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Sending intake forms and documents to clients

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Once your Client Portal is set up, you can create a new client and select the forms you want to send to them through the Client Portal. Here's how:

  • Click +Create Create Appointment

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  • From the calendar flyout, click +New Client  

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  • Enter the new client's name and contact information, and select Send Client Intake
  • Click Add this Client

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  • Finish scheduling the appointment for this client
  • In the Share items window, select the Consent DocumentsQuestionnaires, and Other Information you want to send

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  • You can edit the message that will be emailed to the client here 
  • Click Send message when you're done and the client will receive the Welcome Email with the Client Portal link

How to customize the message to a client

Here is how to customize the welcome message:

  • Go to My Account > Settings > Client Portal > Emails tab to edit the default Welcome message

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You can also send the Intake invitation from the New Client creation page. Here's how:

  • Go to +Create Create Client
  • Enter the new client's name and contact information
  • Click Save Client
  • In the Share Documents window, select the documents you want to send and click Send message

Note: Be sure not to delete the {practice_client_portal_login_link} as that generates the PIN # that the client will use to log in.


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 Client Portal by going to your client's Overview page. If they have not yet logged into the Client Portal, you will see this notification: 

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You can also check the Client Portal tab to see if the client has opened the email. Navigate to the client's Overview page > Edit detailsClient Portal tab.

You can see below Client Portal Access that the email was sent, and the 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 Disable Access button.

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Then you can click Send Email to send them a new Client Portal invitation email. 

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If you change the email address for the client in the Client Info tab, you will also need to make sure to disable then resend the Client Portal access email.


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.

Important: State laws may vary. SimplePractice recommends you confirm the laws in your state before allowing a minor's parent/guardian to access the minor's portal.


How will I know when my clients complete their intake forms?

When your client has completed all of their pending documents in the Client Portal, you will receive an email alerting you that the documents are completed.

The client must complete all of their documents in order for you to receive this email.

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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.

Shared with client's section on the client's Overview page in SimplePractice

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


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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What if I need to resend a form to a client?

If a form was already completed and submitted to you, you can resend the same form. You can do this by navigating to the Shared With Client box and clicking Share New to select the form.

If a form has not been completed by the client yet, you can resend it to them to remind them. You can navigate to the Shared With Client box and delete the file that was previously shared. Then click Share New and share the form again. 

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How do I share documents with existing clients?

  • Navigate to the client's Overview page.
  • Click Share New in the Shared With Client box.

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  • Select the documents you want to send to your client in the Share items window, then click Continue to Email

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  • You can customize the email that will get sent to the client, then click Continue to Review. Click Share & Send Now when you're ready to send the client the email and documents. 
  • When your client logs into the portal using your unique practice link (or from the email you sent them when you shared the documents), they will see all the pending and completed documents that you have shared. This helps them easily track what they need to complete and send back to you. Here is the client view of the Client Portal Documents tab:

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  • Once your client has completed the requested documents, you can locate the completed forms in:
    • Stored Documents: uploaded documents, PDF's, Signed practice documents
    • List/Excerpt view of the client profile: Any forms/questionnaires a client has filled out

How do I upload and share documents for individual clients?

You can upload documents from your computer or device to share to individual clients through the Client Portal

Note: To learn how to upload and share documents to multiple clients on a practice level, see How to upload documents for client intake

  • Navigate to your client's Overview page 
  • Click Upload New in the Uploaded Files box

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Tip: You can rename the file after uploading it so it's easy to identify. Click the pencil icon in the Uploaded Files box next to the document to rename. 

  • After uploading your document, click Share New in the Shared With Client box

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  • Select the document you uploaded from the Share Documents window

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  • Click Send message

Note: There is no storage limit for uploading documents, but each individual file must be 10MB or less. 

Tip: You can also use the Uploaded Files section as an area to securely store documents on a client's chart. To learn more, see Storing client documents  


Can I print a blank version of the intake questionnaire?

Yes, if your client doesn't use email, you can provide a blank form to collect the intake information. However, the process to get this information into SimplePractice involves a few extra steps. See How do I print blank forms? to learn how. 


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.
  • You cannot view the text of a customized email later. You can only see that the email was sent in your Account Activity History and in your Emails sent report. You can learn more about Account Activity and Reports here: Account Activity: Tracking changes and information access in your account and Reports: Analytics for your private practice.

Note: For even more information, see our New client intake and Client Portal FAQ guide.

Tip: If you would like for clients to be able to share documents with you, see Setting up the Client Portal.

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