RIFT settings

Each card on the RIFT Settings hub and what it controls - data source, clinic, fees, leak rules, deadlines, booking prompts, digest and patient emails.

This article walks through every card on the RIFT Settings hub and what each setting changes about what RIFT finds, counts and sends.

How the RIFT Settings hub works

Click Settings in the RIFT sidebar to see a grid of eleven cards, each with a one-line description and its current status. Click a card to open it. Most cards have a Save button at the bottom: saving stores the whole configuration and immediately re-syncs, so the lists reflect the new rules straight away (or at the next sync if the re-sync cannot run). All settings at the top returns to the grid; if you have unsaved changes it warns once, and a second click discards them. The Clinician rules and Client rules cards open their own tabs instead.

Your clinic's settings matter: the leak estimate is "after your own rules", so an unset cancellation policy or payment term changes what counts.

RIFT Settings: Data source

Where RIFT reads your appointments and invoices from. The card shows the options that apply to your clinic: Your Zanda export with Upload an export, Zanda API (optional) with Connect or Replace key, and Connect Cliniko with Connect (plus Sync now, Replace key and Disconnect once connected). The status line on the grid says which source is connected or how old the last export is. Full steps are in Connect Zanda or Cliniko.

RIFT Settings: Clinic

Clinic name - appears in the weekly digest and reports, and in the sidebar.
Clinic type - Psychology, Physio / Allied Health, Dietetics / EDTP or Mixed / Multi-disciplinary. The type pre-fills sensible defaults (for example the funded sessions per referral, and longer payment terms for WorkCover, TAC and NDIS on the allied-health type). Changing the type reloads those defaults into Payment deadlines; everything stays editable.
Active clinicians - read-only: clinicians with appointments in the last 30 days, which plan sizing is based on.

RIFT Settings: Cancellation fees

What you charge for no-shows and late cancellations, which is what makes an uncharged one a leak:

No-show and Late cancellation - each can be % of session rate, Flat $ or Not charged, with the number beside it.
Fees charged since - missed sessions before this date cannot be chased and are not counted.

RIFT Settings: What counts as a leak

Analyse data from - how far back RIFT looks. Leave empty for 1 January last year. (Outstanding invoices are deliberately never limited by this date.)
Write off debt older than (months) - invoices older than this are treated as written off and dimmed. 0 means chase forever. The header shows this setting next to the data window.
Invoicing grace period (days) - how long after an appointment before an uninvoiced session counts as a leak (default 14). Inside the grace period RIFT holds the item with the reason "not a leak yet".
Client inactive after (months) - a client with no visit for this long is treated as no longer attending.

RIFT Settings: Payment deadlines

When an invoice counts as overdue. Nothing is chased, and no email is queued, until an invoice passes its own deadline.

Normal payment terms (days) - invoices older than this are flagged for chasing.
Overdue after (by cover type) - tick a cover type (Medicare, WorkCover, TAC, NDIS, DVA and so on) to give it its own number of days; anything left unticked uses the normal terms. The cover type is detected from the invoice's line items, so it also catches funded invoices your practice software records as payable by the client.
Per-payer terms overrides - for named insurers not covered above, written as name=days separated by commas (for example dxc=45). Matched on the payer's name; the most lenient match wins.
Funded sessions per referral - used when a referral has no pack data (10 for psychology, 5 for allied health by default).

RIFT Settings: Booking prompts

When a quiet client with funded sessions left lands on the Funded sessions to book follow-up list:

Prompt after quiet (days) - a client partway through an active pack, with nothing booked ahead, joins the list once they have had no visit for this long (default 30).
Also prompt clients who never started their plan - off by default; an untouched plan is usually a referral conversation, not a booking prompt.

RIFT Settings: Where billing happens

Some billing happens outside Zanda (or Cliniko) - moves every clinician's uninvoiced appointments out of the leak estimate into the Verify uninvoiced list, and the header shows that money as "uninvoiced, needs checking". If only some practitioners bill elsewhere, leave this off and set those clinicians to Externally billed on the Clinicians tab instead, so everyone else's missed invoices still count.
Free appointment types - comma-separated keywords (for example "intake call, gp liaison"). Appointments matching them are never expected to be billed.
Not-a-patient name patterns - comma-separated words that identify client records used to block out time or test the diary ("Test Account", "blocked"). Their sessions and invoices are excluded from everything. Matched on whole words, so "block" will not catch a patient surnamed Blockley. One-offs are better handled as a Not a real patient rule on the Clients tab.

RIFT Settings: Weekly digest

Recipients - comma-separated email addresses that receive the weekly summary. With no recipients the digest simply is not sent, and the card shows "Nobody receives it yet".

The digest goes out on Monday mornings (from 8am in your clinic's time zone) and mirrors the dashboard header: recovered this week, what is open on the list with any "check first" dollars split out, how many new items were found, the biggest items to action, the follow-up opportunities as their own line, and, if you use chase emails, how many were sent, how many await approval and how many could not be delivered. A button opens the recovery list. Reply to the digest if a number looks off.

RIFT Settings: Patient emails

Opens the same controls as Outbox > Setup: which emails send themselves and which wait for approval (per cover type for overdue invoices), how often and how many, the daily cap, the send window, the pause switch, and who the emails come from. It is covered in full in Follow-ups and patient emails. Click Save email settings to apply; the note tells you if the change queued new emails for approval.

RIFT Settings: Clinician rules and Client rules

These two cards open the Clinicians and Clients tabs. Clinician rules are per-practitioner: who bills externally, who is on mixed billing, who does not bill, and a session-rate override. Client rules are per-patient exceptions: billed externally, never chased, or not a real patient. Both are explained in Clinicians, Clients and Trends.