Getting Started with Client Management – On-demand class

Travis

Updated December 23, 2025 00:50

About the class

The Getting Started with Client Management class will walk you through best practices for managing your clients and contacts in SimplePractice. This includes how to create adult clients, minor clients with a contact, couple clients, and group appointments. You’ll also learn about special situations and features, including third-party billing for clients, prospective clients, and managing your client waitlist.

In this class, we’ll cover:

Part 1. Managing adult clients
Part 2. Managing minor clients
Part 3. Managing couple clients
Part 4. Managing group appointments
Part 5. Special situations and features
Helpful links

Video player controls

Hover your mouse over the video to access the following options.

To view the video in full screen mode, click , and to exit, click it again or press esc
To display the chapter list, click and select a chapter
To change the speed or quality of the video, click , and choose the option you prefer
To change the volume, click , and drag the circle up or down
To enable or disable closed captioning and search the transcript, click

Part 1. Managing adult clients

In part 1, we'll review the details of creating and managing clients profiles in SimplePractice. There is no limit to the number of clients you can create and store in your account. This provides a HIPAA compliant space to store client documents, billing and insurance information, and much more.

In this video, we’ll do a quick tour of creating a client and sending them intakes.

When you click a client’s name in your account, you’ll be brought to their profile page. Here, you can view, edit, and manage the client’s billing information, documents, and notes.

In this video, we'll cover how to edit a client's information and settings, including their client info, billing and insurance settings, contacts, and Client Portal settings.

When your client fills out the demographics form, they have the option of adding an emergency contact. You'll see this contact on the right side of their client profile. You can also manually add a contact and designate them as the emergency contact.

Part 2. Managing minor clients

In part 2, we'll review Enhanced client management for minors. When you add a client, you can select the minor client type, which gives you the option to add one or more contacts.

This can be useful if you treat a minor child with separated parents, you could share documents, forms, billing, and scheduling with each parent separately and securely. Or if you're working with a client who is a teenager, you can grant client portal access to them and their parent.

In this series of videos, we'll review how to use these features with your minor clients and their contacts.

If you see minors in your practice, you can indicate that in their profile and add multiple contacts for them. You also have the option to grant Client Portal access and send appointment and document reminders to the minor client and/or their contact.

In this video, we’ll review adding a minor client with a parent contact.

If you have a minor client with multiple contacts, for example, divorced parents or multiple caregivers, this video covers how to send documentation to them separately and securely.

Contacts of minor clients can be granted Client Portal access to complete documentation, schedule appointments, and pay invoices.

Part 3. Managing couple clients

In part 3, we'll review Enhanced client management for couples. This gives you the ability to add two clients to a couple profile, while also having individual profiles for each person in the couple.

The couple profile, which can be used for two clients being seen together, is kept separate from the individual profiles. This allows for greater flexibility writing notes, adding diagnoses, and billing for a couple profile since it won’t appear on the individual client profile, and vice versa.

If you've entered an email address for one of the clients in the couple profile, and have set up the Client Portal, you'll see the option to send intakes.

From the Clients and contacts page, you can manage your client and contact information. To edit a couple profile, click the three dots under Manage > Edit Client info next to the couple in question. You’ll then be directed to the Couple Info page for the couple profile.

For couple profiles, you can send Secure Messages to the couple in a group thread. Alternatively, if only one of the individuals has Secure Messaging enabled, you can message the client(s) individually.

You have the option to create an individual client from a couple’s profile. If either client from the couple is coming to your practice for individual services, this will give you the flexibility to have a separate profile for that client where you can add notes, diagnoses, and other documentation.

Part 4. Managing group appointments

In part 4, we'll review Setting up group appointments.

With group appointments, you can quickly schedule sessions, take notes, and bill clients for an appointment with up to 15 participants at once.the client billing summary box.

Telehealth is available for group appointments, and a call can support a maximum of 15 clients at once. For more information, see Using Telehealth for multiple clients at the same time.

Part 5. Special situations and features

In part 5, we'll review some special situations and helpful features for client management.

With Managing third party billing for a client, you can grant a third party access to a client's Client Portal to view and pay outstanding balances on the client’s behalf.

In this video we'll review navigating the inquiries page. The Inquiries page allows you to view all of your prospective clients in one place. If you’re accepting new clients, you can use the Inquiries page to view and manage inquiries from various sources, including contact forms on Monarch, the Professional Website, and the Client Portal.

In this video, we'll review managing the client waitlist. If your practice isn’t currently accepting new clients, you can add them to the waitlist. You can use the client waitlist to view and manage prospective clients who’re next in line to schedule an appointment with you or another clinician in your group practice.