Zencare Practice Management Group Edition Overview – Zencare

Understanding Zencare's User Types

The Group Edition in Zencare has three different user types: Practice Owner, Therapist, and Office Admin. Please use this guide as a resource if you need help understanding the differences or purposes of each user type in Zencare!

Practice Owner

The Practice Owner user type is responsible for the initial configuration of a Zencare account. This user type:

Can have their own client list, but will see all clients in the practice.
Can schedule, bill, and write session notes.
Sees all of the practice's clients, notes, schedules, and financial data.
Has full access to the Dashboard area.
Is responsible for the initial configuration of the account.
Is the only user type that can delete a client.
Can see the list of Online Portal clients, with the ability to verify and associate to a client record

There is no limit to the amount of Practice Owner users in a Group Edition. If your practice has multiple Practice Owners (partners), they can all be set as this user type!

Therapist

Therapist user type is ideal for therapists who should not have access to financial data or other therapist's client lists. The therapist user type:

Can schedule sessions, complete billing, and write/sign session notes.
Can be set to see only their own clients. Can see all of a client's information and notes if they are assigned as the Primary Therapist, Other Therapist, or a Supervisor for that client.
Can be set to see their own calendar.
Is not able to see the practice's financial data.
Is not able to export the practice's financial data.
Cannot delete a client.

Office Admin

The Office Admin user type is ideal for support staff. This user type:

Has full access to the practice's Zencare account.
Can schedule, bill, and manage financial details.
Has limited access to the Dashboard area - can only see the Data Exports.
Can assist in managing the Settings of the practice.
Can be blocked from seeing all session notes.
Cannot delete a client.
Zencare does not charge for Office Admin users.
Can see the list of Online Portal clients, with the ability to verify and associate to a client record

Therapist Management Overview

Group practice accounts allow you to manage multiple therapists under a single clinic. To view and edit therapists added to your clinic, go to Settings and then the Therapists view in the left-hand menu. By selecting the checkbox next to a therapist you are able to edit important information including their availability, grade, credentials, supervisor, and location.

Changing Activity Status

You can change the activity status of a therapist by simply selecting Set Inactive or Set Active in the upper right of the Therapist Settings menu.

Note that by default this view is filtered by Active therapists. You can modify the filter in the upper right-hand corner by selecting the inverted triangle icon.

Editing a Therapist

To edit a therapist, first, select the Edit button at the top of the screen once a therapist has been selected.

From here, you can edit information such as Contact Details, Credentials, Invoices and Receipts, Availability & Scheduling, Locations, among other information. Note that you will not be able to update a therapist's information without entering required information, indicated by an asterisk (*). When you are finished editing the therapist information, select the Update Therapist button in the bottom right of the panel.

Modifying Availability

To modify a therapist's availability, select the Availability button in the top right of the Therapist Settings menu.

From here you will be presented with the availability calendar where you can create a General schedule for a therapist's availability and Specific times in which they are available.

To create a general schedule for a therapist simply select the timeframe on the weekly calendar by left-clicking on it with your mouse or touching the screen within that area with a touchscreen device. You can create larger blocks of available time by selecting and dragging down in the desired area.

To create specific time frames of availability first select the Specific button in the upper left of the availability menu. Then select the desired month in the upper right, and select the desired day from the calendar.

Next you can select the specific timeframe the therapist is available. You can also set this availability to reoccur by selecting the Recurrence drop down menu.

After you have made your selections, select Update at the bottom of the menu. You can also clear any selections for that day by selecting Clear Day.

After you have made your edits, make sure to select Save at the bottom of the availability calendar. You can also reset a therapist's availability by selecting Reset Specific Availability.

Therapist Grades

Therapist Grades allow you to charge different fees for the same service for different types of therapists within your group practice. You can find the Therapist Grades view under Settings.

Assigning a Therapist Grade to each type of practitioner, and then setting up a corresponding Service & Fee, will ensure that when they are scheduling clients they will only see the appropriate Services & Fees assigned to their specific grade.

Creating New Grades

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

Assigning Therapists a Grade

Once you have created your therapist grades, you will need to assign each therapist a grade:

Head to Settings > Therapists.
Select the checkbox next to the therapist's name for whom you are adding the grade. This opens Zencare's green edit bar at the top of the list. Select the Edit button to open the "Edit Therapist Window."
You can specify their Therapist Grade here using the dropdown menu, which will have the grades you just set up available. Be sure to press the green Update Therapist button to save your work.

When this therapist logs in, they will only be able to schedule sessions using the services assigned to their grade.

Logging Into the Group Edition

Group Edition uses the same log in functionality as a solo Zencare account. You will create your personalized URL for your practice, and then will have an email address and password to access Zencare. To Log In:

Head to the website address (URL) you chose for your account at signup. It should be something like: http://yourpractice.zencare.com
Once here, you will need two things to log in: the email address you used to set up the account, and the password you entered when you set up your account.
That's it! Enter your email and password at your personalized URL and you will have access to your Zencare account!

Forgot your password? Click on the Forgot Your Password? Button on your log in screen and we'll send you a password reset email.

Note - you aren't able to change your domain once it is selected. However, you can change everything else about your practice detail.

In Group Edition all of your therapists will visit the same URL to log in to their accounts. They cannot use the same email address, and your team should not share passwords with each other. Each user in Zencare must be set up with their own email and password to protect your security.

Group Edition Settings

If you've switched from the Solo Edition to the Group Edition of Zencare, or are new altogether to Zencare, you may want to know what Settings are different or exclusive for the Group Edition of Zencare. This guide exists to help familiarize you with important or exclusive settings for the Group Edition. Just head to Settings > Practice Details!

Basics

The basic details for your practice will be entered here - Practice Name, Address, and Contact Information. You will also upload your Logo here.

You will also determine your practice's invoicing style under Invoicing. There are two options under "Use Automatic Invoicing:"

No - Invoice Manually — You will need to Mark Attendance for every session, and then generate an invoice manually for every session.
Yes - After Mark Attendance — After you mark attendance, your Zencare account will *automatically* generate an invoice and update the Balance Owing. If you choose this option, you are still able to set individual clients to *Bill Manually*.

You can also opt to include a reminder of the client's next appointment on the invoices. This can be toggled on/off on each invoice and receipt.

Calendar & Rooms

This area of your Settings allows you to manage your Room Booking. Room Booking is a feature included in Zencare's Group Edition.

There are two steps to configuring your Room Booking:

Enable Room Booking — Be sure that this is set to "Enabled"
Name the rooms — Press Add Room to give the room a name and add any relevant notes. Be sure to hit the green Save button!

Once you have set up Room Booking, when scheduling Calendar sessions you will have the option to book sessions into these rooms. There is also a Rooms View option on the Calendar to see which rooms are booked on a day-by-day basis.

*Set your Calendar Start Time* allows you to set a default time when viewing your Calendar. You can still scroll up past this time.

Therapist Settings

This area allows you to control your clinicians' access to your practice details.

Therapists only see their own clients:

No - See all clients
Yes - only their own clients — Choose "yes" if it is important that your therapists see only their own client list. When they are scheduling, viewing their exports, and in all other areas they will not see any client for whom they are not an assigned therapist.

Note - if a therapist is set as a Secondary Therapist for a client, they will have full access to the notes and session history for that client.

Show all therapist schedules:

No - Only show individual schedules
Yes - Show all schedules — If you are using the Room Booking option and your therapists will do their own scheduling, we recommend "Yes."

Therapists may delete invoices and receipts:

No
Yes — If your therapists will be responsible for billing, they may need to balance errors in invoices and payments by voiding or deleting invoices and receipts.

Admin Settings

Your practice's Office Admins will be able to see everything in your Zencare account, so they can help you with the administrative side of your business.

If confidentiality is necessary, you are able to "hide" or lock your session notes from your Office Admins.

Adding Additional Therapist Users to a Group Account

Group account owners are now able to add additional therapist users to their subscriptions directly from their accounts!

To add additional therapist users to your group account:

Go to Settings > Subscription.
Under Therapist Profiles select Add to Plan.
A window will open with your plan information where you can then enter the number of additional therapist profiles you would like to add. Note that the number before the parenthesis indicates the number of paid seats, and the number in the parenthesis indicates the total number of seats including overrides.
Click the Upgrade Plan button to finalize your subscription changes.

When a plan is upgraded mid-billing cycle, our system discovers the difference between the new and old plans, and refunds and/or charges appropriately depending on how many days there are left in your billing cycle. This means that you will never be double charged for upgrading your subscription in the middle of your billing cycle, so upgrades can be processed at any time.

Group Edition Calendar Management - Why Can't I See My Availability?

Group Edition users have a shared Calendar. This is extremely beneficial for practices with assigned rooms, and for knowing what other therapists are up to during the day.

However, when Group users have a shared Calendar they cannot see their availability, because "layering" them would look very messy. Group users should still set their availability, and they can view it by "hiding" all other therapists in the Calendar sidebar. You can hide/show each Therapist's Calendar individually in the Calendar by selecting the checkbox next to their name, or you can press "Select All" to hide/show them all at once.

If you are a Therapist User in Zencare's Group Edition, and cannot see other people's schedules, this will be because your practice has limited Therapists in your practice to only be able to see their own Calendars.

You will also notice that your Client and Personal sessions are the same color in shared Calendars. This is to ensure your sessions are visually streamlined!