Client Portal

The Client Portal menu in Settings allows you to set up and configure the Client Portal feature offered to our Practice Management customers that allows clients can use to access your services.  It is divided into five tabs: General, Forms, Home, Booking, and My Account.

General

You can configure your Client Portal's general settings here.  This includes managing client access to the portal, the URLs to the portal, client access to certain client portal features, customizing your logo and favicon, and managing client payments on the portal.

Client Access

Here you can select whether or not you want to allow clients to create their own account in the Client Portal from your clinic’s Client Portal page, whether or not additional info is required when making their account, the ability to allow or prevent clients ability to: cancel booked sessions, download receipts and refunds, download invoices, and fill out forms through the Client Portal. This section also allows you to configure whether you want to: include a link to your Client Portal in client e-mails, require a valid payment method to book sessions via the Client Portal, and create a message to clients for when you set a required payment for booking.

Shareable Links

Here you can findthe URLs assigned to your Client Portal’ s Practice Homepage, Booking Page, and Secure Messaging. By selecting the double boxes you can copy the URLs from this menu to easily share your links.

Customizations

Here you can Add, modify image size, or Remove your practice’s logo and favicon that will be displayed in your practice’s Client Portal. Select Add Logo or Add Favicon and then select your branding files. Likewise, you can select Remove Logo or Remove Favicon to remove them from your profile. You can scroll the size bar left or right to increase or decrease the size as desired.

Client Payments

In Client Payments, you can select whether you would like to allow clients the ability to make payments directly from the Client portal. Note: This feature is only available for clinics who have a Zencare Payments Integration and payment methods added to the system for clients through the Payments integration. For more information on the Zencare Payments feature, visit Zencare Practice Management Payments Overview.

In addition to enabling the Client Portal Payments feature here, you can also select whether or not clients are permitted to: remove a payment method on file when they have multiple (in client portal, one is always required), change their default payment method, and whether or not they have the ability to utilize the apply credits functionality when submitting a payment through the Client Portal.

Client Portal Theme Color

Here you can select the color of your Client Portal's theme to align with your practice’s brand color palette. Simply select your desired color from the default options, or enter the #HEX color number to get started. You will see a preview of your Client Portal’s primary, secondary, and tertiary colors based on the color you selected.

Forms

The Form tab allows you can configure your Client Portal's forms, customize messaging macros, change reminder text, and as well as various messages and invites.  Simply update the text as desired in each section. 

Macros

Text in all caps surrounded by underscores such as _CLINIC_-NAME_ are called Macros. They will auto-populate with information such as your clinic name in any form or messaging you send out through this menu.

Home

The Home tab allows you modify the practice home page of your Client Portal. Here you can enable or disable the practice home page on your Client Portal entirely, or you can create and modify sections that will display on the home page's About tab, giving you the ability to create a unique welcome message and display information about you and your practice.

To begin, populate the title and body of the first About tab sections. To create new sections, simply select Add New Section at the bottom and enter the information as desired.  You can select the Swap with button to swap this section with another one.  Selecting the red trashcan icon will delete that section.

Booking

The Booking tab allows you enable whether or not clients can directly book appointments on the Client Portal and configure how booking will be presented to clients.  You can edit the title and description given to clients when they book appointments, decide whether or not to display the currency used for payment, hide or display prices, allow or deny clients the ability to provide additional info when booking, and make decisions such as limiting the number of sessions a client can book and the minimum cancellation time a client has before cancelling a booked appointment and configure how far ahead a client can book an appointment.  You can also configure how far ahead a client can book an appointment and how appointment times are allotted.

My Account

The My Account tab in the Client Portal acts as a dashboard for your clients.  Here they can view and manage sessions, payment methods, account balances, make payments, view financial documents, and see a summary of open forms.  The My Account tab in Settings allows you to create and modify a custom message to be displayed at the top of your client’s dashboard.