Article Type: How-To Guide
Applies To: New Mynd practice accounts (Starter, Standard, Group Plans).
Welcome to Mynd! This guide walks you through the essential steps to set up your practice account after signing up. Following these steps will ensure your practice details, scheduling, payments, client management, and marketing tools are configured correctly, allowing you to start using the platform effectively.
You have successfully signed up for a Mynd account (Starter, Standard, or Group Plan).
You are logged into your Mynd practice dashboard.
Access Practice Settings:
From your Mynd dashboard, locate and click on the Settings icon or menu item (a gear symbol).
This will take you to the main Practice Settings area.
Configure Basic Practice Details:
In the Practice Settings, find the section for Practice Details.
Update your Practice Name, Contact Email, Phone Number, and any other relevant basic information.
(Optional) Upload your Practice Logo for branding purposes.
(Optional) Add your Practice Address if applicable (e.g., for a physical office location).
Manage Team Members (Group Plan Only):
If you are on the Group Plan, locate the Team Members section within Settings.
Click Add Team Member.
Enter the new team member's Email Address and assign an appropriate Role (e.g., Admin, Therapist, Supervisor). Mynd will send an invitation email to the provided address.
Repeat this step for all team members who need access.
Set Up Scheduling Settings:
Navigate to the Scheduling Settings section within Practice Settings.
Add Other Locations (Optional):
_ Click Add Location (or similar).
_ Enter a Location Name (e.g., "Downtown Office", "Home Office").
_ Select the Location Type (e.g., "Physical Address", "Zoom", "Google Meet", "Other Video Platform").
_ If it's a physical address, enter the Address Details.
_ If it's a third-party video platform (like Zoom), you might need to provide a Meeting Link Template or instructions (e.g., "https://zoom.us/j/{{MeetingID}}"). Click Save Location.
Manage Services:
_ Find the Services section.
_ You will see three default services: "Initial Consult", "Individual Therapy", and "Discharge Session".
_ To Edit a Default Service: Click on the service name. You can modify its Name, Duration, Color (for calendar display), Price (if applicable), and other settings like Description or Online/In-Person availability. Click Save.
_ To Remove a Default Service: Find the delete option in the action menu and confirm deletion. (Be cautious, as this might affect existing appointments if any exist).
To Add a New Service: Click Add Service (or similar). Fill in the Name, Duration, Color, Price, and other relevant details. Click Save Service.
Configure Booking Policies:
_ Locate the Booking Policies tab.
_ Rescheduling Policy: Define how far in advance clients can reschedule (e.g., "Up to 24 hours before").
_ Cancellation Policy: Define how far in advance clients can cancel without penalty (e.g., "Up to 48 hours before").
_ Booking Window: Define how far in advance clients can book appointments (e.g., "Up to 30 days in advance").
_ Save these policy settings.
Integrate Your Personal Calendar (Optional - Individual Users):
If you are a solo practitioner and want to sync your Mynd calendar with an external calendar (like Google Calendar or Outlook), go to your Personal Profile .
Look for the Integrations tab.
Follow the prompts to connect your external calendar account (e.g., by authorizing Mynd to access your Google Calendar). This step is crucial for avoiding double bookings.
Configure Payment Settings:
a. Set Up Stripe Integration (For Credit Card Processing):
_ Navigate to the Payment Settings section within Practice Settings.
_ Locate the option to Set Up Payments.
_ You will be redirected to Stripe's secure website to create a Stripe account (if you don't have one) or to log in and authorize the connection to Mynd.
_ Follow the instructions on the Stripe website. You'll need to provide business details, banking information, and identity verification documents.
_ Once the connection is successful, you'll be redirected back to Mynd, and the integration status should update ("Stripe Connected").
Customize Invoices:
_ Within Payment Settings, find the Invoice Settings tab.
_ Upload your Practice Logo to appear on invoices (if not already done in Practice Details).
_ Add a Custom Header or Footer if desired (e.g., "Thank you for choosing Mynd Therapy").
_ Configure which Client Information to display (e.g., Name, Address, Email, Phone).
_ Ensure your Practice Address, Phone Number, and other contact details are correct and will be included.
_ Save your invoice customization settings.
Add Custom Payment Methods (For Classification):
_ In Payment Settings, locate the Payment Methods tab.
_ You will see "Credit Card" already listed if Stripe is connected.
_ Click Add Payment Method.
_ Enter a Name for the method (e.g., "Cash", "E-Transfer", "Insurance", "PayPal", "Zelle"). * (Optional) You might be able to add a brief Description or Instructions for clients (e.g., "E-Transfer to: payments@myndpractice.com").
_ Click Save Payment Method.
_ Repeat for all payment methods you accept that are not processed directly through Stripe within Mynd.
Adjust Client Settings:
a. Add Custom Client Fields (Optional):
_ Navigate to the Client Settings tab within Practice Settings.
_ Find the Custom Fields area.
_ Click Add Custom Field.
_ Enter a Field Label (e.g., "Emergency Contact", "Preferred Name", "Insurance Provider", "Referral Source").
_ Select the Field Type (e.g., "Text", "Number", "Date", "Dropdown", "Checkbox").
_ If using a "Dropdown" type, add the Options (e.g., for "Referral Source": "Google", "Friend", "Doctor", "Other").
_ Indicate if the field is Required during client creation/onboarding.
_ Click Save Custom Field. * Repeat for any additional custom information you need to collect.
b. Configure Client Onboarding (Optional):
_ Within Client Settings, look for an Onboarding Customization (or Client Intake) section.
_ Review the default onboarding flow. You might be able to:
_ Enable/disable specific steps (e.g., "Collect Insurance Information", "Upload ID").
_ Reorder the steps.
_ Add custom intake questions or forms (this might link to the Forms module if available).
_ Adjust these settings according to your practice's needs and save.
c. Manage Consents and Agreements:
_ In Client Settings, find the Consents and Agreements tab.
_ Review Standard Mynd Consents: You should see the non-modifiable "Mynd Privacy Policy" and "Consent for Telehealth". You can view these.
_ Modify "Informed Consent for Therapy": Locate the template provided by Mynd. Click Edit. Modify the text as needed to reflect your specific practice policies and legal requirements. Save your changes.
_ Configure "AI Note-Taking Consent" (Optional): Find the consent related to AI note-taking. Decide if you want to Require it during onboarding or make it Optional. Adjust the consent text if allowed and save.
* Add Custom Consents (Optional): If you have other consent forms (e.g., a specific practice policy), use the Add Consent option. Add the document and configure its onboarding requirement (Required/Optional).
Create a Test Contact:
Go the Client menu option.
Locate the Add Client button.
Click it and fill out the New Client Form:
Enter a First Name and Last Name (e.g., "Test", "User").
Enter a valid Email Address (you might use your own or a test email).
Click Save Client (or Create Contact).
Schedule Test Appointments:
With your test client created, go to the Scheduling view in your dashboard.
Click on an available time slot in your calendar.
In the appointment creation popup/form:
Select the Client: Choose the "Test User" client you just created.
Select the Service: Choose one of the services you configured (e.g., "Initial Consult").
Select the Location: Choose "Mynd Video" (or another location if you added one and want to test it).
Set the Date and Time: Confirm the date and time of the slot you clicked (or adjust if needed).
Click Save.
Repeat: Schedule a couple of different types of appointments (e.g., an "Individual Therapy" session) with the test client to verify different services and settings.
Verify Notifications: Check if you (and potentially the test client's email) receive the expected booking confirmation and reminder emails.
Complete Setup: Following this guide ensures your Mynd account is fully configured for your practice's specific needs.
Streamlined Workflow: Proper setup of scheduling, payments, and client management saves time and reduces errors later.
Compliance: Setting up consents and agreements correctly is crucial for legal and ethical practice.
Confidence: Creating a test client and appointments allows you to verify the system works as expected before using it with real clients.
Still need help? Contact support@mynd.com or visit our Help Center. We also offer full white-glove onboarding support – reach out to your account manager or the support team to schedule a call.
