Cliniko allows you to create "cases" for your patients—essentially, you can organize a series of appointments (and all of their related "materials", such as invoices, notes, and more) into neat little packages that make it easy to sort through what someone is being treated for!
In this guide, we'll cover:
Adding a new patient case
There are two places that you can create cases: either from the patient details page, or from the appointment page.
If you're creating a case from the patient page, simply select Cases from the patient details menu:
If you're creating a case from the appointments page, you'll see the option to either create a new case, or select an existing one (if you do not see either option, make sure to select a patient or create a new patient first):
When you're adding a new case, you'll be able to include a whole lot of information—more on that below!
Understanding the fields on the case form
When adding a new case from an appointment, you'll see something like this:
As you'll see from the fields on the case, you can include:
The case name: what you're calling this case! (For example, "Shoulder injury".)
The case type (this can be unlimited, maximum appointments, or maximum invoiceable amount—you can learn more about the differences between those things here).
The maximum number of appointments and/or invoiceable amount for the case.
If you want to include cancelled or DNA appointments.
A referral (if applicable).
Notes (any notes that might be relevant to this case).
If you add the case from the patient details page, you can also add attachments, and relate additional appointments:
If you're adding (or editing) a case from the patient page, you can also add attachments, and relate additional appointments.
️☝️Note: If the case is related to a referral, you'll see additional fields to fill out when the "Referral" button is turned on:
Within the referral, you'll be able to include:
The referring doctor (who sent this patient to your clinic?).
The issue date (when was this referral first issued?).
The expiry date (when does this referral expire?).
When you're all finished filling out the case information, be sure to hit the Create case button!
Reviewing and editing cases
You'll be able to see an at-a-glance view of any patient's cases by heading to the Cases section of their patient details:
You'll be able to see:
The case name
The issue date
The appointments and/or invoiceable amount
Selecting a case will allow you to see the related details, summarised:
If you'd like to edit the case, simply use the "Edit" button! This will allow you to update your notes, add additional appointments or attachment, and otherwise modify any case details.
When looking at an appointment, you'll also be able to see the related case—and the link will bring you directly to it:
When a case is completed, you can close it. This does not remove it from the patient's file! It simply marks it as closed, so you know that all the treatments are finished.
To close a case, hit the "Close case" button:
You'll then see that the status of the case is closed:
If you need to re-open it, simply hit the "Re-open" case button:
And that's the overview of cases, sorted! 🙌
Cases can be used for any number of situations and treatments. You may wish to use them for GP management plans, grouping injuries together, or even just organising different types of appointments for ease of reference!
If you have any questions on anything case-related, our support team will be happy to help you out! 🤗