- Introduction
- Video guide
- Getting started
- Adding Practitioners
- Editing Practitioners
- Removing Practitioners
- Restoring deleted Practitioners
Introduction
Practitioners are a type of profile in ClinicSense (similar to Office staff). Practitioner profiles allow you to mange booking, scheduling, and documentation for multiple providers under the same ClinicSense practice. Each practitioner has their own settings.
Additionally, Practitioner profiles can allow providers to login to ClinicSense. This helps avoid confusion and increase security. Continue reading for more details about managing Practitioners.
Video guide
Getting started
To manage practitioners on your account:
- Click on Setup (in the top right corner)
- Then click on Practitioners in the menu
Adding Practitioners
To add practitioners to your account:
- Click the Add Practitioner button
- Enter a First Name and Last Name for the Practitioner
- If prompted, check off the Add a practitioner for[...] check box
- Click the Save button
Note: Each additional practitioner slot has a corresponding price-point. Prices for additional practitioners can be found on the plans and pricing page. If you've previously removed a practitioner without updating your billing, you'll be able to reuse that same slot for a new practitioner, without additional charge.
Editing Practitioners
To edit a practitioner:
- Open the Practitioners page
- In the Select Practitioner drop down menu, click the practitioner you want to edit
- Make the desired edit(s)
- Scroll to the bottom of the page
- Click the Save button
About
The About tab lets you enter information about the Practitioner. The information will be used in various places, like online booking, SOAP notes, or the Calendar. For best results, please assume that clients may see any of the information entered on this tab.
Photo
The practitioner's Photo will be displayed in your online booking tool. Clients will see the photo when they're selecting a practitioner to book with. Additionally, the profile photo will be displayed in the practitioner's account, in the upper right corner.
To upload a Photo, click the ＋ Upload Photo button. Then, select a .jpeg, .jpg, or .png image from your device. If you need to remove a Photo for any reason, click the 🗑️ button that appears above the uploaded image.
Names
The First Name and Last Name fields will be displayed in various parts of ClinicSense, including the Calendar and client-facing booking tool.
Sometimes, practitioners will use the Last Name field to share some details about themselves. For example, the practitioner might have two profiles for two different locations (and/or schedules). If the practitioner was named "Mary Summers", she might set her first profile's Last Name to "Summers (Location 1)" and her second profile's Last Name to "Summers (Location 2)". In this way, she could help her clients avoid confusion about which location they were booking.
Numbers and credentials
Information added to the Licence Number(s), NPI, Credentials filed will be displayed on the practitioners treatment notes and invoices. Tax ID (i.e Business Tax ID, EIN) information will only be included on invoices. Both types of information will be displayed on both emailed and printed invoices.
Signature
Signatures can be added to treatment notes an invoices with the click of a button. Before that's possible, you'll need to add your Signature to your practitioner profile. If you're adding your own Signature, you can do that directly in your profile.
If you're adding someone else's Signature, you'll either need to give them access to ClinicSense (see: Account, below) or work with them on your own device to select their profile and enter their Signature.
If you need to remove a Signature for any reason, click the 🗑️ button that appears above the uploaded image.
Hours
On the Hours tab, you can set practitioner's working standard working hours. If the practitioner usually works any given day of the week, select the checkbox for that Day. Then, select the appropriate Start Time and End Time. If the practitioner has a split in their shift (i.e. for a lunch break), you can use the ➕ button for that day to add the split. Please note, the Start Time for the second half of the day can only be after the End Time of the first half of the day. If you need an earlier second half Start Time, you'll need to adjust your first half End Time.
Note: If you need to add a one-off adjustment to a practitioner's hours, please refer to the Change your hours for one specific day guide.
Services
The Services tab lets you specify the Services and Durations that the practitioner provides. This makes it quick and easy to set up new practitioners for the services they offer. If you'd like to edit a service for all of your practitioner (at the same time) you can do that from the Services page.
Note: You will not see this tab until you’ve created at least one service.
Online scheduling
The Online scheduling tab gives you practitioner-specific options for clients who want to book online. These settings let you customize which clients can book with which practitioners. You may also want to read the Managing practitioner availability guide for helpful tips and tricks on making the most of these settings.
Allow clients to book online?
This is the basic setting for booking online with a Practitioner. It must be set to Yes before any of the other setting will appear. If you don't want clients to book online with the practitioner, set it to No.
Which clients can book online with this practitioner?
Some Practitioners will accept all clients while others will only accept some clients. For example, you might want to set a Practitioner as accepting Existing clients only if they only schedule with people on their existing client list. Alternatively, a Practitioner may be an intake specialist who will see New clients only, before referring them to other providers in your practice.
If any client can book with the Practitioner, the Both new and existing clients option is ideal.
Note: The system uses email addresses from your Client files to determine an existing client versus a new client. When booking an appointment, existing clients will need to use the email address associated with their file. You can also manually add a client to ClinicSense to set them up as an existing client.
Show my availability
Each Practitioner has customized availability options.
In regular intervals
Practitioners can elect to show their availability in regular intervals. Intervals start at the beginning of the day and run though the rest of the Practitioner's shift. After selecting In regular intervals, a new drop-down will appear, called Show time slots in. The time slots can be set anywhere from 5 minute intervals[...] to 120 minute intervals[...].
At specific times
For practitioners who want greater control over their appointment times, the At specific times option is an excellent choice. With that option, a Practitioner can set specific scheduling slots. It's particularly useful when all of the practitioner's services are for the same duration.
Only immediately before or after an existing appointment
This option adds flexibility to a Practitioner's calendar. It lets the first client of the day book at any time. The subsequent clients will be able to select times immediately before or after existing appointments. A Practitioner can pair this setting with personal time to limit the number of clients they see in a given day.
Account
Select which level of access you'd like to give the practitioner.
- This is me - Select this option if you are adding yourself as a practitioner
- Do not allow practitioner to login - Select this option if you are adding a practitioner and you do not want to grant them access to your ClinicSense account.
- Allow practitioner to login - Select this option if you are adding a practitioner and you want to grant them access to your ClinicSense account. Then enter the email address they’ll use to login. Once you save the practitioner, we’ll email them an invitation to create a password. This means each practitioner has his or her own login and you should not share your login information with anyone else.
Account Access
If you select Allow practitioner to login, you'll then be able to select specific permissions for the practitioner. For example, you may not want them to be able to edit your account settings or view financial reports.
There is an option to make the practitioner a Practice Administrator. Selecting this will grant them permission to do everything. Practice Administrators are the only people that can add new practitioners or receptionists to your ClinicSense account.
To set permissions:
- Click on the Account Tab
- Select Allow practitioner to login (if not already selected)
- Click the change permissions button
- Select the permissions you'd like to grant the practitioner
- Click Set permissions, you will then return to the practitioner's profile
- Click the Save button to save your changes
Removing Practitioners
To remove a practitioner:
- Open the Practitioners page
- In the Select Practitioner drop down menu, click the practitioner you want to edit
- Scroll to the bottom of the page
- Click the Delete Practitioner button
- An Are you sure you want to delete this practitioner? dialog box will appear
- In the Type DELETE to confirm field, type "DELETE"
- Click the Delete button
Note: Appointments, notes, and other existing records associated with the practitioner won't be deleted. Upcoming appointments for the practitioner will remain in the calendar. The practitioner will continue to appear on the Calendar until they have no more appointments.
Restoring deleted Practitioners
To restore a deleted practitioner, send the practitioner's name and original email address to support@clinicsense.com. Make sure to mention if the practitioner previously had a login profile (or if they didn't have login access). If the practitioner may have used a different name or email address, please make sure to share that information.