---
title: Episodes Overview
description: Episodes Overview
---

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# Episodes Overview

An **Episode** groups a patient's related Appointments into a single case, so your Organisation can count and report on cases as well as individual Appointments. Every Appointment belongs to an Episode, and Wellifiy creates a patient's first Episode automatically when their first Appointment is booked.

This article explains where Episodes appear in the Staff Portal, how Appointments are assigned to them, and how to give each Episode its own code and Custom Fields.

💡 **Note:** Episodes will soon be available as a Custom Term, so they can be renamed to match your Organisation's language, such as "case", "intervention" or "referral".

---

#### 📊 Why Use Episodes: Reporting to Funders

Many funders and employer contracts ask for services to be reported by case, episode or intervention rather than by Appointment numbers. This is especially common for EAP providers, hospitals, and community health services, where each referral or presenting issue is counted as its own case.

Episodes let you record that structure in Wellifiy. Each Episode holds the Appointments for one case, and the Appointments export shows which Episode every Appointment belongs to. From there you can report on:

- The number of cases, episodes or interventions delivered, alongside Appointment numbers
- The number of Appointments used within each case

Episode Custom Fields let you record the details funders ask about against each case, such as the funder, referral source or authorisation number (see section 6).

When a patient returns with a new referral or presenting issue, create a new Episode for it so the new case is counted separately from their earlier one.

---

#### 🧩 Key Things to Know

Episodes are available to every Organisation. If you don't report by case, there's nothing to set up.

- Episodes apply to individual (1:1) Appointments booked through Bookable Services. Group Program Appointments aren't part of an Episode currently
- Each Appointment belongs to one Episode, and each Episode belongs to one patient
- Creating a patient doesn't create an Episode. The first one is created when their first Appointment is booked
- When Episodes were released, each existing patient's Appointments were grouped into a single Episode
- Patients don't see Episodes in the Patient App or Patient Web Portal
- There's no new permission to configure. Any Team Member who can book Appointments for a patient can create and manage that patient's Episodes

---

### 📁 1. The Episodes Tab

Each patient record has an **Episodes** tab, next to **Overview**, listing all of that patient's Episodes.

Go to:  
**Patient List → \[select the patient\] → Episodes**

The table shows each Episode's **Episode Name**, **Episode Code** and **Created At** date. Episodes created automatically when the feature was released show the release date under **Created At**.

Use the **•••** menu at the end of a row to:

- Open the Episode with **View**
- Change its code, name or Custom Fields with **Edit**
- Remove it with **Delete** (see below)

**View** opens the Episode's details page. It shows the Episode's name, **Episode Code**, **Opened At** date and Custom Field values, alongside a **Linked Appointments** table listing the service, date and clinician for each Appointment in the case. You can also click **Edit** from this page.

---

### 📝 2. Creating and Editing Episodes

Create an Episode manually when a new case starts, for example on referral or authorisation, before anything is booked.

1. On the patient's **Episodes** tab, click **+ New Episode**
2. Enter an **Episode Name** *(optional)*
3. Click **Create**

The **Episode Code** is filled in automatically if Episode Identifier auto-generation is switched on (see section 5). If it's off, the code shows as **\[Missing Code\]** and you can add one later.

To change an Episode's details, open the row's **•••** menu and click **Edit**. Update the **Episode Code**, **Episode Name** or any fields under **Custom Fields**, then click **Save**.

You can only delete an Episode that has no Appointments linked to it. If Appointments are still attached, a pop-up asks you to move them to another Episode first. If the patient has only one Episode, create the new one before moving the Appointments across.

---

### 📅 3. Choosing an Episode When Booking

The **Episode** field in the **Appointment Modal** depends on how many Episodes the patient has:

- No Episodes yet: the field is hidden, and Wellifiy creates one when the Appointment is saved
- One Episode: the field is shown with that Episode selected
- Two or more Episodes: choose the right one from the list

Each option shows the Episode Name and Episode Code. New Episodes can't be created from the Appointment Modal, so if a patient is starting a new case, create the Episode on their **Episodes** tab before booking.

To move an Appointment to a different Episode, open it in the Appointment Modal, choose another Episode in the **Episode** field, and save. Appointments can only move between the same patient's Episodes, one Appointment at a time.

---

### 🔁 4. Automatic Episode Assignment

The same rules apply however an Appointment is booked:

- A staff-booked Appointment, a patient self-booking, a **Historical** Appointment or a **Draft** Appointment for a patient with no Episode creates one automatically, with a default name such as **Episode 1**
- A patient self-booking goes into the patient's Episode if they have one, or into their most recent Episode if they have two or more

Patients can't choose an Episode when they self-book.

---

### 🆔 5. Episode Codes

Episode Codes use the same auto-numbering as patient Identifiers, with their own prefix and sequence. Auto-generation is off by default.

To switch it on:

1. Go to **Administration → Portal Settings → Identifiers**
2. Open the **•••** menu on the **Episode Identifier** row and click **Edit**
3. Switch on **Auto-generate Identifier**
4. Enter a **Prefix** *(optional)*, for example `EP_`
5. Enter the **Next Number** *(required)*
6. Click **Save**

Access to Portal Settings requires the **Administration** permission.

A few things to know:

- Codes are generated for new Episodes only. Episodes that already exist, including those created at release, show **\[Missing Code\]** until a code is added with **Edit**
- Codes can be edited at any time, and editing one doesn't change the sequence
- Wellifiy doesn't check Episode Codes for uniqueness, so two Episodes can share a code if one is entered by hand

See [Setting Up Patient Identifiers](https://support.wellifiy.com/en-au/knowledge-hub/setting-up-patient-identifiers?hsLang=en-au) for more on how the **Prefix** and **Next Number** work.

---

### 🧾 6. Episode Custom Fields

Episode Custom Fields capture extra details about each case that Wellifiy doesn't track by default, such as the funder, referral source, service location or authorisation number.

To create one:

1. Go to **Administration → Custom Fields** and click **+ New**
2. Set **Context** to **Episode**
3. Enter a **Name**
4. Choose a **Type**: Integer, Text, Single Select, Multiple Select, Boolean or Date
5. For a Single Select or Multiple Select field, add each choice with **+ Option**
6. Click **Save**

A field's **Context** and **Type** can't be changed after it's saved, so choose both carefully.

Values are filled in from the **Edit Episode** modal, under **Custom Fields**, and appear on the Episode's details page. Episode Custom Fields are always optional, so Episodes created automatically at booking are saved without them.

See [Custom Fields: Overview](https://support.wellifiy.com/en-au/knowledge-hub/custom-fields-overview?hsLang=en-au) for more on field types and managing Custom Fields.

---

### 🔍 7. Filtering and Exporting by Episode

On a patient's **Appointments** tab, an **Episode** filter appears once the patient has more than one Episode. It shows all Appointments by default.

The Appointments export from **Reporting → Appointments** includes the Episode each Appointment belongs to. Exports are generated in the background and downloaded from **Reporting → Export History**. See [Downloading Exports from Export History](https://support.wellifiy.com/en-au/knowledge-hub/downloading-exports-from-export-history?hsLang=en-au).

---

#### 💡 Best Practices

- Create the Episode as soon as a new case is referred or authorised, so its first Appointment is attached from the start
- Name Episodes so your team can tell them apart at a glance in the Appointment Modal
- Switch on Episode Identifier auto-generation before you start reporting by case, so new Episodes carry a code in your exports
- Set up Episode Custom Fields for the details your funders ask about, and fill them in as each case is set up
- When a patient has more than one Episode, check that their self-booked Appointments are in the right one

---

#### 🧩 How It All Fits Together

In simple terms:

- 👤 A patient can have one or more Episodes
- 📁 An Episode groups that patient's 1:1 Appointments into a case
- 📅 Each Appointment belongs to one Episode, picked at booking or assigned automatically
- 🆔 Episode Codes identify each Episode on the patient record and in exports
- 🧾 Episode Custom Fields hold extra case details, such as the funder or referral source

Organisations that report by case can open Episodes as referrals arrive and record a code and case details against each one. Everyone else can leave Wellifiy to assign Appointments to each patient's Episode as they're booked.

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