Adding other documents

Other documents are clinical or administrative forms to a client's profile that aren't tied to an appointment. This guide covers how to add, view, sign, share, amend, and print other documents in SimplePractice.

Note: Other documents are only available with the Essential and Plus plans. This feature isn’t available for Starter plan accounts.

In this article, we’ll cover:

• Adding an other document to a client's file
• Editing, printing, downloading, or deleting an other document
• Signing and locking an other document
• Sharing an other document with a client for e-signature
• Unlocking a locked other document

Adding an other document to a client's file

To add an other document to a client's file:

1. Navigate to the client’s Overview page
2. Click New > Other document

3. Select the Other document template you want to use from the dropdown

To add a template to the dropdown, see:

• Adding a pre-built template or Creating a new template and accessing the template builder to add it to your template library
• Managing your template library to add it to available templates to use when you're creating documentation

Next, follow the steps below:

1. Complete the fields for the other document
2. Assign the Date and time of document
   • This will determine where the other document appears on the client’s Overview page
3. Check the box for Include diagnosis code on the printed document to include the diagnosis code on the PDF version

4. Click Save

The primary clinician will be noted as the provider for a client’s other document.

You can click Documentation history in the top right corner at any time to view any past documentation for the client. For additional information, see Viewing documentation history. 

Tip: When completing your other documents, you can save time with snippets and macros. To learn how these features work, see Using snippets.

Editing, printing, downloading, or deleting an other document

To edit an other document, click the Other document title from the client's Overview page and select the pencil icon. You can also hover over the other document and click the Edit button.

To print or delete an other document from the client's Overview page, hover over the other document and click the printer or trash can icon. To print, download, and delete an unlocked other document while viewing it, click More and select the appropriate option.

Signing and locking an other document

After you've completed an other document for a client, you can lock the other document and sign it with an e-signature:

1. When viewing the other document, click Sign

2. If needed, you can edit the Provider Name and Credentials
3. When ready, click Sign and lock

You'll then see your electronic signature under Signatures.

If you’re under supervision, you can click Sign and share to send the other document to your supervisor for review. For more information, see Reviewing and signing documentation under supervision.

Note: There currently isn't a way to customize this signature further.

Once you sign an other document, it’ll automatically be locked.  If it hasn't been shared and signed by the client, it can be unlocked if you need to amend, correct, or clarify the plan. For more information, see Unlocking a diagnosis and treatment plan.

Sharing an other document with a client for e-signature

After signing and locking an other document, you can share it with a client or contact so they can electronically sign it. To do this:

1. Navigate to the client's Overview page
2. Click the Other document
3. Select Share

4. Review the information being sent and click Continue to Email

5. Review the content of the email and choose Continue to Review > Share & Send Now
   • The email content can be edited manually, or you can customize the default content by following the instructions in Customizing email reminders

You can view the status of an other document that's been sent for signature under the Files tab on the client's Overview page.

After the client signs the document, their signature will also be displayed below the provider’s when you're viewing the other document.

Unlocking a locked other document

Important: This feature should be used with care and in a manner that's consistent with HIPAA requirements and professional ethics. While this feature is built in a HIPAA-compliant way, you and your team members are ultimately responsible for safeguarding the information in your SimplePractice account. For more information on maintaining HIPAA compliance when unlocking documentation, see Unlocking a locked progress note.

To unlock the other document:

1. Navigate to the other document in question from the client's Overview page
2. Click Unlock

Note: If you're not seeing this option, you may need permission to unlock other documents. To be granted permission for this, see Updating a team member’s roles.

3. Review the Notice of Data Integrity
4. Enter the Reason for unlocking
5. Click Accept & Unlock

After the other document is unlocked, you’ll see an unlocked message beneath it.