- Everything in ManaNotes starts from an appointment: choose a service, the patient, the injury (for ACC services), then create the treatment.
- An ACC service links the appointment to an injury and its ACC45 claim — which is what billing and submissions hang off.
- Skim the key terms below and the rest of the docs will read easily.
Kia ora, and welcome to ManaNotes. This is the home base for your clinic — patients, appointments, clinical notes and ACC billing all live in one place, so you can spend less time on admin and more time with people.
This page is the five-minute version: what ManaNotes is built around, and the words you’ll meet on almost every screen. Skim it once and the rest of these guides will feel familiar.
How ManaNotes is organised
Everything in ManaNotes starts from an appointment. Build one up and the rest of the product falls into place:
Every appointment begins with a service — what the visit is for. A service is a kind of billable item, so its price and codes are already set. You then choose the patient, and if it’s an ACC service, the specific injury it relates to (which links the appointment to that injury’s ACC45 claim). From there you create a treatment for the appointment, and treatments produce the billable items that become invoices.
Key terms
You don’t need to memorise these — they’re here whenever you want them. The ones in mono are ACC terms; we keep them exact, because ACC does too.
- ACC45
- The master ACC claim number for a patient injury. Created when a patient lodges a claim; every treatment and invoice for that injury links back to it.
- ACC32
- A request to ACC for additional treatment on an existing claim — raised when a patient needs more sessions than the claim currently allows.
- READ code
- The clinical diagnosis code attached to an injury, describing what you are treating.
- DOI
- Date of injury — when the accident happened. Drives ACC eligibility and claim timelines.
- Appointment
- A booked visit, and the starting point for everything. Each appointment has a service and a patient — and, for ACC services, an injury — and you create a treatment from it.
- Service
- A billable item you charge for and pick when building an appointment. The service decides what’s needed: an ACC service requires an injury and bills to ACC; a non-ACC service is billed directly to the patient.
- Injury
- A single condition you treat, tied to one ACC45 claim. For an ACC service, you pick the injury an appointment relates to.
- Treatment
- The care delivered at an appointment. Treatments generate the billable items that flow through to invoicing.
- Billable item
- Anything you charge for — a service or a product — held in your billing catalogue with its code, price and funding type. Delivering a service generates the charges that become invoices.
- Invoice schedule
- A batch of ACC invoices grouped together and submitted to ACC in one go. The schedule is what you track for acceptance, processing or errors.
- Provider / Vendor
- The ACC-side clinical provider and payee accounts your clinic bills under, distinct from your in-app practitioner login.
- Workflows
- Automated SMS and email messages — booking confirmations, reminders and recalls — that keep patients informed without manual effort.
- Mana Agent
- The built-in bilingual (English / 中文) AI assistant. It can look up patients, draft ACC forms, and book appointments from a chat panel inside ManaNotes.
Meet Mana Agent
Mana Agent is the AI assistant built into ManaNotes. Open it from the top bar and ask in plain language — English or 中文 — to look up a patient, draft an ACC form, or find the next free slot. It hands back tidy result cards you can act on without leaving the conversation.
Where to go next
Ready to set things up? These three guides get a brand-new clinic live: