Storing client documentation and other items for imported clients

This article covers how documentation for transferred clients can be uploaded to a new SimplePractice account, and how to set up future appointments and collect clients’ payment information.

Important: These steps should only be done after client profiles have been set up in the new account. Our team will let you know once the setup is complete.

This article is part of a series on transferring client data to a new SimplePractice account. To learn how to store client documentation outside of the transfer process, see Managing the client's Files tab.

We’ll cover:

• Setting up appointments
• Storing client documents
• Establishing billing history
• Collecting clients’ payment information

Note: Depending on the workflow, the steps may be completed by the transferring clinician, the Account Owner, or another authorized team member.

Setting up appointments

To make sure their schedule is up to date, the transferring clinician can add past and future appointments to their SimplePractice calendar manually. 

To begin adding an appointment, the clinician can click on an empty space in the calendar, or click + > Schedule appointment.

As the clinician fills in the details of the appointment, they’ll be able to select the date and time to reflect whether it’s a past or future appointment.

Tip: After a client is selected for the appointment, the fee can also be adjusted. If the clinician doesn’t need to charge or record payment for a previous appointment, they can adjust the appointment fee to $0. For more information, see Establishing billing history.

To learn more about adding appointments, see Scheduling and managing client appointments.

Storing client documents

Once the profiles have been created, past documentation can be uploaded to the new SimplePractice account through multiple HIPAA compliant workflows.

Keeping past documentation in a client’s profile

Documentation can be uploaded directly to a client’s profile. This can be done by the transferring clinician or any other team member in the new account that has access to the client’s profile.

Note: For more information on access levels for each team member, see Clinician roles available for team members and Administrative roles available for team members.

To do this:

1. Navigate to the client’s profile
2. Click Upload

3. Select the files to upload
   • Multiple files can be selected at once
4. Click Open

If the clinician transferred from another SimplePractice account:

1. Navigate to the client’s profile
2. Click Upload

3. Open the complete data export folder
   • The title will typically begin with “Export - Complete”
4. View the folder for the type of documents to upload

5. Open the folder with the client’s name

6. Select the files to upload
   • Multiple files can be selected at once
7. Click Open

Repeat these steps for additional document types and clients as needed.

Attaching documentation to past appointments

To associate certain documents with specific appointments, such as previous progress notes or homework, the transferring clinician can attach documentation to past appointments. 

For more information on setting up past appointments, see Setting up appointments. To upload documents to a past appointment, see Attaching a file to an appointment.

Establishing billing history

Once the transfer process with our team is complete, and your client profiles are created in your new account, you can establish balances and payment records by recreating existing appointments in your new account. 

Tip: If you won’t need to charge or record payment for a previous appointment, you can update the appointment fee to $0 when you’re recreating the appointment.

Depending on how the client mainly pays for their appointments, you can make sure the appointment is marked as the correct Billing type, which would either be Insurance or Self-Pay (if they’re paying the full appointment fee out-of-pocket).

For more information on updating the billing type of an appointment, see Updating the billing details for individual appointments.

Once the appointments are recreated, you can create invoices for the appointments and add client payments. You can also add insurance payments for appointments marked as Insurance. 

For more information, see Navigating client payments and Adding insurance payments. 

While existing claims and enrollments won’t be transferred to your SimplePractice account, you can create and submit new claims through SimplePractice, as well as submit enrollments through your new account. 

For more information, see What happens to my unpaid insurance claims when I transfer my data in SimplePractice?

Collecting clients’ payment information

If the transferring clinician will use online payments, the Account Owner of the new account can request client credit card details. After all clients are imported, the Account Owner of the new account can send an intake documents request that includes the credit card information form. 

To include the credit card information form before sending out the request, see Collecting demographics and credit card information from clients.

Next steps

If an intake documents request hasn’t been sent after all clients were imported, see: Sending intake documents to transferred clients.