Totality for trainers

Services, notes and invoices

For trainers and practitioners who see clients by appointment: services with prices, intake forms, treatment notes, funding and invoices.

If you see clients by appointment, Totality has the tools allied health practitioners use: services with a length and price, your own intake forms, treatment notes, funding and referrals, and itemised invoices.

Switch them on#

Open Settings, then Allied health tools. Switch on what you use:

Funding and referrals: Medicare, DVA, Workcover, NDIS, Aged Care, private health or your own, with billing codes.
Services: your own appointment types, each with a length and a price.
Intake forms: your own questions, filled in before a first appointment.
Treatment notes: a note after each appointment, kept on the client.

Then tap Set up services and intake forms. Switching one off hides it. Nothing already saved is deleted.

At a gym or clinic, services, intake forms and treatment notes are set by the business. They show on your clients when the business has them switched on, and you use them the same way.

Services and intake forms#

Add a service with its NAME, LENGTH in minutes and PRICE ($), and pick the INTAKE FORM to fill in the first time a client books it. Write intake forms with Short answer, Long answer, Yes or no and Pick one questions. The steps are the same as for a clinic. See the owner guide's clinic page.

When you book a single appointment for a priced service that no credit covers, Totality asks Booked. Take payment?: Charge their saved card, Send a payment link, Write an invoice or Not now.

Treatment notes#

On a client's profile, tap Add note under Treatment notes. Fill in any of What the client told you, What you found, Your assessment and Plan, pick the date and service, and tap Save note. Clients can't see treatment notes.

Invoices#

Independent trainers have an Invoices tile on Home: write, send and track. At a gym, you invoice from the client's profile, and the invoice uses the gym's details.

On a client's profile, tap New invoice under Invoices. The first time, fill in Your invoice details: business name, ABN, address, email, phone, whether you're Registered for GST, and HOW TO PAY.
Under WHO IS IT FOR?, pick the client or a funder from their Funding & Referrals.
Add a line for each service: description, quantity, price, date of service, and if needed your provider number and an item code.
Tap Save invoice, then Email invoice.
When it's paid, tap how under MARK AS PAID. That only updates the invoice. It doesn't charge anyone.

Questions#

Can my clients see my treatment notes?

No. Only you, and at a gym or clinic the admin and practitioners assigned to that client.

Do invoices take the money?

No. Invoices are for billing and records. To take money, charge their saved card or send a payment link.