Getting started with Secure Messaging

Follow

Secure Messaging brings safe, secure, and HIPAA compliant communication to SimplePractice. We’re especially excited to release this feature, which makes it easy to communicate with your clients and team members, all in one place!

Note: Secure Messaging is a premium feature available on the Professional Plan. To learn more about our plans and pricing, click here

 

How to Enable Secure Messaging

To message your clients, you must first enable Secure Messaging on both the Practice Level and the individual Client Level.

To enable Secure Messaging at the Practice Level:

  1. Go to My Account > Settings > Secure Messaging



  1. Switch the button to On to activate Secure Messaging between you and your Clients.

NOTE: If you’ve added Team Members to your account, you must first switch Secure Messaging On for your Team before you can do so for your clients.  

 

  1. You can now activate Secure Messaging between yourself and individual Clients on this screen (above) or from the client’s Client Page > Edit Client Info > Communication tab (below).



You’re now ready to start sending messages!

 

Messaging with your clients

Once Secure Messaging is enabled for a client, communicating via our secure, HIPAA Compliant system is easy. You can communicate via Secure Messaging on either a desktop computer or on your mobile device’s default browser.

Messages sent to clients will trigger an email containing a quick login link that will enable the client to bypass the login process of inputting their username and password for 15 minutes. This allows them to receive and respond to your secure message quickly and easily from their desktop or mobile device.

Here is how clinicians are able to message clients from SimplePractice:

On any page, look for the Secure Notes icon on the top right. When you press it, your Secure Messages will start up. The first time, it will look like this:

 

After you have used Secure Messaging, when you open the icon, your past conversations will automatically open:

You can either select one of your past conversations to continue, or you can choose to start a new conversation by selecting the New Message icon in the top right:



You will then see a list of clients and Team Members who you've recently messaged, as well as a Search Bar:


Once you select a client to message, you will see the option to Enable Secure Messaging to start the chat:

 

Or, if that client’s Secure Messaging has already been enabled, you can just start writing your Secure Message:


When you send a Secure Message, your client will receive an email alerting them that you’ve messaged them:

They can then open the email from either their desktop or, as in this example, from their mobile device. They will be able to view the message and reply back without having to sign in for 15 minutes. After 15 minutes, clients will have to enter their Client Portal username and password to log in and access your message. We require these credentials in order to keep messaging HIPAA compliant:




You will see their response in your Secure Messages, and will be alerted by an orange dot next to the Secure Message icon. You can now use Secure Messaging as a HIPAA compliant text/instant message service!



Messaging With Your Team:

Secure Messaging works the same way for your team as it does with clients, but the potential uses depend entirely on your team member’s role:

  • Billers and Schedulers can now leave clinicians direct messages with their questions, notes, or actions required.
  • Schedulers can instantly inform Clinicians when a client calls or leaves a message.
  • Billers can easily communicate about insurance information for a specific client.
  • Supervisors can advise interns directly in SimplePractice.
  • Clinicians can collaborate with other clinicians in your practice on a case, coordinate office scheduling, and even share SimplePractice tips.

NOTE:

  • Clinicians will only be able to message clients if they have been granted Client Access. To learn more about client access click here.
  • Billers and Schedulers will only be able to message other Team Members. They cannot currently message clients directly.
Have more questions? Submit a request

Comments

  • Avatar
    Doreen Van Leeuwen

    A MILLION THANKS! Your timing couldn't be better. Of course, it's because you are the best practice management product on the planet. OK, maybe I am biased, but I am so happy with your system, and it just keeps improving. I am so appreciative for all your hard work to make such an incredible product. Now, I need to advertise you, so I can get those rewards, right???

  • Avatar
    Phillip

    Hi Doreen,

    Thanks for the kind words. This has been our top-requested feature for quite some time and we're glad it's finally here!