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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 walk through:


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) 
    • Phone Number (Required for Text and Voice Reminders
    • Billing Type (Self-Pay or Insurance)
    • Location of appointments 
    • minorclient.simplepractice.createclient.jpg
  • 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 

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  • Click Create & Continue 

Sending a new minor client intake

Note: You can follow along with the steps for sending a new minor client intake in the video above.

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:

  1. Client Items
    • Here you can choose which Consent Documents, Questionnaires, and Profile & Credit Card Forms to send to the client and any associated contacts. 
    • After you've made your selections for the client and any contacts, click Continue to Emailcontinuetoemail.simplepractice.sendintakes.jpg
  2. 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 My Account > Settings > Client Portal > Emails tab and click Edit on the Welcome email. You can customize the default emails for both clients and contacts. For more information, please see this guide: Sending intake forms and documents to clients

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

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    3. 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. 
  • reviewandsend.simplepractice.sendintakes.jpg

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 Greeting 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.

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

  • Go 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.jpg
  • Go to the Documents tab
    • Here the contact can: 

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  • Go 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 

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

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Tip: See How to set up Online Booking and Managing your Availability to learn how to set up your Client Portal for online booking. 

  • Click Client: [Name] dropdown
    • 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:

  1. Go to the client’s Overview page.
  2. Scroll down to the Shared with Client section and click Share New.sharenew.simplepractice.clientportal.jpg
  3. 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).
  4. Once satisfied with your selection, click Continue to Share.

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Managing Clients & Contacts

Clients & Contacts list

To manage your clients and contacts, click Clients from your Calendar homepage. Here you can search and sort your lists:

  • By Clinician (Group practice only) 

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  • By Clients, Contacts, Clients & Contacts, Recently viewed Clients, and Inactive Clients 

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  • Sort by Last name or First name

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For each client or contact, you will see the client’s Name, Info, Relationship, and Options.

Managing Clients

Clicking Manage for a Client will extend a dropdown that includes:

  • View Client
    • This will take you to the client’s Overview page
  • Edit client info
    • This will take you to the client’s Client Info page
  • Merge with...  

 

  • This will show all potential duplicate contacts for this client in your Clients & Contacts list.
  • Carefully review the list of potential duplicates, and select the correct profiles to merge. You will have the option to select the most updated information for each client (e.g., email address, phone number, etc.)
    • Important things to note about merging duplicates:
      • One client cannot be merged with another client - one will need to be deleted or marked inactive
      • When looking to merge duplicates, you likely will want to review both the Clients & Contacts list and the Inactive Clients list. To do this, follow these steps:
        • Click Merge with…
        • Then use the dropdown to go to the Inactive Client list to search for the client's name
        • Then select the correct profile to merge
      • You also have the option to mark clients/contacts as Not Duplicates.

Important: It is incredibly important to choose the correct master contact when merging duplicates because this action can’t be undone. Pay close attention to whether or not certain contacts should be merged (e.g., Jamie Appleseed and Jamie Appleseed likely should be merged, but Jen Smith and Jon Smith likely should not be merged).

  • Make inactive
    • This will make the client inactive and they will only be found on the Inactive Client list.

Managing Contacts

Clicking Manage for a Contact will extend a dropdown that includes:

  • View Contact
    • This will take you to the contact’s information. Clicking Manage will give you the following options:
      • View/Edit Contact Info
        • Clicking this will allow you to view and edit the following for this contact:
          • First name
          • Middle name
          • Last name
          • Suffix
          • Preferred name
          • 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 the responsible party for invoices, statements, and superbills associated with their minor.
          • Grant or revoke Client Portal access for this Contact.
          • If the Client Portal is enabled for this Contact, you can choose to allow this Contact to:
            • 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 with Stripe.
      • Convert to Individual Client
        • You can convert this Contact to an Individual Client if you start seeing this contact as a client.
        • If you do convert this Contact to an Individual Client, this person will still be listed as their minor’s Contact.

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      • 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 is not associated with another client, clicking Remove Contact will delete the Contact from your account.
      • managecontact.simplepractice.clientsandcontacts.jpg

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. 

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Note: Account Owners can still get access to this data via the Practice Data Export.

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

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You can select the individual you want to send a Secure Message to. 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 Secure Message icon 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 will 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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