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Treatment Plan Reminder

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

5 min
Beginner

Overview

The treatment plan reminder is triggered when a client has completed a minimum number of sessions but no treatment plan 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 treatment plan is the roadmap of the therapeutic process. Documenting the goals agreed upon with the client, the methods to be used, and the expected outcomes in a structured manner ensures consistent and measurable treatment progress.

The first few sessions typically focus on assessment and formulation; the treatment plan should be created once this information has been gathered. This reminder ensures the plan is written once sufficient clinical data has been collected.

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 treatment plan 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: 6), the client becomes a candidate.

3

Treatment plan note is searched

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

4

Reminder is created

If the threshold is met and no treatment plan 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 treatment plan 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 initial assessment and case formulation reminders.

What Counts as a Treatment Plan Note?

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

By default, two planning note types are counted: Treatment Plan and SMART Goal Planning.
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 a treatment plan in the settings. For example, if you’ve created a custom treatment plan template for your organization, you can add it to the list.

One-Time Behavior

The treatment plan reminder triggers only once per client per threshold value:

1
A reminder was created for Client A at threshold 6 → no new reminder for Client A at the same threshold.
2
If you change the threshold to 10 and Client A has reached 10 sessions → a new reminder is created if no treatment plan exists.
3
Completing, deleting the reminder, or deleting the treatment plan note does not trigger a new reminder for the same threshold.
Tip
This behavior is the same as the initial assessment and case formulation reminders. When you write the treatment plan, 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 Treatment Plan

Opens a new note draft with the treatment plan 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 treatment plan check begins.

4

Choose the note types that count

Decide which note types count as a treatment plan.

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 treatment plan check begins. You can set a value between 3 and 50.

Default: 6 sessions

Counted Note Types

Choose which note types count as a treatment plan. You can also add custom note types from your organization.

Default: Treatment Plan, SMART Goal Planning

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 treatment plan."

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 treatment plan?
No. You need to complete the reminder separately after writing the treatment plan. 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 treatment plan 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 6 to 10, a new reminder is created for clients who have reached 10 sessions without a treatment plan.
I created a custom treatment plan note type for my organization. Will it be counted?
By default, two system planning 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 either of the two default types sufficient?
Yes. When the system finds an active note belonging to either type, the treatment plan is considered done. You don’t need to write both.
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 treatment plan 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.
What happens if I archive my treatment plan note after the threshold and never received a reminder?
In this case, a new reminder will be created. If the system never created a reminder because the note always existed, 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 the same client receive both an assessment and a treatment plan reminder?
Yes. Initial assessment, case formulation, and treatment plan are independent rules; one does not block the other. If a client meets the conditions for all three, a separate reminder is created for each.
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.