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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

Note: See My Notes and Forms: Creating customized client intake and progress note templates to learn how to customize your intake form and note templates. 


How to customize the message to a client or contact 

Here is how to customize the welcome message:

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

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  • Click Contact Emails to edit the default Welcome message for contacts

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Note: If you're working with minor clients and would like to learn more about setting up a minor client and their contacts, see Enhanced Client Management for Minors.

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 welcome email and logged into the Client Portal by going to your client's Overview page and clicking Edit > Client Portal tab. If they have not yet logged into the Client Portal, you will see this notification: 

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You can see below Client Portal Access that the email was sent, and the client has not yet opened the email. 


How do I resend the Client Portal access email?

If you need to resend the Client Portal access email to your client, you can check Resend email invitation.

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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 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 does Passwordless Login work?

With Passwordless Login, your clients will be able to use a unique link to log into their Client Portal each time. This removes the need for your clients to memorize a password, saves both of you time in troubleshooting login issues, and improves the overall security of their Client Portal account. 

Tip: To notify your clients of these upcoming changes, we created a template message for you that you can share with clients via Client Portal, email, or in person. You can click this link to download the template in Word Doc format: Passwordless Login Client Communications Template

Here's how to invite a new client to the Client Portal through Passwordless Login: 

  • When you invite a new client to the Client Portal, you'll be able to see that an invitation was sent in their client Overview page > Edit > Client Portal tab.invitationsent.simplepractice.clientportal.jpg
  • From the client's end, they'll receive an invitation email with a unique link that allows them to log into their Client Portal for the first time.welcomeemail.simplepractice.clientportal.jpg
  • Upon clicking the unique link, the client's browser will open your practice Client Portal in a new tab and automatically log the client in. 

Here's how existing clients can sign in to the Client Portal with Passwordless Login:  

  • Go directly to the practice Client Portal homepage and click I'm an Existing Client.existingclient.simplepractice.clientportal.jpg

Note: We recommend encouraging existing clients to bookmark your Client Portal homepage in their browser so they can quickly access it when they need it. You can also include the link to your Client Portal homepage on your practice website so clients can easily find it from any device with internet connection. 

  • Enter their email address and click Continue. 
    signin.simplepractice.clientportal.jpg
  • Go to their email inbox and click the Sign In link from the new email. The unique link in each sign in email can only be used once and automatically expires in 24 hours. 
    signinlink.simplepractice.clientportal.jpg
  • If the client accidentally clicks an expired or used Sign In link, they will not be able to log into their Client Portal and will automatically be sent a new link to use via email. 
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  • If the link expires again, the client will need to request a new Sign In link manually.

Here's how to troubleshoot sign in issues with Passwordless Login: 

  • If a client has trouble logging into the Client Portal, they can click Try these tips
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  • They will see 3 different tips they can try to troubleshoot the login problem. If they're still unable to log in to the Client Portal after trying these 3 tips, they can click Sign In via Pin code
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  • Then they'll be directed to call your practice to receive a 6-digit Pin code from you. The phone number that populates here comes from your Practice Details page in your settings. 
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  • When you receive the call from the client, navigate to their client Overview page > Edit > Client Portal tab. Click Generate Pin Code
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  • Share the automatically generated 6-digit pin code with the client. Like the unique sign in links, the pin code can only be used once and automatically expires in 24 hours. The client will need to request a new pin code from you if their pin code expires. 
    pincode.simplepractice.clientportal.jpg
  • The client can enter the 6-digit pin code and click Continue & Sign In to log into their Client Portal. 
    enterpincode.simplepractice.clientportal.jpg

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.

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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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