Resending intake paperwork
Answered
How can I resend intake paperwork quickly if the client doesn't receive it? This has happened twice and I don't find out until the day before or day of the appointment. I have little time to prepare for an intake. I've resorted to emailing my old intake packet from pre-SP.
Secondly, I've had issues entering a minor as a client after having seen the parent as a client. When I try and enter the parent's cell number and email as the guardian, the system will not allow it and tells me the info already belongs to XXXXXX. (I have special trauma training and practice in a very small town with few clinician choices. Hence the occasional need to see family members.)
Thank you!
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Hi Janet, instead of resending the forms, you can send your client a Secure Message by hitting the message icon, located in the top right corner of their account. Any forms you've already sent the client will appear when they login to your Client Portal, under the Documents tab to the top right. Sending a Secure Message will send your clients an email notification within 15 minutes with a login link to view the message. If the login link expires, your client will be prompted to enter their email address on your Client Portal page to generate a new login link on their own. In the Secure Message, you can include this guide on How to Login to the Client Portal.
As for your second question, create the minor client and don't add an email address or phone number for them. Instead, go to their client file > Edit > Contacts > Add Contact, use the search bar to find their parent's name and select it. Then enable Client Portal access for the parent Contact by hitting Manage > Client Portal & Billing. Here's more on our Enhanced Client Management for Minors feature.
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Dear Ruth,
I found your answer as I was searching for how to resend the email with the intake documents. I do not want to send a secure message, as you suggested: "instead of resending the forms, you can send your client a Secure Message." Can you help with HOW TO RESEND THE EMAIL? Gratitude,
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If your client has already received the invitation email and has logged into their Client Portal once, using the link in your email invitation, or another login link they generated, then they'll need to generate a new login link everytime they want to login thereafter. There's no way to send another email invitation if they've already logged into the Client Portal. You can see if they've logged in by going to their client file > Edit > Client Portal. If they have logged in, you'll see a timestamp under their email. If they haven't you'll see an option to "Resend Invitation." Hope that helps clarify!
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This is something that needs to be fixed. I had a client put in their wrong email address so they never got my initial invitation email that gives all the directions for our first appointment. This means that I will never be able to send them to them again because of a typo. It makes NO SENSE to not be able to resend an email once the error has been corrected.
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My client did not log in yet, but when I click to "resend invitation" it only gives a generic message, not the actual email I sent. Is there a way to see a copy of the actual email I sent the client? Our first meeting is in a couple of days and I have not received any paperwork. Thanks!
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I too need to resend the intake paperwork to a client who claims they did not receive it. They have not logged in to the client portal. I do see that it was sent and clarified the email addresses for the couple. Now I have no way to resend. This is very frustrating as I just started using this feature. Please fix this soon - I need to be able to reach out to clients who aren't "up to speed" with technology. Thank you!
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I have clients who use voice dictate systems; I imagine that Simple practice is working on the above listed problem...because this is the initial problem I am having as well. Can you please allow Apple products to be able be able to dictate within the forms I'm sending out, please?
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Also, it is challenging to work with minor clients because the parents do not have their own "account" and so some of the suggestions don't come up as options for them as they are only "contacts". I haven't even figured out how/if I can send a secure message to the client's parents even though I included them on the secure messaging setting. If it is there, it is not intuitive.
Some clients simply forget they have signed in, accidentally click on the link and then close the window without actually completing intake paperwork. I don't know what is happening. Also, it often goes to their junk mail so they have to dig for it.
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It seems more than a bit disconcerting when you are paying for a service but they seem to be lax in addressing issues that several have expressed concern about. As I write this, there have been 8 clinicians that have added to this thread, yet Simple Practice has 0 responses in the past YEAR as to whether this issue is being considered, addressed or even if they are aware of these comments.
Dear Simple Practice, communication is one of the keys to maintaining contented paying customers. not to mention keeping things SIMPLE. :)
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So there is no way to simply re-send the intro email? I wrote a customized message to the client and he never received it, so I just want to re-send what I originally wrote in the email, along with all of the intake documents. It sounds like I have to start from scratch, which is frustrating.
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So I just discovered a way to send documents again. On the left side of the client overview page is a section that says "shared with client". If you click "share new", you should be able to send them again. This may be what Gillian described above so you may need to delete the documents that were already sent, then reselect them. You do need to write another email. Maybe save a template for yourself that you can copy and paste into SP for this purpose in the future. I hope this is helpful. I agree this platform is not always intuitive to use, but the support is generally able to solve problems.
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Please add a Resend option. Yes, you can send a new message, but the original message had a unique email message that must be recreated. Or provide a way to access that message so that it can be copy/pasted. Most of us don't know this is an issue until AFTER we have sent the first round of intake paperwork.
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