clients appointments here on the calendar. If 00:06:56.160 --> 00:07:01.119 I click the first one that I see, I can already see that a session pack has been allocated 00:07:01.119 --> 00:07:07.540 and this is the first of five available sessions used. Now if I go to their next appointment, I can 00:07:07.540 --> 00:07:13.720 do this by clicking this next button here, or if I also see it on the calendar, I can click 00:07:13.720 --> 00:07:21.899 an appointment to open the panel. So this is their next appointment, and we can see that there is no 00:07:21.899 --> 00:07:28.859 service added to it yet. Let's click into the next one, and here we can see that is the second 00:07:28.859 --> 00:07:37.040 of five sessions is used. So clearly this appointment has been missed out, or we just removed, for 00:07:37.040 --> 00:07:43.100 example, an incorrect session pack from it. There can be different circumstances here but what we need 00:07:43.100 --> 00:07:48.799 to do is to use the session pack the correct session pack to keep the count of sessions in order. 00:07:49.220 --> 00:07:56.059 So what we'll do, just click here in the invoice section of the appointment, click into select a 00:07:56.059 --> 00:08:01.859 service pack or product, and have a look at the top of the list of items available to you. So 00:08:01.859 --> 00:08:08.700 here we see that there is an open session pack, the five sessions prepaid, let's select it, and it also 00:08:08.700 --> 00:08:14.040 adds a service that is a default service applied to this session pack, or you can replace it 00:08:14.040 --> 00:08:23.040 with another service if necessary, and save. And now we can see that the count is happening, right? Let's 00:08:23.040 --> 00:08:28.440 go to the previous appointment, for example, here we can see the session one of five, and 00:08:28.440 --> 00:08:36.039 this is this appointment on a Wednesday. If we click next, appointment on Thursday, it's now session 00:08:36.039 --> 00:08:42.340 two of five sessions, and then if we click next, the appointment next week is session three 00:08:42.340 --> 00:08:47.099 of five sessions. So the count has adjusted, all appointments where we use 00:08:47.099 --> 00:08:54.960 session pack generated invoice with this session pack and the sessions are allocated in chronological order. 00:08:55.219 --> 00:09:02.059 So this is how you can add a correct session pack to an existing invoice or appointment. We did 00:09:02.059 --> 00:09:09.200 this by going through the appointments that we see on the calendar. What else we can do? 00:09:09.200 --> 00:09:19.000 We can just click edit up invoice to open the invoice edit page, and fix or allocate the session pack 00:09:19.000 --> 00:09:27.020 through here, or we can also go into the client profile through the different shortcuts that 00:09:27.020 --> 00:09:27.200 we 00:09:27.200 --> 00:09:33.189 have available. in and we will click into the invoices page here where we can 00:09:33.189 --> 00:09:39.229 see a list of all invoices and if you see an invoice that doesn't have an session pack allocated 00:09:39.229 --> 00:09:43.129 where it should be you can also just click that invoice open 00:09:43.129 --> 00:09:47.849 the invoice page and add the correct session pack to keep the count 00:09:54.849 --> 00:09:59.029 Now let us have a look at how you can apply a new session pack 00:09:59.029 --> 00:10:06.309 to clients invoices retrospectively So let's find such a client with their appointment for 00:10:06.309 --> 00:10:12.149 example Barry here We can see that there is no session pack used for 00:10:12.149 --> 00:10:17.629 this appointment but the invoice already has been generated and for the 00:10:17.629 --> 00:10:22.109 session tracking purposes or referral tracking purposes we actually want 00:10:22.109 --> 00:10:28.089 to use a session pack for this client So how this can be helped First of 00:10:28.089 --> 00:10:34.089 all let's define the first appointment or the first invoice where we want to 00:10:34.089 --> 00:10:39.209 start using the session pack Let's say we want to start using from the first invoice 00:10:39.209 --> 00:10:45.389 that has been created for this client in this month in June So this appointment 00:10:45.389 --> 00:10:52.309 date is the 20th of June Let's go to the previous one so that's the 6th 00:10:52.309 --> 00:10:56.149 of June and we can see here at the top that the previous one that 00:10:56.149 --> 00:11:01.209 the invoice before that is already in May So yeah this is the first appointment where 00:11:01.209 --> 00:11:07.189 we want to start using the session pack for this client So what do we do There 00:11:07.189 --> 00:11:13.029 is already a service added to this appointment The invoice is generated with 00:11:13.029 --> 00:11:20.189 this service Well that's actually an easy fix So let's click on this X to remove the 00:11:20.189 --> 00:11:26.049 service Click on add item again and click into this drop down 00:11:26.249 --> 00:11:32.249 We'll scroll to the session packs create new section where there are the session pack 00:11:32.249 --> 00:11:36.109 templates that are available to us And let's start using 00:11:36.109 --> 00:11:41.969 the session pack that we want to use for this client So for example the six sessions 00:11:43.289 --> 00:11:52.009 And for this client we want to use either the same service that 00:11:52.009 --> 00:11:56.249 has already been added to this appointment or maybe a different service it's 00:11:56.249 --> 00:12:02.069 up to you Right so here you have the flexibility which item will go with this session pack 00:12:02.129 --> 00:12:08.049 I want to replace it so I'll use this one and I will click Save So 00:12:08.049 --> 00:12:13.169 the account started I started using the session pack for this client right on the date when 00:12:13.169 --> 00:12:18.169 I want to start using right to track their referral for example Now here at 00:12:18.169 --> 00:12:23.129 the top of the appointment panel let's click Next to jump into the 00:12:23.129 --> 00:12:28.569 next appointment for this client and just repeat the steps Remove the service 00:12:29.469 --> 00:12:36.159 add item Now for the consecutive sessions in this pack let's have a look at the 00:12:36.159 --> 00:12:39.689 top of the list right We want to use the open session pack here 00:12:40.289 --> 00:12:47.709 We'll use it again We'll replace the service with the service we want to use and click Save 00:12:48.169 --> 00:12:53.829 And this is the second of six sessions used and let's go to the Wonderful 00:12:53.889 --> 00:12:59.269 So again using the top session pack the open session pack that's available to 00:12:59.269 --> 00:13:04.049 this client Replace the service So replacing the service is not 00:13:04.049 --> 00:13:11.389 a necessary step It just applies to my use case In your use case you may just want to use 00:13:11.389 --> 00:13:15.209 a service that goes as a default service with your pack 00:13:15.209 --> 00:13:24.169 So yeah and let's save and 00:13:24.169 --> 00:13:30.089 this is three of sessions used and if I have a next appointment I'll just quickly 00:13:30.089 --> 00:13:38.029 repeat all those steps So there you go This is how you can apply 00:13:38.029 --> 00:13:46.190 a session pack retrospectively to the already existing invoices and replace an invoice with 00:13:46.190 --> 00:13:52.389 just one item with the session pack to keep track of sessions provided and 00:13:52.389 --> 00:13:58.149 used by this client And in the last part of this video let us talk about 00:13:58.149 --> 00:14:05.009 quite a specific use case I like talking about that because it shows how versatile 00:14:05.009 --> 00:14:11.009 and easy to use the session packs are and they can be used for almost any 00:14:11.009 --> 00:14:15.069 client treatment situation that you can come across So and in 00:14:15.069 --> 00:14:21.169 this part of the video let me tell you about the situation where you have onboarded a 00:14:21.169 --> 00:14:26.809 new client that came to you They have an active referral but some sessions that 00:14:26.809 --> 00:14:31.049 are available through that referral have already been used by the client 00:14:31.429 --> 00:14:35.629 claimed through the insurance company So you need to keep tracking the 00:14:35.629 --> 00:14:41.069 sessions that are left available in their referral and you can still use under 00:14:41.069 --> 00:14:47.149 session packs for that case So there you go Let me show you how we can do that Let's find 00:14:47.149 --> 00:14:55.289 our client I'll just go through the steps that you would use in this 00:14:55.289 --> 00:14:59.509 case So you've onboarded the client you have their details you have their 00:14:59.509 --> 00:15:04.389 insurance information Now let's go and add a referral for this client 00:15:05.149 --> 00:15:11.109 Let's look up at the available referrals Let's use this one for example and you 00:15:11.109 --> 00:15:16.069 know that is started from the 1st of January this year and it's available 00:15:16.069 --> 00:15:23.229 for let's say 12 months and save the changes Now you know that this referral is available 00:15:24.149 --> 00:15:28.369 has six sessions available and the client told you that they have already 00:15:28.369 --> 00:15:33.569 used three of those sessions with another practitioner in a different practice 00:15:33.569 --> 00:15:38.149 and now they came to you So what we'll do let's create that session 00:15:38.149 --> 00:15:44.029 pack for them which will help you track the remaining sessions in this referral We'll go 00:15:44.029 --> 00:15:51.369 into the billing section here select session packs and select a new pack We 00:15:51.369 --> 00:15:59.250 will use our six sessions template Check that this is the session item you want 00:15:59.250 --> 00:16:06.049 to use That's fine We may remove the expiry date or we can set it We know 00:16:06.049 --> 00:16:13.589 that it's valid for one year but it started on the 1st of January so let's go to December 00:16:14.229 --> 00:16:19.009 There you go Set up the expiry for it and although it says it's six 00:16:19.009 --> 00:16:26.529 sessions you know that three have already been used So let's add this information So 00:16:26.529 --> 00:16:30.250 anytime now you're looking at their invoices and looking at 00:16:30.250 --> 00:16:35.389 the session pack when you select to add it to their appointment or invoice you'll know what 00:16:35.389 --> 00:16:40.250 kind of pack this is And now here of course in the maximum units 00:16:40.250 --> 00:16:45.190 in this pack instead of six we'll say three because the three other sessions 00:16:45.190 --> 00:16:49.389 have been used in a different practice They don't have any records of that in your 00:16:49.389 --> 00:16:54.149 Zenda account but you are using this session pack for the remaining three sessions 00:16:54.149 --> 00:17:01.089 that are still available And let's save those changes Wonderful And the 00:17:01.089 --> 00:17:06.130 last step now you are creating the client's appointment the first one 00:17:06.130 --> 00:17:10.889 in your practice but for the client in this referral it won't be the first one 00:17:11.029 --> 00:17:15.410 So let me show what it would look like Let's create an appointment for 00:17:15.410 --> 00:17:20.209 the client for Anna and here let's click into select service pack or 00:17:20.209 --> 00:17:24.329 product and have a look at the top This is our session pack that we created 00:17:24.329 --> 00:17:32.049 for this client specifically and it creates us an invoice Let's save that and we 00:17:32.049 --> 00:17:40.029 can see that one of three sessions available in this session pack is now allocated and 00:17:40.029 --> 00:17:47.169 then you may want to create their next appointment in the next week 00:17:47.169 --> 00:17:53.369 for example here Again we're doing the same selecting the client selecting the open 00:17:53.369 --> 00:17:59.029 pack from the top and save And it's also accounted for And when 00:17:59.029 --> 00:18:06.209 you book this client for their last available session in their referral the system will 00:18:06.209 --> 00:18:11.409 generate you a task here at the top saying that this client has used all 00:18:11.409 --> 00:18:15.130 available sessions in the session pack and you'll know that it's time 00:18:15.130 --> 00:18:20.130 for you to write a report to request a new referral if that's applicable and so 00:18:20.130 --> 00:18:25.130 on So this is how you can use Xandr session packs when working 00:18:25.130 --> 00:18:30.190 with clients who've already used some of their sessions that are available to 00:18:30.190 --> 00:18:34.190 them in their treatment plan in their referral in another practice and you 00:18:34.190 --> 00:18:39.029 just want to keep count on the remaining available sessions And that's 00:18:39.029 --> 00:18:44.309 all for now Thank you for watching I hope that after watching this video you now learned 00:18:44.309 --> 00:18:49.330 a lot of different tips and tricks on how to manage your client sessions in 00:18:49.330 --> 00:18:50.809 the most efficient way