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Enrolling Patients in Group Programs and Updating Status

Patients can be enrolled into one or more Group Programs directly from their profile. You can also update their status to track their engagement or completion — and when a patient is marked as completed or moved out of Booked, all future sessions are automatically removed from their calendar and app view.

➕ How to Enrol a Patient in a Group Program

  1. Open the patient’s profile from the Patient List.

  2. Go to the Group Programs widget and click Group Programs>.

  3. Click + Add or + Bulk Add.

  4. In the modal that appears:

    • Choose a Group Program from the dropdown.

    • Select a Status (typically Booked or Recommended)

    • Set the Start Date (this also triggers Commencement forms/assessments)

  5. Click Save.

🧠 Start Date is required for Booked programs and determines when the patient sees the program and receives any commencement tasks.

🛠 Available Status Options

Status Description
Recommended Suggested for the patient, but not yet actively booked
Booked Actively enrolled — sessions will appear in app/web
Waitlisted Reserved for potential future enrolment, not yet confirmed
Completed Patient has finished the program — removes future sessions
Did Not Complete Patient exited early or dropped out — future sessions removed
 

✅ How to Change a Patient's Program Status

  1. In the Group Programs section of the patient’s profile, click the ••• menu next to the relevant program.

  2. Choose Edit.

  3. Update the Status (e.g. change from Booked to Completed).

  4. Optionally adjust the Start Date.

  5. Click Save.

🎯 This can also be done in bulk using the Change State dropdown when multiple programs are selected.

🔄 What Happens When Status Is Changed

  • If the status is changed from Booked to any other value (e.g. Completed, Did Not Complete, Waitlisted):

    • All future sessions are removed from the patient’s calendar.

    • The program will no longer appear in the app/web portal.

  • If changed back to Booked with a valid Start Date:

    • Sessions will reappear and the program becomes visible again.

📱 Patient App Experience

  • When Booked, patients will see the Group Program in their app/web portal, along with:

    • Upcoming sessions

    • Join buttons (if video enabled)

    • Assigned clinicians

    • Forms and assessments

  • When Completed or any other non-Booked status:

    • The Group Program disappears from their active view

    • No further reminders or calendar entries will be shown