Configuring Business Basics

In this video, I’m going to show you some basic setup steps.

0:14 Practice Business Information

First of all, let’s go to settings and then go to practice business information. Here. you just want to make sure that your information is set up correctly. We will have got some of this information from the free trial form. You just need to complete anything that might be missing. So your practice name, make sure that’s correct. You select the practice type that you have, and you’ll see here tax ID.

This accounts for the US, so if you’re in a different country, you’ll see some slightly different options here, both for tax ID and down here for NPI number and taxonomy code.
So don’t worry if they look different. Just double check the email address, phone numbers and facts and so forth are correct.

1:08 Location Setup

Once you’re happy with that, just click save and that is it. Next we’re going to go to settings and we’re going to look at locations.

So locations refer to where you practice from, and you’ll see here we’ve got three locations listed. You’ll see also that we have color and the color indicates what they will look like on your calendar.
So it makes it easy to see where you’re roasted at a given time. So you can either add a location by clicking here, or you can edit an existing location.

In this case, I’m going to show you an existing location so you can see how it looks when all filled out. The type you’ll have the location name, then location type, the options here include in person telehealth and phone, by setting that it tells a system to automatically book when an appointment is made at that location, to automatically include the modality and in the case of, for instance, telehealth video call, it ensures that if you are sending out merge or you’re sending out reminders, and you want to merge in the telehealth link information.

Okay, just check that the email address, address details and so forth, and make sure there are different phone numbers that you use at those locations, make sure they’re updated. Now, it is important to get this information correct because you’ll have the option later to use this information in merges when you’re creating communication templates. So, if you ensure that you’ve got the right details at this Point of the setup then, you’ll make it easier later on if you want to emerge, for instance, information like, say, location notes, if you want to put instructions on car parking or maybe a code for the front door or something, you can actually include these in location notes and merge them into communication templates later on. The other thing I’ll just point out here is that you have the option to put extra invoice text.

Sometimes there’s a need to put additional information that only appears for certain locations and you want that to appear on the invoice. This is where you would add it and that will automatically appear on any invoices. You generate in relation to that location.

Finally, if you’re in the US, you’ll see this insured place of service that won’t appear if you’re operating an account in a different region. Once you have all that I’ll set up and you’re happy with it. Just click on save. That’s it. If we have a look how that appears in the calendar, you can actually see that these different backgrounds here, the different background colors indicate the different locations.

3:50 Calendar Display

You can also see that if you select to make an appointment at a location, then it will automatically, let’s say, I want to add in an appointment for John Smith who seems to be having a lot of appointments here.

You can see that that automatically make the appointments and in-person appointment so you don’t see the little, uh, telehealth logo that appears if they were at a telehealth location.

4:14 Communication Options Setup

Okay, finally, we’re going to do some basic setup for communication options. So we went to settings, communication, and we’re going to click on communication options. Here, you have the option to set a Phone number that you would like, uh, SMS replies, uh, to be forwarded to.

So let’s say you send that a reminder to, and client, the client returns or replies something that’s unusual. So instead of saying yes or no to confirm an appointment, perhaps they send back.
Something a little bit different. You have the option for the system to forward that reply to, you’ll come into the system, of course, but you can also have that sent and forwarded to an external mobile, so perhaps you have a practice mobile or cell phone.

Alternatively, you can also configure in a different area of the system, which we’ll show you, but you can configure to send those text messages to an individual practitioner.

So let’s say an appointment reminder was sent out, someone replied to that and you One that replied to go to the practitioner instead, you can actually set that up in the practitioner settings.
Okay, next option we have here is to merge the client’s time zone in client communications. What this means instead of using your time zone when sending out appointment reminders, it will work out the time zone for that client.

So if your clients happen to live in different time zones to your practice, it will ensure that the right time zone is used when sending those appointment reminders, which is fantastic. It prevents confusion over timing of appointments. Finally, you can enable client form authentication, so that means if you’re sending out a form, you know, and you can send it out via email or mobile, then when this is turned on, it will require the client to enter some information to verify it’s them, before they access the form. Finally, just make sure that your business email address and name are correct and this is how you’d like them to show up.

6:14 Email Settings and Templates

We actually use these settings to send communication. They’re doing sure they’re okay. You also have some options here to configure the email that is used or the template that’s used if you’re emailing either, uh, uh, forms out or emailing notes out.

So it means that the template can be written prepared and when you send it that will be used. Next up, we have the, uh, an option around dedicated SMS number.

6:40 Dedicated SMS Number (US only)

So the way that this works in the, uh, US, there is a legal requirement for practices to utilize not just practices, it’s actually across all businesses to use SMS that are allocated and assigned to their business.

So we can actually help you do that. We can take care of that for you. You just need to click on here to apply for a dedicated number and that will then step you through in the process.
It’s quite straightforward. But in the US, the regulations that require that, finally, I’ll just scroll down the bottom down here.

7:13 Dedicated SMS Number (US only)

You can set up the email server that’s used for sending communications by default, and most people just leave it to use the Zanda default server, but you do have the option to link custom servers once you email or Microsoft.

That’s it. Once you’re happy with that, just click save, and that is done. That’s all for this video. Join us for the next video in our series, and once again, it’s great to have you as part of the Zanda family.