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How to Configure and Manage the Care Plan

Updated

The XRHealth Care Plan allows clinicians to create a customized and personalized rehabilitation plan for their patients. Clinicians can schedule daily sessions and pre-configure each activity with the settings that best match the patient's clinical needs. Once created, the Care Plan automatically syncs to the patient's VR device, allowing them to simply select their daily session and begin — streamlining and supporting their home rehabilitation journey. In addition, patients can view their Care Plan at any time through the MyXRHealth app, giving them visibility into their treatment schedule and allowing them to track their progress throughout the program.

 

Watch the video tutorial: Care Plan Overview


Looking for the patient guide? Care Plan – Patient Guide

 

Looking for a quick audio overview? Listen to our clinician podcast episode: Getting the Most Out of Your Care Plang the Most Out of Your Care Plan

 

This guide explains how to configure, manage, and sync the Care Plan using the Clinician Web Platform.


Table of Contents:

Creating a New Care Plan

  1. Go to the Patient tab in the Clinician Web Platform.

  2. Click Patient List.

  3. Select the desired patient.

  4. Click the Care Plan tab.

The care plan is organized by weeks, and the current week is displayed by default.

Adding a Session to the Care Plan

To add a new session:

  • Click the Add Environment button,
    or

  • Click directly on the day in the calendar where you would like to schedule the session.

1. Select a VR environment for the patient's treatment

  1. Choose a session:

    • Select from Recently Used Sessions, or

    • Search for a specific session by typing its name.

Then:

  1. Choose an environment – select a space from the list or use the search bar.
  2. Select the desired environment and click Next.

2. Configure Environment Settings

Some environments allow you to customize its parameters based on the patient’s clinical needs.

Adjust the available settings as needed, then click Next to continue.

Note: Each environment includes different parameters. Some environments may not have configurable settings and will take you directly to the next step.

Important: For the Koji’s Quest application, only individual mini-games within the app can be added to the Care Plan. The full application cannot be assigned as a single session.

3. Schedule the Session

  1. Select the Start Date- type in the date or click the calendar icon to select a date.
  2. Choose whether the session is One-time or Recurring.
    If Recurring, select Daily, Weekly, or Monthly, then define the required recurrence details (frequency, specific days, etc.).
  3. (Optional) Add brief instructions in the Patient Notes field. Keep the guidance clear and action-oriented (e.g., “Focus on slow, controlled movements.”). The note appears to the patient before the session begins in VR.
  4. Click Add to Plan to save the session.

Viewing and Navigating the Care Plan

The added sessions will now appear in the care plan.

You can:

  1. Use the arrows in the top-right corner to scroll between weeks.

  2. Click Today to return to the current day.

  3. Change the view to:
    Monthly View, or
    List View

  4. To remove the entire plan, click Delete All.

  5. Sessions completed by the patient in VR are marked with a green "V" icon.

Editing or Deleting a Session

  1. Click on any session within the Care Plan.
  2. Make the necessary changes (including session settings, notes, or schedule).
  3. Click Update Session to save your changes.
  4. Or click Delete to remove the session from the Care Plan.

Working with Templates

Care Plan templates allow you to save and reuse a predefined week structure of sessions. A template represents one full week of scheduled sessions and can be applied to any other week in the Care Plan.

Saving a Week as a Template

  1. Navigate to the week you would like to save.

  2. Click Save as Template.

  3. Enter:
    • Template Name
    • Description
  4. Click Save Template.

The system will save all sessions scheduled within that week as a reusable template.

Note: Templates always represent a full week, even if you are not currently in Week View.

 

Importing a Template

To apply a previously saved template:

  1. Click Import Template.

  2. Select the desired template.
  3. Select the Start Date – type in the date or click the calendar icon to choose a date.
    Sessions will be scheduled starting from this date based on the template configuration.
  4. Click Import Template to confirm.

Note: In addition to your own saved templates, XRHealth provides general Care Plan templates that can be selected during the import process.

 

Assigning a Care Plan Template to Multiple Patients

You can assign a Care Plan template to multiple patients at once.

  1. Go to the Patients List.
  2. Use the checkboxes to select the desired patients.
  3. Click Actions.

  4. Select Assign Care Plan Template.

  5. Choose the desired Care Plan template.
  6. Select the Start Date.
  7. Click Import Template to apply the template to all selected patients.

VR Side – Patient Experience

Once a session is added to the Care Plan:

  • If the VR device is connected to Wi-Fi, the sessions will automatically sync to the patient’s VR headset.

What the Patient Sees in VR

  1. From the bottom navigation bar, the patient selects My Plan.
  2. The My care plan screen opens, displaying the weekly schedule.
  3. At the top of the screen, the patient can see:
    • A completion percentage indicator
    • Total Completed (e.g., 0/12)
  4. The weekly calendar displays scheduled sessions by day.
  5. The patient selects a session card to begin.

If sessions do not appear in VR, ensure the headset is connected to Wi-Fi and synced properly.

What the Patient Sees in MyXRHealth

In addition to the VR headset experience, patients can access their Care Plan at any time through the MyXRHealth app on their phone or computer. Once logged in, patients can:

  • View their personalized Care Plan as configured by their clinician
  • See their weekly session schedule and which activities are assigned to each day
  • Track their overall progress, including a completion percentage and total sessions completed
  • Review any notes added by their clinician before a session begins

For a full overview of the MyXRHealth app, see MyXRHealth Patient App: What Clinicians Should Know.

💡 Workflow Tip: Use the Care Plan During Live Sessions

The Care Plan isn't just for home practice — it's also a powerful tool to use during your remote sessions with patients. Here's a simple workflow to follow:

  1. Before the Zoom session – Add the activities you plan to work on to the patient's Care Plan for that day.
  2. During the VR portion of the session – Launch the casting, then ask the patient to open their Care Plan and complete the activities in order.
  3. Use the moment – Remind the patient that everything they need to practice is in their Care Plan, and that they can also view it anytime through the MyXRHealth app on their phone or computer.

This approach has two added benefits:

  • Faster session setup – everything is ready to go when the session begins.
  • Building a habit – patients get comfortable navigating the Care Plan, making them more likely to use it independently between sessions.

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