Creating and sending journals

SimplePractice clinicians have a lot of flexibility when it comes to creating and sending journals to their clients. A couple of examples of journals that clinicians might want to send to clients are Food journals and Sleep journals.

Below you'll find steps on:

Adding the Food Journal Week 1 template from the Template Library

To save you time, we've added the Food Journal Week 1 form to the Template Library. This means that you can create a duplicate of this pre-made form to add to your My Notes & Forms tab. Here are the instructions to follow to add the Food Journal template to the My Notes & Forms tab so that you can modify it and/or share it with clients:

  • Go to My Account > Settings > Notes and Forms > Template Library tab
  • Scroll down to the Intake Forms section and find the Food Journal Week 1 template
  • To add the template to the My Notes & Forms tab, click +Add

    You can find the Food Journal Week 1 template in SimplePractice's robust Template Library
  • Once you click +Add, you will be taken back to the My Notes & Forms tab where you should see that the Food Journal Week 1 template has been added to your Intake Forms section
  • Here you have the following options:

Note: For more information about the options you have with My Notes & Forms, see this guide: My Notes and Forms: Creating customized client intake and progress note templates.

Creating your own journal template

To create your own journal template from scratch, follow these steps:

  • Go to My Account > Settings > Notes and Forms
  • From the My Notes & Forms tab, select +Create New Template
  • Next, you'll want to give your new form a title, designate it as an Intake Form, populate in fields that clients need to fill in, and save

    You can create your own journals on the My Notes & Forms tab in your SimplePractice account

Note: For more information about creating Notes and Forms, please see this guide: My Notes and Forms: Creating customized client intake and progress note templates.

Sending a journal to a client

These are the steps to follow to send a journal to a client:

  • Go to the Client Overview page
  • Scroll to the Shared box and select Share New

    Click the blue Share New button to share journals with clients

  • From the Share documents with clients window, find and select the journal you want to share and press Send Message

    Click the green Send Message button after selecting which document or documents you'd like to share with your client

Accessing, saving, and submitting a journal from the client's perspective

Once you've shared the form, your client will be able to access, save, and submit it from their Client Portal. To do this successfully, they will need to:

  • Log in to the Client Portal, navigate to the Documents tab, and select the journal to complete

    Clients can head to the Documents tab of the Client Portal and select any journals you've shared with them to complete
  • Your client will then be able to view and fill in the journal as needed

    Clients can fill out journals as is necessary after clicking on them
  • Once the client has filled in the appropriate fields, the client can save their progress by clicking Review

    Clients can click Review to save their progress if they need to do something else once they've started

  • The client will then be able to review her or his answers

    Clients can then revise and edit as necessary
  • At the bottom of the page, the client will have the option to Make Corrections or Submit & Continue

Note: Clients should only select Submit & Continue when the entire form is ready to be sent in to you for review. The client will no longer be able to make changes to the form once they have selected Submit & Continue. While the client is completing the journal, she or he should press Make Corrections to continue to have the ability to edit the form.

After reviewing the filled journal, clients can either Make Corrections or Submit & Continue

Preparing to send journals for clients to fill out regularly

If you would like clients to be able to fill out and submit journal entries to you regularly, you will need to prepare multiple forms with the correct amount of fields for them to complete. The fastest way to do this is to duplicate the original journal form you've created by following the steps above. To create a duplicate form, follow these steps:

  • Go to My Account > Settings > Notes and Forms
  • From the My Notes & Forms tab, find the original journal you created and select Duplicate
    You can duplicate journal templates to reuse and repurpose

  • You'll then see a copy appear below the original journal 

    Below the original, the copy will appear with the word Copy added at the end
  • You will most likely want to change the name of the copy to better distinguish it for you and for your clients. To edit this, click the name of the journal to be able to access, edit, and save the title fields

    To make it easiter to differentiate, you can edit the names of journal copies

Note: You can duplicate the journal form as many times as needed and you can also choose when to send the journals to clients to fill them out. 



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