Practice Setup Guide - The Basics

Adding Your Business Info and Customization

1. Set Up Your Business Information
2. Add Multiple Locations if you practice from different venues and online
3. Configure Communication Settings
4. If you prefer using your own email server instead of Zanda SMTP server, you can switch over using the instructions here.
5. Set up the Custom Lists to help you tailor various areas of Zanda to meet your requirements

Setting Up Templates

To automate certain types of communication with your clients, payees, and referrers, and to easily create client notes and online forms, make sure to set up your templates.

1. Create your Clinical and Admin Notes templates.
2. Create your Online Form templates.
3. Create your Communication templates (SMS, email and letters)

Preparing For Scheduling

1. Start with creating User Profiles for each staff member. This will allow them to log in under their own contact details and will help keep track of user activity in the account.
2. Each practitioner who works with clients and needs to have appointments booked and invoices generated will also require a calendar. This is created automatically when you add the practitioner. See Adding and Editing Practitioners for the setup steps.
3. To define each practitioner’s availability, make sure you created Availability for each Location they will practice in. Use the cloning feature to copy availability settings from one practitioner to the others for efficiency.
4. The other possible steps required for adding a practitioner to your Zanda account are covered in the article “Adding a New Practitioner to Your Account”.
5. Customize your main calendar view following the instructions here.
6. Configure automatic and manual appointment reminders.
7. To allow your clients to start booking online, set up and customize your Client Portal.

First-booking readiness checklist

Before you invite clients to book online, confirm that the booking path is ready from account setup through to appointment follow-up. This helps clients see the right services, choose real availability, receive the right communication, and understand your payment and cancellation settings.

1. Confirm your business details, locations, and account time zone under User Menu > Account Settings > Practice > Business Info.
2. Confirm each practitioner has a user profile, practitioner calendar, default location, and active availability for the locations where they will take appointments.
3. Create the service templates clients can book, including the service name, duration, price, location limits, and any portal deposit.
4. Go to User Menu > Account Settings > Schedule > Client Portal > Access and Settings and enable online bookings when you are ready for clients to self-book.
5. In the Client Portal settings, review who can book online, how far ahead clients can book, how soon they can book, payment requirements, cancellation policy, reschedule policy, and booking terms.
6. Go to User Menu > Account Settings > Schedule > Client Portal > Available Services and assign the right services to the right practitioners.
7. If clients should complete intake or consent forms before the appointment, create the form templates in Tools > Form Designer and add the form merge field to the email or SMS template you will send.
8. Set up any pre-appointment automations or standard appointment reminders clients should receive before their first appointment.
9. Test the full workflow with a test client profile before sharing the Client Portal link on your website, social media, or Google Business Profile .

For the detailed setup steps, use these guides:

• Setting Up Online Bookings on Client Portal - Configure online booking rules, payment requirements, booking flags, cancellation policy, and reschedule policy.
• Setting Up Available Services and Times on Client Portal - Choose which services and practitioners appear for Client Portal bookings.
• Setting Up and Editing Availability - Set the practitioner availability clients can book online.
• Sending Online Forms to Clients - Send intake or consent forms manually, by template, through the Client Portal, or with a pre-appointment automation.
• Setting Up a Pre-Appointment Automation - Send targeted reminders, forms, instructions, or internal tasks before appointments.

Preparing For Invoicing and Insurance Claiming

1. Customize your invoices and receipts layout.
2. Create Service Templates for each item code and price amount, to be added to appointments for generating invoices.
3. Create Product Templates which are the tangible items you sell to your clients in your practice.
4. Create Session Pack Templates - a tracking feature to help you count the number of provided services, or allocated budgets or hours.
5. You can enter all your Insurance IDs (Provider Numbers) into Zanda so that the correct Provider Number is displayed on invoices for each client depending on the insurance policy they have.
6. If you already have a list of your referrers, you can add them to your Zanda account as Referrer Profiles. This will allow you to easily link their referrals with the clients.
7. Create Third-Party profiles. This will allow you to select the third parties as Payees for client invoices.
8. It is possible to require payments for your appointments in advance.
9. Set up invoicing automations to help you chase unpaid invoices automatically, minimizing manual work.
10. Allow clients to view, download and pay invoices online.

Adding Clients and Client-related Data

1. Add clients to your account in four different ways. When a client is added, a client profile is generated for them. This article provides an overview of its contents.
2. Add Contacts information to client profiles.
3. Add existing referrals to client profiles.

Using Your Client Portal to Its Full Potential

1. Set up the Client Portal.
2. This guide to Setting Up Online Bookings on Client Portal will help to fine-tune the settings of appointment bookings.
3. Not ready to open your schedule for online bookings? You can just enable client access to view the list of their appointments and join their telehealth sessions.
4. Allow clients to view, download and pay invoices online.
5. Allow clients to view, download and complete forms on portal.
6. Now you are ready to add your Client Portal to your website.
7. Share this manual with your clients to make their experience more enjoyable.

Available Integrations

These integrations may help to organize your business processes in the most efficient way:

1. Use integration with Stripe to securely process online payments and store client credit card details.
2. Learn how to connect your account to MailChimp and send email addresses to a list.
3. It is possible to sync each practitioner’s calendar with their Google Calendar, Outlook Calendar and Apple (iCal) Calendar.
4. Connect your Zanda and Xero accounts and send your data to Xero.
5. If you offer physical therapy services, see Connecting to Physitrack to prescribe exercises and sync client information between the two systems.