Navigating the clients and contacts list

Your Clients and contacts list lets you view your clients’ and contacts’ basic information and quickly navigate to their profiles.

In this guide, we'll cover:

• Accessing the Clients and contacts list
• Filtering the Clients and contacts list
• Managing clients and contacts from the list
• FAQs

Accessing the Clients and contacts list

To access your Clients and contacts list:

1. Navigate to the calendar
2. Select Clients from the left navigation menu

From here, you can view the clients and contacts you have access to. In a group practice, this may vary depending on your role and permissions. 

Note: To learn more, see Team member roles.

Filtering the Clients and contacts list

You can use filters at the top of the Clients and contacts list to to refine which clients and contacts are shown:

• Clinician, if you're part of a group practice
• Relationship type (available after selecting a clinician)
  • All relationship types
    • Primary clinician
    • Secondary clinician

Note: After you filter the list for a certain clinician, you can use the Relationship type filter to find clients that have that clinician as their primary clinician or secondary clinician. For more information, see Why are some clients missing when I filter by clinician?

• Client status
  • Active client
  • Inactive client
  • Prospective client
    • Assigned to clinician
    • Not assigned to clinician
  • Archived client
  • Waitlist client
  • Contact
• Insurance payer
  • Insurance payers will only appear if they're saved to a client's profile

Tip: You can also sort the list alphabetically by first or last name.

Managing clients and contacts from the list

You can take action on a client or contact directly from the Clients and contacts list.

1. Locate the client or contact
2. Click the 3 horizontal dots under Manage
3. Select one of the following actions:

FAQs

• The clients or contacts that are marked as duplicates aren't actual duplicates. What should I do?
• What is the prospective client status?
• Why are some clients missing when I filter by clinician?

The clients or contacts that are marked as duplicates aren't actual duplicates. What should I do?

If a client or contact is incorrectly flagged as a possible duplicate, you can dismiss the notification:

1. Navigate to Clients from the left navigation menu
2. Toggle Show X possible duplicate clients or contacts to on
   
3. Find the client or contact in question
4. Click the three horizontal dots under Manage, then select This is not a duplicate

What is the prospective client status?

The prospective client status helps you distinguish between clients in the early stages of onboarding and those actively receiving services.

When you receive a contact form inquiry or online appointment request from a new client, a client profile will be created for them with the Prospective status, which will appear on your Inquiries page.

You can also create a new client with the Prospective status to keep track of individuals while determining if they’re the right fit for your practice.

If a prospective client doesn’t end up becoming an active client, you can archive their profile. To do this:

1. Navigate to their Overview page
2. Click Edit below their name
3. Under Client Status, select Archived

For more information about client statuses, see Client Info. To learn how you can use the Inquiries page to track prospective clients, see Navigating prospective clients on the Inquiries page.

Why are some clients missing when I filter by clinician?

If you've selected a clinician to filter the Clients and contacts list by, the Relationship type filter determines which clients appear in the list. Depending on the selected option, you may only see clients where the clinician is assigned as a primary clinician or secondary clinician.

To use the Relationship type filter: 

1. Choose the clinician from the Clinician filter at the top of your Clients and contacts list
2. Select the Relationship type filter

3. Check boxes as needed:
   • To only view clients that have the clinician as their primary clinician, make sure only Primary clinician is checked 
   • To only view clients that have the clinician as their secondary clinician, make sure only Secondary clinician is checked 
   • To view clients that have the clinician as either their primary clinician or a secondary clinician, check All relationship types
4. Click Apply