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Adding a new client and navigating your Clients & Contacts list

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, we'll cover:


Adding a client

There are two ways you can add a new client in your SimplePractice account. First, you can:

  • Click the + Create button and select + Create Client

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Alternatively, you can add a new client while scheduling an appointment. To do this:

  • Navigate to your Calendar and click anywhere on the calendar
  • From the fly-out the appears, select + New Client

newclient.simplepractice.clientmanagement.png

With either option, you'll be taken to the Calendar 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:

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  • If the client would like to receive appointment reminders, enter an email address or phone number and check the box next to the corresponding reminder:

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  • Click Create & Continue to save your new client.

Minor client

  • If you select Minor as the client type, you'll enter the minor client's information first. Then, you can add a Contact from the Contact tab if the minor has a guardian who will be managing their appointments or is responsible for billing:

newcontact.simplepractice.newclient.png

  • To enable appointment reminders for the minor, enter an email address or phone number and select the corresponding reminder. To enable appointment reminders for the contact, first click the Contact tab, then enter their information and select the corresponding reminder:

contactreminders.simplepractice.appointmentreminders.png

  • Click Create & Continue to save your new minor client.

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

Couple profile

  • When you select Couple as the client type, you'll see tabs for Client 1 and Client 2. Enter each individual's information and then check the box next to Responsible for billing for one of the clients. You'll need to establish one of the members of the couple as the responsible party for billing before you can proceed with creating the couple.

responsible.simplepractice.clientandcontacts.png

  • To enable client reminders for either client in the couple, enter an email address or phone number and select the corresponding reminder:

couplereminders.simplepractice.newclient.png

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

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

To learn more about managing the information settings for your clients, you can refer to our guide: Editing a client's information.


Sending an intake

If you've entered an email address for your new client and their Client Portal is set up, you'll see the Send Intakes option that is divided into three steps. The steps are as follows:

Client Items

Here, you can choose which Intake Forms, Consent Documents, and Questionnaires to send to your client. You can also choose to send the Demographics Form and Credit Card Information Form, which once completed, will automatically populate information into the client's profile.

Note: The Credit Card Information Form can only be sent if Online Payments is enabled in your SimplePractice account. For more information on using our integrated online payments processor, see Getting Started with Online Payments.


clientitems.simplepractice.sendintakesflyout.jpg

After you've made your selection, click Continue to Email.

Compose Email

In this section, you can customize the Welcome email that will be sent to the client, along with your practice documents.
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Tip: To adjust the default text of this email for your entire practice, go to Settings > Client Portal > Emails and click Edit on the Welcome email. For more information, please see this guide: Sending intake forms and documents to clients.

Note: You can’t view the text of a customized email after it’s been sent. If you'd like to determine if an email was sent, you can view this in your Account Activity History and in the 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.

Review & Send

Here, you can see that the client will receive Client Portal access, receive the Welcome email, and confirm which items you’re about to share.
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After you've reviewed this information, click Share & Send Now.


The Client Overview page

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

clientoverview.simplepractice.clientmanagement.png

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:

minimizeoverview.simplepractice.clientoverview.png 

Note: If you'll be submitting electronic claims for the client, you’ll want to 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 information and quickly navigate to their Client Overview page. This list is separated into Active Clients and Inactive Clients. You can refine your searches here by using the Clients, Clinicians, Contacts, Recently viewed Clients, or Inactive Clients filters by first name or by last name. Additionally, you can filter your client list by Insurance Payer:

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Note: Insurance payers will only populate in this view if they are currently saved in a client's profile under Insurance Information.


Adding a client nickname

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

preferredname.simplepractice.clientinfo.png

Saving a client's Preferred name will replace the client's first name throughout the platform with a few exceptions.

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, with the exception of superbills and claim forms. These will include both the client's preferred name and the legal name, as insurance companies will require that the client's name matches what the insurance company has on file.

Making a client inactive

SimplePractice allows you to inactivate clients that you aren’t actively seeing. The inactive status for a client is an option to denote that they have 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, unless you filter by inactive clients.

To make a client inactive:

  • Navigate to the Client Overview page for the client you wish to inactivate
  • Click Edit below their name
  • Click the Client Status badge, and select Inactive

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  • Click Save Client

If you'd like to view this client later, you can access your inactive clients list by selecting the Clients tab in the navigation bar on the left, clicking Clients and choosing Inactive Clients:

inactiveclientlist.simplepractice.clientmanagement.png

To make an inactive client active again:

  • Navigate to the Clients tab
  • Click Clients and select Inactive Clients
  • On the Inactive Client list, choose the inactive client that you wish to make active
  • Navigate to this client’s Overview page, and click Edit
  • Next to Client Status, choose Active from the drop down

activeclient.simplepractice.clientinfo.png

  • Click Save Client to reactivate this client

Note: Inactive clients can still access their Client Portal unless you disable access for them under the Client Portal tab in their settings. 


Deleting a client

If you’d like to fully 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, and permanently removes them from our database. Only an Account Owner or Clinician with Administrative Access is able to delete a client. See Team member roles and access levels to learn more. 

Important: Deleting a client is a permanent action and cannot be undone. Another option is to make a client inactive.

To delete a client:

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

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  • Choose Continue to Delete
  • Type the Client's First Name and the Client's Last Name exactly as seen at the top of the Permanently Delete client window 
  • Check the box next to I understand this will permanently remove all records and history for this client and that SimplePractice cannot recover deleted information
  • Click Permanently Delete Client

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


FAQs


Can I remove the Jamie Appleseed demo client?

If you'd like to remove Jamie Appleseed and all of their demo data from your account, you can do so by following these steps:

deletejaime.simplepractice.demodata.png

  • Choose to either Disable or Enable Jamie Appleseed based on your preference

disabledemo.simplepractice.demodata.png


How do I remove a duplicate client?

If you have duplicate client profiles, you won't be able to merge them. To handle duplicate client profiles, we recommend making one of the client’s profiles inactive and keeping the other profile active. This way, you'll retain all of the client’s information, but you'll be able to use one file for future documentation. If you’d like to make a client inactive, see the steps to do this above.


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 more.

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