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Case Formulation Reminder

How the case formulation reminder works when enough sessions have been completed but no formulation note has been written, note type checking, and configuration options.

5 min
Beginner

Overview

The case formulation reminder is triggered when a configured number of sessions have been completed with a client but no case formulation note has been written yet. It belongs to the Clinical Support category and appears in the Follow-up tab on the Home page.

Tip
This rule runs on a schedule — the system checks all your clients during the daily scan. It does not trigger instantly when you create a session or write a note.

Why Does It Matter?

A case formulation is the foundational clinical document that conceptualizes a client’s problems, triggers, maintaining factors, and strengths within a holistic framework. Creating this formulation after the first few sessions ensures the treatment plan is evidence-based and individualized.

However, in a busy practice, the formulation step can easily be skipped while writing initial assessments and session notes. This reminder prompts you to write the formulation once enough clinical data has been gathered, supporting the structured progression of treatment.

How It Works

During the daily scan, the system evaluates two conditions together for each client: the number of completed sessions and the existence of a formulation note.

1

Sessions are counted

For each client, completed sessions (not cancelled, not no-show, past date) are counted.

2

Threshold is checked

If the session count meets or exceeds the configured threshold (default: 5), the client becomes a candidate.

3

Formulation note is checked

The system checks whether the client has an active case formulation note. If one exists, no reminder is created.

4

Reminder is created

If the threshold is met and no formulation note exists, a reminder card is created in the Follow-up tab.

Tip
If a reminder was already created for this client at the same threshold, no new reminder is created even if the formulation note is later deleted. It triggers only once per client per threshold value.

Which Sessions Are Counted?

The system only counts sessions that actually took place. All of the following must be true:

Session must not be cancelled.
Client must not be marked as no-show.
Session date must be in the past (future sessions are not counted).
Client must be active (archived clients are excluded).
Tip
The session counting logic is the same as the session milestone reminder. Cancelled and no-show sessions are excluded from the count.

What Counts as a Formulation Note?

The system checks whether an active note of the configured note types exists for the client.

By default, only the "Case Formulation" note type counts.
The note must have active status (archived or deleted notes do not count).
The note must belong to the relevant client.
Tip
You can choose which note types count as a formulation in the configuration. For example, if you created a custom formulation template for your organization, you can add it to the list.

One-Time Behavior

The case formulation reminder triggers only once per client for each threshold value:

1
Threshold is 5 and a reminder was created for Client A → no new reminder for Client A at threshold 5.
2
If you change the threshold to 8 and Client A has reached 8 sessions → a new reminder is created if formulation still doesn’t exist.
3
Completing or deleting the reminder, or deleting the formulation note, does not allow a new one for the same threshold.
Tip
This behavior is the same as the session milestone. When you write a formulation note, complete the reminder manually — the system does not automatically dismiss the reminder when it detects the note.

Quick Actions on the Reminder Card

The reminder appears as a notification in the Follow-up tab; from the card, you can do the following with a single tap:

Create Formulation Note

Opens a new note draft with the formulation note type pre-selected.

Configuration

You can adjust this rule to fit your clinical approach.

1

Tools → Smart Reminders

Open the rules page from the top menu.

2

Click the rule's gear icon

Click the gear icon next to the rule you want to edit.

3

Set the session threshold

Choose after how many sessions the formulation check begins.

4

Choose the note types that count

Decide which note types count as a case formulation.

5

Edit the reminder text

Write the text shown on the card in your own words.

Settings

What each setting does and its default value are summarized below.

Session Threshold

The minimum number of sessions before the formulation check begins. You can set a value between 3 and 50.

Default: 5 sessions

Note Types That Count

Choose which note types are considered a case formulation. You can also add custom note types created for your organization.

Default: Case Formulation

Reminder Text

Edit the text displayed on the reminder card (max 120 characters).

Default reminder text

When the reminder triggers you see the default text below, which you can edit however you like.

"Enough sessions have been completed. Consider creating or updating the case formulation."

Tip
When you change the threshold, existing reminders for the old threshold are not affected. If conditions are met for the new threshold, new reminders will be created.

Frequently Asked Questions

When is this reminder triggered?
It is triggered during the scheduled daily scan. It does not fire instantly when you create a session or write a note — conditions are evaluated at the next daily scan.
Does the reminder automatically disappear after I write a formulation note?
No. After writing the formulation note, you need to complete the reminder separately. The system does not automatically dismiss the reminder when it detects the note; however, it will not create a new reminder in the next scan.
Can this reminder trigger more than once for the same client?
Not for the same threshold — it fires only once per client per threshold value. If you change the threshold, it can fire for the new threshold.
If I delete my formulation note, will the reminder trigger again?
No. Whether a reminder fires is determined by whether a reminder was previously sent for that threshold, not by note existence. Even if you delete the note, no new reminder is created for the same threshold.
Are cancelled sessions counted?
No. Only sessions that actually took place (not cancelled, not no-show, past date) are counted.
What happens if I change the threshold?
A separate evaluation is done for the new threshold. For example, if the threshold changes from 5 to 8, clients who reached 8 sessions and don’t have a formulation will get new reminders.
I created a custom formulation note type for my organization. Will it count?
By default, only the system "Case Formulation" type counts. If you want your custom type to be recognized, add it in the "Note Types That Count" setting in the configuration.
I wrote a "Values" or "Trigger" note for the client. Does it count as a formulation?
Not in the default configuration. Only the "Case Formulation" note type counts. Values, Triggers, and similar intermediate clinical notes are not counted by default, even if they belong to the Formulation subcategory. You can add them to the configuration if desired.
Do archived clients get reminders?
No. Only active clients are evaluated. Archiving a client removes them from evaluation under this rule.
Can I pause this rule for a specific client?
Yes. Use the ⋯ menu on the reminder card and select "Pause for this client". That client will no longer be evaluated under this rule.
If I change the reminder text, do existing reminders update?
No. Text changes only affect newly created reminders. Existing reminders keep the text from when they were created.
If I write the formulation note before reaching the threshold, will a reminder be created?
No. The system checks for the note when the threshold is reached. If the note already exists, no reminder is created. This is the ideal scenario — writing early prevents the reminder.
What if I archive my formulation note after the threshold and never received a reminder?
In this case, a new reminder will be created. If the note always existed and the system never created a reminder, archiving or deleting the note will cause a reminder to be created at the next scan. The one-time check only looks at previously created reminders.
Can I completely disable this rule?
Yes. On the Tools → Smart Reminders page, use the toggle next to the rule to enable or disable it. When disabled, no new reminders are created; existing reminders are not affected.