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Initial Assessment Reminder

How the initial assessment reminder works when enough sessions are completed but no assessment note exists, note type checking, and configuration options.

5 min
Beginner

Overview

The initial assessment reminder is triggered when a client has completed a minimum number of sessions but no assessment note has been created 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?

The initial assessment forms the foundation of the therapeutic process. Documenting the client’s complaints, symptoms, and history in a structured manner is critical for ensuring the treatment plan progresses in the right direction.

However, the first few sessions often focus on rapport building and getting to know the client, and the assessment note can easily be postponed. This reminder ensures the assessment is completed once sufficient clinical data has been gathered.

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 an assessment note.

1

Sessions are counted

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

2

Threshold is checked

If the session count has reached or exceeded the configured threshold (default: 2), the client becomes a candidate.

3

Assessment note is searched

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

4

Reminder is created

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

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

Which Sessions Are Counted?

The system only counts completed sessions. All of the following conditions must be met:

Session must not be cancelled.
Session 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 case formulation and session milestone reminders.

What Counts as an Assessment Note?

The system checks whether the client has an active note belonging to one of the configured note types.

By default, four assessment note types are counted: Initial Assessment, Problem/Symptom Analysis, Symptom Cluster, and Psychometric Assessment.
The note must be in active status (archived or deleted notes are not counted).
The note must belong to the relevant client.
Tip
You can configure which note types count as an assessment in the settings. For example, if you’ve created a custom assessment template for your organization, you can add it to the list.

One-Time Behavior

The initial assessment reminder triggers only once per client per threshold value:

1
A reminder was created for Client A at threshold 2 → no new reminder for Client A at the same threshold.
2
If you change the threshold to 5 and Client A has reached 5 sessions → a new reminder is created if no assessment exists.
3
Completing, deleting the reminder, or deleting the assessment note does not trigger a new reminder for the same threshold.
Tip
This behavior is the same as the case formulation and session milestone reminders. When you write the assessment note, complete the reminder manually — the system does not automatically remove it.

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 Assessment Note

Opens a new note draft with the assessment note type.

Configuration

You can adjust this rule to fit your clinical approach.

1

Tools → Smart Reminders

Go to 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 assessment check begins.

4

Choose the note types that count

Decide which note types count as an initial assessment.

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 completed sessions before the assessment check begins. You can set a value between 3 and 50.

Default: 2 sessions

Counted Note Types

Choose which note types count as an initial assessment. You can also add custom note types from your organization.

Default: Initial Assessment, Problem/Symptom Analysis, Symptom Cluster, Psychometric Assessment

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 an initial assessment note."

Tip
When you change the threshold value, existing reminders for the old threshold are not affected. New reminders are created for the new threshold if conditions are met.

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 the assessment note?
No. You need to complete the reminder separately after writing the assessment note. The system does not automatically remove the reminder, but it will not create a new one at the next scan.
Can this reminder be created more than once for the same client?
Not at the same threshold — it triggers only once per client per threshold value. If you change the threshold, a new reminder can be created for the new threshold.
If I delete my assessment note, does the reminder come back?
No. Whether a reminder is created depends on whether one was previously sent for that threshold, not on the note’s existence. Even if you delete the note, no new reminder is created for the same threshold.
Are cancelled sessions counted?
No. Only completed sessions (not cancelled, not no-show, past date) are counted.
What happens if I change the threshold?
A separate evaluation is performed for the new threshold. For example, if the threshold changes from 2 to 5, a new reminder is created for clients who have reached 5 sessions without an assessment.
I created a custom assessment note type for my organization. Will it be counted?
By default, four system assessment types are counted. If you want your custom type to count as well, add it through the "Counted Note Types" setting in the configuration.
Is writing any one of the four default types sufficient?
Yes. When the system finds an active note belonging to any of the four types, the assessment is considered done. You don’t need to write all of them.
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 assessment note before reaching the threshold, does a reminder still appear?
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.
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.