Client Portal Instructions (for you as the therapist):
If you want to allow anyone to create their own account, they can do so by visiting your Client Portal URL (found in settings, client portal, links are on the right hand side of the screen).
In order to complete their set up, they must:
- Create an account
- Verify their email address
- To create the account, the client clicks on Create Account. Once an account is created, they will need to verify their email address with us. This is a simple email sent to their inbox with a link to the verification screen. If your clients are unable to find their verification email, you are able to verify for them under Clients > Prospects.
- Once your client has created an account, you will need to associate them (instructions below) to tie them to your Zencare Practice Management client list. The “associate” step is what adds the Client Portal account in as a Zencare Practice Management client.
How to add the Client to your Zencare Practice Management Client List:
When a client creates an account through Client Portal, you must add them in as a Zencare Practice Management client.
To add a client from Client Portal to your Zencare Practice Management client list:
- Start in All Clients > Prospects
- Click the checkbox next to the client you are adding, opening the green edit bar. There are two options to add the client:
- Create Client: For new clients, this opens the Add Client window. Several fields will auto-fill from the information entered by the client.
- Associate: If the client already exists in your Zencare Practice Management client list, the associate options lets you link the Client Portal account to a Zencare Practice Management client. Search the client name and select Associate.
Once associated, clients can now access Video sessions booked with them. They are also able to view their information by clicking My Account. This displays basic biographic information, a complete history of sessions, the option to download their own receipts, and a reminder of their next upcoming session.
If a client is unable to verify their email address, they can resend the verification from the Account page on the portal. Otherwise, if you would prefer, you can click Verify from the All Client List to skip that step.
Email Template to Clients about Client Portal:
Hi (insert client name),
I am excited to inform you that I have started using a new platform to run my practice, and this email will be an introduction to how you will use video sessions, access financial documents, and see upcoming appointments during our work together.
Here is the URL that you will be using to login to the Client Portal – (insert portal URL). I would recommend that you save this as a bookmark on your computer if you are using a private device, and it is safe to do so.
Next, you will need to click on Create Account! Once your account has been created, you will need to verify your email address with us. Please add your credit card information via the client portal before our next session by clicking on “my account” and then “add payment method.”
For secure messaging, please give me 24 hours to respond to a secure message. If this is an emergency, please dial 911. It is the expectation that secure messaging is used for homework, scheduling, etc. To ensure that your personal health information is kept private, I would advise you to only communicate with me via secure messaging. (Secure messaging is only available at the $39/mo plan, if you don't plan to use this feature feel free to delete this section)
For video appointments, (select which one applies- individual video links are only available at the $39/mo plan) you will receive a new video link for every session OR you can access the video session from the client portal directly on your account page.
Please reach out with any questions (include whatever ending you would like to wrap up the email)!
Warmly,
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