Project management for health and wellness teams
With Otilus, health and wellness professionals organize projects, assign tasks and coordinate their teams to keep work moving forward.
No credit card required
A tool to coordinate your day-to-day care and support
Keep a clear overview of ongoing care and support, sessions to prepare and upcoming reviews. As a health or wellbeing professional, you need to coordinate several care and support programmes while keeping track of appointments and preventing missing information from disrupting your schedule. Otilus helps you assign the necessary actions, from the first contact through to the planned end-of-programme review.
A personalised programme is starting soon, a family session requires several people to be available, and a group workshop is awaiting confirmation of its venue. Between preparing materials, adjusting schedules and coordinating practitioners, some actions remain pending. A programme may appear ready to begin while still lacking a suitable time slot, appropriate equipment or essential instructions for the planned sessions.
In Otilus, each card represents a project: an individual session, a personalised programme or a course of therapy. The columns show its phases. You can identify cases awaiting assessment, those receiving ongoing support and those currently on hold. Card types distinguish your services, helping you find group sessions or family programmes when planning your work and assigning the necessary actions.
Kanban: Visualise your care and support programmes and their progress, from first contact to final review.
GTD: Organise the tasks, notes and files needed to prepare each programme, keeping everything together.
Gantt: View the phases and deadlines of your care and support programmes on a shared timeline.
Workflow: Automatically create tasks tailored to the phases of your care and support programmes.
Inside each card, you define the actions required:
prepare session materials, confirm availability, arrange equipment or schedule a review. Task assignments clarify who is involved, while priorities highlight urgent preparations. Notes and attachments can bring together practical instructions and the documents you need. You have a shared framework for coordinating practitioners, facilitators and reception staff, while limiting shared information to what is actually needed to organise each service.
An example board for tracking your care and support programmes
Here is a customisable configuration example for professionals offering sessions and care or support programmes. Each card represents a complete service, with its tasks and deadlines. The five columns provide an overview of progress, while the six card types distinguish the formats you offer. You can adapt their names to your organisation, the way you deliver your services and how work is shared between the professionals in your practice or organisation.
Phases that reflect the way you work
In this example, New contact, Initial assessment, Ongoing support and Review/end of programme indicate how each case is progressing. The On hold column keeps paused programmes visible while awaiting availability, confirmation or a decision about resuming them.
Some examples of project types: define your own!
- Individual session: one-to-one support focused on a defined need or goal.
- Group session: a group activity bringing participants together around shared goals.
- Family session: support involving several members of a family.
- Personalised programme: a programme tailored to an individual's goals.
- Therapy: therapeutic support delivered within a defined framework.
- Other: services tailored to the needs of the people you support.
Scenarios and workflows:
customise your project automation
1️⃣ The trigger
A relaxation programme is added to New contact, then defined during Initial assessment. After discussing goals and availability, the practitioner moves its card to Ongoing support to prepare the first scheduled sessions.
You can configure a scenario for the Personalised programme card type when it enters the Ongoing support column. This combination of card type and entry into the column triggers the creation of the predefined tasks. You choose the preparations required, who is responsible and their priorities according to the programme's structure and how sessions are shared between your team members.
2️⃣ The actions (workflow)
Otilus automatically creates the tasks defined in the scenario:
- prepare the practical session materials
- set the schedule for the planned sessions
- check the relaxation equipment
- prepare the questions for the end-of-programme review.
These actions are assigned to the team members you choose:
the practitioner prepares the materials, reception arranges the schedule and the facilitator checks the equipment required. You customise the tasks, their assignees and their priorities to suit the way your team works.
3️⃣ The result
The programme enters Ongoing support with preparations and responsibilities clearly defined. Each team member can find their tasks, practical instructions and materials, then tick off completed actions.
The practitioner in charge can identify outstanding preparations and the deadlines to meet for the programme's sessions.
The team remains in control of how the programme progresses. Once the planned sessions are complete, the person in charge manually moves the card to Review/end of programme. If someone's unavailability interrupts the programme, they move the case to On hold to make the pause visible and prepare for its resumption.
An approach tailored to care and support professionals
This board can also suit sophrologists, psychologists, dietitians, relaxation practitioners and wellbeing workshop facilitators. These professionals organise individual or group sessions, prepare their materials and manage programmes involving several appointments. Card types can reflect the formats of their services, while the phases correspond to how those services progress. Each professional can coordinate preparations, assign responsibilities and keep pending items visible, adapting the board to the way they work and the care and support they provide.
Organise your sessions, preparations and reviews on a board tailored to the care and support you provide.
No credit card required