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Progress Evaluation Reminder

How the progress evaluation reminder works by triggering at regular session intervals since the last evaluation, its reset logic, and configuration options.

5 min
Beginner

Overview

The progress evaluation reminder is triggered when a certain number of sessions have passed since the last evaluation for a client. Unlike other clinical note reminders, this is a recurring rule — the counter resets after each evaluation and a new cycle begins. 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?

Regular progress evaluation is the most fundamental way to measure treatment effectiveness and revise the approach when needed. In a busy practice, it can be difficult to track when each client is due for an evaluation.

This reminder triggers automatically at regular session intervals, ensuring progress evaluations are not skipped. Unlike the initial assessment or treatment plan reminders, this is not one-time — it runs throughout the entire therapy process at regular intervals.

How It Works

During the daily scan, the system determines the last evaluation point for each client and counts how many sessions have occurred since then.

1

Active clients are scanned

Active clients with at least one completed session are listed.

2

Last evaluation point is determined

For each client, the last evaluation point is calculated: the date of the most recent progress evaluation note or the most recent completed reminder — whichever is newer.

3

Session count is checked

If the number of sessions after the evaluation point has reached or exceeded the configured interval (default: 10), the client becomes a candidate. If no evaluation has ever been done, the total session count is used.

4

Reminder is created

If conditions are met and there is no active/snoozed reminder for the same client, a reminder card is created in the Follow-up tab.

Tip
This is a recurring rule. When you complete the reminder, the counter resets and a new cycle begins. Writing a progress evaluation note also resets the counter.

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
After the first evaluation, only sessions that occurred after the last evaluation point are counted — not the total session count.

What Counts as an Evaluation Note?

The system looks for the most recent active note belonging to one of the configured note types to reset the counter.

By default, two monitoring note types are counted: Progress Evaluation and Breakthrough Moment.
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 evaluation in the settings. Completing the reminder also resets the counter — even if you don’t write a note, completing the reminder is sufficient.

Recurring Behavior

Unlike the initial assessment and treatment plan reminders, the progress evaluation reminder is a recurring rule:

1
10 sessions completed with a client and no evaluation note → reminder is created.
2
You complete the reminder → counter resets, a new 10-session cycle begins.
3
You write a progress evaluation note → counter resets (the note date becomes the new starting point).
4
You wrote a note AND completed the reminder → whichever is newer becomes the starting point.
Tip
This rule runs at regular intervals throughout the therapy process. If you’ve had 50 sessions with a client and the interval is 10, you may have received 5 reminders in total.

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 Progress Evaluation

Opens a new note draft with the progress evaluation 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 interval

Choose how many sessions should pass between evaluations.

4

Choose the note types that count

Decide which note types count as a progress evaluation.

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 Interval

How many sessions must pass between evaluations.

Default: 10 sessions

Counted Note Types

Choose which note types count as a progress evaluation. Writing one of these note types resets the counter.

Default: Progress Evaluation, Breakthrough Moment

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 passed since the last progress evaluation. Consider reviewing client progress."

Tip
When you change the session interval, the change takes effect from the next daily scan. Existing reminders are not affected.

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.
What is the difference between session interval and session threshold?
Session threshold (used by initial assessment, treatment plan) triggers once — it checks the total session count. Session interval recurs — it checks how many sessions have passed since the last evaluation and resets each time.
Does the reminder automatically disappear after I write a progress evaluation note?
No. You need to complete the reminder separately after writing the note. However, writing the note resets the counter — the next reminder will be calculated from the note’s date.
What happens if I complete the reminder but don’t write a note?
The counter resets and a new cycle begins. The completion date becomes the new starting point. You’ll receive another reminder after the configured number of sessions pass.
I wrote a note AND completed the reminder. Which one resets the counter?
Whichever has the more recent date becomes the new starting point. The system always uses the most recent evaluation point.
What session count is checked the first time?
If no evaluation has ever been done, the total session count is used. For example, if the interval is 10 and the client has had 12 sessions, the first reminder is created.
Are cancelled sessions counted?
No. Only completed sessions (not cancelled, not no-show, past date) are counted.
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.
Does writing either of the two default types reset the counter?
Yes. Writing either a Progress Evaluation or a Breakthrough Moment note resets the counter. You don’t need to write both.
What happens if I change the session interval?
The new value takes effect from the next daily scan. For example, if you lower the interval from 10 to 5, clients who have had 5+ sessions since their last evaluation may generate new reminders.
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.
What happens if I archive or delete my progress evaluation note?
The system only looks at active notes. If you archive or delete the note that reset the counter, the system won’t see it at the next scan and may create a new reminder if conditions are met.
Can multiple reminder types trigger for the same client at the same time?
Yes. Each rule works independently. For example, if a client has had 10 sessions and both treatment plan and progress evaluation conditions are met, two different reminders can be created simultaneously.
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.