Do you support group sessions? If so, what is the maximum number?
Absolutely! There is no theoretical limit but we recommend not to go over 16 participants. The more people you have in a group session, the more bandwidth that is required. All participants are seen equally in a “Brady Bunch” style mode. You can double click on any participant to make them larger.
What is the pricing discount for practiceLINK?
The practiceLINK subscription is available for any where from 2-10 providers and provides a discount of 5% per provider for 2-5 and 10% per provider for 6-10. This discount is monthly and there is no long term contract.
What is white labeling and how much does it cost?
White labeling is commonly used by group practices or larger enterprise customers and basically allows for customizing the logo and colors and making it your “brand”. To get white labeling for your portal, you’d need to be on the appropriate plan. It is only available for the treatmentLINK plan and is $100/provider/month. Contact us for more details.
There are more customizations like email notifications and uploading data that can be more thoroughly discussed and charges would be incremental based on the extent of the setup.
How do I change/update my password or email address?
Click on the “Settings” menu to reveal the Security tab. You can type in the existing password and then a new password and update it.
Where do I find the Business Associate Agreement that thera-LINK is providing me?
The thera-LINK BAA can be found under the “Documents” menu item. We have also provided a sample Informed Consent and other basic documentation, which you can download and change to fit your practice. We are only providing this sample informed consent document as a template.
What are the minimum technical requirements to join a session?
thera-LINK requires the following to join an online session:
» Internet connection
» web browser (e.g. Chrome, Firefox, or Safari – our fav is Chrome)
» webcam, speakers, and a microphone – these are built in to most laptops
All of these are built-in to a standard notebook that you would have purchased in the last several years.
Do I need to download and install anything on my computer?
thera-LINK’s video sessions do not require you download anything if you are using the Chrome or Firefox or Edge browser. However, if you wish to use screen sharing in Chrome, you will be prompted to install a plugin one time in order to do so.
If you are a provider, you can learn more here: https://www.thera-LINK.com/welcome-pro
If you are a client of a thera-LINK provider, you can learn more here: https://www.thera-LINK.com/welcome-client
What are the bandwidth requirements to use video in a session?
We highly recommend a strong DSL or fiber connection with 3 Mbps speed up and down. Test your connection here: http://www.bandwidthplace.com/
If your download or upload speed is lower than 1 Mbps, it doesn’t mean the video won’t work but it will not be optimal at full screen size and you could experience some technical difficulty during a session.
I have clicked to join a session, how do I know if my client is in the waiting room?
To the right of the video window, there is a list of all participants in your waiting room. If someone is in the waiting room, you will see their name. Click the square that has their name in it one time.
I need to add a client to my practice. What information do I need to in order to do that?
You only need to have your client’s e-mail address in order to add a client to thera-LINK. The client will then receive a notification that they’ve been invited to join your practice on thera-LINK.
What is the STAFF menu used for?
We have built thera-LINK to be robust and granular enough to allow for different types of situations.
For instance, larger practices or treatment centers may have an office manager. Under the STAFF section, you are able to invite and choose a staff role within your practice as long as you have sufficient permissions to do so. For instance, office managers and practice owners can add a provider to their practice subscription. Essentially, thera-LINK has 3 main roles:
1. owner: has access to all thera-LINK components
2. office manager: can manage providers, locations, etc.. but may not hold an actual session
3. provider: can only see own clients and colleagues and can hold a session with a client
What are COLLEAGUES?
The colleagues section is intended to be used for other professionals you may collaborate with in the care of one or more clients. It could also be used to add supervisees so that you can keep your clients and other professionals separate. With colleagues, you can still hold sessions as you would with any clients. We also see the colleagues section being used for treatment centers who refer to other professionals and would like to hold face to face hand-off sessions, which are typically held over the phone today.
Do I have to keep my schedule in the thera-LINK portal?
We have future plans to enhance the calendar feature to sync with other calendaring applications such as Microsoft Outlook, Gmail, and others. We expect this to be released in first quarter of 2018.
How do I schedule an appointment?
Scheduling with your clients or colleagues is easy! Just choose Calendar or Scheduler from the menu and then simply click on the big green button that says “Add Appointment”. You just fill in the information like you would a normal calendar appointment. You have a slider at the bottom of the appointment to select yes or no for requiring payment from that client for that appointment. If you choose yes, you have the option to fill in an amount other than your default amount. This allows you the ultimate flexibility in scheduling and payment acceptance!
If my client is able to see my availability, does that mean they can schedule at any of my available times?
Yes and no. Clients can simply put in a “request” for an appointment at a time that shows available, but they will not actually be able to schedule with you until you press accept (or decline) on the request shown under “pending requests.” You will receive an email notification to inform you of an appointment request on thera-LINK. You are the ultimate decision maker on your schedule.
Will I be notified if a client tries to schedule a session using thera-LINK?
Yes, you will receive an email notification to the email address you signed up with using thera-LINK as long as you have not disabled the appointment requests(default is enabled). The email will direct you to login to the thera-LINK portal and accept or decline the request.
I need to edit an appointment. What do I do?
Editing appointments is a breeze with our easy to use calendar application. To edit the time or information, just click your appointment and it will pop right up for you to make changes. You can change the time, date, or payment options for the client.
What are the steps for a client to create an account?
Clients must be invited from a registered thera-LINK provider. When invited, an email is sent to the client with a link to create their account and password. The client logs in and is immediately ready to either request a session. You are notified when a client has accepted their invitation to your practice. The client portal has very limited options and menus to keep it simple to use!
What if my client says he/she didn't receive the welcome email?
If you double check that the email address entered was correct, have the client check their spam or junk filter first. If it is indeed lost in never-never land, don’t worry. Just go to Practice>Membership>Mailed Invitations and you can cancel the initial invitation. Then, just re-invite them.
Is a client allowed to see my schedule in order to request an appointment?
A client is only shown that a provider is “not available” if they choose a time that is either already booked on their thera-LINK calendar.
Does a client choose their user name?
No, the client portal uses the email address of the client by default. This is the email address that they enter when they accept the invite. The client can update the email address by editing their profile once logged in.
Can a client reschedule an appointment in the client portal?
No, a client would need to communicate directly with you to change or cancel their appointment.
How do my clients pay me?
Your clients can pay you using our Stripe Connect platform. Essentially, you just setup your account and the payment is put right into your bank account with no pass through fees from us. Clients are prompted to pay when they get to the waiting room but only if you’ve selected to “Require payment” from them on the appointment screen.
I didn't sign up for Stripe when I signed up for thera-LINK. How can I do that now?
Not a problem! You can add your Stripe account whenver you would like by logging in to theraLINK and clicking on the big green button to connect your Stripe account on the Dashboard!
What countries can I accept payment from on thera-LINK?
With Stripe, you can accept payments from almost any credit card and debit card, no matter where your customer lives. In order to accept payments with Stripe, however, your business must be based in one of the 25 countries Stripe supports: https://stripe.com/global
Remember, you can accept payments from almost any credit card and debit card, no matter where your customer lives. It’s just that your business must be based in one of the countries listed above.
Which cards and payment types can I accept from my clients?
With Stripe, you can charge almost any kind of credit or debit card:
- U.S. businesses can accept Visa, MasterCard, American Express, JCB, Discover, and Diners Club.
- Australian, Canadian, and European businesses can accept Visa, MasterCard, and American Express.
You can also accept gift and prepaid cards that are one of the above types. You can use Stripe to charge cards of these types from customers anywhere in the world. Depending on where your business is located, you can also charge customers in their local currencies.