Care Pathways allow you to book multiple appointments for a client in one go — across different practitioners, on different days, or throughout a single day. This is particularly useful for structured programs, intensive day programs, or any care plan that involves coordinated appointments across your team.
When you publish a Care Pathway, your client receives a single consolidated email with all of their appointment details, and each practitioner is notified of their bookings too.
Where to Find Care Pathways
Care Pathways sit under the Care Coordination icon in the left-hand navigation (previously called Groups). Click the icon and expand the sidebar to see two sections:
Groups — your existing groups, unchanged
Care Pathways — where you create and manage pathways
Within Care Pathways, you will see two tabs:
Active — pathways currently in progress (including drafts and published plans)
Completed — pathways that have been closed
You can filter pathways by staff lead or by client to quickly find what you need.
Creating a Care Pathway
Step 1: Set up the pathway
Click Create New Pathway and fill in the details:
Client — select the client the pathway is for
Pathway Lead — the practitioner responsible for coordinating the care plan
Team — add any additional practitioners who will be involved in delivering care
If you have a Care Pathway template set up (see below), you can select it here to pre-load your appointment types.
Click Start Building Plan to move to the scheduling view.
Step 2: Add appointment types
Use the dropdown on the right-hand side to select the appointment types you want to include. You can also use the search bar to find specific appointment types quickly.
If you need multiple sessions of the same type (for example, two individual therapy sessions), add the appointment type more than once.
Step 3: Schedule the appointments
The scheduling view shows a daily calendar for each practitioner in the team. You will see:
White space — the practitioner is available during these times (within their working schedule)
Grey areas — outside the practitioner's working schedule
Existing events — other appointments or calendar items already booked
Drag each appointment type from the right-hand panel onto the appropriate practitioner's calendar at your preferred time. As you place each appointment, it is removed from the list so you can track what is left to schedule.
Step 4: Adjust appointment details (optional)
Once an appointment is placed on the calendar, click on it to make changes:
Room — select or change the room from available options
Modality — change between face-to-face, telehealth, or other delivery modes (where the appointment type supports multiple modalities)
Saving as Draft vs Publishing
Once your appointments are scheduled, you have two options:
Save as Draft
Holds the appointment slots in each practitioner's calendar so they cannot be overwritten by other bookings
The client and practitioners are not notified yet
The pathway appears under the Active tab with a draft status
You can return to edit the plan at any time before publishing
Publish
Confirms all appointments and sends notifications
The client receives a single consolidated email with an overview of all their appointments — dates, times, practitioners, and relevant details
Practitioners are notified of their bookings
You can publish directly when creating the pathway, or save as a draft first and publish later by opening the pathway and clicking Publish.
Closing a Pathway
When a pathway is no longer needed or care is complete, you can close it. Closing a pathway removes the associated appointments from practitioner calendars (if they haven't already taken place). Closed pathways move to the Completed tab for your records.
You can also delete a pathway if it was created in error.
Setting Up Care Pathway Templates
If you run the same type of program or care plan regularly, you can create a template so you don't have to add each appointment type manually every time.
To create a template:
Go to Forms in the left-hand navigation
Click Create New Template and select Care Pathway
Fill in the template details:
Name — give the template a clear name (e.g. "Day Program", "Intensive Outpatient")
Description — optional, but helpful for your team
Codes — add any relevant codes if applicable
Under the appointments section, click Add Item to add your appointment types. You can reorder them by dragging
Click Save and Publish
To use a template:
When creating a new Care Pathway, select your template during setup. All the appointment types from the template will be pre-loaded in the right-hand panel, ready for you to drag onto the calendar.
Appointment Types and Care Pathways
The appointment types available in Care Pathways are managed through your Calendar Settings > Appointment Types. If you need a new appointment type to appear in the Care Pathways builder, set it up in your appointment types first.
Good to Know
Draft pathways hold appointment slots in practitioner calendars — other bookings cannot overwrite those times until the pathway is closed or deleted
You can run multiple active pathways for different clients at the same time
Publishing sends one consolidated notification to the client rather than individual emails for each appointment
Care Pathways need to be enabled for your account. Get in touch with us at [email protected] if you would like to start using them