Community

Setting up the Client Portal

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


How to enter your practice information

If you haven't done so already, be sure to fill out your 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 Client Portal)
  • Time zone
  • Your phone number
  • Your practice address
  • Cancellation policy

practicedetails.simplepractice.settinguptheclientportal.jpg


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:

  • Go to Account > Settings > Client Portal
  • Click the Client Portal toggle to set it to On. It will now show you the Settings, Emails, and Shared Documents and Files tabs. 

enableclientportal.simplepractice.clientcommunication.jpg


How to set up your Client Portal Web Address (URL)

Your Client Portal Web Address (Client Portal URL) is the link you and your clients can use to access the Client Portal. Before you begin using the Client Portal, you'll want to set it up correctly. 

  • Navigate to My Account > Settings > Client Portal.
  • Under Client Portal Address, you'll see your link. If you haven't locked the URL, you can personalize it by clicking and editing the text field.

clientportalwebaddress.simplepractice.jpg

  • Click Save & Lock to lock your Client Portal Web Address.

After your Client Portal Web Address is locked, you'll see a View Client Portal button next to the URL. If you click this button, a new tab will open with your Client Portal page. You can also click Copy link to copy the URL to paste it into an email or add it to your practice website. 

viewandcopyclientportallink.simplepractice.jpg

Once you lock your Client Portal Web Address, you won't be able to make changes to it directly. If needed, you can send our team a help request and we can unlock it for you.

After changing your Client Portal Web Address, the links that were provided to clients through SimplePractice emails from before will no longer work. The links found in those emails will direct clients to the SimplePractice website instead. We recommend letting your clients know ahead of time what the new Client Portal Web Address will be, so they can bookmark it on their computers. We also recommend that you update any links to your Client Portal found elsewhere, such as on your website or in your email signature.

Your clients' login information for the Client Portal will remain the same, but they'll have to log in from the new Client Portal Web Address. 


How to allow clients to upload documents to the Client Portal

You can give clients the ability to upload and share documents with you easily through the Client Portal. Here's how:

  • Go to My Account > Settings > Client Portal and scroll to the Document Upload section
  • Check the box to Allow clients to upload documents
    documentupload.simplepractice.clientportal.jpg

Once Document Upload is enabled, your clients will have a new section in the Documents tab of their Client Portal where they can upload documents. We support the following file types as long as the individual files are under 10MB in size:

  • PDF
  • JPG
  • PNG
  • MP3
  • M4A
  • DOC or DOCX
  • CSV

clientuploaddocuments.simplepractice.clientportal.png

Clients can either drag-and-drop files into the My Uploads box, or they can click Upload Files to use their computer’s file picker to select their documents.

Once uploaded, clients can see a list of the documents they have uploaded and even re-download them if necessary.

myuploads.simplepractice.clientportal.jpg

After a client uploads a document, their Primary Clinician will receive an email alerting them that there is a new document available. 

On the client’s Overview page, all clinicians assigned to the client can download, preview, or delete the documents the client has shared from the Client Uploads section within Uploaded Files

Note: If a clinician deletes a document from the Client Uploads section of the client's Overview page, that document will also be deleted from the client's portal.

clientuploads.simplepractice.clientoverview.jpg

Note: If this feature is enabled, it will be visible to both Active and Inactive clients.


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:

  • Go to My Account > Settings > Client Portal > Emails tab.
  • Find the Welcome email section and click Edit. (Additional emails will be available depending on your SimplePractice plan.)
    Emails tab in the Client Portal in SimplePractice
  • 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.Using email macros in SimplePractice

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:

Example of an email in SimplePractice


What are macros and how to I use them?

When creating or editing your emails and reminders, you can use macros to personalize these messages. A macro is a special code that gets replaced with information specific to each recipient. Using macros allows you to easily personalize automatic emails or manual emails to include specific information about or relevant to the recipient, such as first name or organization name.

An example of a macro is {client_first_name}, it will be replaced with the specific client recipient's first name. Another example of a macro is {practice_client_portal_login_link}, and it will be replaced with your unique Client Portal login link for each recipient.

editemail.simplepractice.clientportal.jpg

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.

  • Go to My Account > Settings > Client Portal > Emails tab.
  • Locate the email you wish to tailor and click edit.
  • 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.

appointmentconfirmationemail.simplepractice.clientportal.jpg

 This is what the email will look like from the client's end: 

appointmentconfirmation.simplepractice.clientportal.jpg


How to customize and add new practice documents

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

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

Note: You can also add Spanish versions of Consent Documents, learn more here: Spanish consent forms.

consentdocuments.simplepractice.clientportal.jpg

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.

You can add as many new documents as you like to this section as well. 

Here's how to add a new Consent Document:

  • Click + Consent Document.
  • Enter a title and text to the document. You can type or paste into the document.
  • Click Save when finished.

Note: These documents are in a read-only view, so they will not be interactive. We plan to add more customization features in the future.

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 Yes under Included.

Checkboxes for signature are automatically included at the end of each text for Consent Documents in the Client Portal. You do not have to manually add a space for signature to your document. 

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.

clientsignature.simplepractice.clientportal.jpg

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

minorsignature.simplepractice.consentdocument.jpg

Additionally, if you have PDFs or Word documents for your clients (homework/articles/documents) to download, you can add them by clicking +Downloadable File in the Files (Read-only) section.

adddownloadablefilesclientintake.simplepractice.clientportal.jpg


How to adjust the intake or other questionnaires

To customize your intake forms and questionnaires, click Manage Forms in the Shared Documents and Files tab, or: 

  • Go to My Account > Settings > Notes and Forms.
  • 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 Progress Notes and Intake Forms in SimplePractice


Choosing to send the Demographics Form and the Credit Card Form

You can select which items you’d like to include on your Demographic Form, and if you want to include a Credit Card Form by going to the Demographics & Credit Card Forms section once you navigate to My Account > Settings > Client Portal > Shared Documents and Files.

For the Demographics Form, you can choose to ask your client for their Nickname, their Insurance information, and their Gender Identity by checking the checkboxes next to the items you wish to include.

DemographicsFormOptions.SimplePractice.ClientPortal.jpg

In addition to those optional items, the Demographics Form asks for the client's name, email and phone information, communication and appointment reminder preferences, address, demographics, and emergency contact information. 

You can see a full preview of the Demographics Form in the video below:

Please note that the Sex field is a dropdown used to populate Box 3 of the CMS-1500 claim form. This is because insurance payers only accept Male or Female values in that box.

If you choose to use the Gender Identity field, it is a free text entry field where clients can input their gender identity, pronouns, and other information important to making them feel welcome in your practice.

Your client’s Gender information (ex. Female, Trans M-to-F, Other) will populate to the Gender Identity field on their Client Info tab. You can find and update this information if needed by going to the client's Overview page > Edit details > Client Info tab and scrolling down to the About Client section.
 GenderIdentity.SimplePractice.ClientInfo.jpg

Note: If you choose not to offer the Gender Identity field, the client will only see the Sex dropdown field.

Tip: 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 guide. 

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.

creditcardinformation.simplepractice.sendintakes.jpg

  • 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 an Online Payments account before you can include this form.

Editing the Client Portal Greeting 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 Greeting message.

Below you will see the default look:

welcomemessage.simplepractice.clientportal.jpg

Here's how to edit the welcome screen:

  • Go to My Account > Settings > Client Portal > Shared Documents and Files.
  • The section titled Client Portal Greeting will have a link to Edit the message. Clicking this option will allow you to make changes to the Client Portal Greeting message.Editing the Client Portal Greeting Message via Shared Documents and Files section in SimplePractice

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 guide has links to copy and print blank forms, and explains the process to get the client's information entered correctly.


Enabling Client Portal features for individual clients

  • Navigate to the client's Overview page > Edit detailsClient Portal tab.
  • Select the features you want to enable under Client Portal Features. De-select the features you want to disable. 
  • Click Save Features

enableclientportalforindividualclient.simplepractice.jpg


Disabling the Client Portal for individual clients

  • Navigate to the client's Overview page > Edit detailsClient Portal tab.
  • Click Disable Access.

disableclientportalforindividualclient.simplepractice.jpg

If you want to re-enable the Client Portal or enable it for a client for the first time, you can click Send Email in the Client Portal tab. 

reenableclientportalaccessforindividualclient.simplepractice.jpg

Additional Client Portal resources:

Have more questions? Submit a request