8-25-2024 Recent Changes

We have introduced several new improvements to existing features based on requests to help make Doulado even more efficient for you business management! Please explore the new updates below, and test them out in your account. We are always striving to improve the Doulado platform, and increase the efficiency and ease of use for our users. Here are some of the recent updates and how they work:

#1 Field Detail Uniqueness

• Past Due Date Alert: If you accidentally enter a due date in the past for a current client, or are entering a due date after the delivery, it will now show you an alert to make sure that is correct information!

• Date Format Prompt: In order for the system to correctly recognize the due date, and delivery date, they need to be in MM/DD/YYYY format in order to populate the associated fields. When adding a date that is not in that format, it will prompt you upon saving to adjust the date accordingly.

#2 Preset Appointment Templates

• Preset Visit Types: You can now create templates for appointment types to include the name, duration and link any paperwork that needs to be completed with that visit type.

• Creating Continuity of Appointment Types: This feature allows you to use consistent appointment type titles whether a solo provider, or working in a team environment, as well as setting a default duration to remind everyone of standard appointment length.
• Linking Paperwork: If paperwork is needed during or after a certain type of appointment for documenting purposes, data collection or for insurance claims, you can now make sure the appropriate paperwork from your Doulado Template bank is connected to each type of visit!

• Linked Document Stages:

Overview of the "Present Appointment" feature

#3 Duplicating Events

• Duplicate/Repeat events: We have added the ability to repeat appointments or events within your calendar. You can create the first event, and then click on the event, and choose the duplicate icon on the top next to edit.

• Duplicate Similar Event: As long as the appointments you want to repeat will have the same basic info such as title, client, provider, timeframe and location, they can easily be duplicated for as long as needed! You may choose to repeat for 1-7 days of the week, then choose when the repeat should end, or how many exact events you would like to create.

• Duplicate Confirmation: Once you have chosen your settings for the amount of events to duplicate, you will see a confirmation screen to make sure the # of events and time frame are correct before the events are added to your calendar.

#4 Save Drafts

• Save Draft Status: When clients are completing forms or documents within Doulado, and need to come back at a later time to complete them, they can now save as a draft to return to. The status will remain "pending", and they can re-open that document or form to complete when they are ready.

What's Next!

Watch out for these exciting new features coming very soon:

• On Call Windows within Main Calendar: Ability to add your due date windows within the main calendar, and edit the due date windows for just yourself or everyone assigned to the client.
• Custom Installments: Ability to customize the installment breakdown on invoices for each client.

We appreciate you choosing Doulado to be your client management platform, and hope that these new updates will help you and your clients have a seamless experience!

8-11-2024 Recent Changes

👏 We've been working hard behind the scenes lately, and we're excited to introduce quite a few new updates! These upgrades are designed to enhance your workflow, improve your experience, and provide you with more organizational options! We consistently gear our updates based on user feedback, and we appreciate your support in Doulado and giving us the opportunity to continue to add features and updates! Here’s a rundown of our new updates, and how they work:

#1 Preventing Lost Work

• Auto-Lock Screen: To protect your work with any HIPPA Compliant plan, the screen will now lock after a 60 minute period of inactivity, requiring you to re-enter your password to continue. The countdown click will start at 55 minutes with a 5 minute timer, where you can cancel the logout if you are still working within Doulado.

• Lock-out Screen: If you do not press continue before the timer runs out, it will remain on a 0:00 screen showing you the reason you are being locked out.

• Locked Screen: If you click continue, then it will prompt you to re-enter your password to authenticate your account. It will bring you back to where you were within Doulado to prevent lost work.

• Save Prompt: If you try to close a document or form template without saving it, you’ll receive a prompt to save your changes, ensuring you never accidentally lose your work.

#2 Invoice Business Information

• Enhanced Invoice Details: You can now add more detailed information to your invoices, making it easier to create superbills for your clients. If you are within your personal clients tab, you can click on "view your profile", and then edit the business settings on the right hand side. If you are within a team, you can go to manage team, and edit business settings there.

Editing Personal business settings

Editing Team business settings

• Show on Invoice: When business name, address, phone number, NPI, and/or Tax ID are saved in your business settings, it will automatically show up on your invoices for clients to provide to insurance for reimbursement. You could also customize your services to include CPT or Diagnosis Codes associated with your services if you often have clients seeking insurance reimbursement.

#3 "Profile Info" Updates

• Automatic Due Date Suggestions: The system will now suggest switching to "Due Date" when you type related terms like EDD or Estimated Due Date into a custom form field within the "Profile Info" section of a client profile. Prior to this update, when you would use other related terms like "EDD" or "estimated due date", it wouldn't automatically calculate the gestational age and list the date in your main client list. There is now a prompt to correct to "Due Date" when you type in something related that, as it needs to be that format to properly calculate. The date should also always be MM/DD/YYY format.

• Dropdown for Custom Fields: If you create a new client without adding a label, your custom form fields will not show up in the profile info section. Once you do know their label, you can edit the quick stats to add that. Then edit the profile info section, and your custom form fields will now appear as dropdown options, allowing you to easily add the necessary fields that you may need to track for that client. This allows for continuity of fields within your client profiles!

#4 Folders!! 🎉

• Folder Organization: This addition has been highly requested, and we are so excited to bring your more options to organize your systems even more! Now you can organize all of your resources more efficiently with the ability to create folders within the resource bank!

• Client Profile Files: You can also add folders to existing client profiles to organize client files, and make it easier to find things! You can organize the existing documents within their "Files" section, as well as share entire folders with them.

#5 Client Profiles & Experience

• Client Invoice Approval: If you're not connected to Stripe, and send a client an invoice, clients can now "approve invoices" you send so they acknowledge the amount due. They receive an email notification about the new invoice, can click to view the invoice, and then approve the amount!

• Backdating Fixed: We've fixed the issue where you couldn't add a past date when manually adding a new client, ensuring the ability to add an accurate due date or delivery date if it was in the past!
• Support for Canadian Addresses: You can now add Canadian 6-digit postal codes to your client profiles and forms.

#6 Team Management

• Pause Team Members: You can now pause team members, ensuring they only occupy a seat on your team if they are active users.

• Complete Client Transfers: When you transfer a client to another team or move them to your personal clients tab, all associated information, including calendar events, will transfer with them, if you choose.

• Duplicate Resources Across Teams: You can now duplicate resources to another team page, making it easier to share materials across teams. Documents and forms could already by duplicated to another team you own, but now resources also have that option!

#7 Lead Form Updates! 🤗

• Rename or Remove Titles: Customize the lead form title or remove it entirely when embedding it into your site, allowing you to tailor the form to your business needs. The "Title (for clients)" will be added to the top of your lead form, and replace "New Client Form"! If you leave the title blank, it will default to new client form when using the direct link. If you embed the form with no title, it will remain blank at the top allowing you to customize your website directly above the form.

• Automatic Contact Profile Creation: When a new client fills out a lead form, you can choose to automatically map the client contact to create a client contact profile.

#8 Interface Improvements

• More Visible Archive Button: The archive button is now more visible with a darker shade of blue rather than light gray, making it easier to find to view archived clients. You can find the "archive" at the bottom right of your client list!

• Document Spellcheck: We've added a spellcheck feature within documents to help you avoid typos and ensure professional communication. That familiar red squiggly line will now underline misspelled words when editing documents and forms!

• Upload Multiple Files: Save time by uploading multiple files at once to a client profile. When uploading multiple files, you can edit the names and organize them into folders after they have been uploaded. They will automatically save as (2), (3), etc. when uploaded together.

• Brand Your Forms: You now have the option to add your logo and business information at the top of forms for a professional and personalized touch. When creating or editing a form, you can check a box to include your logo and/or your business information at the top of the form!

• Accurate Visit Log Entries: When adding a visit in the visit log, the description now correctly saves to the description field, instead of transferring to the "note". This will ensure the client can view the description in their appointment log.

#9 Role Labeling for Assigned Doulas

• Doula Role Differentiation: Easily label roles such as backup doula, primary doula, etc., for better team organization. When you share a client profile with another doula, you can assign a permission level as well as the "role" with a dropdown menu of doula, primary, and backup.

#10 Client Portal Creation

• Account Setup Guidance: Clear instructions are now provided to ensure clients sign up correctly using their portal invite link, rather than mistakenly creating a "doula" account. If they go to create an account directly on app.doualdo.co, they will be prompted to use their portal invite link to create account to be linked to their doula!

• Easily Resend Invites: You can now re-send the client portal invite directly from their client profile, making it easier to ensure clients have access to their account. When you click into a client profile, click "view profile" next to their name, and then you will see the "re-send" button on the right side where you originally sent the invite!

Thank you for your patience with this round of updates, and we plan to continue to offer more updates in the near future! We’re committed to improving your experience with every update, and appreciate your feedback. These new features are designed to make your work smoother, more organized, and more personalized. We hope you enjoy these enhancements and find them helpful in your daily tasks!

What's Next:

• More Calendar Features: Ability for clients to schedule their own appointments within your availability, duplicating events, preset appointment types with required paperwork for each type, and more notification options!
• On Call Windows within Main Calendar: Ability to add your due date windows within the main calendar, and edit the due date windows for just yourself or everyone assigned to the client.
• Custom Installments: Ability to customize the installment breakdown on invoices for each client.

5-14-2024 Recent Changes

We're thrilled to announce several new features and enhancements to our platform, released this past weekend. These updates are designed to streamline your workflow and enhance collaboration with your team members and fellow doulas! Here's a breakdown of what's new:

#1 File Visibility

• Editable Visibility: You can now easily adjust the visibility settings of your files to control who can access them, giving team owners more control of your data when sharing with multiple providers. This can be done from inside a client profile, on their files tab once paperwork has been completed.

• Enhanced Client File Management: Team owners now have the ability to choose whether files are shared or unshared to the client portal, and whether files are shared with "sender and team owners only". If that box is unchecked, then any provider assigned to that client is able to view the files.

#2 Client Notes & Messages

• Note Downloads: The downloaded client note PDF will now display the precise date and time that is entered by the doula, providing accurate input information. Previously when downloading a note, it was showing the date/time the note was actually added, but this update allows for the date you chose to show on the download.

• Clickable URLs in Messages: Say goodbye to copying and pasting links! URLs in messages are now clickable, allowing for quick access to external resources and links. This makes it accessible to add video chat links, or other resources you want to easily share with a client!

#3 Enhanced Documents

• Submission: Clients are now required to scroll through an entire document before submitting, ensuring thorough review and reducing errors. This makes sure they are viewing the entire documents, and seeing any fields that need to be filled out!

• Disabled Back Button: To prevent accidental data loss, the back button on your browser is now disabled when you are editing or creating some within Doulado, safeguarding your work as you navigate through the platform.

#4 Appointment Log in Client Portal

• Client Appointment List: While the calendar remains doula facing for booking events and appointments, there is now a list conveniently displayed in the client portal, keeping them informed with meeting details and any changes.

• Notifications: They also still receive notifications (if you choose) via email for new events, and changes but they can now view the list of scheduled events when they log in to their portal!

#5 Lots of Invoice Updates!

• Installment Breakdown: Invoices now include a comprehensive payment schedule, providing transparency and clarity regarding upcoming payments and amounts paid.

• Date for Invoice Items: Invoice items can now be dated, helping you track transactions more accurately and efficiently. Adding a date is optional, but can be helpful to keep track of exact dates for meetings if needed!
• Negative Invoice Items for Discounts: Enjoy greater flexibility with negative invoice items, allowing for discounts and adjustments to be applied directly within your invoices. You can save a service with a negative dollar amount, or type it in as a service directly in the invoice (i.e -$100).
• Invoice Revisions: Invoices can now be revised if no payments have been made, allowing you to fix any mistakes or make changes if necessary. If the invoice is in sent mode with no payments made, you can click the revise button on the right to bring it back into draft mode to edit!
• Send Invoice to Client Contacts: Easily select additional contacts, such as spouses, partners or additional support persons, to send invoices to, streamlining your billing process and enhancing communication. If a contact is added to their profile, when sending an invoice you will have an option to send to client or send to their contact!

What's Next?

• Resource Organization: This will be especially helpful for providers with multiple service types. We are going to introduce a file folder system to organize your handouts in categories to make it easier to find what you are trying to share with clients!
• Team Messages: Being able to share message templates team wide so you can streamline messaging and be sure your communication tone spans across all of your team members!

We're committed to continually improving our platform to meet your needs and enhance your experience. We hope you enjoy these latest updates and look forward to bringing you more exciting features in the future! Thanks for being here with us.

4-15-2024 Recent Changes

🎉Exciting, exciting update!! 🗓️Doulado has officially launched our first phase of an integrated Calendar!!! This has been long awaited by our users, and we appreciate your patience as we grow this feature and really help streamline your business. Here are some of the highlights of our new features within Doulado:

#1 Integrated Calendar:

• Internal Booking: With this new calendar feature within Doulado, you can book appointments, meetings, and shifts internally. The calendar allows for a meeting name, attaching a client and provider, time, location, and description.
• Notifications: There are a couple of notification choices including ability to notify the client when the appointment is booked, send them a reminder 1 day prior to event, and also if there are any changes made to the appointment!
• Team Use: You can now assign every doula on your team an individual color! When booking appointments in the calendar, the client's name shows on the calendar booking, and the color of the event coordinates with the provider (Doula) it is linked to!

#2 On- Call Calendar

• View On-Call Windows: It is now much easier to view your personal on call-windows for current clients, as well as view the windows for multiple team members all in one location!
• Automatically Added: Every client with an "Due Date" added into their profile will show up on your on-call windows. The gray bubbles on the same line as your name is all of the timeframes, and how they overlap. If you open the tab, it will then show each one individually with an automatic time frame of 38-42 weeks according to their "Due Date".

• Customizable Time Frame: You can edit that 4 week window for individual clients if needed! Sometimes things come up in the pregnancy, and they are expected to deliver earlier. You can click on the 4 week bubble, and the change the start and/or end date to adjust to the new delivery window. Once the window is edited, it will have an orange outline around it to show that it has been changed from the standard "on-call window".

#3 Lead Form Payments!

• Payment Button: We have also added an option to add a payment button into a lead form to accept a registration fee, or have a client pay for a class directly when they first submit their information!

What's Next?

• More Calendar Features: Ability for clients to schedule their own appointments within your availability, linking to Google Calendar, more notification options, and more!
• Client Visit Log: A section in their client portal to view upcoming appointments, and message their provider if needed to make any adjustments.
• Invoice Updates: We are going to make it easy to add a discount, date for the service and have the ability to send the invoice to another contact on the profile, besides the client!

3-31-2024 Recent Changes

We have introduced several exciting updates to our platform recently!  These features have been requested by many users, and we are so excited for these!  We hope these help further organize your Doulado client list, and streamline your workflow. Here is a breakdown of some of the recent updates made:

#1 Multiple Client Labels!

• Multiple Labels Per Client: Managing clients just got more organized with the introduction of multiple client labels. This feature allows you to label clients with multiple service options, instead of limited to only listing one. This will make it easier to sort and manage your client’s journey, and keep track of people with multiple service types.

• Customize Label Names: Within the templates tab on top, there is a new option on the left-hand side called “Labels”. There are 3 categories of labels, which can all be customized to your needs.  You can move the labels to different categories, and add custom labels.

• Listed in Lead Forms: Both Maternal Health and Home Health labels will be listed as options on your lead forms.  Clients also have the ability to choose multiple service types on the lead forms when first registering to show interest in more than one service!
• Auto Configure Form Fields: Now instead of having to add new form fields of information you like to have handy each time you add a client, the form fields can now be customized to automatically populate within the info section of a client profile. You can add new form fields here that you would like to keep track of for each category, and when adding a new client, that information will be requested automatically.

#2 Customize “Outside Payments”

• Name Outside Payments: When noting an outside payment for a client on an invoice, now the screen has the option to name payment method when manually entered, enabling you to specify the payment method used, whether it's "Venmo," "Cash," or any other preferred name. 

• Transparency: This enhances clarity and transparency in your financial transactions, and helps you keep track of outside payment locations.

#3 Payment Notification Control

• Notification: When making an outside payment, you now have the option to decide whether or not to notify the recipient. 
• Choose To Send: By default, notifications are enabled, ensuring seamless communication, but the choice is yours if you don't feel they need to be notified via email when you make that notation. The outside payment will still show up as paid on the invoice, but you can choose not to send a notification to the client if it is not necessary. 

#4 Private Notes on Clients

• Mark as Private: We've introduced the ability to mark notes on a client as private. These private notes are visible only to the author and designated client owner(s), ensuring confidentiality and discretion in your client management process.
• Team Use: When creating a new note, you can choose if it is “visible to all providers” within the team, or “only visible to you and team owners”.  If you have contributors on your team that can see all clients, even if they are not assigned to them, this note would not be visible to the

#5 Calendar: Phase 1

• Internal Booking: With this new calendar feature within Doulado, you can book appointments, meetings, and shifts internally. The calendar allows for a meeting name, attaching a client and provider, time, location, and description.
• Notifications: There are a couple of notification choices including ability to notify the client when the appointment is booked, send them a reminder 1 day prior to event, and also if there are any changes made to the appointment!

• Linked to Visits tab: Anything created as a new events, also transfers to the visits tab so that you can easily track hours and details in that list as well. The appointment can be edited in the visits tab, as well is directly in the calendar.

• Team Use: You can now assign every doula on your team an individual color! When booking appointments in the calendar, the client's name shows on the calendar booking, and the color of the event coordinates with the provider (Doula) it is linked to!

#6 On Call Viewing

• View On-Call Windows: It is now much easier to view your personal on call-windows for current clients, as well as view the windows for multiple team members all in one location!

• Automatically Added: Every client with an "Due Date" added into their profile will show up on your on-call windows. The gray bubbles on the same line as your name is all of the timeframes, and how they overlap. If you open the tab, it will then show each one individually with an automatic time frame of 38-42 weeks according to their "Due Date".
• Customizable Time Frame: You can edit that 4 week window for individual clients if needed! You can click on the 4 week bubble, and the change the start or end date. Once the window is ended, it will have an orange outline around it to show that it has been changed from the standard "on-call window".

#7 Pay Button on Lead Forms

• Accept Payment in Lead Forms: We have added an option to add a payment button into a lead form to accept a registration fee, or have a client pay for a class directly when they submit their information.

• 

  Connected to Stripe: You do need to have your Doulado account linked to Stripe to be able to accept those payments through the lead form.

• Customizable: You can name the type of fee, and customize the amount. There is also a checkbox added so that the client would have to check the box to show they agree to pay the $x amount before submitting their information.

• Completed: Once they submit their form, they will be added to your client list as a "Lead", and an invoice will be created, and marked as paid for that amount so you can track that in payments!

What's Next?

We have several items at the top of our roadmap. Here's a sneak peek at what we will be working on next:

• More Calendar Features: Ability for clients to schedule their own appointments within your availability, linking to Google Calendar, more notification options, and more!
• Invoice Updates: We are working on being able to show the installment breakdowns with payment due dates so you know when each payment is due. We are also adding the ability to add a discount, or add sales tax to the invoice for your business needs!
• Workflows/Automations: This is our next big feature rollout, and we know how important it is to our users! It may be done in phases as we figure out the best route, but you will have the ability to set up custom triggers to automate your workflow and send things automatically to your clients!

We are so excited to introduce these important updates, and we hope these make Doulado even better for you! Thank you for choosing to be a part of our community! We remain committed to continuously enhancing features to meet your evolving needs.

2-16-2024 Recent Changes

We're thrilled to announce some exciting updates, including a time tracking feature to log visits with clients! As always, your feedback has been invaluable, and we've worked hard to enhance your user experience to help meet your business needs. We hope you enjoy these enhancements!

#1 Log Client Visits with Time Tracking!

• Track and time visits with clients: With this feature, you can effortlessly track visits with timing and notes within the billing section, and on each individual client's page.
• Multiple options in visit log: You can view who entered, or modified a visit and when, as well as edit the note, delete or archive the visit!

• Use Integrated Timer: You can start the timer during the meeting to make tracking even more efficient, or manually add the time after the meeting.

#2 Managing messages just got easier! 

• Multiple messages between clients: You can now create multiple message threads with the same client. For each message, you can add multiple users to communicate with backup doulas and/or partners, while also simultaneously keeping a private message between clients seamlessly. 

#3 Added Client DOB for easier viewing

• DOB Displayed in Client List: Some users had requested to be able to view the client's DOB easily through the client list, so it is now conveniently shown in both the client list and the individual client view, providing you with quick access to important information.

#4 Ability to Add Attachments to Claims

• Attach files or documents to a claim: This feature allows users to include additional files or documents along with a claim submission. This could be any supplementary information, documentation, or supporting evidence related to the claim being made.
• Capability to transmit these claim attachments directly to the payer: This is particularly useful when additional documentation needs to be provided to the entity responsible for processing or approving the claim. It streamlines communication and ensures that all necessary information is readily available to the relevant parties which should help expedite the claims process.

#5 Duplicating Templates

• Helpful for Team or Agency Owners: You can now copy a form or document from one team to another, or to your personal clients side.  You can then edit the document as you wish to customize for individual businesses!

We can't wait to hear what you think! Your feedback continues to be our secret sauce, so keep those thoughts coming. Together, let's make Doulado your go-to work wonderland!

1-20-2024 - Recent Changes

What a year at Doulado! We’re so grateful to be building this software with you on our side.  We continue to make improvements and add more features as we receive feedback on what would help you work best. We're excited to announce a series of new updates and features that have recently launched to keep improving Doulado! These new changes are designed to enhance functionality, streamline processes, and provide you with more control and convenience. Here's a comprehensive list of the recent changes:

#1 Multiple lead forms

• Multiple lead forms: Doulas and teams can now have multiple lead forms for different kinds of clients! The service options can be can customized for each one, which is perfect for those with multi-faceted business offerings!

Here's an example of setting up a lead form directly for Birth or Postpartum Doula services only:

#2 Messaging enhancements

• Multiple Recipients: Messages can now have multiple recipients, enabling efficient group messaging for better communication between clients with multiple doulas.  Team owners can also message multiple recipients to communicate efficiently with their doulas!

How to use it

• Edit and Delete Messages: You asked, and we listened! Messages can now be edited and deleted, giving you more control over your communication. Simply click the edit or delete button inside the specific message to edit directly!

#3 Set your notification preferences

• Notification Preferences: Doulas can now customize their notification preferences. Simply navigate to the user menu in the upper right corner to access this feature. Tailor your notifications to suit your needs and stay informed the way you want.

#4 Payments & claim support

• Help Video for Doulas: For doulas applying for payment processing, we've added a helpful video on the start screen to guide you through the process of connecting your stripe account to begin accepting payments from clients right through Doulado!

• Claim Payment Status: We've introduced a new column to track the status of claim payments when Electronic Remittance Advice (ERA) is not used. Choose from options like "None," "Received," and "Done" to easily manage your claims.

#5 Form improvements

• Enhanced Drag & Drop: Form fields now offer better drag & drop options, including the ability to add section headers. Fields can also be placed on the same row, providing more flexibility in form creation.

Above in blue is a section header shown dividing two sections on a customized form.

Fields added to a form can now be on the same line to create more space, and be more customizable!

#6 Smoother writing experience

• Grammarly Issues Resolved: We’ve heard from some doulas that when they have the Grammarly plug-in installed in their browser, it was creating some typing issues within Doulado.  Those have been resolved to ensure a smoother writing experience.

#7 New birth term label

• Added "Pre-Term": We've added a new birth term named "Pre-Term" for babies born before 37 weeks. Keep an eye out for these client delivery dates, highlighted in red in the client list. 

Above, the red highlighted box shows the “Pre-term” label, and how it appears in the client list. You will also see the new term shown in the “Birth Info” section inside the client profile, shown below.

#8 Team role permissions updates

• Exporting: Only team owners will have the ability to export the client list, enhancing data security and management.
• Restricted Access: On a team account with the claims feature, non-owners of a team will no longer be able to see the claims page, providing enhanced security and privacy.

#9 Impact Plan reporting

• Embedded reporting: For our impact plan users, we can now help embed reports directly in Doulado for you! Custom reporting can be created by our developer, and now the reports can be added to show up right on your Doulado Impact Plan home screen for easy access and business planning.

What's Next?

We have several items at the top of our roadmap. Here's a sneak peek at what will be available soon:

• Scheduling within Doulado: This is at the top of our list, and we’re so excited to loop in scheduling capabilities to ease your workflow within Doulado! We anticipate this being ready by March 2024!
• Claims Submission + Processing: Our Biller, Sarah, has started to work with some organizations to assist in setting up their claims processing.  We have multiple tiers of options to work with our internal claims processing, and will continue to expand that to more users soon!
• Time Tracking + Logging: This feature is frequently requested by our users, and we are excited to introduce it soon to help keep track of time spent with clients.  This will be especially helpful for teams, and community organizations who need to track that time for reports, and funding.