Dietitian session packages: how to price them and keep track of payments

Nutritional support isn’t a single visit; it’s a series of sessions over months. That’s why most practices end up selling packages. The problem isn’t the price — it’s that by the fourth month nobody remembers how many sessions have taken place, how many are left and what has been paid.

The three parts of a clear price list

• Initial consultation: longer, with history-taking, first measurements and a first plan. Usually charged separately.
• Follow-up: a shorter session with measurements and adjustments to the plan.
• Package: a set number of follow-ups within a fixed period, at a discount on the single-session price.

If you also offer online sessions, say whether they cost the same. Vagueness here leads to conversations at the till that nobody wants.

Package terms: written down before the first payment

1. Validity period: an eight-session package valid for four months encourages consistency; one with no expiry encourages putting things off.
2. Cancellations: how much notice is needed for a session to be moved, and when it counts as having taken place.
3. Payment method: up front or in instalments — and what happens if the client stops halfway.

Tracking: three numbers per client

For every active package you need to see at a glance: sessions completed, sessions remaining, amount paid. When these live in a separate notebook from the diary, they drift apart. When each completed appointment automatically deducts a session from the package, they never do.

The most awkward conversation in a dietitian’s practice: “I thought I had two left.” The only fix is a record you can both see.

Receipts and tax reporting

A package payment is receipted at the moment it’s paid, not session by session — unless you’ve agreed to instalments, in which case each instalment gets its own receipt. If you’re unsure how to handle a payment in advance, your accountant will tell you how it should be reported to the tax authority in your country (in Greece, through myDATA); what matters is that every amount that comes in has the package it belongs to recorded next to it.

In NutriPro you set up packages in your price list and see on each client record how many sessions have taken place, how many are left and what has been paid — right next to the client’s measurements and history.

Conclusion

A separate price for the initial consultation, packages with an expiry date, a cancellation policy written down in advance and three numbers visible on every record. The client knows what they’ve paid for, you know what you’re owed — and the conversation stays on nutrition.