Support & Training
Watch our training videos to learn how to effortlessly use Practice In Tune features.
Practice In Tune Dashboard
- View the Practice In Tune dashboard
- Introduction to the system
- What you see upon logging in and what those buttons mean
Account Settings
- Manage your subscription 1:10
- Connect to Stripe 1:50
- Practice Settings 2:55
- Setting up tags 3:45
- Introduction to importing clients 5:02
Adding a Client - Part 1
- Toggle active/inactive clients 0:17
- Add client information 1:20
- Session cost apply date 1:40
- Setting cost for a client 2:40
- Setting group cost 3:35
- Add tags to a client 4:50
- Add contact information 5:08
- Contact settings – view billing information, receive appointment reminders, grant portal access 5:53
- Add payor information 7:15
Adding a Client - Part 2
- Setting client cost review 0:32
- Group cost review 1:21
- Contact info review 2:28
- Note history 3:20
- Adding goals and objectives 4:10
- Adding client files 4:36
Adding Multiple Clients to a Single Payor
This video will walk through the process of ensuring that multiple clients are attached to a single payor. This scenario is helpful for siblings where the parent wants to make one payment, or for any facility where multiple clients are served but one comprehensive invoice needs to be sent (schools, daycares, hospice agencies).
The Client Portal
This video covers portal use of clients in Practice In Tune. You will see exactly what a portal user sees on their end when they log in. Each tab is quickly reviewed (calendar, messages, information note history, and invoices).
Adding Team Members
- Manage users based on subscription plan 0:15
- View active/inactive team members 1:02
- Add a team member 1:25
- Privileges 2:19
- Assign clients to a team member 5:10
- Add team member files 5:20
Messages
This video walks through the message feature in Practice In Tune.
- Who can send and receive messages? 0:30
- What if my client says there is no therapist to send a message to? 1:38
Accounts Overview
This video broadly covers the accounts features.
- Accounts view and buttons 0:15
- Balance Through feature 1:20
- Active/Inactive payors 1:49
- View accounts transactions, invoices for ALL payors 2:00
- View accounts, transactions, invoices for a SINGLE payor 2:30
Create Manual Invoices
- Manually create a new invoice 0:32
- Include prior balance and payments feature 1:30
- Invoice views (online and pdf options) 2:38
Transactions
- View transactions in a top level or payor level view 0:16
- Add a manual transaction 1:02
- Transactions that occur via Stripe 3:21
- Manual Stripe payment 3:38
Recurring (Automatic) Invoices
- Why recurring invoicing? 0:08
- Access the recurring invoice feature 0:50
- Settings explanation 2:00
- What is “send and charge?” 5:45
Stripe Payments
- How Stripe works 0:20
- Portal access/payors can update payment information 1:11
- Manual stripe payments 2:25
- Automatic stripe payments 3:45
Client Import - Account Setup
If you have lots of clients to enter at one time, use the import feature. Navigate to settings in the upper right corner, and select “import.” From here you will upload an .xslx file with your spreadsheet of client information.
Pro tip #1 Pre-format your .xslx document prior to uploading. This will save you editing time later!
Pro tip #2 Work in small batches. The program ensures you complete all required fields for all clients. In other words, if you have 400 clients, enter 25-50 at a time.
Add note templates
(optional for getting started) From the note template tab, create your preferred documentation format. If you wish to use one of the built in formats, skip this step!
Set your calendar
(optional for getting started) From the note template tab, create your preferred documentation format. If you wish to use one of the built in formats, skip this step!
Document
After your sessions have occurred, select the event (occurrence) on the calendar. Click the “paper with a +” icon. Mark attendance and complete documentation using your preferred format. After attendance and documentation are complete, charges will populate in the Accounts & Invoices tab.
More Help
Take advantage of all the things Practice In Tune can do.
Dashboard
Your schedule and sessions are conveniently accessible from the moment you log in. Primary dashboard indicators include: number of clients, number of sessions left for the week, and number of sessions that have UNmarked attendance.
Stripe
Stripe allows you to take credit card payments. Practice in Tune does not charge extra fees to use Stripe, but you will still pay standard Stripe fees of 2.9% + $.30 per successful charge. Set up Stripe by navigating to settings and by following the onscreen instructions.
Practice Settings
Here are a few things that you can do in the practice settings: Update your practice information and logo. Maintain your Practice in Tune subscription, connect to Stripe, and bulk import clients!
Client Portal
Give contacts access to the client portal from the contact information page of any client. The contact will receive an invitation to sign up for the portal. They will be able to view their calendar only, send messages, to their assigned therapist, and view/pay invoices directly.
Reports
Knowing your numbers informs good business decisions! Create pdfs reflecting the metrics of your practice. You can create pdfs of the following: Billable Hours by Team Member, Billable Hours by Client, & Total Number of Hours by Category.
Messages
Securely converse with any team members or clients who have access to the portal. Once you send a message, the portal user will receive an email letting them know to log in to view their message. This keeps your conversations secure.
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