Our team couldn’t be happier with the latest changes to TherapyZen’s client intake and portal which we’re calling Client Intake 2.0. We’re pretty confident that this update will streamline your client intake process drastically by doing away with the necessity of providing downloadable versions of your client intake paperwork. Now you can create your own custom forms or select from our provided library of form templates to give you a head start on configuring your intake wizard.

Here’s a quick glance at the highlights of the new intake and portal tools

The New Custom Form Builder

Use simple drag-and-drop to select form our library of common web-form elements. Once dragged onto your form, you can edit attributes such as the label, required field, placeholder, help text, and character limit. Use drag-and-drop to also arrange your form elements in the order that you prefer.

Use Form Builder Templates

If you don’t want to build your forms from scratch, simply use our library of industry-approved templates. Our library includes commonly used forms such as; Notice of Privacy Practices,Treatment Goals, Social Media Policy, Authorization of Release and more. Once you select a template, you’ll want to customize them by adding your own personal touches and practice details.

Configure the Intake Wizard Forms and Layout

Once you have your custom forms created, easily configure the order in which they are displayed in the client intake wizard. Your custom forms will co-mingle with TherapyZen’s system intake forms that you can turn on or off for additional customizing of your intake wizard.

Get Digital Signatures

Add a digital signature field to any of your custom forms. Whether your intake includes legal documents or basic client information, insert a digital signature with ease.

Client Intake Review and Print

Once your client has completed their intake, you’ll be notified by system notification and by email. Navigate to the client record where you can review the completed intake and print a well formatted version of the completed documents.

Client Portal Makeover

While we always liked the design of our client portal, we took this opportunity to make a few design improvements. Your clients will enjoy our beautiful portal!

We hope you make the most of Client Intake 2.0 and we’ve already got ideas brewing for the future thanks to the feedback and suggestions of our users.

You’ll notice a brand new tab on your client profile pages in TherapyZen named ‘Office Notes’. This is our newest feature and we think you’re really gonna like it, especially for group practices! We are very happy with the way Phase 1 came out and it’s readily available for you to start using today.

Office Notes was created with a few simple goals in mind;

1. Create a separate place for general administrative notes on a client record (not shared in the therapy notes area)
2. Make those administrative notes available to anyone who has access to the client’s record
3. Make high-priority notes stand out and hard to overlook

How Do They Work?

Creating an Office Note is even simpler than creating a therapy note. From the Office Notes tab, just click ‘New Office Note’ and fill out the new note form. You have 4 different note types to select from; Administrative, Medical, Billing, and Scheduling. Once you’ve made your selection, enter your note and finally decide whether you want this to be a high-priority note or not. High-priority notes are displayed in red and also will display a little icon on the Office Notes tab to get the attention of anyone viewing the client’s profile

High-priority notes are always displayed at the top, while regular notes will appear below. If a note is edited by anyone, the note will be time and date-stamped on when the edit occurred and who edited it. Notes can also be deleted, however if you didn’t create the note originally, we suggest that you confer with the note creator first to make sure it’s OK to remove it.

Lastly, and most importantly, you should avoid putting any sensitive personal health information in the Office Notes area. These notes can be seen by anyone with access to the client which includes non-clinicians. Therefore, it’s best to reserve these notes for important administrative information only.

What Will Phase 2 of Office Notes Be?

This first version of Office Notes is purely manual, meaning that all office notes must be created by you. In the near future we plan to start integrating system-generated office notes as well. Some examples of these automated notes might be the following:

• When a client is a no-show for an appointment, we will document it here to identify poor attendance trends
• If a new file attachment has been uploaded and needs attention
• If a client has an invoice that just hit 30-days past due

There are a number of possibilities of how we can improve the communication between you and your client data, Office Notes is just the beginning. Stay tuned for more about this feature as we continue to make it more useful and as always, please feel free to get involved by providing feedback and making more wonderful suggestions!!

Missed appointments can cost a practice valuable time and money. For any business that relies so heavily on appointment scheduling, it’s a no-brainer to implement effective reminders for your clients. Until now, TherapyZen has relied on email for reminding clients of upcoming appointments, however we’re happy to announce that you can now use SMS (text-messaging) to also remind clients of their scheduled engagements with you.

Studies show that businesses that depend on kept appointments have a No-Show rate of approximately 20%. This number can easily be translated into thousands of dollars lost and countless hours wasted. While email reminders are good, SMS reminders are the best way to reach your customers with statistics that say 97% of organizational texts are read compared to organizational emails, that have an open-rate of 10%.

How does it work?

Enabling SMS reminders in TherapyZen couldn’t be easier. Just head on over to the Settings area of TherapyZen and find the Messaging tab. Here is where you’ll find the SMS switch as well as some helpful information about when your messages will be sent out. Just simply click to toggle switch to turn this feature on and that’s it, you’re all done. From that point on, your all of your clients will begin to receive a text-message reminder 24 hours prior to their appointments. This will be in addition to email reminders if you already use those as well.

How much does it cost?

Here’s the best part, it’s included with your TherapyZen subscription! There is no extra charge for this feature that your practice will benefit greatly from. This is part of our ongoing effort to keep TherapyZen pricing simple with no surprises. Just turn this feature on and start using it without worrying about usage fees and fluctuating monthly subscription costs. So take advantage of SMS today and we’ll continue adding value to TherapyZen, it’s what we do!

The client portal is undergoing some significant changes as we are working on some cool new features to give your clients more options to engage with you. The goal is to let your clients accomplish more on their own, without your help or the need to contact you. Here’s a quick list of the features currently being worked on as well as a sneak peek at some of the preliminary work.

New features coming to the client portal very soon

• Clients will be able to view clinician availability and schedule appointments.
• Clinicians will be able to set their appointment availability in TherapyZen.
• Clients will have the ability to pay invoices online using the portal
• Clients will be able to store and update their credit card information in the portal
• By directing new clients to the portal from your practice website, they will be able to create a portal account on their own.
• Clients will be able to upload attached documents in the portal which clinicians can access in TherapyZen
• Clinicians will have the ability to print the completed client intake, partially or all intake information.

Setting your availability for appointments

To give your clients the ability to schedule appointments using the portal, we must first be able to show them when you are available. Here is what the availability settings are looking like at the moment as we continue to build this process out.

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