Smart Reminders

From the three-dot menu on a reminder card on the home page, five actions are available:

• Complete: marks the reminder as done. Reversible within a 12-second undo window.
• Snooze: postpones the reminder. It becomes active again after the chosen interval.
• Pause for Client: pauses this reminder type only for that client; other clients are unaffected. Note: this option only appears on client-specific reminder cards; it is not present on reminders specific to you as the therapist (e.g., Burnout Prevention).
• Go to Rule: opens the configuration page of the rule that triggered the reminder; you can quickly edit thresholds, keywords, or the reminder text.
• Details: opens a window explaining why this reminder was created: rule description, the client involved, the reminder text, the trigger condition that was met, and when the reminder was created.

Disabling a rule entirely (so no new reminders of that type are created for any client) is not done from the card menu but from Tools → Smart Reminders in the top menu.

Four snooze options are available:

• In 1 Hour
• Tomorrow Morning (09:00)
• Next Week (Monday 09:00)
• Custom Date and Time: pick any date and time from the selector.

A snooze action is reversible within 12 seconds. Once the chosen interval passes, the reminder becomes active again automatically.

You can do it from two places:

• From the reminder card on the home page: use the Pause for Client option in the card menu.
• From Tools → Smart Reminders: click the Settings button on the relevant rule and add or remove clients from the Excluded Clients field.

Both methods produce the same result: no new reminders of that type will be created for the excluded client, while other reminder types keep working. This is useful when, based on your clinical judgment, you want to keep specific clients outside specific rules.

The Therapeutic category covers 8 rules:

• Crisis & Safety Plan
• Hopelessness Detection
• Dissociation Detection
• Relapse/Regression Detection
• Difficult Session
• Therapeutic Impasse
• MSE Alarm
• Breakthrough Moment

All of these rules are event-based (they fire as you write notes, record session modes or mental states, or mark a breakthrough) and collect in the Important tab of the reminder panel.

Four rules monitor keywords in note content and fire on a match (a single keyword match is enough; no trend is required):

• Crisis & Safety Plan: when keywords such as suicidal ideation, self-harm, or crisis appear in a note; reminds you to update the safety plan.
• Hopelessness Detection: when keywords such as hopelessness, no way out, or meaninglessness appear in a note.
• Dissociation Detection and Relapse/Regression Detection: when keywords for the relevant clinical signs appear in note content.

Each rule has a predefined keyword list that you can customize for your clinical approach.

These four rules watch your clinical data entries. Some fire on a single occurrence; others are trend-based (need to repeat across a number of recent sessions):

• MSE Alarm (trend-based): triggers when the concerning mental state findings you configured are seen M out of the last N sessions (e.g., Dysphoric in 2 of the last 3 sessions). You can adjust the trend window and the count in settings.
• Difficult Session (single occurrence): triggers immediately when a session ends with one of the configured session modes (e.g., Challenging, Emotional); suggests a supervision note or a reflection.
• Breakthrough Moment (single occurrence): triggers when you mark a session or a piece of text as a breakthrough; recommends reviewing the records and revisiting the treatment plan.
• Therapeutic Impasse (trend-based): triggers when the configured session modes (e.g., Resistant, Alliance Repair) repeat M out of the last N sessions; suggests supervision or formulation update.

The Clinical category covers 7 rules that track structured clinical processes (assessment, planning, monitoring cycle):

• Session Milestone
• Goal Progress
• Case Formulation
• Initial Assessment
• Treatment Plan
• Progress Evaluation
• MSE Improvement

Most of these rules are scheduled (milestone, goal progress, formulation, initial assessment, treatment plan, progress evaluation): the system scans your clients daily and creates a reminder when the threshold is met. MSE Improvement is event-based; it is re-evaluated when a new mental state is recorded. All of them appear in the Follow-up tab of the reminder panel.

• Session Milestone: when a client reaches the session count you set (e.g., the 10th session), a one-time reminder is created at that point to review overall progress.
• Progress Evaluation: triggers when the session interval you set (e.g., every 10 sessions) has passed since the last progress evaluation note; it is a recurring reminder. You can configure which note types count as "progress evaluation".

• Case Formulation: triggers when a client reaches the session count you set and none of the note types that count as "formulation" have been written. You can configure which note types count as formulation.
• Treatment Plan: triggers when a client reaches the session count you set and none of the note types that count as "treatment plan" have been written. This rule has no dependency on the formulation rule; you configure them independently.
• Initial Assessment: works the same way; triggers when a client reaches the session count you set and none of the note types that count as "initial assessment" have been written.
• Goal Progress: triggers when a goal has been active for the number of days you set but its progress is below the percentage threshold you set; it is a low-progress detection, not a missing-update detection.
• MSE Improvement: when concerning MSE findings are no longer observed across a number of consecutive sessions, this rule fires as a positive reminder to review the improvement with the client and reinforce the gains.

The Practical category covers 4 rules that support your daily workflow:

• Gap Analysis: when no session has been held with a client for the day count you set.
• Payment Reminder: when a payment is overdue by the day count you set.
• Burnout Prevention: when your weekly working hours exceed the threshold you set.
• Birthday: a configurable number of days before a client's birthday.

All run on a scheduled basis and appear in the Follow-up tab.

• Burnout Prevention: alerts you when your weekly working hours exceed the threshold you set (it is hour-based, not session-count-based); you can set the threshold based on your own capacity.
• Payment Reminder: triggers when a payment is overdue by the number of days you set; streamlines sending a payment link or recording a manual payment.
• Birthday: if the client's date of birth is recorded in the profile, a reminder is created the configured number of days before the birthday.

Each rule has its own settings panel, opened via the Settings button on the relevant rule in Tools → Smart Reminders. All configuration parameters:

• Keywords: for note-based triggering (crisis plan, hopelessness, dissociation, relapse, etc.).
• Threshold values: numeric thresholds such as session count, day count, progress percentage, weekly working hours, trend window, and trend count.
• Reminder text: the text shown on the card (write your own message, up to 120 characters).
• Session modes: which modes trigger Difficult Session and Therapeutic Impasse rules.
• MSE findings: which findings count as concerning for MSE Alarm and MSE Improvement.
• Note types: which note types count as "completed" for Initial Assessment, Formulation, Treatment Plan, and Progress Evaluation rules.
• Auto-complete: when enabled, the reminder is auto-completed after the specified hours; applies to active and snoozed reminders.
• Validity period: assign an end date to a rule. After the date passes, no new reminders are created; the rule itself remains visible as active and existing reminders are unaffected. Useful for trialing a rule temporarily.
• Excluded clients: a list to keep specific clients outside a rule.

Each rule only has the parameters relevant to it (e.g., the "birthday" rule does not have keywords or session modes). Each setting also has a Reset to Default button to revert to the original value.