Skip to main content

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.

search.simplepractice.files.png

Filters

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

  • All files (default)
  • Pending
  • Completed
  • Uploaded by client
    • Note: Uploaded by client will also appear for files uploaded by contacts. The contact’s initials will appear next to the status
  • Uploaded by practice

allfiles.simplepractice.files.png

Sort

You can also sort the files list by Name, Type, Status, or last Updated. Click on one of the column titles to sort by that item.

status.simplepractice.files.png


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
  • This was uploaded as an attachment to an appointment
Client upload
  • This was uploaded by the client or a contact through the Client Portal
  • The uploader’s initials will appear next to its status
Consent
  • This is a consent document that has been shared with the client
Documentation
  • These are progress notes, diagnosis and treatment plans, or assessments that have been shared with the client or contact
    • Any progress notes, diagnosis and treatment plans or assessments that have not been shared with the client will appear on the client’s Overview page
Practice upload
  • This was uploaded to the client’s profile directly by you or a team member
  • The team member’s initials will appear next to its status
Questionnaire
  • This 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
  • This 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 client or contact’s initials will appear next to the status indicating who completed it
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
  • If the Type is Practice upload or Appointment file, these files have been uploaded to the client’s profile by a you or a 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

uploadfile.simplepractice.actions.png

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

Uploading files to the client Files Overview page is a way of storing client documents. Any files uploaded to the client Files Overview page 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

sharewithclient.simplepractice.actions.png

    • 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 a reminder for pending forms, documents, or uploaded files.

Note: For more information on intake forms and consent documents, see Using consent documents and intake forms, Creating customized templates in My Notes and Forms, and How to use the Template Library. If the template you want to send has been deleted or disabled on the My Notes and Forms page, it won’t be available to share with clients. To learn more, see Enabling or disabling an intake form.

When your client logs into the Client Portal, they’ll see all the 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. Here’s the client view of the Client Portal Documents tab:

documents.simplepractice.clientportal.png

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

completefiles.simplepractice.files.png

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


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

actionsonafile.simplepractice.files.png

  • 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 a reminder 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. 

files.simpelpractice.overview.png

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

sendreminders.simplepractice.files.png

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


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 their intake forms, upload them to the client’s profile, and share them with them.

To download the completed intake forms:

If you filled out the Notes field on a completed intake form, that note will be present within the downloaded file.

To make any changes to the note:

  • Click Edit Notes at the bottom of the completed intake form
  • Adjust the contents of the note
  • Click Save Notes

Note: If you’ve already downloaded the completed intake form and want to make edits to the Notes section, you can re-download and share the document with your client after the changes have been made.

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.


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

status.simplepractice.files.png

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 a team member or by the client via the Client Portal. 

Note: If the Type of a file is Practice upload, the file was uploaded by you or a team member to your account. When a Practice upload file is shared with the client, a new entry for the file will appear with the Shared upload Type. If the Type of a file is Client upload, the client had uploaded this file via the Client Portal.

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

Still have questions?

Get more help