E2ENOTE · CASE MANAGEMENT FOR THERAPY & REHAB PRACTICESOne patient, enquiry to exitFrom first enquiry to final payment — tracked in one systemWHO USES ITAdmineverythingTherapistown cases · Associate PortalCase Mgrread-only view · CM Portal1ENQUIRYintake & triageLog the referrer & the reasonRespond, qualify, chaseConvert in one click2REFERRALcase set-upAssign therapist, set the rateRecord the funder go-aheadSchedule the sessions3PATIENTactive treatmentSessions + SOAP case notesMDT · communications · docsClinical sign-off · safeguardingconvertgo-aheadDischargecase closedFUNDING & BILLINGFunding cycle approved (£)Sessions deliveredInvoiced & reconciledMargin visibleclient invoice out · associate invoice in — same sessions!Low-balance alert — before you work unpaidON EVERY PAGE · FOR EVERY TENANTFull audit trailRole-based access + portalsReports — funding · financial · journeyAI Assistant + note rephraseMobile app for field therapistsOwn subdomain + isolated databaseE2ENote01 / 11
02 · THE JOURNEYEvery case follows one pathNothing is re-keyed between stages — each step builds on the one before.1ENQUIRYsomeone refers a patientWho referred them, and whyWhich funder is involvedRespond, qualify, set remindersAttach the referral letter→ Convert to a referral2REFERRALthe case is now liveAssign a therapist + agreed rateFunder go-ahead recordedSessions scheduledBills & documents attached→ Treatment begins3PATIENTa full clinical recordSessions & SOAP notesMDT, communications, documentsFunding drawn down & invoicedClinical sign-off→ Discharge & closeOne click moves a case forward — the full history carries across with it.E2ENote02 / 11
03 · THE PATIENT RECORDEverything about a patient, in one placePATIENTrecordCase notesSOAP · signed offCommunicationscalls · emails · meetingsMDT meetingsmultidisciplinary notesDocumentsreports · letters · download logFundingapproved £ · used · remainingAppointmentsshared calendarOpen one screen and you have the whole picture — clinical, financial and correspondence.E2ENote03 / 11
04 · CLINICAL GOVERNANCENotes that hold up to scrutinyTherapist writesthe session noteFlagged forreviewClinical leadsigns offLocked intothe recordSOAP structureSubjective · Objective · Assessment · Plan — the same shape on every noteReview queue on the dashboardA note is never “done” until the clinical lead has reviewed and signed itSafeguarding flagA welfare concern escalates to the clinical lead the moment it is raisedAI tidy-upShorthand → clean clinical prose in one click. Every fact kept. Revert anytime.Every edit is timestamped and attributed in the audit log.E2ENote04 / 11
05 · FUNDING & BILLINGThe money side, tracked in real timeA funder approves a cycle — you always see what is left£1,900 used£335 left · of £2,235 approved!Low-balance alert fires at 80% — before you work unpaidClient invoicetreatment · travel time · mileage · MDT · room hire · equipment · report writing — the total builds itselfout → the funder paysAssociate invoicethe therapist builds and submits it from their own portal — you review and approvein ← you pay the therapistBoth reconcile against the same sessions — your margin is visible on every cycleCost estimates let you quote a whole block of treatment up front.E2ENote05 / 11
06 · ACCESSThree doors, one systemADMINyou & your ops teamCAN SEEThe full funnel & every patientAll finances, invoicing, reportsSettings & team managementEverything the other two roles seeTHERAPISTAssociate PortalCAN SEEOnly their own assigned casesLog sessions, notes, communicationsBuild & submit their invoicesDOESN’T SEE–Other therapists’ caseloads–Practice financesCASE MANAGERCM PortalCAN SEERead-only view of their clientsProgress, sessions, documentsDOESN’T SEE–Clinical internals–Anything financialEveryone works in the same records — you are never chasing paperwork by email.E2ENote06 / 11
07 · AI, BUILT INAn assistant that knows your practicePractice Assistant“Which funding cycles are running low?”Yvonne Castellano’s cycle is at 85% —£335 of £2,235 remaining.Plain-English questionsAnswers from your live dataRead-only — it never changes anythingNote rephrasept seen today, dizzy on L head turn,did epley x2, review 1/52↓ Tidy up · Make formal · ShortenThe patient was seen today with dizziness onleft head rotation. Epley performed twice.Review in one week.Every clinical fact preservedOne-click revert to the originalWorks on any note fieldOpt-in — you choose which practices and which features have AI switched on.E2ENote07 / 11
08 · OVERSIGHTKnow where the practice standsREPORTSFunding balanceEvery patient and every cycle in one view — spot the ones about to run dry.Financial summaryBilled, paid and outstanding across the whole practice, by period.Patient journeyA timeline for each case — enquiry, go-ahead, sessions, invoices, discharge.AUDIT TRAILSamira edited case note #3314:22Georgios submitted an invoice09:10Funding cycle approved · Y. CastellanoyesterdayNadia signed off 3 session notesyesterdayDocument flagged for revisionMonEvery change, every user, timestamped.For a clinical system, a complete history isn’t optional.E2ENote08 / 11
09 · THE PLATFORMYours, isolated, and it grows with you1Your own subdomainyourpractice.e2enote.com — your brand on thelogin page and your patients’ front door.2Your own databaseCompletely separate from every other practiceon the platform. No shared tables, ever.3Plan-based featuresStart with the essentials and switch onmodules as the practice grows.4Mobile appTherapists record sessions, notes and travelfrom the field — it syncs when they’re back online.Built-in help on every page — your team ramps up in days, not weeks.E2ENote09 / 11
10 · IN THE FIELDYour therapists work from their phoneLog a session, dictate the note, submit the invoice — no laptop needed.Today · Tue 9 Sep3 patients09:30 · Yvonne Castellano23 Elm Terrace11:00 · Callum FrazierBridge Clinic, rm 214:00 · Henry Oseihome visit · IP6Session noteRosalind PikeRecording 0:41SOAP draft readySless rotational vertigo on wakingODix-Hallpike L positive, ~8sAimproving, unilateral hypofunctionPcontinue Brandt-Daroff, review 1/52Review & saveMarch invoiceDraft · not submittedTreatment × 8£600.00Travel time£45.00Mileage · 96 mi£43.20MDT meeting£56.25Total£744.45Submit for approvalTheir schedule, patients and directionsSpeak the note — get a SOAP draft backBuild and submit the monthly invoiceE2ENote10 / 11
RECAPFrom first enquiry to final payment —one systemEnquiryReferralPatientInvoicedPaidYour clinicians, your funders’ case managers, and your finances — in one placeClinical governance and a full audit trail, by defaultAI that saves your team time — under your controlWhere is the biggest headache in your process today?E2ENote11 / 11
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