Sending Intake Forms and Documents to New Clients

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Once your portal is setup, you can invite new clients by selecting the Create a Session function, or the Create a Client from the + Create button at the top of the screen. It is easy to create a client and check off the forms you wish them to complete via the portal.

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If you select Create a Session, you will see the New Appointment flyout on the Calendar.

From here, click on the + New Client button

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You can then check the Send Intake Form box and you will enter the Client's first-name, last-name, phone number and email address. 

Click the Add this Client button. 
 

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Make sure you complete scheduling the appointment for this client.  You will then be offered the client portal dropdown, letting you know that you are about to send intake forms to this client.  

Be sure to select the intake forms you wish to send, and make sure the demographics box and credit card info is selected if desired.
(You can always send this later as well)

You can customize this welcome message by going to My Account > Settings > Client Portal > Emails Tab or editing directly from this screen. 
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Be sure you do not delete the {practice_client_portal_login_link} as that generates the PIN # that the client will use to log in.
 

 

  

Once you complete the appointment creation for this new client, they will receive the Welcome Email with the portal link.

You can also send the Intake invitation from the New Client creation page. Just select the Create a Client from the + Create button and then on the Add a new client page, check the Send Client Intake Form box, fill out the required information on the page, and then select the Save Client button.

You will be presented with the welcome email to send intake forms as described above.

The new Client will then receive the Welcome Email.

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Did My Client Open the Intake Email?

You can check on whether your new client has opened the email and created a password to the portal by going to your client profile to see if they have opened the email.  If they have not yet opened the email you will see this alert:

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 You can also check the Communications tab to see if the client has opened the email by going to Client > Edit Client Info > Communication Tab

You can see below "Client Portal Access" that the email was sent, and client has not yet opened the email.   You can also see the PIN number provided if the client deleted the email by accident. 

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How do I resend the Client Portal Access email?

If you need to resend the client portal access email to your client, you can disable their access by clicking the red Disable Access button, then send it again. If you change the email address for the client, you will need to make sure to disable then resend the client portal access email. 

How Will I Know When my Client Completes Their Intake Forms?

When your client has completed all of his pending documents in the client portal, you will receive an email alerting you that the documents are completed.
The client must complete all of the pending documents in order for you to receive this email.  

  

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Important Details to Know

 

  • If you did not include a link to the client's demographic information, intake, or practice documents when you first created them, you can simply share these documents with them at any time. Click here to learn how to share documents.
  • If your client has deleted their email with their unique PIN, you can locate this PIN by going to Client > Edit Client Profile > Communication Tab and locating the PIN under "Client Portal Access"
  • You can always disable/re-enable the portal to trigger a new email being sent to your new or existing client. This will change the PIN number the client needs to use to log in for the first time.

 

 

 

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