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New client intake and Client Portal FAQ

In this article:


Where can I find the completed intake and documents for signature?

Your client's completed intake form and other questionnaires are found on the client's Overview page. Here's how to get there:

  • Go to the client's Overview page and locate the Shared with Client section in the right navigation panel.

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Note: You can also Share New documents with the client from the Shared with Client section.


What if I accidentally delete the invitation link from the welcome email?

In order to generate a PIN number for your client's first entry into the portal, you must include a "macro" in the email. This macro is set by default. However, if you accidentally delete the practice portal ink, you can simply add it back into the body of the email.

  1. Go to My Account > Settings > Client Portal > Emails tab.
  2. Locate the email you wish to tailor and click edit.
  3. Insert the appropriate link, called {practice_client_portal_login_link}. 

Note: {practice_client_portal_login_link} generates the email/PIN combo that your clients will use to log on the first time to their portal. If you accidentally delete this invitation link, select the practice client portal login link from the Links drop-down menu to insert this template macro into your welcome email in the position you'd like it to appear.  

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 This is what the client email will look like:

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What do clients see when they first access the Client Portal?

This video will show you all of the initial steps clients take to create an account, complete intake forms online, and enter credit card information:

 


Note: You can also create a test client using your own contact information to try out sharing documents and preview the intake forms you plan to send. 

 


How can I print my client's intake documents?

After your client has completed the portal intake, the demographic information filled out by the client automatically updates the Client Info tab for the client. The electronically signed documents are available to print and review in the Uploaded Files section in the right navigation panel. 

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Select the correct form, then press the printer icon.
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Can I remove health insurance information from the new client intake portal?

Yes! You can now remove the health insurance component of the Demographic form. Here's how:

  1. Go to My Account > Settings > Client Portal.
  2. Under Client Communication, go to Shared Documents and Files and uncheck the Ask for insurance information, as shown below.

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Can I print a blank version of the intake questionnaire?

Yes! If your client does not use email, you will need to provide a blank form to collect the intake information. However, the process to get this information into SimplePractice involves a few extra steps. This Help Center article has links to copy and print blank forms, and explains the process to get the client's information entered correctly. 


How do I add checkboxes for signature when I add new documents to the intake portal?

Checkboxes are automatically included at the end of each text practice document in the portal. You do not have to manually add a space for signature to your document.  SimplePractice handles that! 

The electronic signatures you collect from clients are legally binding under the U.S. Federal ESIGN Act. There's no need to keep a physical copy of these documents or get further authorization from the client. 

All signed documents are stored with and visibly show the client's IP address along with the timestamp of when they signed the document. This unique signature along with our secure internal audit trail authenticates the client's identity and satisfies the requirements for legally binding electronic signatures.

If you open one of the Practice Documents, you will see the signature along with the date and time the document was signed and the IP address of the computer used when signing the document.

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If your client is a minor, the signature will be the parent who is listed in the client's information:

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Do I need to include demographic information when I edit my intake questionnaires?

No, you do not.

You can select to share demographic information with your client at any time, either when you create a new client or by clicking "share new" under Shared Documents.

Note: The Demographic form mimics the Client information page within SimplePractice, allowing your clients to populate their information via the portal. We recommend you create a test client and send yourself the intake portal link, so you can see what the client sees.  

You can also see the client point of view of the intake portal process by checking out this Help Center article.


How do I enter my client's credit card info using the portal?

Along with the demographic information form, your clients can enter their credit card information into Stripe using the client portal.  We provide the form and your client will simply enter the credit card information.  

The option to select the credit card form is available whenever you share documents with your clients. 

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  • If you need a credit card authorization, please create that through the Practice Documents for signature by your client, as this form does not include a signature box. 
  • You will be prompted to sign up for a Stripe account before you can include this form. 
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