How to set up the Client Portal

Follow

SimplePractice's Client Portal is the easiest and most secure way for you to:

  • Share intake forms
  • Deliver billing documents and collect client payments
  • Collect electronically signed practice documents
  • Offer Online Booking to clients (Professional Plan)

First enter in 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 

1. Click on My Account
 
2. Click on Settings then click on Practice Details.

Make sure the following information is how you want it to appear when clients see your portal page.

  • Your practice name (displayed at the top of the portal page)
  • Time Zone
  • Your phone number
  • Your practice address
  • Cancellation Policy

Turn on the Client Portal

Once you have made sure your practice information is correct, select the "Client Portal" section in your Practice Settings.

Then just click on the Client Portal toggle, which will now show you the Settings, Emails, and Documents tabs. Make sure the toggle shows a blue ON.

Edit the Intake Welcome Email

To edit the Welcome Email just click "Emails" and select "Customize this email".  
(Additional emails will be available depending on your SimplePractice Plan) 

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 dropdowns 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... 

DO NOT DELETE THE {practice_client_portal_login_link} macro as this includes the client's initial PIN to log in to the portal.  

This is what the client email will look like, with your edits.

 

Edit your Practice Documents

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

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. 

Access the practice documents section by clicking on the Documents tab. 

We offer these standard practice document templates pre-loaded in your New Client Intake Portal: 
1. Notice of Privacy Practices
2. Informed Consent
3. Practice Policies 

You can remove these documents if you choose or choose to not include them in your clients' intakes. 

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

This is also where you can choose to default this form as one of your intake forms by clicking the checkbox labeled "include this form in intake."

Add a New Document for Signature

You can add any document for signature you wish. Please remember that your client will only be able to acknowledge/sign the document, and cannot add or fill out information within that document.  

To add a new document, click on the Add New button.

Give your new document a title, then add text to the document. You can easily type or paste text into the document. Don't forget to click Save!
(Please note: these documents are read-only, so things like form fields and check boxes will not be interactive. We will add more customization features in the future.)


You can enter as many documents as you like. Once you finish this, you're ready to create or modify any client Questionnaires that you might use with your clients. 

Edit the Intake or Other Questionnaires

Go to My Account, then click on Settings. The click on Notes and Forms.

Click here to learn how to create Intake Questionnaires.

 

 

 

 

Create a Questionnaire

From Notes and Forms, you can create a brand new questionnaire from scratch by clicking the "Create New Template" button in the upper right. 

Or you can edit the Standard Intake Questionnaire Template that's already built in your account. 

To do this, click the Copy icon. 

An editable copy of the intake questionnaire template will be created. 

 

Name your questionnaire

Give your new questionnaire a name that will help you identify it.

Be sure to indicate that this questionnaire is "for Intake Forms" and not a Progress Note template.

 

Customize your Questionnaire (or other forms)

Not sure where to start? Take a look at this article for detailed instructions when editing the questionnaire: Build a custom intake questionnaire. 

Once you've customized the intake questionnaire, you are ready to invite your new clients. Check out this article for detailed instructions: Inviting new clients to the portal.

 

Edit the Intake Welcome Screen

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.  By default it looks like this:


You can edit this welcome screen with any special instructions that you wish to share.

Go to My Account > Settings > Client Portal > Shared Documents and Files

Click "customize this message" to make edits to the first screen that is included for the intake process. 

 

 

 

Have more questions? Submit a request

Comments