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Setting up the Client Portal

This walkthrough will guide you through how to set up your Client Portal and start utilizing all its features like sharing intake forms, delivering billing documents, collecting client payments and offering Online Booking (Professional Plan).


How to enter your practice information

If you haven't done so already, be sure to fill out your Practice Details. We'll walk you through the steps below:

  • Go to My Account > Settings > Practice Details
  • Make sure the following information is how you want it to appear when clients see your portal:
    • Your practice name (displayed at the top of the portal)
    • Time zone
    • Your phone number
    • Your practice address
    • Cancellation policy


How to turn on the Client Portal

Once you’ve made sure your practice information is correct, you can turn on the portal by following these steps:

  1. Go to Account > Settings > Client Portal
  2. Click the Client Portal toggle to set it to ON. It will now show you the Settings, Emails, and Documents tabs. 


How to edit the intake Welcome email

The Welcome email is the email clients receive with the invitation to your Client Portal. Here's how to customize it:

  1. Go to My Account > Settings > Client Portal > Emails tab
  2. Find the Welcome email section and click Customize this email. (Additional emails will be available depending on your SimplePractice Plan.)
  3. You can change the text of the Welcome email subject line and the body of the email. You can also use Template macros (these are found in the drop-downs above the email text) that you can insert in different places so the software will know where in the text to insert things like the client's first and/or last name, etc.

Note: Do not delete the {practice_client_portal_login_link} macro because this includes the client's unique PIN needed to log in to the portal. 

This is an example of what the client email will look like when clients receive it:


How to customize your practice documents

Now that your Welcome email is ready to go, the next step is to include your practice documents for client signature.

Note: A Practice Document is any text document that you wish your client to sign and agree to. Practice documents are not currently fillable forms, but clients are able to electronically sign these documents.

  1. Access the practice documents section by clicking the Shared Documents and Files tab.
  2. We offer these standard practice document templates preloaded with your SimplePractice account:
    1. Notice of Privacy Practices
    2. Informed Consent
    3. Practice Policies

To modify and add your practice information into one of our document templates, select the Edit link. This will display a text field so that you can edit the text and when you are done, click Save to finalize updating your information.

This is also where you can choose to default the forms that will be included in your intake packet sent to clients by clicking the checkbox labeled Include.


How to add a new document for signature

You can create any document you wish your clients to sign. Please remember that your client will only be able to acknowledge/sign the document, and cannot add or fill out information within that document. You can enter as many documents as you like.

Here's how to add a new document:

  1. Click + Consent Document.
  2. Give your new document a title, then add text to the document. You can easily type or paste into the document.
  3. Click Save when finished.

Note: These documents are read-only, so things like form fields and checkboxes will not be interactive. We plan to add more customization features in the future.


How to adjust the intake or other questionnaires

  1. Go to My Account > Settings > Notes and Forms
  2. Select the name of any Progress Note or Intake Form to edit

Tip: For more information about customizing notes and forms, check out this walkthrough: My Notes and Forms.

 


Editing the Client Portal Message

When clients enter the portal to complete intake forms for the first time, they will see a welcome screen that alerts them to the series of forms they will be filling out. We refer to this welcome page as the Client Portal Message.

Below you will see the default look:

Here's how to edit the welcome screen:

  1. Go to My Account > Settings > Client Portal > Shared Documents and Files.
  2. The section titled Client Portal Message will have a link to Customize this message. Clicking this option will allow you to make changes to the Client Portal Message.

Additional Client Portal resources:

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