Sending form to all clients
Answered
Hello
Is there a way to send all clients a document (updated consent form) to all clients at one time rather than individually sending them out?
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As a new group practice subscriber to Simple Practice, finding a suitable way to communicate with all clients is extremely frustrating. If I could export all email addresses into a csv file, then I could send blind-copy emails to all our clients through our HIPAA-compliant email. If I could share a document through Simple Practice will all clients at once, then that would be an alternative, and perhaps even a better one. But not being able to do EITHER is frustrating! How does Simple Practice propose we arrange to communicate with all our clients at once?
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Hi Ginny, it looks like you've already submitted a Help Request and found a way to export your VCard files to a CSV. For future reference, here's how you'd do this without using a external conversion software:
For Macs:
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Search for "Contacts," click the + icon to add a Contact folder next to the "On My Mac" section.
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Then highlight all the VCards you downloaded and drag them into this folder, so they'll be separated from your general contacts.
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Now you can open a blank Numbers spreadsheet, highlight all of these newly imported SimplePractice Contacts on your Mac and drag them into the spreadsheet.
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Copy and paste the email addresses into a new email, or import the document to your email provider's Contact list.
For PCs:
- Press the Windows and R keys together. Type wab and hit the Enter button.
- In the Windows Contacts screen, click Contact Group to create a Contact Group for your SimplePractice clients.
- Then highlight drag and drop all the VCard files you downloaded from SimplePractice to the new Windows Contact Group you just created.
- Now click Export and select CSV
- Copy and paste the email addresses into a new email, or import the document to your email provider's Contact list.
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This feature is SO needed. We changed locations and needed to upload a PDF and individually send to each client. We had to do the same thing with our yearly practice policies, and then had to do it again when some state COVID regulations changed here. SP, please work on this feature!
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Our office experiences the same frustrations with SP over this exact issue!
I can literally waste HOURS on tasks that require me to keep this information gathered and up to date for communications sent to all or the majority of clients.
Better reporting and the ability to extract information to a csv file is really needed. A communication tab within SP would be helpful as well where we could select/sort from the client files and email from our email address, without leaving SP.
If you need an example, look at FACTS (formerly RenWeb). They have an excellent communication tool.
Please, please act on this need.
Thank you.
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Simple Practice needs to create a system for updating forms. We, as clinicians, have certain forms that must be signed on an annual basis or updated and it is silly that simple practice can't create this feature. I should not have to go in and individually sent an updated form -- when we have so many clients this is a tedious way to do things.
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I would like to post for the second time how much this feature is needed. And point you to the communication tool in FACTS.
We need a way to extract all information entered into the forms we request our clients to complete.
A way to choose what information to pull from the client portal data.
A true communications tab so that all clients can be contacted, easily. I understand that SP may feel they have a workable work around with the option to download a CSV file of client emails, but do you have any idea how difficult it is to keep this up? New clients come in every week, others take a break from therapy for a time, others are no longer coming but remain active until balances are paid off, etc.We need a tool to sort our client base as needed, by Active or Inactive, by primary therapist, insurance provider, therapy day of the week, etc.
We need a tool that allows for annual updated and signed forms. Even better if SP could auto track when it is time to send for updated, signed forms.
We need a system that allows for a form(s) to be sent to all clients easily, all in one place where clients listed could be selected or deselected to receive the send out.
As SP stands today, it is way too time consuming to accomplish tasks that are not really the primary focus of any business, but none the less, tasks that need to be done to meet compliance, keep clients informed, etc.
Please make this a priority.
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Adding to the request for this needed functionality to send practice updates and announcements like rate increases to all clients at one time. It is a waste of clinical time to upload and send out individually an identical practice change notices that are standardized and non-specific to person. It is not HIPAA compliant to download the names and contact information for all clients in a file to a computer (CSV/V file). Please add a means to send a master document or announcement to all active clients with a single action from within the security of the electronic health record.
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Being able to batch send a document to all active clients would be the most helpful feature missing from Simple Practice. As others have mentioned, this is now a need for all practitioners due to the requirement that we send our Good Faith Estimate to all clients every year. If this is anywhere on SP's radar, perhaps having this available by the fall will allow us all to send out our GFEs well before January. I'm going to resend all of mine out manually this weekend to reflect an upcoming rate increase.
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I want to add to the request that sending all active clients a prompt at once would be an extremely helpful feature. I would like to send all clients assessments regularly, at least twice a year, and it would be supremely helpful if I could choose the assessment and then choose to send it to all my active clients.
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Telling us that this request (a way to send notifications to all clients through Simple Practice) has been registered as a subscriber request is not helpful. So many people want and need this feature. We've all paid more for Simple Practice this year and expect to receive more value for our money. Please, Simple Practice, prioritize this feature that so many of us want and need!
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I would like to reiterate what others have said. We need to send updated consent forms, good faith estimates, practice information, etc. to all clients on a somewhat regular basis (yearly, when policies change, etc.) We really need a way to see a list of all clients and have the ability to select “all” or select the ones who need to receive the updated information. As one person suggested above, it would be extremely useful if Simple Practice had a place where we could easily see when the last intake, good faith estimate, and consent forms were sent and signed. Thank you!
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Oof - this request started two years ago and has been added to several times by other clinicians who are in agreement about how necessary this is. I am in agreement as well. I just had to update my practice fees and it has been tedious to send these updates to each one of my clients individually. I feel this could be a simple fix.
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As we approach a new year, this need is once again at the forefront of my mind, and it is extremely frustrating that Simple Practice has STILL not addressed this need! I routinely get notifications of messages in my patient portal from my doctor's office, so I know that this is possible without violating HIPAA, and it is a major pitfall of continuing with Simple Practice.
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I also want to add to this thread supporting the need to be able update forms and send to clients in an efficient manner. With the start of the new year, I updated my Practice Policies and need to resend to every client. It would be nice if there was a way to attach the form to appointment reminders. If there is a way to do this, let me know as I haven't found it and by threads like this one, it does not exist.
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