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Managing the client Files Overview page

Managing the client Files Overview page

You can use the client Files Overview page to manage and store all intake forms, consent documents, and other documentation for each client. On the client Files Overview page, you can upload new files, share forms or documents with the client, and view the status of forms and documents already shared with the client. In this guide, we’ll cover:


Using the filters on the client Files Overview page

To search for a specific file, you can use the various filters on the client Files Overview page to locate it.

Search bar

If you know the name of the file, you can type it into the search bar.

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Filters

Click All files to select a filter type. You can filter by:

  • All files (default)
  • Pending
  • Completed
  • Uploaded by client
    • This will also include files uploaded by contacts, which will appear with the contact’s initials next to the status
  • Uploaded by practice

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Sort

You can also sort the files list by Name, Type, Status, or last Updated. Click on a column title to sort by its item in ascending or descending order.

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Understanding the types and statuses of each form, document, or uploaded file

The client Files Overview page lists all forms, documents, and uploaded files associated with the client. Here’s each type of form, document, or uploaded file you’ll find on this page:

Type Definition
Appointment file
  • The file was uploaded as an attachment to an appointment
Client upload
  • The file was uploaded by the client or a contact through the Client Portal
  • The uploader’s initials will appear next to its status
Consent
  • The file is a consent document that has been shared with the client
Documentation
  • The file is a progress note, diagnosis and treatment plan, or assessment that have been shared with the client or contact
    • Any progress notes, diagnosis and treatment plans or assessments that haven't been shared with the client will appear on the client’s Overview page
Practice upload
  • The file was uploaded to the client’s profile directly by you or another team member
  • The team member’s initials will appear next to its status
Questionnaire
  • The file is an intake form that’s been shared with the client
  • Other intake forms can appear as their own specific types, such as the Good faith estimate or the Demographics form
Shared upload
  • The file is a practice upload or appointment file that was shared with the client or contact by you or a team member
  • The team member’s initials will appear next to its status

Here’s each status you’ll find on this page:

Status Definition
Completed
  • These files have been completed and/or signed by the client or contact
  • The initials of the client or contact that completed the file will appear next to the file’s status
Pending
  • These files have been shared with the client or contact, but haven’t been completed yet
Uploaded
  • If the type is client upload, the client or contact uploaded the file through the Client Portal
    • The client or contact’s initials will appear next to the status
  • If the type is practice upload or appointment file, these files have been uploaded to the client’s profile by you or another team member, but haven’t been shared with the client or contact
    • When the file has been shared with the client or contact, the type will update to shared upload
    • The team member’s initials will appear next to the status

Uploading a new client file

To upload a new file to the client Files Overview page:

  • Navigate to the client’s Overview page
  • Click Files > Actions > Upload file

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  • Select the file
    • The file must be 50MB or less
  • Click Upload

You can store client documents by uploading files to the client Files Overview page. Any files uploaded here aren’t automatically shared with the client. To share an uploaded file with the client, see Sharing a form, document, or uploaded file with a client or contact.


Sharing a form, document, or uploaded file with a client or contact

To share an intake form, consent document, or uploaded file with a client:

  • Navigate to the client’s Overview page
  • Click Actions > Share with client

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    • You can also click Share in the top right corner at any time to share a form, document, uploaded file with a client
  • Select which files you’d like to share
  • Click Continue to Email
  • Review and edit the email if needed
  • Click Continue to Review
  • Select Share & Send Now

If a client has anything Pending, you can send them a reminder to fill them out. To do this, see Sending manual reminders for pending forms, documents, or uploaded files.

When your client logs into the Client Portal, they can click the Documents tab to see all pending and completed documents that you’ve shared with them. This helps them easily track what they need to complete and send back to you.

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Once your client has completed the requested documents, you can locate the completed forms at the client’s Overview page > Files.

Note: After your client has completed a consent form, a string of numbers will appear at the end of the file name in the Files Overview page. This is the time the client signed the document in an epoch format.

For more information on intake forms and consent documents, see:


Checking the status of forms, documents, or uploaded files that have been shared with a client

You can view the status of each form or document that you’ve shared with a client on the client Files Overview page. To do this:

  • Navigate to client’s Overview page
  • Click Files
  • Under Status, view the status for the form or document in question

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Note: Click Status to sort.

Here’s what each status indicates:

Status Definition
Pending
  • This form or document has been shared with the client but hasn’t been completed yet
Completed
  • This form or document has been completed and/or e-signed by the client
Uploaded
  • This form or document has been uploaded to the client’s profile by you or another team member
  • This status also appears for a file uploaded by the client or contact via the Client Portal

Note: If a file’s type is practice upload, that file was uploaded by you or a team member to your account. If this file is shared with the client, a new entry will appear for the file with the shared upload type. If a file’s type is client upload, the client or contact uploaded the file via the Client Portal.

To remind a client to complete any Pending form(s) or document(s), see Sending manual reminders for pending forms, documents, or uploaded files.


Downloading, renaming, or deleting a form or document

To download, rename, or delete a form, document, or uploaded file on the client Files Overview page:

  • Navigate to the client’s Overview page
  • Click Files
  • Find the form, document, or uploaded file in question
  • Click the 3 horizontal dots next to it

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  • Select Download, Share with client, Rename, or Delete

The options for each will vary depending on its status:

Status Definition
Uploaded
  • Practice upload and appointment files can be downloaded, shared with the client, renamed or deleted
  • Client uploads can’t be shared with the client, but can’t be downloaded, renamed or deleted
Pending
  • Anything with the Pending status can only be deleted
Completed
  • Completed consent documents can only be downloaded, renamed or deleted
  • Completed shared uploads and questionnaires can be downloaded and deleted
  • Completed documentation such as progress notes or diagnoses and treatment plans can only be downloaded

Sending manual reminders for pending forms, documents, or uploaded files

For any forms, documents, or uploaded files with a Pending status, a yellow bubble will appear next to Files on the client’s Overview page. 

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To send a reminder for forms, documents, and uploaded files with a Pending status:

  • Navigate to the client’s Overview page
  • Click Files > Actions > Send reminder
  • Review each file on the flyout
  • Click Send reminders

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Note: If there are multiple pending forms, there isn’t a way to send a reminder for a single form. You can send a reminder for a specific single form by deleting all other pending forms. To do this, see Downloading, renaming, or deleting a form, document, or uploaded file.

To set up automated reminders for clients to complete pending documents, see Setting up automated reminders for clients to complete their intake forms.


Sharing completed forms or documents with clients

Once a client completes their Paperless Intakes, the completed copies aren’t available for them to view within their Client Portal. Clients will only be able to view their completed intake forms if you download the forms, upload them to the client’s profile, and share them with the client.

To download the completed intake forms:

Once the file has been shared, your client will be able to download the file from the Documents tab in their Client Portal. For additional details, see What clients see when they log into the Client Portal.

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