How to track session-based treatments and packages: sessions and payment plans
Published 23 October 2026Reviewed 23 October 20265 min read
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What can go wrong with a course of sessions?
Problems with session packages come up in the same place: the patient does not know how many sessions are left, the clinic's record disagrees with the patient's, there is an argument over an expired session, or the patient stops mid-course and asks for a refund. Most of this is prevented by a written package definition at the start and a tidy session record.
The price of a package and the quote to a patient are personal; announcing them as a campaign or discount is banned domestically (the 12 November 2025 regulation, Article 5). Ask your lawyer whether your contract terms comply with consumer law: Article 5 of Law 6502 makes void any term that was not negotiated and creates an imbalance against the consumer.
What should the package contract say?
A suggestion; review the text with your lawyer.
- Number and length of sessions
- Why it mattersIt is clear what the patient is buying
- Example6 sessions of 30 minutes
- Interval and validity
- Why it mattersUntil when the right can be used
- ExampleWeekly, within 4 months
- Price and payment plan
- Why it mattersWhat is paid and when
- ExampleTotal, deposit, instalment dates
- Non-attendance and rescheduling
- Why it mattersWhether a session is lost
- ExampleA session counts as used without 24 hours' notice
- Stopping early and refunds
- Why it mattersThe value of remaining sessions
- ExampleUsed sessions at list price, the rest refunded
- Change of practitioner
- Why it mattersWhat the patient can expect
- ExampleAnother specialist of the same standing
- Records and data
- Why it mattersPrivacy notice and consent
- ExampleA link to the personal data notice
How do you track the sessions?
Prepare the treatment plan
On the case's Treatment plan tab add items: the service, areas, number of sessions, interval and a per-session or package price. Offering the same package with the same items to every patient reduces confusion.
Send the plan to the patient
The plan goes out as a secure link and the patient accepts it on the portal (or you record acceptance in person at the clinic); its validity, notes and a PDF stay with the plan. You can set up the payment plan from there too.
Book the sessions at their interval
In the accepted plan book sessions one by one or as a series at the course's interval; book again for a missed session.
Record each session
Completing the appointment marks the session done; no-show, cancel and reset are done on the session. The sessions left show in the plan on their own; in Settings → Treatment plans you choose whether a missed session counts as used.
Do not mix payment with sessions
The payment plan is a separate calendar; a session done does not mean money collected.
Remind before the validity runs out
You set how many days before the package ends a reminder goes out; a patient with sessions left gets one e-mail at 09:00. A package handed on, refunded or expired is recorded on the plan; no money moves through Klinikbook.
Close at the end
After the last session let the post-visit survey go out, give the follow-up check and close the plan.
How do you do it in Klinikbook?
What Klinikbook gives you: quote packages, payment plans, appointments, reminders and follow-up. It never holds the money and keeps no medical records.
A quote package
Save the session package you sell often as a reusable package per currency; send it to the patient in a quote with its items and total.
Payment plan
When the patient accepts the quote the deposit and instalment due dates are created; the patient uploads a receipt and you approve it. Reminder e-mails go as a due date nears and when it passes.
Session appointments
Each session is an appointment, marked arrived or no-show; the no-show count shows on the contact. The e-mail reminder goes before the appointment.
Automation
With the “appointment completed” trigger you can create a task for the case owner or send the patient a template message.
Aftercare
When the sessions end, an aftercare plan reminds the patient of the check.
Frequently asked questions
Does an expired session burn?
That is a matter for your contract and consumer law. Write the period and its consequence plainly in the contract and have your lawyer check it; terms that were not negotiated and are unbalanced against the consumer may be void (Law 6502, Article 5).
What is refunded if the patient stops mid-course?
As the contract provides. Usually the sessions done are charged and the rest refunded; write the detail and the calculation at the start and confirm them with your lawyer.
May I publish the package price on my website?
Prices, discounts and campaigns are banned in domestic promotion (the 12 November 2025 regulation, Article 5). Offer the package in a personal quote.
Does Klinikbook count the sessions left?
Yes. Each session of an accepted treatment plan is followed; completing the appointment marks it done and the sessions left are read from the plan. Payment is followed as a separate plan.
Can I take payment through Klinikbook?
No. Money does not pass through Klinikbook; the patient pays the clinic (transfer, card or cash) and you approve the receipt.
Sources
- Law No. 6502 on Consumer Protection, Article 5: unfair terms (Turkish text) — Mevzuat Bilgi Sistemi
- Regulation on Promotion and Information Activities in Health Services, Article 5 (Turkish) — Official Gazette, 12 November 2025, no. 33075
Follow the package, the payment and the session together
Quote packages, payment plans and appointments in the same patient's record.
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