There are two methods to grant client access to the Client Portal for your Video sessions:
- Therapist Provides Credentials
- Client Directed Signup
Therapist Provides Credentials
This method has the therapist configuring access for the client:
- Head to the Client Record > Contact & Clinical > Account Details > Edit.
- Under Client Portal Settings, enter the client's email address.
- Set a starter password for the client.
- Click the green Save button.
You can now provide your client with the following information:
- The email address you just entered (to be their username) and their password.
- Your Client Portal URL (found in Settings > Client Portal).
- Instructions that they can update their password once logged in under the My Account tab, or by using the “Forgot Your Password?” button on the main log in screen.
Your clients will then be able to login using their credentials and start connecting for Video sessions.
Client Directed Signup
If you want to allow anyone to create their own account, they can do so by visiting your Client Portal URL through your website. To allow this option, please ensure you have set "Allow clients to create account" to "Yes" in your Settings > Client Portal tab.
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.
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 (Note: only Owners and Admins can access this tab).
- 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.