Please note that due to the circumstances around COVID-19, we are seeing a significant increase in the number of help requests to our Customer Success group and we're working to respond as quickly as possible. We do strongly encourage you to take advantage of all the free resources we have available. Thank you for your patience and understanding. 

Community

Adding a new client and navigating your Clients & Contacts list

With SimplePractice, there's no limit to the number of clients you can create and store in your client list. You can create a client from any page in your account, or you can create a client while scheduling their first appointment.  

In this guide, you'll find steps for:

FAQs: 


Adding a client

To add a new client you can either:

  • Click the +Create button and select Create Client.
    createclient.simplepractice.calendarflyout.jpg
  • Or, click into the Calendar home page to create a New Appointment, and then select +New Client.
    createnewclientfromnewappointment.simplepractice.calendarflyout.jpg

With either option, you'll be taken to the Create Client fly-out where you can select the client type as an Adult, Minor, or Couple:

  • Adult client
    • When you select Adult as the client type, use the fields to enter the client's information. If they would like to have their Client Portal enabled, be sure to list an email address that they have access to:
      CreateClient.SimplePractice.Adult.png
  • Minor client
    • If you select Minor as the client type, you'll enter the minor client's individual information first, and then you can add a client Contact from the Contact tab if they have a guardian who will be managing their appointments and paying their bills:
      CreateClient.SimplePractice.Minor.png

Tip: See our guide Enhanced Client Management for Minors to learn more about managing minor client profiles.

  • Couple Client
    • When you select Couple as the client type, you'll see tabs for Client 1 and Client 2. Enter each individual's information and be sure to indicate one of the clients as Responsible for billing before moving forward.CreateClient.SimplePractice.Couple.png

Tip: See our guide Enhanced Client Management for Couples for all details about managing Couple Profiles.

  • Once you've indicated the appropriate client type and entered all of the client information, click Create & Continue to save the new Client Profile.

Note: If you're creating a new client from a new appointment, you'll then be taken to the New Appointment fly-out to confirm and save the appointment details.


Sending an intake

If you've entered an email address for the client and you also have the Client Portal set up, you'll then see the Send Intakes options. It is divided into three steps:

  • Client Items
    • Here you can choose which Consent Documents, Questionnaires, and Profile & Credit Card Forms to send to the client.
      clientitems.simplepractice.sendintakesflyout.jpg
    • After you've made your selection, click Continue to Email.
  • Compose Email
    • Here you can customize the email that you send to the client along with your practice documents.
      composeemail.simplepractice.sendintakesflyout__1_.jpg

Tip: To adjust the default text of this email for your entire practice, go to My Account > Settings > Client Portal > Emails tab and click Edit on the Welcome email. For more information, please see this guide: Sending intake forms and documents to clients. 

Note: You cannot view the text of a customized email later. You can only see that the email was sent in your Account Activity History and in your Emails sent report. You can learn more about Account Activity and Reports here: Account Activity: Tracking changes and information access in your account and Reports: Analytics for your private practice.

      • After you've reviewed and made any changes, click Continue to Review.
    • Review & Send
      • Here you can see that the client will receive Client Portal access, view the Welcome Message, and confirm which items you want to share.
        review_send.simplepractice.sendintakesflyout.jpg
      • After you've reviewed and have made any changes, client Share & Send Now.

You'll then be taken to the client's Overview page where you can view, edit, and manage the billing, documents, and notes for the client. Initially, you'll see the expanded view for the items in the right navigation panel:
clientoverview.simplepractice.newclient.jpg

From the right navigation panel, you can view, edit, and manage the following information:

  • Billing Overview
  • Add Payment
  • Client Info
  • Contacts
  • Upcoming Appointments
  • Communication Settings
  • Shared with Client
  • Uploaded Files
  • Invoices
  • Billing Documents

By clicking the arrow, you can also minimize or maximize the different options in this navigation panel to make sure you're only seeing the information you need at a given time:
minimizeclientinformation.simplepractice.clientoverview.jpg 

Note: If you'll be submitting electronic claims for the client, you must change the billing type from Self-Pay to Insurance. You can set up the client's insurance information later.


Your Clients & Contacts list allows you to easily access each client's contact information and quickly navigate to their Overview page. This list is separated into Active Clients and Inactive Clients. You can refine your searches here by using the Clients, Contacts, Recently viewed Clients, or Inactive Clients filters. You can also sort these lists by first name or by last name.

clientsandcontactslist.simplepractice.jpg


Adding a client nickname

When entering a client's information, you have the option to enter a nickname for a client in the Preferred name field of their profile, as shown below:

AddClient.SimplePractice.PreferredName.jpg

Saving a client's Preferred name will replace the client's first name throughout the system.

Important details to know:

  • When showing initials on the calendar (privacy mode ON) and a Preferred name is present, we will use the initial from the Preferred name and the initial of the last name.
  • The nickname will replace the first name on all emails and documents created inside of SimplePractice, except for Superbills and claim forms which require that the client's name matches what the insurance company has on file in order to process successfully.

Making a client inactive

SimplePractice allows you to inactivate clients that you are not actively seeing. The inactive status for a client is an excellent option for showing that she or he has been discharged. Making a client inactive will allow you to keep the client data in your account in case you choose to reactivate the client in the future. Additionally, inactive clients will not show up in your client list.

To make a client inactive:

  • Go to the Client Overview page for the client you wish to inactivate. 
  • Click View/edit client info.
  • On the Client Info tab, deselect Active as shown below.
    makingaclientinactive.simplepractice.editclient.png
  • Click Save.

You can access inactive clients by selecting the Clients link in the navigation bar on the left and then selecting the Inactive link on the main Clients page on the top right.
inactiveclients.simplepractice.clients_contacts.png

To make an inactive client active again:

  1. Go to the Clients page. 
  2. Click the dropdown menu and select to view Inactive Clients.
    makingaclientactive.simplepractice.clients_contacts.png
  3. On the Inactive Client list, select the inactive client that you wish to make active.
  4. From the currently inactive client's Overview page, click View/edit client info.
  5. To mark the client active, check the Active box and save.
    activateclient.simplepractice.edit.png

Note: Inactive Clients can still access their Client Portal, but they will not come up if you attempt to search for them using the search bar at the top of your account.


Deleting a client

If you would like to delete a client, you can do so from the client's file. Deleting a client removes all of the client's information from your account. Only an Account Owner or Clinician with Administrative Access is able to delete a client. See Team members: clinician access levels to learn more. 

Important: Deleting a client is a permanent action and cannot be undone. A safer alternative is to inactivate a client.

To delete a client:

  • Navigate to the client's Overview page > Edit details
  • Scroll down to the bottom and click Delete this client

deletethisclient.simplepractice.clientinfo.jpg

  • Type the Client's First Name and the Client's Last Name exactly as seen at the top of the Permanently Delete client window 
  • Click Permanently Delete Client

permanentlydeleteclient.simplepractice.clientinfo.jpg

Important: Once you click Permanently Delete Client, the client's file will be removed immediately. This action is irreversible. 


Can I remove the Jamie Appleseed demo client?

Yes, if you'd like to remove Jamie Appleseed and all of their demo data from your account, you can:

  • Go to My Account > Settings > Demo Data
  • Choose to either Disable or Enable Jamie Appleseed based on your preference

mceclip0.png


How do I remove a duplicate client?

The best way to handle duplicate client files is to make one file inactive and keep one file active. This way you'll retain all client information, but you'll be able to use one file for future documentation. To make a client inactive, follow these steps: 

  • Navigate to the client's Overview page > Edit details
  • Deselect the Active Client box

makeclientinactive.simplepractice.clientinfo.jpg

  • Click Save Client

I'm seeing clients from the same family. How do I add a new client with the same email address as another client?

If you're working with children or teenagers, you can add a parent or guardian as a contact. The same contact can be used as a parent or guardian for multiple minor client files. See Enhanced Client Management for Minors to learn how to set this up. 

 

Have more questions? Submit a request