A physiotherapy referral has deadlines counted from the issue date: booking within 14 days, start within 40 days and end within 5 months. The Referral watch screen lists referrals whose deadline is close (At risk) or has passed (Missed). Reception, the owner and admins see it; therapists see only their own patients (main therapist of the episode or an appointment on the referral); accountants do not see it.
What is watched
- Booking and start only until care has started (an appointment scheduled or attended before the deadline).
- End of validity only when the referral still has sessions the patient has not booked yet.
- A referral whose episode is closed (care has ended) is not watched.
The number of days when a deadline becomes at risk (7 by default) is set in Settings → Automations on the Referral watch card. The number next to the menu item shows how many referrals need attention.
Offering the remaining sessions
With the Referral watch automation switched on, a patient with unused sessions and no future appointment gets an e-mail (optionally an SMS) before the deadline with a link to the clinic's online booking, prefilled with the service and therapist of the last appointment. It is sent at most once before care starts and at most once during care. If the patient books in the meantime, opts out or care ends, the message is not sent. The SMS contains only the clinic name, a generic text and the link – no health data. Who got an offer and when is shown in the Patient offer column.
Recall after an episode
The Recall after an episode automation sends the patient a check-up invitation with a booking link the set number of weeks after the episode is closed (6 by default). Before sending we check that the patient has no future appointment and no other open episode. Messages respect the clinic quiet hours and opt-outs from Notifications.