Setting up the Client Portal

Location Description

To set up your clinic for Client Portal use, first go to Settings then Practice Details.  Under the Basics tab, you can edit the Client Portal Location Description.  Once you are finished editing your Location Description, select Save in the bottom right.

Client Access

Next, navigate to Client Portal under Settings.

In the General tab, under Allow clients to create account, you can select Yes - clients can create an account.  This will allow clients who visit to create an account and have access to use many of the Client Portal's features. If you select No, you can make accounts for clients as needed within the EHR.

Next, you can choose whether or not to Allow clients to provide additional info during account creation, allowing you to collecting important information from the client through the portal.

You can also allow clients to perform some administrative tasks themselves through the Client Portal. You can Allow clients to cancel booked sessions, Allow clients to download Receipts and Refunds, Allow clients to download invoices, and Allow clients to fill out forms on the client portal.  

You can also decide whether or not you want to Include a link to the Client Portal in emails sent to the client through the EHR. You can choose between only sending the link to Existing Client Portal clients, or to All clients.

Client Payments

In the Client Payments section you can configure how clients can pay for services within the Client Portal.  You can decided whether or not to Allow clients to make payments on the Client Portal, Allow clients to remove payment methods when there are multiple available (one remains on file at all times), Allow clients to change their default payment method in Client Portal, and Allow clients to 'Apply Credits' when making a payment on Client Portal.  You can find more information about setting up billing and payments here.

Shareable Links

In the Shareable Links section you will find the URLs you can share with clients to bring them to the Client Portal.  The first link brings them directly to the Home Page, the second to the Book Now page so they can book a session, and the final link takes them to the Secure Messaging page.

Customizations

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 for your site using Zencare'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 gradient 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. 

Enabling and Configuring the Home Page

You can enable the Home Page from the Home Tab in the Client Portal section within Settings.  The home page encompasses the tabs: About, Services, Profile, and Location, which can be used to share more information about your clinic through the Client Portal.  

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.

Enabling the Booking Page

You can enable the Booking Page under the Booking tab. This will allow clients to schedule their own appointments online based on a therapists availability.  You can learn more about setting up therapists' availability so they can be booked via the Client Portal here.

From the Booking tab under Preferences, you can also:

• Select whether or not to Show currency in service menu.
• Select whether or not to Show prices in service menu.
• Choose whether or not to Allow clients to provide additional info during booking.
• Enable the Additional info field.
• Limit the number of sessions a client can book.
• Set a client's Minimum cancellation time (hours before session).
• Set the amount of time Clients cannot book further than.
• Set a Message for Clients at Booking (Optional).

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.

Therapist Setup

It is important to make sure that each therapist in your clinic is properly configured to appear in the Client Portal.  First, under the Client Portal section, make sure Yes is selected under Use Client Portal. 

Next, fill out the About Me section and upload a Client Portal Profile Picture.  Doing so will greatly enhance the user experience for clients by giving them important details about the therapist they are booking with or while learning about your practice from the Homepage Profiles.

Under Set Your Session Timing Settings, you can select whether sessions start on the specific minute they are booked or if there are breaks between sessions that are automatically allocated based on the parameters set, measured in minutes.

You can also select which kinds of clients are available to book with this therapist under the Client Types Available to Book drop down menu.

The direct link to the therapist profile in the Client Portal is listed under Portal URL.

You can select whether or not the therapist will receive appointment confirmations and form completion notifications via email under their respective dropdown menus.

If you have multiple locations, you can select the Locations Available to Book through the Client Portal for the therapist.  When you are finished select Update Therapist.

Finally, the License Type selected under the License section will determine what credentials are displayed for the therapist in booking and the homepage.

Services & Fees

From the Services & Fees section under Settings, select a service you want accessible from the Client Portal and select Allow On Portal.  You can select whether the service is available to All clients, Existing clients only, New clients only, or Do not allow at all.

After selecting Edit on a service, under the Booking section, you can also choose from these same options under the Allow on Portal dropdown menu.

Under Bookable as Video, you can select whether or not the service is In-person only, In-person or video, or video only for telehealth sessions.

Make sure the Service Description is filled out as this will be displayed on the service card in the Client Portal.

Last, you can modify when the services can be booked by clients under Availability. 

When you are finished, select Save Service in the bottom right.

Secure Messaging

If you want to use Secure Messaging with clients through the Client Portal, in the Secure Messaging section under Settings, make sure Secure Messaging is Enabled, and that Messaging Can be Used is set to In Office and with Clients.  You can also determine whether or not you want to Receive Portal Notifications when Client Portal Payments are submitted, or if you want Office Admins receive secure notifications for Client Payments in Portal.
 

Benefits of Secure Messaging

Zencare Practice Management's Secure Messaging tool provides clinics with a secure, PHI-compliant method of two-way communication within the application.

Key Benefits:

• PHI-compliant communication — All messages are stored securely within Zencare.
• Two-way communication — Both therapists and clients can initiate and respond to conversations.
• Internal messaging — Staff can communicate securely with one another within the practice.
• Instant messaging capability — If both parties are online simultaneously, messages can be sent and received in real time.
• Client Portal integration — Clients access messaging directly through the secure Client Portal.
• Notification emails — Both parties receive email notifications when new messages arrive.
• File attachments — Share documents, worksheets, and other files directly in the conversation.
• Text formatting — Messages support basic formatting options and emoji.
• Message filtering — Easily search and filter conversations.

Navigating the Secure Messaging Section

You can access all of your ongoing conversations at any time by logging into Zencare Practice Management and selecting the Messaging section.

1. New Secure Conversation Button - Selecting this will prompt you to choose a Chat Type and start a conversation. (see image 1 below)
2. Conversation Summary - All of the conversations that you are part of as a user will appear in the sidebar here. Note that, you will only be able to see the conversations that you are participating in.
3. Participant OR Group Name - If the conversation is only between yourself and one person, the name of the person you're chatting with will be listed here. If the conversation has multiple participants it is considered a Group Chat and will have been assigned a Group Name by the person who originally initiated the conversation. In that case the conversation is listed here by the Group Name.
4. Text Typing Field - This is where you type all of your messages before you send them. Users can expand the Text Typing Field within secure messages to preview a longer message. There are no character limits for secure messages - we put you in control of how you use secure messages with clients and within your practice.
5. Chat Actions - Here, you can View Participants, Attach Files, insert Emojis, or Download a copy of the chat history.
6. New Messages Alert - This is a new icon that will notify you of any newly received messages even when you're not in the Messaging view. 
7. Open/Close Side Bar - You can close and open the side bar here to make extra room for the chat view.
8. Archive Conversation - Selecting this button will open the Archive. ZPM will always retain all of the conversations you participate in, but if you ever find your list of ongoing conversations is getting too long to manage or some of the conversations have been completed, you can archive them. You can then select each conversation you wish to archive. When you're done, simply select Done Archiving to return the listing to the default view. (see image 2 below)
9. Message Filtering - This option allows you to filter through conversations so you can more easily find the one you are looking for.  

Image 1:

Image 2:

Set an Informative Banner

You can also Set an Informative Banner that will appear for clients using Secure Messaging in the Client Portal.  Simply add your custom message in the Informative Banner box and select Save, and the Informative Banner will appear in the lower right when clients access Secure Messaging.