Zencare Practice Management Group Edition Setup – Zencare

Limiting User Access in Zencare

Your account is structured around one central login/URL through which each staff member logs in with their own email. These emails are tied to different "user types," each type with their own security limitations. This article reviews the three user types, options to limit access to confidential client information, adding users, and deleting users.

Every member of your staff must be setup with User Access. Only the Practice Owner can add and edit User Access. The Practice Owner or Admin is also responsible for sharing the URL with all staff members.

Types of Users

There are three user types to choose between. Each has different access available:

Practice Owner — This is you! The Practice Owner is someone who needs full access to all client records as well as financial/clinical information. This user has access to all clients, therapists, and financials. There can be multiple Practice Owners.
Therapist — Any practitioner who will be booking sessions with clients is a therapist. You decide if you want to lock therapists to only view their own clients. Therapist users also cannot see the entire practice's financial information.
Office Admin — Designed for support staff. Set up admins to help with scheduling, billing, and general practice administration. You decide if you want to lock office admins from seeing any client notes, or from seeing the practice's financial information.

Limiting Access for Therapists

Head to Settings, then Practice Details and select Therapist Settings. There are four options to configure here:

Therapists only see their own clients — If you select "Yes," a therapist will be unable to view any client information for any clients they are not assigned to as a Therapist (Primary or Other) or as a Supervisor. This protects client list confidentiality.
Show all therapist schedules — This setting allows therapists to share their schedules. Especially important if you use room booking, so therapists can see when rooms are booked.
Therapist may delete invoices and receipts — If therapists are to manage any aspect of client billing we recommend leaving this setting as "yes."
Therapist may send forms to clients — If you are using Online Intake + Consent Forms, this feature allows therapists to send forms to clients.

Click the green Save button before navigating to the next page.

Limiting Access for Office Admins

Head to Settings, then Practice Details and click on Admin Settings. There are two options to configure here:

Office Administrators can see and edit notes — Do your admins ever help with supplying notes to lawyers, writing non-session notes, or exporting notes? If so, allow them to view notes. If you would prefer to hide notes from admins this setting hides all session notes, non-session notes, and notes export tools.
Office Administrators can see and access the Dashboard — Do your admins help the practice owners run the business and need access to the Dashboard section of Zencare? If yes, admin users will only be able to access the Data Export area in the Dashboard.

Select the Save button before navigating to the next page.

How To Add a Practice Owner

Practice Owner profiles have two components: Therapist Profile and User Access.

First, create the Therapist Profile:

Head to Settings, then Therapists.
Select the plus icon in the top right corner.
Fill in all fields on the form.
Select Create Therapist to add the Therapist Profile.

Second, create the User Access:

Head to Settings, then User Access.
Select the plus icon in the top right corner.
Enter the Owner's full name, email address, and password.
Select Owner from the Type dropdown.
Select the appropriate therapist from the Therapist dropdown (if applicable).
Select Save User.

How to Add a Therapist

Therapist profiles have two components: Therapist Profile and User Access.

First, create the Therapist Profile (same steps as Practice Owner above).

Second, create the User Access:

Head to Settings, then User Access.
Select the plus icon in the top right corner.
Enter the Therapist's full name, email address, and password.
Select Therapist from the Type dropdown.
Select the appropriate therapist from the Therapist dropdown.
Select Save User.

How to Add an Office Admin

Office admin users are not associated with therapist profiles. To add user access for your office admins:

Head to Settings, then User Access.
Select the plus icon in the top right corner.
Enter the Office Admin's full name, email address, and password.
Select Office Admin from the Type dropdown.
Select Save User.

Once you add a user, please supply them with: your group's URL, their email address and password, and a link to Zencare's resource center.

Deleting User Access

When a staff member leaves your practice, the Practice Owner must delete their user access so they cannot access your Zencare account.

Head to Settings, then User Access.
Select the checkbox next to the user you wish to delete.
In the edit bar, select Delete.

When User Access is deleted, all of the user's internal files (i.e. clients, notes, past sessions) remain intact and on your account. This solely deletes the user's ability to access your ZPM account.

Therapist Profiles

A therapist is any user who sees clients in session. Each therapist is tied to their own Therapist Profile, built from their professional information and unique availability.

This article reviews how to configure Therapist Profiles. Practice Owners or Office Admins can create and deactivate Therapist Profiles. Once the profile is created, therapists can edit their own profile.

The details in this area are used on invoices, receipts, Online Booking, notes, supervision, and more. Ensure that this is updated regularly to prevent incorrect information on financial documents.

When editing any details to a Therapist Profile, always select the Update Therapist button before navigating to the next page as there is no auto-save feature on this page.

Contact Details

This area is used to build invoices and receipts. Supervisors are also noted here.

Invoices and Receipts

Enter a therapist specific additional message to include on all invoices and receipts for this therapist. This message is unique to the therapist, and is different than your general invoice or receipt footers. You can also decide if invoices and receipts should: show the supervisor, show the therapist, or include signature.

Note: Invoices and receipts can only contain one signature. If this therapist is supervised and you have opted to "show supervisor" and "include signature," the supervisor's signature will be included instead of the therapist's.

Therapist Signature

Upload your therapist's digital signature here.

Press the Choose an Image button to find your digital file
Once uploaded, drag and drop the Signature Size bar to adjust the signature size.

Signature image files must be under 450 kilobytes (kb), and in PNG, GIF, or JPG format.

Supervisors

Set your therapist's supervisor here. Please familiarize yourself with Zencare's supervision functionality in the supervision articles.

Color

The therapist's sessions will be this color in the Calendar. Select from the presets or type in a custom hex code to customize colors further.

Deactivate a Therapist

To protect your historical data, there is no way to delete a Therapist Profile. If a clinician leaves your team, you can deactivate their profile to reflect that they no longer work for you.

To deactivate a therapist:

Select the checkbox next to their name on the list of profiles under Settings, then Therapists
Select Set Inactive.

Services and Fees Guide

A service is a type, fee, and duration of a session offered by your clinic. Every session booked for a client in the Calendar will be tied to a service.

Note: Before starting to enter these to Zencare, please create a list of all the types of session offered by your clinic, the duration, the fee, the tax rate, and which of your therapists offers this fee. If any of these services have different fees depending on the type of therapist who uses them, you will need to configure your Therapist Grades before setting up your Services in Zencare.

Therapist Grades

Do all therapists in your practice charge the same rate for the same services? If so, skip Therapist Grades and scroll down to the Services part of this article.

If your therapists charge different rates for the same services, you will use Therapist Grades to create a filter system. Therapist Grades are filters which allow you to assign different fees to the same service, and to assign the correct rate to each therapist.

For example: Your practice has a service called "Individual Therapy." Your practice has three types of practitioners: Registered Psychiatrist, Psychologist, and Associate. The Registered Psychologist charges $200 for Individual Therapy, the Associate charges $180, and the Intern charges $150 for the same service.

In our example above, the clinic has three grades: Registered Psychologist, Associate, and Intern. This means that for each service offered, you will create three versions of it (one for each grade).

Note: Therapist Grades are assigned to Therapist Profiles and Services. When a Therapist Profile has the same tag as a service, the therapist can book using that service. They cannot book using any services with Grades besides their own.

To create a Therapist Grade:

Head to Settings, then Therapist Grades.
Press the plus icon in the top right.
Give the grade a name (the type of practitioner).
Select the Save button.

To assign a grade to a therapist:

Select the checkbox next to the therapist's name.
Select the Edit button in the edit bar.
Select the appropriate grade from the Therapist Grade dropdown menu.

Adding a Service

Services are the different types of sessions you offer, and the fees, duration, and tax rates associated with those sessions. When you log in to Zencare for the first time, there will not be any services set up.

Go to Settings, then Services and Fees
Select the plus icon in the top right of the screen to open the Add New Service window.

Fill in all the fields. Ensure your service names are unique so you can easily know which is which.
Select the appropriate grade for this service.
Select the Create Service button.

Note: You can also set up Service Specific Availability here, which can be used to determine when certain services are bookable by date. This is helpful for practices that use ZPM's Online Booking portal and want to restrict clients from booking a particular service on a certain day of the week.

Once your Therapist Grades are created and assigned, and your Fee Schedule is set up, Zencare Practice Management will know how much to charge when a therapist conducts a session based on their therapist grade and the associated fee. When this therapist logs in, they will only be able to schedule sessions using the services assigned to their grade.

Supervisors

If you have therapists in your practice who are supervised by more experienced therapists, you can use Zencare to set up supervisory relationships.

ZPM also allows you to assign supervisors to sign their supervisee's session notes. When a supervisee signs a note, the note will then appear in the supervisor's workflow. They will need to review the note and add their signature.

Zencare's supervisor feature includes:

Customizable supervisors, you can set up as many or as few as you need!
The ability to list your supervisor on invoices and receipts.
The ability to include your supervisor's signature on your invoices and receipts.
The ability to have supervisors review and sign session notes through direct access to your Zencare account!
A Workflow tool for the supervisor, to help them know exactly what notes are ready to review.

There are three elements to successfully using the Multiple Supervisors feature:

Setting up each Therapist profile
Assigning Supervisors on a client level
Scheduling the correct Supervisor for each session.

When you are entering this information, you must go in the order: Therapist Profile, Client Account, and finally, Session Scheduling.

Setting up the Therapist Profile

If you are going to use supervisors in your practice, they must always first be set up on the Therapist Profile. Only a practice owner can complete these steps.

Head to Settings, then Therapists.
Find the therapist for whom you are setting up the Supervisor.
Select the checkbox next to their name, and select Edit in the edit bar that appears at the top of the list.
The option to set the Primary Supervisor is directly below the Therapist Grade, on the left side of the window.
Use the drop down menu to select the Primary Supervisor for this therapist.

Note: Each supervisor must be set up with their own Therapist Profile and be marked as Active to appear in the supervisor drop down.

Once you have entered the Primary Supervisor, you can now set up your Additional Supervisor. Select the Add Supervisor button that is directly below the Primary Supervisor dropdown menu.
If you enter the incorrect name, you can use the trashcan icon next to their name to clear the field.
If this therapist needs to have their Supervisors sign their session notes, be sure to select the Require Supervisor Signature checkbox.
If the supervisor must be included on financial documents, select the Include Supervisor checkbox under the Invoices and Receipts section of the Therapist Profile.
Make sure you select the Update Therapist button to save your work and apply your changes.

Adding the Correct Supervisor to each Client Account

You will need to not only assign a Primary Therapist to each client, you will also need to assign a Primary Supervisor. This must be done for every client whom this Therapist sees.

Head to the Client Account, then Contact & Clinical.
Select Clinical Details.
Select the Default Supervisor Field to open the dropdown, which will display all of the supervisors you assigned to this therapist.
Select the correct supervisor.
Select the Save button to update your work.

Note: If you have more than one therapist and the Secondary or Tertiary Therapist also has a supervisor, you can add them on under the Other Therapist section of the Clinical Details form. There is no limit to how many supervisors can be assigned to each Client.

Scheduling Appointments with Supervisors

Once you have configured the Therapist Profile and the Client Account, you will be able to schedule appointments for this client with the correct therapist and supervisor!

Head to the Calendar.
Select where you want to book a session, and enter in the client name as per usual.
Once you enter the client name, you can select the Therapist.
Once you select the therapist, you must also select a supervisor. ZPM will automatically default to the supervisor you set on the Client Account. You can set the session to No Supervisor if need be.
If you are using another supervisor, you can select them from the Supervisor dropdown.
Continue scheduling the rest of the session as per normal.

That is the final step! Now, the session will be scheduled with the correct therapist and supervisor. If you have opted to include the supervisor's information on the invoices and receipts, it will be directly below the header. If you have opted to have the supervisor sign session notes, once the therapist completes the note and signs it, it will appear in the supervisor's Workflow to review and sign.

Granting Access

Once you are ready to have your team start using ZPM, you will supply them with the access information you set up.

You will need to supply them with their login information in an email or in person. Include in this communication:

The email address you used for their user account.
The password you set up for them.
Your personalized URL (where they will log in).
Instructions to update their password - under Settings - upon their first log in.
A link to Zencare's Getting Started guide for Therapists.
Or Zencare's Getting Started guide for Office Admins.

Training in Zencare Practice Management is self-guided, as your exact use cases may be unique to your practice. We are more than happy to schedule an onboarding session with your staff to walk through the basics of billing, note writing, and client record management.