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Treatment Plan

A rep builds the plan on the tooth chart from your own price list, the doctor approves it, and the patient receives a PDF in their language.

For: Sales reps, coordinators and doctors

Needs Avlu Treatment Plan

Before you start (admin)

A plan can only use treatments that have a price in the plan's currency. Before the first plan, the admin fills in:

  • Settings → Plans and prices → Treatments and prices: the price list.
  • Settings → Plans and prices → Rules: switch Treatment plans on, the currencies, the discount limits and the doctors' names.
  • Settings → Plans and prices → PDF content and Settings → Company → Clinic: what the PDF says about the clinic (logo, photos, doctors, figures, reviews).
  • The doctors' permissions: see Roles → Doctors.

Step by step: Settings for the admin → Plans and prices.

Making a plan

  1. Open the patient's chat and, in the side panel, the Treatment plans section; or open the patient's file and its Plan card.
  2. Press Make plan. The plan opens on its own page.
  3. At the top, check Currency and Patient language (the language of the PDF).
  4. Fill in the case, mark the teeth and add the treatments (below).
  5. Press Send to the doctor. The plan shows With the doctor until the doctor decides.

The plan saves by itself as you type: the top shows Saving…, then Saved. If it shows Not saved, wait a moment and check your connection before you leave the page.

The case: what the patient told you

  • Patient name in the plan: the name printed on the PDF. Left empty, the patient's name is used.
  • What the patient told us and What they want: in the patient's own words, for the doctor.
  • Medical history: tick the conditions the patient told you about (for example high blood pressure, diabetes, heart disease, blood thinners, bone medicine, smoking, asthma, allergies). Tick I asked the patient about all of these only when you really asked: the PDF then shows a “Your health” page.
  • Clinical notes (internal, never printed): for the doctor and the team.
  • Note to the patient (printed in the plan): a short personal line for the patient.

The tooth chart

  1. Tap teeth on the chart, or their numbers.
  2. Under Findings today, mark what you see: Missing, Decay, Broken, Loose, Infection, Cannot be saved, Old crown, Old filling, Gum disease or Root canal done.
  3. With the teeth still selected, add a treatment to them (next section).

Switch the chart between Teeth today and each option's result after each visit, to check the plan tooth by tooth.

Treatments, options and prices

  • Add a treatment: choose it in Choose a treatment…. A treatment for teeth is added to the teeth selected on the chart (Add to … teeth); without a selection the app says “Select the teeth on the chart first.”
  • Services without teeth (the hotel, the transfer and others) are in the same list: choose one, set the quantity and the visit, and press Add. In a price-only new version this box is called Add a service.
  • Each line has a quantity, a visit and, where allowed, a discount %. The largest discount depends on your role and is set by the admin.
  • Options: give the patient a choice, for example a standard and a premium option. Add option (copy) copies the current option; name it (for example “Premium”) and mark one as Recommended. Fill this option from a package… fills it from a package the admin prepared.
  • The totals show the price Before discount, the discount and, when the total is high enough, the free flight ticket line (if the clinic offers one).

Prices always come from the clinic's price list, in the plan's currency; nobody types a price by hand. Staff see the price of each line only when the admin allows it; otherwise they see the totals. Whether the patient sees the price of each line in the PDF is the Patient sees item prices switch at the top of the plan, and only an admin can change it.

Patient photos

In Patient photos, add photos From the chat or From the file. Only the first four print in the PDF, so put the smile, the upper and lower teeth and the X-ray first.

The doctor's approval

Doctors open Doctor in the menu: “Cases the reps sent to the doctor, the oldest first.”

  • Waiting for a doctor: red when a case has waited more than a day, amber after 8 hours.
  • Approved by me lately: the doctor's last approvals.
  • Approved on WhatsApp: plans a rep recorded as approved by a doctor on WhatsApp.
  1. Open a case. Check the photos, the teeth and the treatments, and change them if needed.
  2. Press Approve plan. The plan is locked, its price is held for the days the admin set, and the PDF is final (no PREVIEW mark).
  3. Or press Send back, write what is missing or what to change, and send it. The rep sees “The doctor sent this plan back” with your note, and the plan is a draft again.

When the doctor approved on WhatsApp

If the admin switched on Staff may record the doctor's WhatsApp approval (Settings → Plans and prices → Rules), the rep can press Approved on WhatsApp on the plan , choose The doctor who approved it from the admin's list of names, tick the confirmation and press Record the approval. The plan is then approved exactly as if the doctor had pressed the button, and it shows who recorded it.

After the approval: sending, accepting, new versions

  • Mark as sent: say how you sent the PDF: My own WhatsApp, The clinic's WhatsApp (this app) (with Avlu WhatsApp), Email or In person. The patient's file records it.
  • Patient accepted: choose Which option did the patient accept?
  • New version: Change the prices only (discounts within your limit, the hotel or the transfer; no doctor needed, then Approve the new prices) or Change the treatments (the plan is a draft again and goes back to the doctor). Cancel the new version returns to the version before.
  • Archive: the plan leaves the patient's list of plans. Nothing is deleted.

A plan's status is one of Draft, With the doctor, Approved, Sent, Accepted, Lost or Archived. The patient's stage moves with it: see Stages that change by themselves.

The PDF and its languages

Preview opens the plan as the patient will see it, in a new tab. PDF downloads it as a PDF file (the button shows once the PDF maker is set up on your server). Until the doctor approves, the plan is marked PREVIEW.

The PDF is made in the plan's Patient language: English, French, German, Spanish, Italian, Arabic or Turkish. Treatment names come from the price list in each language. The clinic's logo, photos and accent colour come from Settings → Company; the doctors, figures, certificates, Google reviews, before/after photos and “Every patient also gets” come from Settings → Plans and prices → PDF content. Anything left empty is simply not printed.

Flight-ticket deposits

Extra: Deposits

A deposit is asked only when you book the patient's flight ticket; it is deducted from the treatment price. The patient pays by card on a secure page, and the app records the payment on the patient's file by itself and tells you.

  1. In the chat's side panel open Flight ticket deposit and press Request deposit (the Request deposit button on the file's Money card opens that chat). Clinics without Avlu WhatsApp press Request deposit on the Money card instead.
  2. Enter the amount (within the limits the admin set), the currency and the language of the payment page, then press Create link.
  3. Under Message for the patient press Copy message (or Copy link) and send it to the patient (without Avlu WhatsApp, from your own WhatsApp). The link is shown only this once.

The status updates by itself: for example Link sent, On the card page, Being checked, Paid, Rejected or Cancelled. Cancel link stops a link that was not paid. A paid deposit moves the file to the Deposit stage.

The admin switches deposits on in Settings → Payments (Deposit payments on); the card-payment account is connected on the server when Avlu is installed.