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Figments

User Guide

For clinicians and practice staff. Last updated April 2026.

1. Signing Up and Creating Your Practice

Step 1: Create Your Account

  1. Go to figments.com.au and click Get Started.
  2. Enter your name, email address, and choose a strong password.
  3. Click Create Account.

Step 2: Set Up Two-Factor Authentication

Figments requires two-factor authentication (2FA) for all clinician accounts. This is mandatory and cannot be skipped.

  1. Open your authenticator app (Google Authenticator, Authy, or similar) on your phone.
  2. Scan the QR code displayed on screen.
  3. Enter the 6-digit code from the app to confirm.

Step 3: Create Your Practice

  1. Enter your practice name and ABN. Your ABN will appear on all invoices.
  2. Add your phone number and email address.
  3. Select your timezone (e.g., Australia/Sydney, Australia/Melbourne, Australia/Perth).
  4. Click Create Practice.

You are now the Practice Owner. You will land on your dashboard, which shows today's appointments, outstanding invoices, and recent activity.

2. Adding Clients

Creating a Client Record

  1. Click Clients in the left navigation.
  2. Click New Client in the top right corner.
  3. Fill in the required fields:
    • Full name and date of birth (required)
    • Pronouns (optional)
    • Phone number and email address
    • Primary diagnosis (e.g., phonological disorder, language delay, stuttering)
    • Referral source (e.g., GP, self-referral, school)
  4. Select the funding type: NDIS, Medicare, DVA, or Private. For NDIS clients, enter the NDIS number in the field that appears.
  5. Click Save Client.

Linking a Guardian

For paediatric clients, link a parent or carer so they can access the guardian portal.

  1. Open the client's profile.
  2. Click the Guardians tab, then Link Guardian.
  3. Enter the guardian's name and email address. If they already have a Figments guardian account, search by email.
  4. Confirm the consent types: general treatment, telehealth (if applicable), Voice AI.
  5. Click Link Guardian. The guardian receives an email invitation.

One guardian can be linked to multiple children, and one child can have multiple guardians.

Managing Client Records

  • Edit details: Open the client profile, click the pencil icon, update fields, and save.
  • Upload files: Go to the Files tab, click Upload File, and select a document (PDF, Word, or image).
  • Mark inactive: Open the Actions menu (three dots) and select Mark as Inactive. The record is preserved but hidden from the default client list. Use the Status: Inactive filter to find it.
  • Search and filter: Use the search bar on the Clients page. Filter by assigned clinician or active/inactive status.

3. Scheduling Appointments

Creating an Appointment

  1. Click Calendar in the navigation.
  2. Click on an empty time slot, or click New Appointment.
  3. Fill in the details:
    • Client — search by name
    • Date and time
    • Duration (30, 45, or 60 minutes)
    • Appointment type (Initial Assessment, Therapy Session, Review, etc.)
    • Location (clinic, telehealth, home visit)
    • Assigned clinician — defaults to you
  4. Click Save Appointment.

Setting Up Recurring Appointments

  1. When creating or editing an appointment, toggle Make this recurring.
  2. Choose the frequency: Weekly, Fortnightly, or Monthly.
  3. Set an end condition: a specific end date, or a number of sessions (e.g., 10).
  4. Click Save. All occurrences appear on the calendar.

To modify a single occurrence, click it and choose Edit this appointment only.

Managing Appointment Status

Click on any appointment to update its status:

  • Confirmed — client has confirmed attendance
  • Completed — session delivered. A Session record is created automatically, ready for note-taking.
  • Cancelled — client gave adequate notice
  • Late Cancel — client cancelled within your cancellation window
  • Failure to Attend — client did not attend

Using the Waitlist

  1. Click Calendar, then Waitlist in the toolbar.
  2. Click Add to Waitlist.
  3. Select the client, preferred clinician, and add any notes about availability.
  4. When a slot opens, check the waitlist and contact the client.

4. Writing Session Notes

Writing a SOAP Note

  1. After marking an appointment as Completed, open the client's profile and click Notes, or click Write Note on the completed appointment.
  2. Click New Note and select the format: SOAP or DAP.
  3. Complete each section:
    • Subjective: What the client or guardian reported.
    • Objective: Observed data — trial accuracy, cue levels, tasks completed.
    • Assessment: Your clinical interpretation and progress.
    • Plan: Next steps, goals to target, strategies.
  4. For speech pathology practices, expand the collapsible SLP Clinical Data section to fill in:
    • Disorder area (Articulation, Language, Fluency, Voice, AAC)
    • Trial accuracy %
    • Cue level (Independent, Verbal prompt, Visual cue, Full model)
    • Stimulability

    These fields are only visible for SLP practices and are hidden for other disciplines.

  5. Click Save Draft.

Using Note Templates

  1. When creating a new note, click Use Template.
  2. Browse available templates and click one to apply.
  3. Edit the pre-filled fields for the specific session.
  4. Save as normal.

Practice Owners and Admins manage templates from the Templates group in the left navigation sidebar.

Viewing Previous Notes

When writing a new session note, the note editor displays the previous session's plan as read-only context at the top. You can also expand the Previous Notes panel to browse the full history of notes for that client.

Carrying Forward from a Previous Note

  1. When creating a new note, click Carry Forward from Previous Session.
  2. The note pre-fills with data from the most recent session note for that client.
  3. Edit the content to reflect the current session.

Locking and Signing Notes

  1. Review the completed note carefully.
  2. Click Lock and Sign Note.
  3. Confirm your identity if prompted.
  4. The note is now immutable, with a “Signed” badge showing your name and timestamp.

To amend a locked note:

  1. Open the locked note and click Create Amendment.
  2. Make your changes in the new version.
  3. Lock and sign the amendment. All versions are preserved.

Using Voice AI

Prerequisites: The client must have an active Voice AI consent record on file.

  1. Open the client profile or session and click Start Voice AI Recording.
  2. Allow microphone access when prompted.
  3. Click Record and conduct the session normally.
  4. Click Stop Recording, then Upload Recording.
  5. Processing takes a few minutes. You will be notified when the draft is ready.
  6. Open the session note marked AI Generated — Awaiting Review.
  7. Review the pre-filled SOAP note and extracted data (goals, accuracy, cue levels).
  8. Click View Transcript to cross-reference the raw transcript.
  9. Edit the draft as needed — you are responsible for clinical accuracy.
  10. Lock and sign the note when satisfied.

5. Tracking Goals

Creating a SMART Goal

  1. Open the client's profile and click the Goals tab.
  2. Click Add Goal.
  3. Fill in:
    • Goal text (e.g., “Will produce /r/ in word-initial position with 80% accuracy across three consecutive sessions.”)
    • Target date
    • Baseline accuracy (e.g., 20%)
    • Target accuracy (e.g., 80%)
  4. Click Save Goal.

Recording Progress

When writing a session note, active goals appear in the note editor.

  1. Tick each goal addressed in the session.
  2. Enter the accuracy % this session (e.g., 65%).

Goal progress is visualised as a trend chart on the client's Goals tab, showing accuracy across sessions.

Managing Goal Status

  • Achieved: When the client meets the target, update the goal status to Achieved.
  • Discontinued: If a goal is no longer appropriate, mark it as Discontinued with a reason.

6. Creating Invoices

Creating an Invoice

  1. Click Invoices in the navigation, or go to the client's Invoices tab.
  2. Click New Invoice and select the client.
  3. Click Add Line Item:
    • Description — what the service was
    • Service code — search for the NDIS price guide code or Medicare item number
    • Quantity and unit price
    • GST — calculated automatically at 10%. NDIS services are set to GST-free automatically.
  4. Add as many line items as needed.
  5. Review the total, GST amount, and grand total.
  6. Click Save as Draft or Save and Send to email immediately.

Recording a Payment

  1. Open the invoice.
  2. Click Record Payment.
  3. Enter the amount, payment date, and method (bank transfer, card, cash, NDIS).
  4. Click Save Payment. The invoice status updates to Paid when the balance is zero.

Sending and Downloading Invoices

  • Send by email: Open the invoice, click Send Invoice, confirm the recipient, and click Send. The PDF is attached to the email.
  • Download PDF: Open any invoice and click Download PDF. The PDF includes your practice name, ABN, GST breakdown, and invoice number.

Overdue Invoices

Figments sends automated overdue invoice reminders on a schedule you configure. Overdue invoices are flagged automatically when they pass their due date.

7. NDIS Service Agreements & Budget Tracking

Creating a Service Agreement

  1. Open the client's profile and click the Agreements tab.
  2. Click New Agreement.
  3. Enter the plan details: NDIS plan start and end dates, NDIS number, and plan manager (if applicable).
  4. Add support lines with category, hours, rate, and total budget for each support area.
  5. Click Save Agreement.

Alternatively, upload the NDIS plan letter (PDF or image) and AI will extract the funding allocations automatically. Review and adjust the extracted data before saving.

Budget Tracking

As invoices are created for the client, the total is automatically deducted from the agreement budget when the “Deduct from NDIS balance” checkbox is ticked (on by default).

A traffic light indicator shows budget health at a glance:

  • Green (0–69% used) — healthy funding
  • Amber (70–89%) — funding running low
  • Red (90%+) — nearly exhausted or overspent

Traffic lights appear on the client's profile, the agreements list, and the dashboard. Visible to Owners, Admins, and Clinicians.

Generating a Service Agreement PDF

Open any agreement and click Download PDF. The PDF includes your practice details, participant information, support and budget table, terms and conditions, and signature blocks.

8. Using the Inbox

Sending a Message

  1. Click Inbox in the navigation.
  2. Click New Message or open an existing thread.
  3. Select the client or guardian.
  4. Choose the channel: SMS or Email.
  5. Type your message or click Use Template to insert a saved template.
  6. Click Send.

Viewing Conversations

All past messages are grouped into threads. Click any thread to see the full conversation in chronological order with timestamps, channel, and delivery status.

Internal Staff Messages

  1. Click New Message in the Inbox.
  2. Click the Internal tab.
  3. Select a team member.
  4. Type your message and send.

Internal messages are only visible to practice staff.

9. Managing Resources

Uploading a Resource

  1. Click Resources in the navigation.
  2. Click Upload Resource.
  3. Select a file (PDF, image, document) or paste a video link.
  4. Enter a title and select tags (disorder area, age group, skill area, activity type).
  5. Click Save.

Assigning Homework

  1. Find the resource in the library.
  2. Click the three-dot menu and select Assign to Client.
  3. Search for and select the client.
  4. Click Assign. The resource appears in the guardian portal under “Homework”.

Searching the Library

Use the search bar and tag filters on the Resources page to find resources by keyword, tag, or file type.

10. Templates

Templates have their own group in the left navigation sidebar, organised into four categories. Every new practice is pre-loaded with 37 starter templates — including letter templates, note templates (SOAP/DAP per discipline), intake forms, assessment templates, message templates, and follow-up templates. You can use them as-is, customise them, or create your own.

Forms

Go to Templates > Forms to build custom intake forms using the form builder with split layout and live preview. Design forms with text fields, dropdowns, checkboxes, and more. Send forms to clients via SMS, email, or both — from a client profile, the Inbox, or in bulk.

Letters

Go to Templates > Letters to create reusable clinical letter templates for progress reports, discharge summaries, and referral letters. The editor features a split layout with live preview and a variable panel for inserting dynamic placeholders like {clientFullName} and {clinicianFullName}.

Invoice

Go to Templates > Invoice to configure your invoice template settings, including default payment terms and notes.

Assessment Templates

Go to Templates > Assessment Templates to create structured assessment templates for initial evaluations and reviews.

Letterhead Settings

Go to Settings > Letterhead to configure the appearance of clinical letters. Toggle individual elements on or off: practice logo, practice details (name, ABN, phone, email, address), accent colour, and footer. The preview updates in real time.

11. Admin Settings

These settings are available to Practice Owners and Admins.

Team Management

  • Invite a member: Go to Settings > Team, click Invite Member, enter email and role (Admin, Clinician, Receptionist).
  • Change a role: Find the member in the team list and click the role badge to change it.
  • Deactivate a member: Click the three-dot menu next to their name and select Deactivate. They lose access immediately; all their records are preserved.

Practice Settings

Go to Settings > Practice to update:

  • Practice name, ABN, phone, email, timezone, location(s)
  • Upload your practice logo (appears on PDF invoices)

Reminder Configuration

Go to Settings > Reminders to:

  • Add reminder rules: channel (SMS, email, both), timing (hours/days before), and appointment types
  • Configure follow-up message templates per appointment type

Voice AI Settings

Voice AI is self-service — any clinician can use it once the client has an active consent record. Go to Settings > Voice AI to customise the consent template text shown to clinicians.

Audit Log

Go to Settings > Audit Log to view all actions taken in the practice. Filter by user, date range, or action type. The audit log is append-only and cannot be edited or deleted.

12. Billing and Subscription

Free Tier

The free tier supports 1 clinician and up to 10 active clients with all core features.

Upgrading Your Plan

Paid tiers: Clinician App (mobile-only for contract clinicians), Gold (solo clinician), Platinum (per clinician — practices). See the pricing page for current rates.

  1. Go to Settings > Billing.
  2. Click Upgrade Plan.
  3. Select your desired tier and complete checkout on the Stripe payment page.
  4. Your practice is upgraded immediately with no client cap.

Managing Your Subscription

  • View your current plan, seat count, and next billing date at Settings > Billing.
  • Click Billing History to download subscription invoices.
  • Click Manage Subscription to update your payment method or cancel.

Subscriptions are billed weekly with no minimum commitment. If your subscription lapses, the practice moves to read-only mode — all records remain accessible, nothing is deleted.

Getting Help

If you encounter an issue:

  1. Check that you are using a supported browser (Chrome, Firefox, Safari, or Edge).
  2. Try a hard refresh (Cmd+Shift+R on Mac, Ctrl+Shift+R on Windows).
  3. If the problem persists, contact support via the in-app help link or at the contact details on figments.com.au.
Figments — Clinical Practice Management · Australia · hello@figments.com.au