Category: Clocktree Feature

Add Client Billing to your Clocktree account

Choose a Payment Processor

To use the client billing feature in Clocktree, you will first need to establish an account with one of these supported payment processors.

Authorize.net
Elavon
Stripe

Please research and choose the payment processor that is right for your practice. Clocktree will not add additional processing fees, but will serve as a convenient conduit for invoicing and billing your clients from your Clocktree account.
Please note: To use Stripe you must check ‘enable unsafe processing’ in your Stripe account. Clocktree secures your clients’ credit cards information in the same way we protect all HIPAA data

Add payment processor to Clocktree account 

This requires Admin authority on your Clocktree account.

  1. Log in and switch to Admin role
  2. Click on Billing tab
  3. Click on Setup
  4. In the Payment Processors section, add a description (for internal use only)
  5. Select your payment processor from the Processor Type pulldown menu
  6. Complete the rest of the fields with the required info from your payment processor account
The final setup step on this page is to select your Sales Tax calculation requirements.

Enable the Client Billing service

Only Admins on your Clocktree practice can enable this service and assign billing capability to colleagues who will handle online billing for your practice.

  1. Log in and switch to your Admin role
  2. Click the Services tab
  3. Find the service called Client Billing and click the Edit Service button
  4. Click the Assign Providers line and check all colleagues who will create client invoices
  5. Click the Enable Service line and toggle the service to on/green
  6. Click Save

Create invoices

Any provider assigned to the Client Billing service can create an invoice. Your client will receive an alert, letting them know they have an invoice, but they will need to log into their Clocktree account to see the invoice and pay with their credit card.

  1. Log in to Clocktree and stay in your Provider role
  2. Click the Clients tab
  3. Click the client’s name to access their profile
  4. Click the Billing tab within their profile
  5. Click the Create Invoice button
  6. Enter a description, which the client will see, and the invoice amount
  7. Click Send Invoice

Manage invoices

Admins can access a view of all invoices sent from the practice by clicking the Billing tab. Providers can access invoices sent to individual clients via the Clients tab. In both places, you can see the date, amount and status of an invoice. 

 

To access the invoice, click on the dollar amount. You have the ability to refund a paid invoice. You can forgive, void, or record payment for an unpaid invoice.

 

If you have any questions or need assistance setting up Client Billing on your Clocktree account, our Customer Care team can help at support@clocktree.com or 302-990-8935.

 

Tips for using Clocktree on an iPhone or iPad

Tips for using Clocktree on an iPhone or iPad

One of the benefits of Clocktree telehealth is that it’s portable! Providers and Clients can connect for a video appointment from just about anywhere using a mobile device. You can use Clocktree on both Android and iOS devices, but this blog post is specifically for iPhone and iPad users.

Use Safari Browser
There is no special software or app to download. Simply log into your Clocktree account via Safari browser, just like you would on a computer.

Add the Clocktree icon to your home screen
For quick access to your Clocktree account, you can add a Clocktree icon to your home screen.  Here are steps to do this:

  1. Visit Clocktree.com using Safari
  2. Click the “Share” icon at the bottom of your browser (see below left)
  3. Click the “Add to Home Screen” icon (see below right)
  4. Click “Add”

 

 


No 3-party video calls
One limitation when using an iPhone or iPad for Clocktree telehealth sessions is that it doesn’t accomodate video calls with more than 2 people. For family or group sessions, it’s best to use a computer if you need to see all parties. But for standard sessions between two people, it’s a great alternative.

Use WiFi when possible
It’s important to get the strongest internet signal possible for a high quality Clocktree video call. Typically this means connecting your iPhone/iPad via WiFi instead of the 4G or LTE data signal.

Adding notes to a Client Profile

Clocktree offers a HIPAA compliant, secure place for a practice to add notes to a client’s profile. There is a free-form notes field on every client profile, with the ability to assign different access levels for each note.

These profile notes are different than adding a note in the chat session of a video appointment, which are always visible to the client and can be accessed via the appointment history.

To add a client profile note, go to your Clients tab and click the client’s name. There you will see different sections for Info, Appointments, Messages, Notes and Documents. Click the Notes tab, then the +Add button.

Next select the type of note, depending on who should have access to that note. Screen Shot 2019-08-07 at 12.39.35 PM

Type your note and click Save. Saving a note to a client profile is permanent and the note cannot be edited or deleted, so please make sure you’ve selected the proper type of note before clicking Save.

Because these notes are a free-form field, they can be used for anything such as therapy session notes, insurance information, allergies, or medical history.

If you have questions about Client Profile Notes or anything else related to Clocktree, please give our Customer Care team a call at 302-990-8935 or email us at support@clocktree.com. We’d love to hear from you!

 

Update your Clocktree Provider Profile

Your Clocktree account has two profiles: one for your practice and one for you as a provider. There are different fields for each, and both profiles can be listed in the Clocktree Directory. Your profiles can also appear in Google and Bing search results when a potential client searches for a telehealth provider, so it’s important that the information is complete and up to date!

Screen Shot 2019-06-05 at 3.10.02 PM

Take a moment to make sure your Provider Profile is up to date with the following information:

  1. Profile Pic
  2. Provider type and introduction
  3. Specialties
  4. Education
  5. Licenses
  6. Languages

To update your profile, log in as a provider on Clocktree.com. Click your name in the upper right and select “View Profile”.  From there you can edit each section.

If you’d like to see how other providers have filled out their profiles on Clocktree, search for a provider on the Clocktree Directory for inspiration.

Please contact our Customer Care team at 302-990-8935 or support@clocktree.com if you have any questions!