Workflow Overview

What Is The Workflow And How Do I Navigate It?

Zencare Practice Management organizes all of the administrative tasks that you need to accomplish for your practice in an area called the Workflow view.

The Workflow view is separated by the type of task you need to accomplish, and each section is collapsible so you can focus on the task at hand. By default, your workflow is sorted by date, but you can easily toggle the sorting by selecting a section header.

There are five major sections in the Workflow view: Billing, Insurance, Documents, Tasks, and Actions.

Billing

The Billing section gives you an overview of your practice's financial position.  It is further divided into five categories: Attendance, To Invoice, Unpaid < 30, Autopay, and Unpaid > 30.

Attendance 

From the Attendance view you can manage the attendance of sessions in ZPM as well as perform other actions such as sending forms and measures.  To manage attendance, simply select a session and select the Mark Attendance button in the top right.

To send forms and measures select the Actions button.

If you want to view the details of a session and edit its details, select View.

To Invoice

You can view sessions that can be invoiced from the To Invoice view.  To create an invoice, select a session and select Invoice Now.  Otherwise, you can Create an Invoice, Send Forms, or Send Measures from the Actions button.

Unpaid < 30

You can view sessions that have gone unpaid for less than 30 days under Unpaid < 30.  After selecting a session you can Send a Payment Reminder, and perform a verity of actions such as Recording a Transaction, viewing a Client Summary, Make Adjustments, Send Forms, Send Measures, or View the session details.

Autopay

You can view pending and failed autopay transactions here.  You can select a transaction and select Actions to Record a Transaction, view the Client Summary, Make Adjustments to the charges, and Send Forms and Measures.  You can also view the invoice for the transactions by selecting View.

Unpaid > 30

You can view sessions that have gone unpaid for more than 30 days under Unpaid > 30.  After selecting a session you can Send a Payment Reminder, and perform a verity of actions such as Recording a Transaction, viewing a Client Summary, Make Adjustments, Send Forms, Send Measures, or View the session details.  You can also select Toggle Bad Debt to flag the unpaid amount as bad debt that you are unlikely to recoup.

Insurance

The Insurance section gives you an overview of all insurance claims you have either outstanding or have processed across your practice.

Unadjudicated Claims

Unadjudicated Claims lets you view all of the claims that have not been adjudicated.  You can select View Details to see a more detailed view of the claim and its status, or More Actions to Update the Claim, View the CMS-1500 document, or view the Comments & Transaction History.

Adjudicated Claims

Here you can view adjudicated claims, such as those that have been approved or denied.  If you select a denied claim, you can select Mark as Resolved to flag it as a claim that can be reprocessed, or select More Actions to Update the Claim, View the CMS-1500 document, or view the Comments & Transaction History.

Documents

The Documents section gives you easy access to manage all of the documents, notes, recordings, forms and measures.

Notes

Here you can manage session notes for each session.  If notes have not been created, you can create notes for the session by selecting Create Note on the right hand side.  You can also select the session and select Edit to modify the notes for a given session.

Recordings

The Recordings section lets you view any previous recordings you have made of telehealth sessions.  The total amount of Recording Storage Used is displayed in the upper left.  If you select a recorded session, you can Play the recording, Download a copy, Copy a Link for sharing, or select the trashcan icon to delete the recording.

Forms and Measures

The Forms and Measures sections allow you to view the percentage of completion for forms and measures sent to clients, information such as the date it was sent, and by selecting a form or a measure you can elect to Dismiss or Resend it.

Tasks

The Tasks section lets you see all of the tasks assigned to you or other staff at your practice.

To Do's

You can see all To Do tasks here and by selecting a task you can either Mark Complete or Edit the task as needed.

Actions

The Actions section gives you quick access to a number of functions in ZPM.  Here you can Create an Invoice, Record a Transaction, view a Client Summary, Export client information, Send Forms, and Send Measures.