Smart Reminders 101
Quick introduction to the smart reminder system: how it works, what types of reminders are available, how to configure them, and how they strengthen your clinical practice.
Who Is This For?
Mindora's smart reminder system eliminates the risk of missing critical moments in your clinical practice.
Ask yourself:
- Do you forget to update the safety plan when you note crisis indicators?
- Do you realize too late that it's been a long time since a client's last session?
- Do you miss the right time to write a case formulation?
- Do you track when your weekly working hours reach a dangerous limit?
If you answered yes to even one of these, smart reminders are made for you.
How It Works
Smart reminders automatically analyze your actions and data in Mindora. The system works in the background without any effort from you, creating the right reminder at the right time.
Trigger Event
You write a note, complete a session, record a mental state, or a certain time passes.
Rule Evaluation
The system checks your enabled rules. If keywords, thresholds, and time conditions match, it triggers.
Reminder Created
A reminder card is created for the relevant client and appears in the reminders panel.
You Take Action
Complete the reminder, snooze it, or pause it for specific clients.
Two Trigger Methods
Reminders are triggered in two different ways:
Event-based
Triggered instantly when a note is written, session mode is recorded, mental state is updated, or a breakthrough moment is added.
Scheduled
The system scans all your clients daily at a set time and creates reminders for those who meet the conditions.
Three Categories
Each reminder type belongs to one of three categories:
Therapeutic
Focuses on crisis intervention, emotional signals, and therapeutic process quality. Critical for client safety and progress tracking.
Clinical
Tracks structured clinical processes — the assessment, planning, and monitoring cycle.
Practical
Supports your daily workflow: payment tracking, appointment gaps, burnout prevention, and special dates.
Reminders Panel
Reminders are organized into two tabs based on priority:
Important
Reminders requiring urgent attention appear here. Crisis plan, hopelessness, dissociation, relapse, difficult session, therapeutic impasse, MSE alarm, and breakthrough reminders are in this tab.
Follow-up
Planning and routine follow-up reminders appear here. Session milestone, goal progress, case formulation, gap analysis, payment, burnout prevention, birthday, and clinical assessment reminders are in this tab.
Reminder Actions
You can take the following actions on each reminder card:
Complete
Marks the reminder as completed. Can be undone within the undo window (12 seconds).
Snooze
Snooze a reminder for 1 hour, tomorrow morning, next week, or pick a custom date from the date picker. Can be undone within 12 seconds. The snoozed reminder becomes active again after the specified period.
Pause for Client
Pauses this reminder type for a specific client. No new reminders of this type will be created for the paused client.
Disable Rule
Completely disables the reminder type. No new reminders of this type will be created for any client.
Configuration
Each reminder type has its own specific settings. You can configure them from the rules tab in the reminders panel:
Keywords
Words that trigger note-based reminders. Default keywords are predefined based on clinical literature.
Thresholds
Numeric thresholds such as session count, day count, progress percentage. Each rule has its own threshold type.
Session Modes
Determines which session modes trigger difficult session and therapeutic impasse reminders.
MSE Findings
Determines which mental state findings are considered concerning for MSE alarm and improvement detection.
Note Types
For reminders like formulation and treatment plan, determines which note types count as "completed."
Auto-Completion
When enabled, the reminder is automatically completed after a specified number of hours. Even if you forget to complete it, the reminder won’t stay active forever. Applies to both active and snoozed reminders.
Validity Period
You can assign an end date to a rule. After the date passes, no new reminders are created, but the rule remains visibly active and existing reminders are unaffected. Ideal for trying out a rule temporarily.
Reminder Text
The text displayed on the reminder card. Default texts are crafted to be clinically meaningful — customize them as you wish.
Why Smart Reminders?
Therapists make dozens of decisions on a busy day. Which client shows crisis signs, who hasn't come in a while, whose case formulation is missing — tracking all of this increases cognitive load. Smart reminders take on that burden: you focus on the therapy process, Mindora tracks the rest.
Where Should I Start?
Smart reminders come with all rules enabled with default settings on first use. No setup is required — they start working immediately. Check the guides below for detailed information.