When in a group practice, there’s potential for your clients to see more than one clinician within the practice. In SimplePractice, this can be done seamlessly and aligns with your practice’s workflow when determining payroll, scheduling appointments, and even creating diagnosis & treatment plans.
In this guide, we’ll cover:
- Granting clinician access
- Creating multiple profiles for the same client
- Scheduling appointments for the correct clinician
- Updating macros in client reminders
- Managing multiple client profiles using the same Client Portal
Granting clinician access
Within SimplePractice, every client is assigned a primary clinician. Other clinicians in your account can be granted access to a client file by selecting the clinician's name on the Client Info tab under Clinicians granted access.
Access can be removed by unchecking the clinician’s name, as needed.
Creating multiple profiles for the same client
If you have clients who regularly see multiple clinicians in your SimplePractice account, we recommend creating multiple profiles for the same client, so that each clinician has access to the correct client information.
This will also be helpful to keep diagnoses from different clinicians separate, especially when billing insurance, as the most recent diagnosis will populate on claim forms. Additionally, this will also ensure each appointment is attributed to the correct clinician on the Income Received report.
To manage the multiple profiles you create for the same client:
- Navigate to the client’s Overview page
- Click Edit
- Add the clinician’s name or initials to the Preferred name field to denote the primary clinician
- Click Save
Alternatively, you can also add the client’s treatment under Preferred name, as shown below.
Tip: You’ll want to do this for each profile you create for the client as necessary.
Scheduling appointments for the correct clinician
When scheduling this client’s appointments, you’ll be able to determine which client profile you’re scheduling, which will have the primary clinician already pre-populated.
Note: Be sure to select the correct client profile when scheduling the appointment, so it appears on the correct clinician’s calendar.
On the Calendar homepage, you can toggle between clinician calendars using the dropdown menu.
Updating macros in client reminders
If you choose to use this alternative workflow, the client’s preferred name (which now includes the clinician’s name or treatment plan) will appear when sending documents, appointment reminders, and on billing documents such as statements and invoices. To ensure that clients receive communications with the correct first name, navigate to Settings > Client Reminders, and use the client macro for Recipient Legally Admissible First Name.
You can use this macro in place of the client’s first name in the body of the email message. You can see an example of where to use this macro below:
Once these changes have been made, click Save. Your client reminders will now use the correct first name.
Tip: For more information, see: What are macros and how do I use them?
Managing multiple client profiles using the same Client Portal
You can also add the first client profile as a contact to the second profile so your client can manage multiple profiles from one Client Portal. To do this:
- Navigate to the client’s second Overview page
- Click Edit
- Then, click the Contacts tab
- Select + Add Contact to add a new contact
- Search by the client’s name to select the client’s first profile
- Click on the client’s first profile
- Select a Relationship type
- Click Save
Important: If the clinician doesn't have access to the client’s first profile, they will not see the original client file as an option and will need to reach out to the Account Owner or a clinician with access to the client’s first profile to grant them access.
Note: See Managing your Clients and Contacts for more information on how to add a contact.
When logging into the Client Portal, the client can choose which profile they’d like to manage, as shown below:
This workflow will ensure each clinician has access to each individual profile for the client, and the client will be able to navigate the Client Portal for each profile they have with each clinician.