Navigating the Client Portal
When a client logs into the Client Portal, there are six potential options clients can select at the top of the Client Portal depending on your settings: Messaging, My Account, Forms, Book Now, Sign In/Sign Out, and the Settings Icon.
Messaging
The Messaging section will take clients into their Secure Messaging conversations and from here they can continue secure messaging with their clinic.
My Account
The My Account area is where clients will find their session history and see their next upcoming session, if one has been booked. If you accept credit cards through Zencare's Stripe integration and you have enabled card capture upon booking, this is also where clients will see any cards on file and have the option to add new cards.
Making a Payment
You can select Make a Payment to make a payment under the Account Summary section of the Client Portal.
From the Make a Payment menu you can select the Payment Date, Payment Method, and select whether or not to Pay In Full or Apply Credit if available. You can also leave a Message for Practitioner if desired. After selecting the Payment Method from the drop down menu and the payment amount, select Submit Payment in the bottom right.
Payment Methods
To add a payment method, select Add under Account Summary.
Next, select a Payment Type, either Card or Bank (ACH), then select Next.
Enter your credit card information in the Add a Credit Card menu including the Cardholder Name, Cardholder Address, and card information such as the Card Number and then select Save.
If you want to enter your bank information instead, enter your Full Name and Email address and select Next. You will then be prompted to enter your banking information.
Forms
The Forms area is where clients can view, open, download and fill out forms as well as see their submission history and status.
Book Now
The Book Now section allows the clients to choose their therapist, location, and service to make bookings. When a client chooses a certain service, the therapist listing will be filtered to show only the therapists that provide that service. And vice versa, when a client chooses a certain therapist, the services listing will be filtered to show only the services that the given therapist provides.
When the client selects a date in the calendar provided, available times will appear beneath it. The client can then choose the time they prefer and the Book button can be selected to confirm the appointment.
Sign In/Out
The Sign In/Sign Out button allows clients to sign in or sign out of the Client Portal. If they are signing in, it will prompt them for their Email or Username and Password, as well as allow them to reset their password or create an account if they do not have one.
Settings
For accessibility, clients can easily enable a High Contrast Mode on their view when using the site which will assist them with visibility if needed by changing the colors to black and white.
Setting up the Client Portal
General
The General tab presents an overview of your Client Portal configuration options. Here you can make changes to Client Access, Shareable Links, and make further Customizations.
Under Client Access, you can:
- Allow clients to create their own account
- Allow or require clients to provide additional info during account creation
- Select whether clients can cancel booked sessions from the Client Portal
- Allow clients to download receipts, refunds, and invoices
- Include a link to the Client Portal in emails
Under Shareable Links you can make changes to link URLs such as the Home Page, Book Now, and links used for Secure Messaging.
Under Customizations, you can upload a logo, a favicon, and modify your client portal theme color. Under Client Portal Theme Color you can choose a color using pre-populated options or by entering a Hex Code. The Primary, Secondary, and Tertiary options allow you to preview how the color will look on the navigational button of your Client Portal site.
Under Client Portal Theme Color you can choose a color for your site using Owl's pre-populated color options or by entering the Hex Code for any color you wish to use. Simply select the option, and set the color or input your Hex Code. The Primary, Secondary, and Tertiary options you see below the color palette allow you to preview how the color will look on the navigational button of your Client Portal site.
Then select the Save button on this page to apply the changes to your site. You can see from these examples how different the site can look based on color choice.
This feature allows you to more seamlessly match the Client Portal site to your practice's branding. Clients using the site will always have the option to switch to the High Contrast Mode by selecting the gear icon if they need help viewing the portal.
When configuring your Client Portal please review this list to ensure that you've fully customized your site to include:
- Home Page - Content Blocks
- Home Page - Colors and Logo
- Therapists - Profile Pictures and About Me Bios
- Services - Service Descriptions
- Locations - Location Descriptions
Once you are done making your changes, select Save at the bottom right of the menu.
Forms
Under the Forms tab, you can modify and make custom Client form messages, reminders, and invites.
Home
Your Home Page can be fully customized using Title and Content blocks. Simply select Yes to enable the home page, then select Add New Section and fill out the information in the provided fields. Each content block must have a title and is limited to 1024 characters total.
Note: The content fields in the Home and Booking tabs support basic HTML formatting, i.e. bold, italic, and underline.
Other areas of the Home Page that can be customized include:
- Services: All of the services offered in your Online Booking are displayed here. You can add Service Descriptions to each service by going to Settings, then Services & Fees, selecting a service and then selecting Edit.
- Our Team: All of the Therapists at your practice will be displayed here, along with their Client Portal Profile Picture and About Me bio. These can be edited by going to Settings, then Therapists, selecting the appropriate therapist, and then selecting Edit. There is a character limit of 1024 characters for the About Me section.
Each therapist can create their own unique About Me bio. Client Portal Profile Pictures and About Me bios can be edited for each Therapist Profile by going to Settings and then Therapists and selecting the apocopate therapist and then finally selecting Edit.
A profile picture can be uploaded in the therapist's profile as well, which will appear as a circular avatar for the therapist in the Client Portal. Profile pictures can be selected by clicking the Choose an Image button, or can be dragged and dropped into the space provided in the Therapist Profile.
Any text input into the About Me section will appear on the Client Portal site alongside the therapist's profile. There is a character limit of 1024 characters for this section. The About Me bio also appears next to the therapist's name when they are selected during the appointment booking process.
It is not required to have a profile picture. Therapist's who do not wish to include a profile picture will simple have an avatar of their first initial appear next to their name on the site.
- Locations: If you have more than one Location, this tab will display them alongside their descriptions. Each location can be given a unique Location Description by going to Settings, then Practice Details, and finally Basics.
Booking
The Online Booking page on the Client Portal can include customizable text. This area is located at the top of the Online Booking page under the Your Booking heading by default. It can be used to inform clients about important information before booking an appointment.
Note: A total of 1024 characters or less can be used in the Description box.
You can also customize the No Availability message shown when the client is trying to book for a service/therapist combination that does not have availability in the next 6 months. This field has a limit of 255 characters.
My Account
Under the My Account tab, you can also add a custom message of up to 512 characters. Simply enter the message in the text box and select Save.
Client Payments
Client payments can be enabled on the Client Portal by going to Settings, then Client Portal, and under the General Tab you will find the Client Payments section. You can also edit the payment method message, allow clients to apply credits through the Client Portal, and add and remove multiple payment methods.
You can also enable secure message notifications for client payments through the Client Portal within Owl by going to Settings, Secure Messaging, and enable Secure message notifications for Client Payments in Portal under the Client Portal section.
You can receive secure notifications for all Client Payments. From the Client Portal go to Settings and then Secure Messaging, under Receive Portal Notifications when Client Portal Payments are submitted. This can also be enabled for office admins under Office Admins receive secure notifications for Client Payments in Portal.
Finally, going to Administrators, selecting an administrator and then selecting Update Administrator, and enabling Receive secure notifications for all Client Payments in Portal will enable notifications for administrators.