This section will outline the different aspects of working with clients, from adding a new client record to conducting a Telehealth session and communicating with clients.
- Client Information
- Billing and Payments
- Telehealth and Messaging
- Note Templates
- Protocol Templates
- Lifestyle Recommendations
The client profile (also referred to as a client record) is your client’s electronic health file. This will allow you to record basic client information, medical/lifestyle information and chart notes that you can use to develop a health plan and/or recommendations for the client.
Some of the information can be recorded at the time that a new client is added to Practice Better, but additional information can also be added by going to My Clients > [Client Name] or by using the Client Hub.
Practice Better allows you to upload and store documents that can be associated with a specific client privately, shared with individual clients or shared with multiple clients. These files can be anything from client-specific files to general client handouts, so it is important you create folders and organize documents in a way that works for your practice.
If you have permission to see documents uploaded by other team members you will simply need to select their name from the Team Member drop down at the top left to view their uploads.
There are two types of journals you can provide your clients access to, which are the Food + Mood Journal and Lifestyle Journal. These allow your clients to track important aspects of their health and wellness journey on a daily basis and allow you to review the entries to ensure they are on track. Team members can also comment on the journals, which is a great way to provide additional accountability and feedback to clients.
Billing and Payments
Whether team billing is managed by the team owner or managed by each individual practitioner, billing is an important part of working with clients. Practice Better allows you to keep track of your invoices and payments. This article outlines the steps to create and send invoices to clients for your products and services.
You also have the option to add payment plans to your packages, services, and programs to your booking process for automated billing. Payment plans allow you to collect a deposit at the time of booking and/or set up a schedule of installment payments for the client to pay over time. When a service is shared with other team members any associated payment plan will be shared with it.
If a client is booking with you over the phone and you would like to enroll them into the payment plan you have set up for a particular service you can book it for them from the client perspective by going to My Practice > My Services, click the 3 dots next to the service, click Share Link and click Visit page. With this you will need to enter the clients information and they will need to provide their credit card information over the phone.
Telehealth and Messaging
Practice Better provides the tools you need to work with clients remotely by using Telehealth and secure messaging. Services can be set up to be available via video chat/Telehealth, which will allow the client to be seen over video chat as opposed to coming into the office. Secure messaging allows you to send messages to your clients within the platform to ensure the utmost privacy and security.
Practice Better gives you great options to keep track of to-do items for your clients so you can make sure they provide you with the information you need to help them stay on track. Practice Better allows you to track completed tasks and allows clients to add comments and attach documents when completing them.
When creating a task you will have the option to create it for yourself, the client, or another team member.
You can also set up task templates which will allow you to quickly re-create tasks for yourself, your clients or team members.
Note Templates allow you to quickly create session/chart notes with outlined workflows you frequently use with clients during sessions. You can make note templates from scratch or use and modify pre-built Practice Better note templates.
On the team plan, you can share note templates with other team members.
Protocols are organized action plans of recommendations provided to clients. Using the Protocol Templates feature can expedite the process of creating new protocols for clients which may include food, supplement, lifestyle recommendations, supporting documents and notes. Protocol templates can be created by going to My Practice > Protocol Templates, click Fast Action Button, and clicking Create New.
On the team plan you can share protocol templates with other team members.
Lifestyle recommendations outside of a protocol are general lifestyle habits your client should be keeping up and don’t need to be tied to any specific plan or protocol.
If your client has access to the Client Portal, they will see their lifestyle recommendations appear at the top right, encouraging them to stay on track.
On the team plan, Lifestyle Recommendations can be shared with other team members for general use or to be included in protocols.