Adding a new client

SimplePractice allows you to create and store an unlimited number of client profiles in a HIPAA compliant account. This guide walks through adding clients and sending intake forms to help you get started.

Below, we'll cover:

• Adding a client
• Sending an intake
• Next steps

Adding a client

To add a new client, access the + Create client option from the top navigation bar or while scheduling an appointment.

From the top navigation bar:

1. Click the + icon
2. Select + Create client

While scheduling an appointment:

1. Navigate to the calendar
2. Select the time slot you want like to schedule
3. Click + Create client

After selecting + Create client, complete the sections below to create the client’s profile.

Client info

Enter the following information:

• Client type: Adult, Minor, or Couple

Note: To learn more, see Minor client and Couple client.

• Legal first name
• Legal last name
• Name they go by
• Date of birth
• Billing type
• Who they were referred by

Client status

You can indicate whether the client is prospective or active. For more information, see What is the prospective client status?

Clinician

If you’re part of a group practice, you can select a primary clinician and choose the location for the client’s appointments.

Contact details

Click + Add email or + Add phone, then select a Type and Permission.

Permission determines how the client receives reminders and notifications. Options include Email OK, Text / voicemail OK, Text OK, or Voicemail OK.

Note: You can add multiple email addresses or phone numbers.

You can enable reminders for:

• Upcoming appointments
• Incomplete documents
• Cancellations

To turn on reminders:

1. Toggle on the reminder types you want
2. Select an email address and/or phone number for each reminder
3. Select No email or No phone if the client doesn’t want a reminder type

Note: Clients and contacts can receive email reminders and one type of phone-based reminder. Incomplete document reminders can only be sent via email or text.

Once finished, click Continue to save the client profile.

Minor client

Selecting Minor shows tabs for Client and Contact. Enter the minor’s information under Client.

Important: If the minor shouldn’t receive reminders, set their email and phone Permission to Do not use.

If a parent or guardian manages appointments or billing, add them under the Contact tab. See add them as a contact.

Click Continue to save the minor client.

Couple client

Selecting Couple shows tabs for Client 1 and Client 2.

Enter each client’s information and select Responsible for billing for one client.

Note: A couple profile can’t be created until a billing-responsible client is selected.

Sending an intake

If you’ve added an email address, you can grant Client Portal access and send intake forms while creating a new client profile. To do this:

1. Select the intake forms, consent documents, and questionnaires you want to share
   • You can also include the Demographics form and Credit card information form.

2. Click Continue to Email
3. Customize the email message sent to the client

4. Review the email and documents included
5. Click Share & Send Now

Next steps

After creating a client profile, you may want to:

• Schedule the client’s first appointment
• Send or resend intake forms and consent documents
• Review and update the client's profile, including their contact details, reminders, and billing information