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Understanding patient cases: unlimited, maximum appointments, or maximum invoiceable amount
Understanding patient cases: unlimited, maximum appointments, or maximum invoiceable amount

When setting up a patient case, you have the option to choose based on appointments, invoiced amounts, or an unlimited combo of both.

Emily avatar
Written by Emily
Updated over a week ago

Patient cases can be handy when you need to keep track of what you're treating someone for—for example, all appointments relating to a knee injury, or maybe a referral from a GP for mental health treatment.

When you create a case, you have the option to set up a case "type" based on the following criteria:

There's no right or wrong way to go about setting up a case; you can do what works best for you. In this guide, we'll outline what each type means and how it would look on your end!

Unlimited patient cases

The title sums it up—you can add unlimited appointments to this case, and there's no maximum invoiceable amount. (So, while extreme, you could add 300 appointments with a total of a million dollars to an unlimited case! But it's probably going to be considerably lower than that 😅.)

When setting up an unlimited case, you'll simply select "Unlimited" under Type:

This won't put a cap on the number of appointments or amount of invoices that can be added to this case. It's "open-ended", so to speak.

Maximum appointment patient cases

With cases that have a maximum appointment limit, you'll be limited to how many appointments you can add. The amount is up to you, but you'll be prompted to input a number under Maximum appointments, after selecting "Maximum appointments" under Type:

In the example above, we've selected 6. This means that we can add up to 6 appointments to this case before getting a message saying that we can't add any more!

Maximum invoiceable amount cases

These types of cases can have as many appointments as you need, but there will be a limit to the total amount that can be invoiced against the case. When you select "Maximum invoiceable amount" under Type, you will then be prompted to enter a Maximum amount that can be invoiced to this case:

It's important to note that you can manually exceed the invoiceable amount on these cases—while we will display an alert that the appointment you're adding may surpass the allowed amount, you can manually override it.

How can I tell what's what?

When viewing cases for a patient, the "type" will be evidenced by the mention of "X of Y" appointments, or "$XX.XX out of $YX.YY" invoices. If the type is unlimited, it will simply say the total number of appointments, but the other types will include how much of something (either appointments or funds) has been "used up":

In the example above, the top case is the type of "Maximum appointments", the middle case is "Unlimited", and the bottom case is "Maximum invoiceable amount".

Also, when you're viewing an appointment on the calendar, you'll be able to see how "much" of something is left (either invoiceable amount, or appointments). Here's an example where the appointment is linked to a case with an invoiceable amount, and it indicates that $450 is remaining:

And in the next example below, it says "Appointment 1 of 5", meaning that there are 4 appointments remaining that could be linked to this case:

I still don't get it.

Not to fret! Our support team is here to help. Reach out to us via the chat icon in the lower-right, and we can help you out!

For more information on patient cases, head over here.

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