Siblings
Answered
I see siblings, each has their own patient portal, except I cannot use the same email address of moms. How do I use the same email address without the system telling me to disable one of the others because the email address is already in use even though it's a different name?
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Hi Susan, here's a little more information from our Help Center on how to use the same email address for multiple members of the family.
We know that clients can use the same email address in our system if the client has a Gmail email address. However, you will need to set up each client a little differently.
Here's an example:
- Let's say John Simple is the father of Bobby Simple and Jenny Simple. John's email address is johnsimple@gmail.com. When you enter in the email address for the first child, let's say Bobby in this case, you can enter the email address as it reads. When you enter in the email for the second child you can enter the email as johnsimple+jenny@gmail.com. You want to make sure that everything before the @ symbol remains the same, then insert: +text between the beginning of the email and the @ symbol (text = any letters or numbers).
- Another example would be parent@gmail.com becoming parent+2@gmail.com for the second child, and parent+3@gmail.com for the third child and so on.
You don't need to set up anything special to do this. You'll simply enter the clients alternative email address just as illustrated above in the clients account and the emails will be sent to the primary email addresses inbox.
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Hello,
So my question to this is in regards to email reminders or client portal requests is that the parent is only going to receive for one child. I have a new parent bringing in two children at different times. How do I set up reminders for them? One child get texts reminds while the other gets email reminders? And as far as the portal is concerned I have to send them PDF forms to sign and return via email and then upload to the system?
I'm trying to simplify the process as much as possible.
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Hi Kelley, did you get a chance to review the above answer to this post? You can add a modifier to the email address for each child so that each child can have their own SimplePractice chart. Then, the parent will be able to receive reminders and review and sign Portal documents for both children. Let me know if you have any additional questions about this, or anything else SimplePractice. I'm here to help.
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Hi Devin and Alejandro, our first priority at SimplePractice is developing features that will make family and guardian access to the Portal easier for minor clients. We're looking forward to releasing enhancements to SimplePractice very soon that will allow a parent to manage multiple children's charts using a single Client Portal email address to log in. These features are currently under development, and we're looking forward to updating our Community when they are available.
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Hello! I just completed the process of adding a second family member utilizing the same Gmail account. The Gmail account "owner"/parent received the invitation link to create an account for the second family member however she receives "invalid password or email" when attempting to login. Looking for troubleshooting suggestions! Thank you!
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Hi Kristen, I'd be happy to help. If you used a modified version of their Gmail address to invite them to the Client Portal, the parent will need to enter that as their login for the Portal. Let me know if this parent continues to experience issues accessing the Portal after you verify that they're entering the correct email address.
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Hi Gillian,
How close are you to releasing updates that would allow the same parent email address to be attached to multiple clients (children)? We have one parent that has 3 children being seen at our practice, as well as one client who herself is a patient, along with her 2 children, all seeing different clinicians. I reviewed the process for the modifier, but that does not work in these cases as the parents utilize work emails such as soandso@work.com.
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Hi Rachel, I'm happy to share that our Enhanced Client Management update will be rolling out this week. This update includes new features that will allow a parent to manage multiple children's portals, all from a single email address. Keep an eye on your email inbox for more information about Enhanced Client Management. When these features have been released to your account, you'll receive an in-app popup message letting you know.
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Hi Tina, yes. A single Contact can now manage multiple Client Portals, so if you're seeing multiple children, you can add their parent to both of their Client Portal accounts with the same email address. Here's a detailed guide that breaks down these new features, how they work, and how to set them up, so you can be prepared when these enhancements are ready in your account: https://support.simplepractice.com/hc/en-us/articles/360020093651-Enhanced-Client-Management-for-Minors
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I saw the minor patient first, and am now trying to see her mother for physical therapy. The minor patient had her mom's email address used to sign into the client portal. I see there are ways to add minors to non-minor accounts. Are there ways to do the reverse (add an adult and send her my intake form, etc) so that I can do notes for both of them?
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Hi Patricia,
With our recently released enhanced client management features for minors, you can now easily convert an existing contact (such as a minor client's parent or guardian) into their own client profile.
To do this, navigate to the client in question's Overview page, click Edit Details, then click the Contacts tab to locate the client's contact on file. If the client's contact has not been added to your SimplePractice account yet, click the + Add Contact button to add this contact's information to your account. If you have already used the contact's email address when creating an existing client, you will need to either select a different email address to use for this contact, or remove the email address from that existing client in order to add it to this contact's profile.
Once the contact's profile has been created, click the Manage button and from the dropdown menu select Convert to Individual Client. This will allow you to create a new client profile using the information already listed on file for this individual, such as their phone number, email address, and relationship to the minor client.
Once you've created this new client profile, you can begin sending intake forms and documents to that client, as well as scheduling appointments for them and adding progress and psychotherapy notes to those appointments. -
Hi Suzy, I'd be happy to help. Enhanced Client Management has removed the need to add a +email modifier to email addresses for sibling clients.
To add a sibling to SimplePractice, and link an existing Contact (their parent/guardian) to their account, simply click +Create on your Calendar and enter the client's information, being sure to mark them as a Minor. Click Create and Continue. You'll then be prompted to add their Contact's information. Click "Add Existing Client or Contact" and select their parent/guardian from the list. Then, you can send your intake paperwork to the client and their guardian.
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Hi Suzy, I believe I understand what's going on here. It sounds like the email address is listed both for the Client (minor) and their Contact (parent). You only need the email address listed for the Contact. Simply visit Edit Details on the Client's overview page and remove their email address. Then, when you add their sibling, leave the email address field blank, and link the existing parent Contact to the new sibling.
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Hi Jillian, please reach out to our Success team for assistance with this. That way, we can see how you've got your clients and Contacts set up. Please note that if you're entering a minor Client and linking a parent Contact to them, you'll want to leave the Email field blank for the minor Client.
Heather, you can now assign a single Contact to multiple siblings using a single email address for the Contact. Here's a guide from our Help Center on how to set this up. https://support.simplepractice.com/hc/en-us/articles/360020093651-Enhanced-Client-Management-for-Minors
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