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Enhanced Client Management for minors

Enhanced Client Management for minors

You can now add minor clients to your account with more flexibility than ever. You have the option to add multiple contacts for a minor client, grant Client Portal access to multiple individuals, send appointment reminders to both a minor client and their parent, and more. 

In this guide, we'll cover:


Adding a new minor client

To add a new minor client, navigate to the Calendar homepage and click + Create > + Create Client.

Note: See Adding a new client and navigating your Clients & Contacts list to learn about the different ways you can add a new client. 

When you select Minor, you'll have the option to enter this information:

  • Minor client
    • First Name
    • Last Name
    • Email Address (Required for Client Portal access)
      • Only add an email address if the minor has one separate from their parent, guardian or contact
    • Phone Number (Required for Text and Voice Reminders)
    • Billing Type (Self-Pay or Insurance)
    • Location of appointments

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  • Contact
    • Contact's First Name
    • Contact's Last Name

Note: Clicking Add Existing Client or Contact will allow you to select an existing client or contact as the Contact for this client from a search of your Clients & Contacts list.

    • Contact's Email Address (Required for Client Portal access)
    • Contact's Phone Number (Required for Text and Voice Reminders
    • Contact's Relationship to Client 
      • Parent
      • Legal Guardian
      • Family Member
      • Other
    • Responsible for billing (checking this box will make this contact the responsible party on billing documents) 

Note: Clicking + Contact will allow you to add and associate an additional contact’s information with this client. This is an excellent option to use for a minor who has multiple contacts that want to be involved in the minor’s care, including but not limited to divorced parents.

    • Billing Type (Self-Pay or Insurance) 
    • Primary Clinician (only for group practices) 
    • Location of appointments 

minorcontacttab.simplepractice.createclient.png

  • Click Create & Continue 

Sending a new minor client intake

If you've entered an email address for the client and you also have the Client Portal setup, you'll then see the Send Intakes options. It’s divided into three steps:

  • Client Items
    • You can choose which Consent Documents, Questionnaires, Demographics Information & Credit Card Forms, and any Uploaded Files to send to the client and any associated contacts.
    • After you've made your selections for the client and any contacts, click Continue to Email.

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  • Compose Email 
    • Here you can customize the email that you send to the client and any associated contacts along with your practice documents.

Note: To adjust the default text of this email for your entire practice, go to Settings > Client Portal > Emails and click Edit on the Welcome email. You can customize the default emails for both clients and contacts. For more information, see: Sending intake forms and documents to clients.

    • After you've reviewed and made any changes, click Continue to Review

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  • Review & Send
    • Here you can see that the client and any associated contacts will receive Client Portal access, view the Client Portal Greeting message, and confirm which items you’re sharing with each person.

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Note: See Enabling online appointment requests to update your online appointment request settings if you want to allow contacts the ability to request appointments online on behalf of the client.


Client Portal from a contact's perspective

When a contact with multiple clients assigned to them logs into the Client Portal, the contact will be able to choose which client’s information they want to manage at that time.

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Once the contact selects the client they want to manage, they’ll see the Client Portal Welcome message and can click Get Started to review, sign, and/or fill out all documents you’ve sent them pertaining to the specific client they chose to manage.

welcome.simplepractice.clientportal.png

Once the contact has attended to the documents you sent them, they can:

  • Navigate to the Appointments tab
    • Here the contact can: 
      • Request a new appointment by clicking Request Now 
      • View Upcoming appointments for the client
      • View Requested appointments for the client 

appointments.simplepractice.clientportal.png

  • Navigate to the Documents tab
    • Here the contact can: 
      • Attend to any document that needs to be completed
      • View Completed documents, and can download them by clicking on the document title
      • Upload files under My Uploads

documents.simplepractice.clientportal.png

  • Navigate to the Billing & Payments tab
    • Here the contact can:
      • Pay the total balance on the client’s account or make a payment toward the client’s total balance
      • View, download and pay Invoices for the client
      • View and download Statements, Insurance Reimbursement Statements, and Account History for the client

billingandpayments.simplepractice.clientportal.png

  • Request Appointment
    • Here the contact can make the following selections to request an appointment:
      • Select the Service
      • Select the Location
      • Select the Date & Time

requestappointment.simplepractice.clientportal.png

Tip: See Enabling online appointment requests and Managing your Availability to learn how to set up the Client Portal for online appointment requests.

  • Click Profile: Client Name in the top right corner
    • Here, the contact can choose to manage another Client or Sign Out 

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Sending documents to minors and contacts

To share a document with a minor and/or their contact(s), follow these steps:

  • Navigate to the client’s Overview page
  • Click Share in the top right corner

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  • You’ll then have the option to select whom you want to share items with. Clicking the green arrow will deselect the person from receiving the item(s)
  • Once you’re satisfied with your selection, click Continue to Share

sharedocuments.simplepractice.minorclient.png


Managing contacts

You can manage your contacts from the Clients tab or from the client's Contacts tab.

Managing contacts from the Clients tab

To manage your contacts from the Clients tab:

  • Navigate to Calendar homepage > Clients
  • Use the dropdown menu to view Contacts

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For each contact, you'll see the contact’s Name, Contact Info, and Relationship. Next to each contact's name, you'll see the option to Manage.

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Clicking Manage for a Contact from the Clients & Contacts list will extend a dropdown that includes:

  • View Contact
    • This will take you to the contact’s information in the associated client’s Contacts tab
  • Create an Individual Client
    • This will convert this contact into a client
  • Merge with duplicate
    • You can select another client and/contact to merge with
  • Add this Contact to a Couple
    • This will add this contact to a couple client 
  • Delete
    • You’ll be prompted to confirm deleting the client. Any client relationships connected to this contact will be deleted

Managing contacts from the Contacts tab

You can also manage a client's contact from a client's Contacts tab. To do this:

  • Navigate to the client's Overview page
  • Click Edit > Contacts
  • To the right of the contact's name, click Manage

managecontact.simplepractice.contactstab.png

Clicking Manage for a Contact from the Contacts tab from the associated client will extend a dropdown that includes:

  • View/Edit Contact info
    • Clicking this will allow you to view and edit the following for this contact:
      • Legal first name
      • Middle name
      • Legal last name
      • Suffix
      • What name they go by
      • Relationship type
      • Designate the contact as the client's Emergency Contact
      • Phone number
      • Email
      • Address
      • Notes
        • This field allows you to add any notes about this contact
  • Edit Appointment Reminders
  • Manage Client Portal & Billing
    • Clicking this will allow you to:
      • Set this contact as Responsible for billing for invoices, statements, and superbills associated with the minor client
      • Grant or revoke Client Portal access for this contact
        • This contact must have Email ok selected in order to be granted Client Portal access
        • If the Client Portal is enabled for this contact, you can choose to allow this contact to:
          • View the minor's upcoming appointments
          • Request new appointments for their minor
            • These appointments will still need to be confirmed by the minor’s clinician
          • Send & receive Secure Messages
            • Clients can only communicate with clinicians and team members who have access to their profile. Disabling will affect this Contact across SimplePractice
          • Access the minor’s billing documents
            • This can include invoices, statements, and superbills
            • Pay a balance with a credit card using Online Payments

Note: When you enable Client Portal access for a contact, If their Relationship type is Physician or Other, all Client Portal settings will be disabled for them by default except sending and receiving documentation.

  • Create an Individual Client
    • You can create an Individual Client from this contact if you start seeing this contact as a client
    • If you do create an Individual Client from this contact, this person will still be listed as their minor’s contact
  • Remove contact
    • If the contact is associated with another client, clicking Remove Contact will remove this contact from being associated with the current client
    • If the contact isn’t associated with another client, clicking Remove Contact will delete the contact from your account

Adding a contact to an existing minor client

If you have an existing minor client and you want to add a parent contact to their file, you must make sure that the minor client does not already have the parent's email address in their Client Info page. If the minor client does already have the parent's email address listed and you try to add the parent as a contact, you'll see a message saying that the Email is already in use.

If this happens, you’ll want to remove access for this email address to the Client Portal. To do this:

  • Navigate to client’s Overview page
  • Click Edit > Client Portal
  • Select the parent’s email address
  • Click Disable Access

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This will make the email address available again so that it can be used for the parent's contact profile.

Once you’ve disabled access, you can delete the email address from the minor client. To do this:

  • Navigate to the client's Overview page > Edit
  • Click the trash can icon next to the email address

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  • Click Save Client

With Enhanced Client Management, you can also add existing clients and contacts as a contact to multiple client files.

For example, if you see multiple children in a family and the parent needs access to each Client Portal, you can add the parent’s contact profile to each minor’s profile. 

To do this:

  • Navigate to the minor client's Overview page
  • Click Edit > Contacts
  • Select + Add Contact
  • Enter the name of the existing client or contact in the Search field to bring up their profile

addcontact.simplepractice.contacts.png

  • Click the name of the individual you want to add as a contact
  • Select the Relationship type 
  • Click Save

Billing for a minor client

If you have two responsible parties that need to pay for a minor client's services, there isn't a way to split the bill for the appointment. However, you can alternate who pays for what session to split payment between the two responsible parties.

Note: To add a contact to a minor client’s profile, see: Adding a contact to an existing minor client.

To add alternate contacts to a client’s profile:

  • Navigate to the client’s Overview page
  • Click Edit > Contacts 
  • Click Manage to the right of the name of the contact who’s responsible that week
  • Select Manage Client Portal and Billing
  • Check the box next to Responsible for billing

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  • Click Save

Changing the party who's responsible for billing each week will address invoices to that contact for that appointment. You'll want to make this change before the invoice is generated for a session. If the invoice was created before you made the change, you can delete the invoice, and recreate it to reflect the correct contact.

Tip: For information about third-party billing for minor clients, see: Enhanced Client Management for third party billing.


Secure Messaging with minor clients and contacts

If you previously had a Secure Messaging conversation associated with a minor client, a transcript of the Secure Messaging history will be available to download by clinicians who have access for this client. 

Note: Account Owners can still get access to this data through a complete export at Settings > Data Export. For more information, see: Data export: Exporting client information.

With Enhanced Client Management for minors, you now have the ability to send Secure Messages directly to a minor client as well as to their guardian or contact. Before you can begin, you need to invite the minor client and the guardian or contact to the Client Portal with separate email addresses. Then you can enable Secure Messaging for each individual. 

To send a Secure Message to a minor client or their contact, navigate to the minor client's Overview page. Then click Message in the top right corner to choose the minor client or their contact.

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Selecting the individual's name will open a Secure Message window where you can type and send your message. 

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You can also click the Messages from any page of your account to manually type in a recipient's name and send a message.

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Notes for group practices

Clinicians in group practices will only be able to view and edit information for which they have permission.

  • A Clinician with Basic Access is able to view a contact's information, edit Relationship Type and Emergency Contact information, and Edit Permissions for the contact.
  • A Clinician without Billing Access won't be able to see or edit Billing Responsibilities.
  • When a Clinician with Basic Access tries to add a Contact and that contact is a client they don’t have access to, they’ll be able to see that client in the Add Contact flyout as long as that client has been set as a Contact for another client in the practice.

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