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Video Tutorial Transcript
Hello and welcome to this video tutorial on creating practitioner profiles in a Zanda account. My name is Irina, and I am a product and community specialist here at Zanda.00:18 Intro
Stay with me, and I will walk you through the process of creating practitioner profiles. Each person taking appointments in your business should have their own practitioner profile linked to a calendar. These calendars, linked to practitioners, are what you see on the main calendar screen.
00:37 Creating a Practitioner Profile
So let’s do that—let’s create practitioner profiles and link them to calendars. If you are the owner of a Zanda account or a user with access to the settings menu, you will be able to do this – you will be able to create a practitioner profile. To do that, click on the settings menu.
The settings springboard will open. Look for the “Team” category, and then click on “Practitioners.”
If you already have practitioner profiles created, they will be listed here. But now, we need to create a new practitioner profile. Click “Add Practitioner,” and the new practitioner form will open. We will start filling in the blank fields by entering the relevant information.
01:36 Filling in Practitioner Details
It is important to provide as much detail as possible because this information will appear on your invoices and be used in communication messages when relevant merge fields are applied. For example, the full practitioner name, shortened practitioner name, and real name will be used in documents, invoices, and letters. The mobile number and email address will be used for communication. The provider type and job title will also be included in communication materials. The “Custom Invoice Text” field allows you to enter any additional information that is not covered by other fields. This information will be displayed on invoices, and you can add any custom details you want to include.
In some regions, such as the United States, additional fields may be available for claim modifiers. These modifiers will be automatically included on invoices, helping with billing for insurance claims.
03:01 Appointment and Scheduling Information
Appointment information will also be displayed on your team’s calendars. When your admin team schedules appointments, they can hover over a practitioner’s name on the calendar screen to view additional details.
This is particularly useful if your account is for a large team and you need to provide important scheduling details about practitioners.
You can enter this information in the designated box.
03:49 Client Portal Information
Additional information for the client portal will be visible to clients when they browse available practitioners for online booking. This includes a brief description of the practitioner and the services they provide.
You can also upload an image of the practitioner. This image will appear on the main calendar screen and on the client portal.
All of this information can be updated at any time when necessary.
Once all relevant details have been entered, save the profile.
04:37 Practitioner Settings
The next tab is “Settings,” which allows you to configure display options and general settings for the practitioner.
Click on the small information (i) icons to understand each setting. Now, let’s go through them.
The first option is “Default for New Clients.” Enabling this will set this practitioner as the default primary practitioner for new clients.
This means that whenever a new client profile is created, this practitioner will be assigned as their primary practitioner by default.
This can be manually changed at the time of profile creation or at any other time. If a new client registers through the client portal but does not book an appointment, this practitioner will still be assigned as their default practitioner.
The next setting controls whether a client’s date of birth appears on invoices.
If a practitioner does not want client birthdates to be shown on invoices, you can disable this setting in their profile.
06:07 Default Location for Unavailable Times
The next setting is “Default Location for Unavailable Times.”
On the main calendar screen, unavailable times are displayed as grayed-out blocks. However, users can still manually create appointments in these blocks.
When an appointment is created in an unavailable time slot, a default location will be applied. You can specify that default location here.
06:43 Services for Online Booking
You can also configure which services this practitioner offers on the client portal.
06:56 Handling SMS Appointment Replies
Next, you can manage how non-standard replies to appointment reminders are handled.
When a client replies to an SMS reminder with something other than “Yes” or “No” (e.g., “Yes, but I’m running late” or “No, can you reschedule?”), the system can forward this message to the practitioner.
You can choose to forward these replies to the practitioner’s mobile phone, their email, or the business email address.
If you forward messages to a mobile number, additional SMS charges will apply.
The next setting controls how cancellation notifications are sent to practitioners.
This setting does not forward the client’s cancellation message but simply notifies the practitioner that an appointment has been canceled.
Notifications can be sent via SMS or email. If SMS is selected, additional charges will apply.
09:26 Admin Booking Notifications
You can also set up notifications for when an admin manually books an appointment in Zanda.
This notification can be sent via email or SMS, and charges will apply for SMS messages.
All of these settings can be updated at any time.
10:00 Insurance Registration Details
If you need to display a practitioner’s insurance registration details on invoices, you can enter them in the “Insurers” section.
Click “Add Insurer,” select the insurance provider, and enter the practitioner’s registration details.
10:34 Calendar Syncing
Each practitioner’s calendar in Zanda can be synced with their Google Calendar or Outlook Calendar.
Once synchronized, any changes made in Zanda will automatically update the linked calendar.
Appointments from the past seven days when you first sync, and all future appointments will be synced, ensuring consistency across platforms.
If a practitioner uses Outlook, they can also synchronize their Zanda calendar with their Outlook account.
The practitioner must be present when setting up this connection, as they will need to authenticate the link between calendars.
11:55 Stripe Integration for Payments
The next step is connecting the practitioner profile to their own Stripe account for online payments.
When linked, payments for invoices assigned to this practitioner will go directly to their Stripe account.
This is useful for businesses working with independent contractors, as payments can be processed directly to each practitioner’s account.
12:48 Telehealth Integration
Next, let’s discuss telehealth integration settings.
There are three telehealth options: Telehealth Basic, Telehealth Pro, and Telehealth Bring Your Own.
Here, practitioners can link their Zanda profile to their own Zoom account.
To do this, they simply click “Connect to Zoom,” log in with their Zoom credentials, and authorize the connection.
From then on, their Zanda telehealth sessions will use their personal Zoom account with their preferred settings.
14:09 Online Booking Settings
The next step is defining which services will be available for online booking.
If online booking is enabled, you can set it up now. Select the services that should be available for this practitioner on the client portal. Clients will then be able to book these services online.
15:16 Practitioner Availability
The last setting is “Availability.” Click “Edit” to update the practitioner’s availability. For example, if a practitioner no longer works on Fridays, simply remove Friday from their availability and save the changes.
Thank you for watching! I hope you found this tutorial helpful. Stay tuned for more tutorials, visit our Knowledge Base, and enroll in Zanda Academy.