Welcome to Zencare Practice Management. This guide will help you get started on your practice management journey.
The quick onboarding guide below gives you a high-level walkthrough of Zencare Practice Management, showing you how to build the foundation of your workflow, client records, and transactions with confidence. It’s the fastest way to understand how everything fits together so you can start working right away. These topics are covered in greater detail, along with other features, in our help center.
You can find more detailed information in Zencare Practice Management features in our knowledge base.
Logging In
Logging in to Zencare is a two step process. First, use your personalized URL to navigate to Zencare Practice Management.
Next, enter your email address and password on the following screen and select Sign In.
If you have forgotten your password, select Forgot your password?. You will receive an email with instructions to reset your password.
The Essential Settings
When you first log into Zencare's EHR, you will be greeted by the Calendar view. Before you can start scheduling sessions you will need to configure a few details. In the side navigation bar, select Settings.
Practice Details
Practice Details contains all of the basic contact details for your unique practice including: Practice Name, Address, Contact Information, etc. You can upload your Logo here as well. The information entered here is used on all financial documents and notes exports, so ensure that these details are accurate and routinely updated.
You can upload your logo under Customization by selecting the Choose an Image button and then selecting the file you will be using as your logo. Once uploaded you can adjust the size of your logo using the scroll bar.
After you have finished updating your Practice Details, select Save in the bottom right.
Setting up a Therapist Profile
Next, you should set up a therapist profile. Zencare uses this profile to manage which therapist is assigned to each client and to correctly populate information to financial documents. To set this up, select Therapists in the left side bar and then select the + icon in the upper right. You can also edit a therapist profile by selecting the check box next to their name and selecting Edit.
From the Create Therapist menu you will enter in all of the therapist's information including their name, title, grade, availability, and the image of a signature if needed. After you are finished, select Create Therapist in the bottom right.
Setting up Availability
First, select the check box next to a therapist and then select Availability in the top bar.
Next, set your availability on the calendar by dragging the time blocks and then select Save in the bottom right.
Adding and Managing Clients
Zencare EHR keeps all of your clients in a centralized repository under the Clients menu, which you can find on the left hand navigation bar.
To add a client, select Clients, and then select the + icon in the upper right hand corner.
In the Add Client menu, you can add important information such as the client's name, address, contact information, assigned therapist, etc.. When you are done, select the Add Client at the bottom. You can select Add and View instead to jump right into their client account if desired.
Adding and Removing Services
To add a service, first navigate to Settings, then Services and Fees, and finally select the + icon in the top right.
Next, fill out all of the relevant information about your service including the Fees, CPT/HCPCS Codes, and Availability. When you are finished, select Create Service.
To remove a service, select the service from the Services and Fees view and select Delete.
Scheduling Sessions
To schedule a session, go to the Calendar view and select the desired timeslot. This will open up the Create Session menu.
From here, select the desired Client, Service, Therapist, and any other necessary information. When you are finished, select Create Session.
Creating Session Notes
To create a session note from the Calendar, first select a session and then select Create Note.
On the Session Note menu you will find several tools to help you create session notes such as templates, comments, the ability to export your notes to PDF, print your notes, and upload associated documents. Fill out your note and select Save or Save and Close when finished.
Alternatively, you can also create a note from the Client view by selecting a client, selecting View, navigating to Sessions & Notes, and then selecting Create Note next to the desired session.
Billing Sessions
To manually bill a session, after marking the session as attended, select the session in the Calendar View and select Create Invoice.
You now will see a preview of the invoice on the Create Invoice menu. You can modify the date ranges to include more than one session on a single invoice if needed. Once you are finished, select Create Invoice.
Once the client has paid the invoice. Select the session and select Record Transaction.
From the Record Transaction menu, select the Payment Method from the drop down menu, enter the Amount Paid, and then select Record Transaction.
Other methods of insurance processing and billing are covered in greater detail in our help center.