PhysiciansHR Help

How to make most of your clinic?

PhysiciansHR provides your clinic with multiple options and services that would help you provide better services to your clients. Proper setup of your clinic account can have a significant effect on the success and efficiency of your services.

In this articles we are going to provide suggestions that can help enhance your business and provide better services to your clients. Below are our recommendations:

Set Your Logo
It can be very useful to set your clinic logo in your website, this will help promote your brand and it allows your clients to quickly identify your service online, it will also provide a better overall look for your clinic website.

Try A Cover Image
Selecting a nice cover image can really enhance your clinic website overall look and give it a rich and interesting feel, you can also use the cover image to provide other details which you may want your clients to know about your service.

Tell Your Story
Write some information about your clinic and the services you offer, this should help both existing and potential customers better understand how to benefit from your practice and it can also be used to list all the services and options you offer in your workplace.

Share Your Contact Info
Make it easy for your clients to contact you by providing all different communication options that you use, providing this information is crucial to the success of your practice.

Share Your Address
Make it easy for your clients to find you and visit your clinic.

Connect To Stripe
Start accepting online payments for your services at PhysiciansHR by connecting your clinic account to stripe, you will automatically receive the payments in your bank account. Learn More

List Your Products
Use your favorite products with your clients to increase the effectiveness of your practice. Learn More

Activate Your Store
Take advantage of the online store feature to sell your products online easily and benefit from the different customization options available. Learn More

Setup Your Fees
Manage charges on orders of your products to create a smooth purchase experience for you and your clients. Learn More

Manage Free Credit
Benefit from free credit amount on orders to encourage registered clients to buy your favorite products. Learn More

Create A Discount Coupon
Encourage your website visitors to buy your products from your online store by providing a discount on orders. Share your discount special offer on your preferred social network for best results. Learn More

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PhysiciansHR Major Update 2019 🎉📢

Have you ever used PhysiciansHR but felt that it was missing something? You are right and you are not alone. This articles discusses the latest PhysiciansHR update and how it is going to benefit you and your business.

Many users liked PhysiciansHR but felt that it missed some features that would make it much better, we asked many customers for their opinion and tried our best to focus on what is best for you, your business and your success.

Ever wanted to use your preferred products with your clients at PhysiciansHR?
Did you feel your clients missed your survey reports and other things?
Did you miss following up with some of the pending items at PhysiciansHR?
Did you want more options to help you promote your business to your clients?

PhysiciansHR latest update is here to help you with all of these issues and more.

The list below introduces all the new features added with their details, how you can benefit from them and how you can get them now!

Your Products
You will now be able to add your preferred products and supplements to your clinic account at PhysiciansHR with many customization options.This will give you the flexibility to use your best products with your clients whether by recommendations after survey analysis or by promoting your products on your online store. Learn More

Online Product Store
Your clinic website will have an online store for your products, you can use the online store to sell your best products to your known clients or even to first time visitors.Provide full details on your products and take advantage of the store customization options, with a few easy steps you can sell your products online right away! Learn More

Shopping Carts & Orders
Your clients can now easily order your products from your clinic website, whether by ordering a recommendation or by adding products directly from your store to their shopping cart.You will receive payments directly into your bank account and you will be notified of orders your clinic receives.You will also have full control on products, store, fees and orders. Learn More

Promotion Options:
Your online store provides you with two options to help you promote your products to your clients, not only for registered clients but also for anyone out there who would want to try your products:
- Product Credit
  Product credit is a feature that helps you encourage your registered clients to buy your products by providing a credit amount as a discount on orders.This feature is optional and you can determine if you want to use it with your clients and how it works. Learn More
- Discount Coupons
  Discount coupons is a feature that helps you encourage your website visitors to buy your products from your online store by providing a discount on orders if the visitor uses the code and all the requirements are met.Both registered clients and anonymous visitors can benefit from discount coupons.Discount coupons is an optional feature however it has many options and settings that help customize it to increase its benefits as much as possible while also keeping it under control so it is not overly used. Learn More

Automated Reminders
PhysiciansHR has been updated with a set of automated reminders and follow up emails to help your clinic and your clients stay updated on all the items that require your attention.Your clinic will receive weekly reminder emails about survey reports, recommendations and orders that require your follow up.You will also receive emails that would help you make most benefit from your website and online store including tips and suggestions regarding best practices.Your Clients on the other hand will also receive reminder emails to keep them engaged and to also increase the chance of them completing their survey reports, ordering their recommendations or finalizing their orders.

This should increase the chance that clients benefit from the services your clinic offers. Learn More

Subscriptions
At PhysiciansHR we aim to provide the best services to you and your clients, this requires constant enhancements and upgrades to the features that we offer and to the overall platform for your clinic as well as your clients.To help expand and enhance PhysiciansHR we integrated the concept of plans/offers to allow providing different options for different types of users who would like to benefit from our services.Moving forward, you will continue to benefit from future updates and features that will automatically be added to your active subscription for free. Learn More

New to PhysiciansHR? SignUp Now to get started!

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Followup Emails & Reminders

PhysiciansHR has been updated with a set of automated reminders and follow up emails to help both clinics and their clients stay updated on all the items that require their attentions. Clinics will review weekly reminder emails about survey reports, recommendations and orders that require their follow up. They will also receive emails that would help them make most benefit from their website and online store including tips and suggestions regarding best practices.

Clients on the other hand will also receive reminder emails to keep them engaged and to also increase the chance of them completing their survey reports, ordering their recommendations or finalizing their orders. This should increase the chance that clients benefit from the services of PhysiciansHR’s customers.

PhysiciansHR provides settings to control these reminders and unsubscribe from any unwanted emails.

Shopping Carts & Orders

PhysiciansHR provides clients with a shopping cart option, the client can use the shopping cart to order products from the store or they can use it to order products recommended for them after going through their survey report.

Ordering recommended products has been made very simple because the system will fill out all the recommendation details in the shopping cart and the client will just need to finalize the checkout whenever they are ready to order. Also before ordering, clients can customize their shopping cart by adding or removing products from the list in addition to updating the quantities of the products in the list.

PhysiciansHR has two types of products, the ones that are entered by the clinics and are only visible to them and other products by suppliers which are visible to all clinics on the platform.

When recommending products to clients, clinics can include both types of these products in the recommendation and the system can handle their prices based on their types, products added by clinics uses the same price that the clinics used when adding the product to the store which is the retail price of the product by default, products by suppliers default to their wholesale price but will use the retail price of the clinic if it was entered, if there was no price then the clinic will be required to define their retail price inside the recommendation and the system will remember this price next time this product is used.

Clinics can also customize recommendations by setting different prices of certain products if there is a need for that, they can also customize what type of fees will apply to this recommendation if the client orders its products

The checkout process has been made easier for clinics and clients by automating its total amount calculation, the system would calculate the total price of the items in the shopping cart, in addition to that it will also include the value of any fees that the clinic is charging for orders.

Some fees will have a fixed amount and some other fees will have a changing value based on a percentage or based on parameters defined by the clinic. The system will also handle calculating any discounts from discount coupons or product credit that might be used in orders.

Orders were enhanced to cover the full cycle of buying clinic products from start to end, it starts with clients ordering their products and up to providing shipping details about the order, as soon as the client checks out their shopping cart the clinic will be notified automatically of the pending order, the order will contain the details about the requested products and also any comments from the client.

The clinic can update the progress of the order as they work on it and at certain stages the client will automatically be notified about the updates in the progress.

When the order is shipped to the client, the clinic will have the option to provide information about shipping details including the tracking number, the carrier and the estimated delivery date, such information are very helpful to the client and helps keep them updated regarding their order, there is also an option for the client to confirm the delivery of their order once they receive it.

Product Credit

Product credit is a feature that helps clinics encourage their clients to buy their products by providing a credit amount as a discount on orders from their clients. This feature is optional and clinics can determine if they want to use it with their clients and how it works.

Product credit is only available for registered clients and it comes in the form of a fixed amount, the credit amounts assigned to clients can be used when ordering products directly from the store or when ordering products recommended after submitting a survey report. Once the credit amount is assigned for a certain client, the system will automatically use it when this client orders products.

It is important to understand that product credit is different from discount coupons in the fact that it is only available to registered users and it can only be a fixed amount

The settings below help provide control on this feature:

Apply Products Credit:
Determine if clients would automatically receive a certain credit amount after certain actions.
Products Credit Assignment Option:
Determine how would the clients receive the product credit and how regular that happens, there are multiple options to select from:
- After SignUp:
  This means that the client will receive the credit amount once only after they sign up.
- After First Survey:
  This means that the client will receive the credit amount once only after they submit their first survey.
- After Each Survey:
  This means that the client will receive the credit amount each time they submit a survey.
Products Credit Value:
Determine the amount of credit assigned to the client, they can use this amount as a discount when making orders on products.
Products Credit Notes:
This is used to provide the client with helpful tips about the product credit which they can see in multiple locations across the platform.In addition to these setting, the credit amount for a certain client can be updated in their profile page. This option allow customizing the credit amount for a certain client at any time and not necessarily based on the default credit options.

Discount Coupons

Discount coupons is a feature that helps clinics encourage website visitors to buy their products from their store by providing a discount on orders if the visitor uses the code and all the requirements are met. Both registered clients and anonymous visitors can benefit from discount coupons.

Discount coupons is an optional feature however it has many options and settings that help customize it to increase its benefits as much as possible while also keeping it under control so it is not overly used.

Clinics can create as many coupons as they need, they can customize each and then send it to a certain group of people who could benefit from it. The options available in the coupons can help clinics control them so they benefit only the targeted group and only under certain conditions.

Below is a list of different fields and options available in coupons:

Title:
This is the title of the coupon to help identify it.
Code:
This is the code that will be shared with the group of people who will benefit from the coupon, the code can be entered manually if a meaningful code is preferred, for example “SpecifalOffer”, or a generated code can be used instead. Once the coupon is saved the code cannot be changed.
Status:
The status field allows controlling the status of a coupon while working on it and also after sharing it with clients. These are the available statuses:
- Pending:
  This indicates that the coupon is still being prepared and clients cannot benefit from it at this stage.
- Available
  This indicates that the coupon is available for use in orders.
- Deactivated:
  This indicates that the coupon is coupon is temporarily not available for use, the coupon can be made available again when needed.
- Expired:
  This indicates that the coupon is coupon is permanently closed and it cannot be used in orders anymore.
Discount Type:
This determines how the discount is calculated and these are the available options:
- Fixed Amount:
  This indicates that the discount amount is a fixed amount that is deducted from the total amount of the order.
- Percentage:
  This indicates that the discount amount is a percentage of the total price of the items in the order before including any additional fees. This means that the final fixed discount amount is variable and depends on the total price of the ordered items.Clinics can select between these two options depending on the case and the circumstances for that specific discount coupon.
Discount Value:
This is the value of the discount to be applied whether it is was a fixed amount or a percentage.

It is important to understand that coupon code, discount type and discount value cannot be edited after the code is saved for the first time, some other fields can still be updated even after the coupon has been activated.

The following are coupon options that can help limit and control the use of coupons to increase its benefit, these options can be useful when providing the code for a large group of people without going into a situation where discounts are over used by clients. They can also be beneficial in in making the coupons available to use by a certain group of people who meet certain conditions even if the coupon is shared with a larger group.

Usage Limit:
This option provides limitation on the number of times the coupon can be used on orders regardless of how many users actually have the code.
Expiry Date:
This option provides a date/time based limitation on the use of the coupon, once the expiration date arrives the code will not be available anymore.
Minimum Order Value:
This option provides an order value based limitation, coupon codes with a minimum order value can only be used if the client’s order value is equal to or exceeds the limit specified in the coupon.
Available for registered users only:
This option sets a limitation on the coupon where it can only be used by users who sign up and register at the clinic website, other public users will not be able to benefit from the coupon in their orders.
Available for users with submitted survey only:
This option sets a limitation on the coupon where it can only be used by users who filled and submitted a survey, other users without a survey will not be able to benefit from the code in their orders.

Finally, it is important to properly create and manage coupons, they can be very beneficial to the store in encouraging clients to buy products however poorly managed or created coupons without limitation can do more harm than good, so it is always recommended to be careful when setting coupons up and also use limitations to avoid coupons over use.

Online Product Store

PhysiciansHR provides clinics with the ability to have their own online product store, using this feature they can sell their products online to their clients or even to visitors who access their website for the first time, products can be accessed from the store page and also a selection of products can be made available at the main page.

Clients can see full details about the products including names, pictures categories and prices. They can also search for products by multiple different options. When a certain product is opened, the client will able to see full details about it like its availability, different forms and sizes and all other information. A product can then be added to the shopping cart to be purchased.

The online store can be customized with a variety of options and settings to help match the needs of our customers and their clients, make the most of the store feature and provides an easy to use service.

The store can be managed by accessing the “Store Preferences” menu item under the “Store” menu in the left side panel, in this screen there are many options and settings that helps in providing a smooth experience for both clinics and their clients, clinics can have full control on their store and also on the orders. Using the settings below, the system can handle all details of the order and can calculate all the fees without requiring too much effort from the clinic while providing full control on how it works.

The store has the following settings:

Store Preferences:
- Show Products Store:
  Determine if the website visitors can see and access the store.
- Show Out Of Stock Products:
  Determine if the store should show products that are marked as out of stock or if they will be filtered.
- Store Title:
  This is the title of the store that shows up at the website main page.
- Store Description:
  This is a description line that shows up under the store title at the website main page.
- Show Store Tips:
  Indicate if there are any tips or additional information that will appear on the product store and in the shopping cart, this information is mainly related to the shopping experience and you can use it to provide any details that your client should know about with regards to shopping at your store.
- Store Tips:
  This is the text of the tips that are going to be shown at the store.
Tax Preferences:
- Apply Tax:
  Determine if orders from clients are subject to tax.
- Tax Percentage:
  Determine the percentage of tax applied on orders from clients.
COD Preferences (Cost Of Delivery):
- Apply COD:
  Determine if orders from clients include a fee for cost of delivery.
- COD Value:
  Determine the cost of delivery on orders.
Setup Fee Preferences:
- Apply Setup Fee:
  Determine if orders from clients include a setup fee.
- Setup Fee Value:
  Determine the setup fee on orders.
Products Credit Preferences:
Product credit is a feature that helps clinics encourage their clients to buy their products by providing a credit amount as a discount on orders from their clients.
This feature is optional and clinics can determine if they want to use it with their clients and how it works.

Product credit is only available for registered clients and it comes in the form of a fixed amount, the credit amounts assigned to clients can be used when ordering products directly from the store or when ordering products recommended after submitting a survey report.

Once the credit amount is assigned for a certain client, the system will automatically use it when this client orders products.
The settings below help provide control on this feature:
- Apply Products Credit:
  Determine if clients would automatically receive a certain credit amount after certain actions.
- Products Credit Assignment Option:
  Determine how would the clients receive the product credit and how regular that happens, there are multiple options to select from:
  - After SignUp:
    This means that the client will receive the credit amount once only after they sign up.
  - After First Survey:
    This means that the client will receive the credit amount once only after they submit their first survey.
  - After Each Survey:
    This means that the client will receive the credit amount each time they submit a survey.
- Products Credit Value:
  Determine the amount of credit assigned to the client, they can use this amount as a discount when making orders on products.
- Products Credit Notes:
  This is used to provide the client with helpful tips about the product credit which they can see in multiple locations across the platform.In addition to these setting, the credit amount for a certain client can be updated in their profile page. This option allow customizing the credit amount for a certain client at any time and not necessarily based on the default credit options.
Shipping Fee Preferences:
The settings below allows the system to automatically calculate the shipping fees to apply on orders from clients.
- Apply Shipping Fees:
  Indicate if orders from clients are subject to shipping fees.
- Shipping Fees Type:
  Determine how fees are calculated, they can be flat where a fixed amount is used or they can be price based where the shipping fee depends on total amount of the client’s order.
- Shipping Fee Ranges:
  With this option clinics can create and manage a set of multiple price ranges to determine the shipping fee for orders from their clients based on the order total amount.One important aspect of the store settings is related to the recommendations, product recommendation has a copy of some settings that exist in the store. Those settings are:
  - Apply Shipping Fees.
  - Apply Tax.
  - Apply COD (Cost Of Delivery).
  - Apply Setup Fee.

When a recommendation is created for a client, those settings will default to the corresponding settings in the store, however they can be changed and modified within the recommendation to allow making an exception or a change for a certain client.

This allows for an additional flexibility in handling recommendations and orders and provides features to help clinics better serve their clients.

Finally, an important detail on the use of the online store, in order to activate the online store, clinics need to connect their PhysiciansHR account with Stripe, which is a PCI compliant payment processor service. This is required to allow clients to pay clinics online, otherwise clinics cannot receive online payments for their services. The connection with stripe is very simple and PhysiciansHR will guide clinics through the steps from the payment settings screen.

Clinic Products

One of the most important aspects of PhysiciansHR is the use of nutritional products to help clients with their symptoms, to help maximize the benefit of this aspect we incorporated the ability to enter products and supplements into PhysiciansHR with many customization options.

This will give our customers the flexibility to use their preferred products with their clients, whether its by recommending those products after survey report analysis or by promoting those products using the online store feature.

Using the products preferred by clinics in PhysiciansHR helps them make the most benefit from the platform existing services while also allowing them to streamline the distribution of their products by making it easier to order.

With a few steps clinics can have their products available for use in their practice. Before going into the details of adding products into PhysiciansHR its important to understand how products are handled in general in PhysiciansHR.

Many products out there come in multiple forms, sizes and prices but eventually they could represent the same product, because of that PhysiciansHR allows grouping all of these options under one main product and then using the details of this product to reflect those differences between different forms and sizes.

This approach helps making products easier to manage by our customers while also making their online store cleaner and easier for the clients to review their products.

To create a product, follow these steps:

On the left side panel, under the Store menu, click the item “Your Products”.
If this is your first product, click “Add Your First Product”, if not then next to the products search box click “Add Product”.
Once inside the New Product page, there are 3 important sections:
1. General details of the product:
  Here you will find all different general details about a product like its name, description, ingredients, etc..
2. Store Preferences:
  This section provides options for managing the product online store related details like visibility, discount and tips.
3. Product Types and Pricing:
  This section allows entering the different details of the product forms, sizes, prices and usage schedule.
After entering these details and saving the changes. The product can be available for use in recommendations and can also be added to the online store for clients to order.
The following list describes many of the product page fields and their importance:
- Product Name (Required):
  This field is required and is used to show the name of the product across the platform.
- Status (Required):
  This indicates the status of a product, there are the following options:
  - Available: This indicates that this product is available to order, clients can see and order this products from your store.
  - Out of Stock: This indicates that this product is not available at the moment, you will have the choice to show or hide such products from your store.
  - Hidden: This option is used to hide a product from store if it shouldn’t be available to order for any reason.
  - Discontinued:This is technically the same as “Hidden” but it serves a different purpose to make it easier to identify discontinued products in future.
- Categories (Required):
  A product can belong to one category or more, this field allows selecting one or more categories. Categories help group products and make their easier to find in your store.
- Product Picture:
  This picture will appear next to the product name when viewing it in recommendation or in the online store it is very recommended to add a picture to product to make it easier to identify.
- Store Preferences:
  This section determines the relation between a certain product and the online store, it has the following options:
  - Show In Products Store:
    This indicates if this product is available in the product store and if it can be used in orders.
  - Show In Clinic Website:
    This indicates if this product is shown free website main page.
  - Has Discount:
    This indicates if product has any discount, the discount will be in the form of a percentage and it will be applied on the price of the product when used in orders regardless of the form/size combination selected.
  - Show Store Tips:
    This indicates if this product has any tips or additional information that will appear on the product store or in the shopping cart, this information is mainly related to the shopping experience and it can be used to provide any details that clients should know about this product.
  - Store Tips:
    The tips entered by the clinic.
- Product Types and Pricing:
  This is a very important section inside the product page, using this section clinics can specify the different forms and sizes of their product. Whether a product comes in multiple forms and sizes or just one it can all be entered here. A product can have multiple forms and each form can have multiple sizes. Each form and size has their own status, this allows customizing the availability of a certain form or size without affecting other form/size combinations.Each form and size can have their own image too, this helps identify the specific form and size combination when ordering the products online.Below is a description of the details under Product Types and Pricing section:
  - Form:
    This indicates the form which the product comes in, like tablets, capsules and liquid.
  - Form Status:
    Just like the product status this indicates availability of a certain form, this will also affect the availability of all the sizes under that form.
  - Form Picture:
    This is the general picture of the product form regardless of the exact size.
  - Sizes and Price:
    This section allows entering multiple sizes under one form, for example if a product comes in the form of capsules and it has multiple sizes, each size can be entered in this section along with its price, status and picture.Below is a description of the details under Sizes and Price section:
    - Size:
      This indicates the size which the product comes in, like number of capsules or amount of liquid.
    - Clinic Price:
      This is the retail price of that specific form and size combination and this the price that your clients will see when ordering your products.
    - Size Status:
      Just like the product status this indicates availability of a certain size.
    - Size Picture:
      This is the picture of the specific form and size combination.
    - Usage Schedule:
      This is a very important section of the product form, in this section you can specify the schedule of using the product in that form. To specify the schedule details, one or more schedule fields can be added.Each schedule field reflects and certain time of the day or a certain circumstance in which the client should be taking a certain dose of the product form, the schedule field title specifies the circumstance/time of day and the value specifies the dose. The schedule fields can be added to a list so they can be used with many products however their dosage value differ from one product to another.
  - Images:
    The product page has 3 types of product images:
    - General Product Image:
      This image will appear in the product store or anywhere the product is seen without specifying its exact form/size combination.
    - Form Picture:
      This image will appear if a product form/size combination is selected in recommendation or in orders while the size selected doesn’t have a picture entered.
    - Size Picture:
      This image will appear if a product form/size combination is selected in recommendation or in orders.It is recommended to add all of these picture to help provide a better experience for your clients while using your services.

Subscriptions Details & Options

Subscriptions at PhysiciansHR are monthly based, whether its a free trial or a paid subscription their period is set by months. Free trial plan is fixed for one month however other paid plans are open to the selection of the customers as they sign up.

During registration users can specify how many months they would like to be committed to a certain subscription, at that period no additional charges are required to keep their subscription available, they will also continue to receive new features and upgrades for free as long as they are subscribed.

Plans are subject to pricing changes as they expand to include more options and features, however all existing clinics subscribed to those plans will continue to benefit from all these updates without any additional charges.

Since subscriptions are limited by a monthly selected period, they are going to expire at the end of it. Clinics will be notified ahead of time before their subscription expiry, they will also be notified again when their subscription finally expires. Upon expiry of a subscription, clinics are given the choice to renew their subscription for one time for one month based on the original price of the plan they were subscribed to.

Once the renewed subscription expires, clinics can subscribe to the same plan again based on its current price or they can choose to upgrade or downgrade to other plans if they prefer, during the time a subscription is expired, clinics can still benefit from the free features of PhysiciansHR, other paid features will either be disabled or limited until the subscription is activated again.

Plans & Subscriptions

At PhysiciansHR we aim to provide the best services to our customers, this requires constant enhancements and upgrades to the features that we offer and to the overall platform for our customers as well as their clients.

To help expand and enhance PhysiciansHR we integrated the concept of plans/offers to allow providing different options for different types of customers who would like to benefit from our services.

During registration clinics can select their preferred plan for joining the platform, different plans offer different set of features and options, there is also the trial option where clinics can try our services for a limited period of time for free. In addition to the current plans, we offer custom subscriptions where clinics can contact us to discuss any special requirements they have and we will be more than happy to help them customize a suitable offer.

After registration is done, clinics will have their subscription with its options and benefits, we also offer upgrades and downgrades to help match the changing needs of our customers as they use the platform. Moving forward, existing clinics can benefit from future updates and features that will automatically be added to their existing subscription.

The use of subscriptions allows us to better satisfy the requirements of our customers, expand PhysiciansHR with more options and features and help our customers provide better services for their clients.

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