Setting up multiple profiles for one client

If you manage a multidisciplinary practice, or have clients who regularly see multiple clinicians, you can create multiple profiles for the same client. In this guide, we’ll cover:

• Should multiple profiles be created for a client?
• Creating multiple profiles for the same client
• Updating macros in client reminders
• Managing multiple client profiles using the same Client Portal

Should multiple profiles be created for a client?

In SimplePractice, each client has a primary clinician assigned. The primary clinician is intended to be the clinician that the client sees most frequently. Only one primary clinician can be assigned to a client’s profile.

If a client sees multiple clinicians frequently and/or is seen for multiple specialties, each clinician can have their own profile for the client, and be assigned as the primary clinician for that profile. This will allow each profile to be customized according to the clinician’s specialty and/or diagnosis for that client. 

Note: This can be especially helpful when billing insurance, as the most recent diagnosis will always populate on claim forms.

Depending on practice needs, other clinicians and team members can be granted access to each profile for the client. For more information, see Granting and revoking access to a client’s profile.

Creating multiple profiles for the same client

To add a new client profile, click + > Create client from the top navigation bar.

When you’re filling out the profile, you can mark the profile for a certain clinician or specialty by:

1. Adding the clinician’s name, initials, or specialty in parentheses after the client’s name within the What name do they go by? field

2. Assigning the clinician intended for that profile as the primary clinician

Note: You can fill out other fields to match the client’s original profile. To enter the client’s same email address for their additional profile, see Adding team members or clients using the same email address.

Once the new profile has been created, the profile will appear with the clinician’s name, initials, or specialty in parentheses. 

If you already have an existing client profile you’d like to customize for a certain clinician or specialty, you can update the What name do they go by? field and Primary clinician for that profile by navigating to the profile’s Overview > Edit > Client info. For more information, see: 

• The Client Info section in Editing a client's information 
• Granting and revoking access to a client’s profile

Updating macros in client reminders

Our recommended workflow for multiple client profiles includes the clinician’s name or specialty in the name the client goes by. These items may appear on invoices and statements, or when sending documents or appointment reminders.

To make sure that client communications include the correct first name:

1. Navigate to Settings > Client notifications > Email
2. Click the pencil icon next to the reminder template you want to update
3. Choose the Recipient Legally Admissible First Name macro from the Client dropdown

Tip: You can use this macro in place of the client’s first name in the body of the email message.

4. Click Save
5. Repeat as needed for each reminder template

Your client reminders will now use the correct first name.

Note: On this page, you can also adjust your Automated emails and Billing document emails. For more information, see Using macros in client emails and reminders.

Managing multiple client profiles using the same Client Portal

If the original client profile is added as a contact to another profile, your client can manage their multiple profiles through the Client Portal. This will allow the client to access and manage each of their profiles using the same email address, while keeping documentation and billing details separate. 

To do this:

1. Navigate to a profile’s Overview page
2. Click Edit > Contacts
3. Select Add Contact
4. Search by the client’s name to select the original profile of the client

5. Select any Relationship type
6. Click Save

Important: If the clinician doesn't have access to both profiles, they won’t see the original client profile as an option. To gain access, see Granting and revoking access to a client’s profile.

After you’ve added the original profile as a contact, make sure the original profile has Client Portal access to the profile you updated. To do this:

1. Click Manage > Manage Client Portal & Billing

2. Check the box for Allow Client Portal access
3. Edit the Client Portal invitation email, if needed
4. Click Save

Now, the client will be prompted to choose which profile they’d like to manage when they sign into the Client Portal:

Important: Completed intake forms and credit card information won't carry over to the client's other profile(s). Instead, you can send intake forms separately to each profile.