Couple profiles allow you to manage billing, Client Portal access, messaging, and individual client details from one shared record. In this guide, we'll cover:
Editing couple profiles
To manage your clients and contacts, click Clients from the left navigation menu.
Note: To learn more about navigating the Clients and contacts list and managing your clients and contacts, see Adding a new client and navigating your Clients and contacts list.
On the Clients and contacts list, a label is assigned to each client. Couple profiles will have a Couple label, while individual clients will have an Adult or Minor label.
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.
Tip: You can also access this Couple Info tab by going directly to the couple’s Overview page and clicking Edit.
There are 3 different tabs that you can edit:
Couple Info
Here you can edit
- The status of the client, default Location, Client Notes (a field to add non-clinical notes), Date First Seen, and Referred By.
Clients
- Here you can manage the couple's individual addresses, Reminders, Client Portal access, and Billing & Payments responsibility. To edit client 1 or client 2's individual details, click Manage > View/Edit Client info.
- To manage client 1 or client 2's Client Portal access or change who is responsible for billing, click Manage > Manage Client Portal & Billing.
- To manage client 1 or client 2's appointment reminders, click Manage > Edit Appointment Reminders.
Billing and Insurance
- Here you can edit the Billing Type, billing documents, Email Billing Notifications, Credit & Debit Cards on file, the Primary Client (for insurance billing), Insurance info, and the Default Services.
- If the client designated as Responsible for billing has insurance information listed in their individual profile, it will be transferred into their new couple profile.
- If the client designated as Responsible for billing doesn’t have insurance information listed but the other member of the couple does, the other member's insurance information will migrate into the new couple profile.
- If two individual clients both have credit cards listed and are merged into a couple profile, the credit card of the client that is listed as Responsible for billing will become the default card. For more information, see What does it mean to choose who is "Responsible for Billing"?
Creating an individual client profile from a couple profile
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.
All documentation, billing, and settings handled in individual client profiles are kept separate from couple profiles and vice versa. If you need to make changes to a client’s preferences or settings, it’s important to update their individual and couple profile independently.
Important: Once an individual is created from a couple, this action can’t be reversed unless the client is deleted. For more information, see Deleting a client.
To create an individual client profile from a couple profile:
- Navigate to the couple's Overview page > Edit > Clients
- Click Manage > Create an Individual Client for the client you want to create
- Review the client's information and click Create & Continue
- Click Create Now
After converting a client from a couple profile into an individual client, you'll see a separate profile for this client in your Clients and contacts list.
FAQs
- What does it mean to choose who is "Responsible for billing"?
- How can I choose who the diagnosis is attached to?
- Why don't my previous notes show up in the new couple profile? Can I transfer the individual client's documentation to the couple profile?
- Can two members of a couple receive different appointment reminder types?
- Can I split a bill between the members of a couple?
- Can I split a couple?
What does it mean to choose who is "Responsible for Billing"?
The client you choose to be Responsible for billing will be the financially responsible party on all billing documents.
Although both clients in the couple will be listed by name on invoices, only the individual that is marked as Responsible for billing will be listed in the To: field. This field indicates that they’re financially responsible for the appointment fee.
For superbills, the Responsible for billing client will also be listed in the Make payments to: field so that the correct client is reimbursed by the insurance payer appropriately. If needed, you can always update which client is set as Responsible for billing and recreate the associated superbills.
If the couple will be using insurance for their appointments, you can select a Primary Client based on the insured individual.
The Primary Client can be the same as or different from the Responsible for billing client. The client Responsible for billing will still be listed as the responsible party, but the Primary Client's insurance information will populate onto claim forms and superbills for insurance billing purposes. This means that you can bill insurance through the Primary Client's insurance plan, but still have the Responsible for billing individual held accountable for the remaining client responsibility.
Note: To learn how to select a Primary Client for insurance billing and update the client Responsible for billing, see Editing couple profiles.
How can I choose who the diagnosis is attached to?
Diagnoses for a couple client will automatically be attached to the individual that's selected as the Primary Client. The Primary Client is the individual that's insured and will be listed on claims and superbills for insurance billing purposes.
Note: To learn how to select a Primary Client for insurance billing, see Editing couple profiles.
Why don’t my previous notes show up in the new couple profile? Can I transfer the individual client’s documentation to the couple profile?
When you create a new couple profile, it’ll only record notes for new appointments scheduled for this couple client moving forward. Previous notes will remain in the individual client profiles to keep client files separate and secure.
There isn't a way to automatically migrate documentation from individual client files into a couple profile, however Account Owners and Practice Managers with the optional permission can export data from individual client profiles and upload it to a couple profile.
Can two members of a couple receive different appointment reminder types?
Yes, appointment reminders are customizable for each individual in the couple. To learn how to edit a couple's settings, see Editing couple profiles.
Can I split a bill between the members of a couple?
There isn't a way to split a bill between members of a couple. If the members want to pay equally towards appointment bills, you can alternate the party responsible for billing for each appointment or split the appointment fee between each member's credit cards evenly.
Note: You can add a nickname to a client’s credit card, which can help you keep track of which member’s card you’re charging. To learn more, see How to add a nickname to a client's credit card.
Can I split a couple?
There isn't a way to split a couple. However, you can create an individual client profile from a couple profile and delete the couple profile, if needed. To learn how to create individual clients from couple clients, see Creating an individual client profile from a couple profile.
Note: Deleting a client is permanent and cannot be undone. To learn more, see Deleting a client.