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:

Adding a client

You have three options for adding a new client:

  • Click the +Create button and selecting Create Client.
  • Click the +Create button and select Create Appointment, and then select +New Client.
  • Click the time block on the Calendar to create a New Appointment, and then select +New Client.

No matter which option you choose, you'll be taken to the Create Client flyout where you can enter the following information:

  • Client Type (Adult or Minor)
    • When you select Adult, you'll have the option to enter this information:
      • First Name
      • Last Name
      • Email Address (Required for Client Portal access)
      • Phone Number
      • Billing Type (Self-Pay or Insurance)
      • Primary Clinician (only for Group Practices)
      • Location of appointments
    • When you select Minor, you'll have the option to enter this information:
      • First Name
      • Last Name
      • Guardian First Name
      • Guardian Last Name
      • Guardian Email Address (Required for Client Portal access)
      • Guardian Phone Number
      • Billing Type (Self-Pay or Insurance)
      • Primary Clinician (only for Group Practices)
      • Location of appointments
  • Click Create & Continue.

Note: If you're creating a new client from a new appointment, you'll then be taken to the New Appointment flyout 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.
    • 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.

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.
      • 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:

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:

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.

Your Clients & Contacts list can be filtered and sorted to fit your practice needs

Have more questions? Submit a request