New v/s Existing clients in the client portal?
Answered

Hello. I am relatively new to Simple Practice although I feel like I have been using it all my life:-)  The complete guide to the client portal for clients (the PDF document) shows two options - 1 for an existing client and 1 for a new client on the login screen for the portal. When I click on the URL for the portal from my settings/client portal tab, I only see the existing client tab. I did search the site for previous posts on this but did not find one. Are new clients who have never logged in also supposed to click on the "existing client" tab for signing in? I am thinking of clients who show up in my office without accessing or using the link and email I send them for logging in the client portal. Could I just get them to login to the client portal using that URL and the existing client tab?

Thank you!

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    Alex P.

    Hi Daksha,

    In order to enable new clients to request an appointment through your Client Portal, you'll first need to enable Online Booking. You can do this by navigating to My Account > Settings > Client Portal > Settings and selecting the Enable Online Booking checkbox, then selecting the Allow services to be bookable by new clients checkbox and clicking Save Settings.

    You can learn more about how to enable Online Booking for new clients here.

    Next, you'll need to navigate to My Account > Settings > Billing and Services > Services to designate which service(s) you'd like to allow clients to request appointments for through the Client Portal. On this page, click on the name of the service in question, then select the Available for online booking checkbox. You can also select the Allow for New Clients checkbox if you'd like to allow new clients to request this service through the Client Portal. Once you've made these changes, click the Save button.

    For more information on designating service codes for Online Booking, New Client Online Booking and Call to Book, click here.

    Finally, you'll need to navigate to your Calendar homepage and click the Availability button in order to create an availability block to indicate which time(s) you would like to make yourself available for these requested appointments. From the Availability view, you can add the availability block by clicking anywhere on the Calendar and setting the date, time, frequency, and services that you'd like to make available during this time period.

    You can find a step-by-step walkthrough to managing your availability here. We also have a video tutorial series on Online Booking that you can view here.

    Once you've made these changes in your account to set up Online Booking, you'll see that visitors to your Client Portal will have the opportunity to request an appointment as a New Client, or log in as an Existing Client.

    Edited by Alex P.

    Hi Daksha,

    In order to enable new clients to request an appointment through your Client Portal, you'll first need to enable Online Booking. You can do this by navigating to My Account > Settings > Client Portal > Settings and selecting the Enable Online Booking checkbox, then selecting the Allow services to be bookable by new clients checkbox and clicking Save Settings.

    You can learn more about how to enable Online Booking for new clients here.

    Next, you'll need to navigate to My Account > Settings > Billing and Services > Services to designate which service(s) you'd like to allow clients to request appointments for through the Client Portal. On this page, click on the name of the service in question, then select the Available for online booking checkbox. You can also select the Allow for New Clients checkbox if you'd like to allow new clients to request this service through the Client Portal. Once you've made these changes, click the Save button.

    For more information on designating service codes for Online Booking, New Client Online Booking and Call to Book, click here.

    Finally, you'll need to navigate to your Calendar homepage and click the Availability button in order to create an availability block to indicate which time(s) you would like to make yourself available for these requested appointments. From the Availability view, you can add the availability block by clicking anywhere on the Calendar and setting the date, time, frequency, and services that you'd like to make available during this time period.

    You can find a step-by-step walkthrough to managing your availability here. We also have a video tutorial series on Online Booking that you can view here.

    Once you've made these changes in your account to set up Online Booking, you'll see that visitors to your Client Portal will have the opportunity to request an appointment as a New Client, or log in as an Existing Client.

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    Daksha Arora

    This was so not my question. I was asking if a new client does not access the client portal at all by using my invitation email before they come for their first appointment to my office, is there a way for me to setup their access to client portal so that they can review all my consent, confidentiality, HIPAA documents in my office? Is there a way for me to just show them their record to review and sign those documents the way many primary care physicians do. Basically, what would be the easiest way for me to get a client to review and sign documents electronically within the client portal once they are in my office?

    This was so not my question. I was asking if a new client does not access the client portal at all by using my invitation email before they come for their first appointment to my office, is there a way for me to setup their access to client portal so that they can review all my consent, confidentiality, HIPAA documents in my office? Is there a way for me to just show them their record to review and sign those documents the way many primary care physicians do. Basically, what would be the easiest way for me to get a client to review and sign documents electronically within the client portal once they are in my office?

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    Daksha Arora

    Never mind, I figured it out. I just needed a link to the portal for signing in and got the client to sign in on my computer into the client portal, provided the hard copy documents to review but got them to click/sign in the portal. So, now I don't have to get them to sign on hard copy, scan, and upload.

    Thank you.

    Never mind, I figured it out. I just needed a link to the portal for signing in and got the client to sign in on my computer into the client portal, provided the hard copy documents to review but got them to click/sign in the portal. So, now I don't have to get them to sign on hard copy, scan, and upload.

    Thank you.

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    Gillian

    Hi Daksha, thanks for clarifying. The best way to accomplish this would be to grant these clients Client Portal access and send them documents while they're in the office with you. Then, you can have them log into the Client Portal and complete their forms on an office tablet or computer. Let me know if you have any additional questions about this, or anything else SimplePractice. I'm here to help. 

    Hi Daksha, thanks for clarifying. The best way to accomplish this would be to grant these clients Client Portal access and send them documents while they're in the office with you. Then, you can have them log into the Client Portal and complete their forms on an office tablet or computer. Let me know if you have any additional questions about this, or anything else SimplePractice. I'm here to help. 

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    Mary E. Lourey

    Dear Simple Practice, I am also wondering about this as I just upgraded from Essential Plan to Professional Plan and sent the URL to clients, but am wondering how my existing clients get into the portal, because using Jamie Appleseed, I do not see how to get into the portal? Clicking on Existing Client does not get me to anywhere to set up a password. Please advise. Thank you, Mary Ellen

    Dear Simple Practice, I am also wondering about this as I just upgraded from Essential Plan to Professional Plan and sent the URL to clients, but am wondering how my existing clients get into the portal, because using Jamie Appleseed, I do not see how to get into the portal? Clicking on Existing Client does not get me to anywhere to set up a password. Please advise. Thank you, Mary Ellen

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    Gillian

    Hi Mary Ellen, I'd be happy to help. You can invite existing clients to the Portal by going to their Overview page, clicking Edit Details, then Client Portal, then sending them an invite. Alternatively, you can click the Share button on the Overview page to simultaneously invite them to the Portal and share Intake Forms and Consent Forms with them. 

    Hi Mary Ellen, I'd be happy to help. You can invite existing clients to the Portal by going to their Overview page, clicking Edit Details, then Client Portal, then sending them an invite. Alternatively, you can click the Share button on the Overview page to simultaneously invite them to the Portal and share Intake Forms and Consent Forms with them. 

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    Mary E. Lourey

    Thanks! You all must be very busy right now. I appreciate the response. I did figure it out on my own after all. :) 

    Thanks! You all must be very busy right now. I appreciate the response. I did figure it out on my own after all. :) 

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    Amy Key

    I recently transitioned to Telehealth due to COVID. My existing clients all have Client Portal access but many of them are having trouble booking their Telehealth appointments online.

    I've set my availability and enabled online booking, but the feedback I've been getting from my existing clients is that they're not seeing the Request Appointment link on their portal that would allow them to get to my calendar.

    Do I need to send them all another Client Portal invitation to enable online booking for them? I've scoured all of the help pages and relevant instructions/tutorials but can't seem to figure out what is going wrong. 

    I recently transitioned to Telehealth due to COVID. My existing clients all have Client Portal access but many of them are having trouble booking their Telehealth appointments online.

    I've set my availability and enabled online booking, but the feedback I've been getting from my existing clients is that they're not seeing the Request Appointment link on their portal that would allow them to get to my calendar.

    Do I need to send them all another Client Portal invitation to enable online booking for them? I've scoured all of the help pages and relevant instructions/tutorials but can't seem to figure out what is going wrong. 

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    Gillian

    Happy to help, Amy. All you need to do is go to Overview > Edit Details > Client Portal for your clients and enable "Allow self-scheduling."

    Happy to help, Amy. All you need to do is go to Overview > Edit Details > Client Portal for your clients and enable "Allow self-scheduling."

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    Amy Key

    That fixed the problem! Thank you so much.

    That fixed the problem! Thank you so much.

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    Juliet Robinson, MS, RMCHI, CAP, C-TMH

    Hello, I am new to simple practice and is setting up my private practice. Brighter vision is constructing my website and so I copied the widget to be placed on my website. However, on the client portal link it shows one (1) service offered. How can that be changed to show all services or at least 5 services offered? 

     

    Thank you 

     

     

    Hello, I am new to simple practice and is setting up my private practice. Brighter vision is constructing my website and so I copied the widget to be placed on my website. However, on the client portal link it shows one (1) service offered. How can that be changed to show all services or at least 5 services offered? 

     

    Thank you