Creating New Clients

Creating New Clients

STEP 1: Click the icon in the top right-hand corner - OR - click on the + New Client button within the Clients tab. 

STEP 2: Enter applicable information into the pop-up window

​

  • Select the appropriate professional from the dropdown

  • First and Last Names

  • Birthday

    • The "Minor" button will automatically be checked if the client is under 18

  • Phone Number

  • Email Address

If you want the client to use the client portal system, make sure to check the “Enroll in Client Portal” button after adding their email address. For minor clients, use one parent's/guardian's email address. If applicable, you can enter the other's in the next step.


Adding an amount to the "Starting Balance" field will automatically place a balance due on the client's account upon creation-- regardless of whether they've had an appointment with you. This is most often used if you require a deposit or some other initial starting fee. 

STEP 3: Click the XAdd ClientX  button


STEP 4: Add additional contact information
  1. Click on the Add More Client Details button in the pop-up window -- OR -- search for the new client in the search bar/within the Clients tab
  2. Navigate to the “Contact Info” tab on the left-hand side 
  3. Add supplementary contact information 
    1. For adult clients, you can edit the initial information entered during client creation or you can enter additional phone numbers, email addresses, and their addresses
    2. For minor clients, click the + Add New Client Contact button. 
This is a great place to store various contact information for the clients' other providers and/or family members.



STEP 5: Add additional client portal users. 
  1. Navigate to the Client Portal tab on the left-hand side. 
  2. Click the +Add New User button
  3. Enter the new user's information
If you have already entered the new user's email in the Contact Info tab, their email address will populate for selection in the dropdown. Otherwise, select "Other"to enter a new email address. Please note: unique mail addresses entered for new portal users will not automatically be added to the Contact Info tab. 


  1. Provide the new portal user with the correct permissions
    1. Access to Documents: the portal user will be able to view all documents added to the client's Document Center by either the client or the provider. They will also be able to upload their own documents here. 
    2. Sessions & Homework: the portal user will be able to view the dates/times of the sessions and whether they've been billed or missed. They will also be able to view any assigned homework from the provider. 
    3. Billing, Invoicing & Insurance: the portal user will be able to access the Payment Methods tab where they can add new forms of payment and view/create their own invoices/superbills.
    4. View & Submit Surveys: the portal user will be able to receive/complete surveys sent through the portal AND they will be able to review any surveys completed by others with portal access.



    • Related Articles

    • Granting Client Portal Access

      Navigate to the Client Portal tab on the left-hand side.  Click the +Add New User button Enter the new user's information If you have already entered the new user's email in the Contact Info tab, their email address will populate for selection in the ...

    • Client Portal Guide: Adding a New Client (Enrolling Contact in Portal)

      This feature is helpful when a minor or other client relies on a parent/guardian to assist in completing tasks. I.e., they do not have an email address or cannot access a computer on their own. If the client has an email and can access a computer, ...

    • Client Portal Guide: Portal Permissions

      Basic Functions - Enables the portal user to access the overall portal settings, ability to view the "Client Portal Banner Message" from the practice and/or the specific professional, view the "Upcoming Appointment" banner, and interact with the ...

    • Removing Client Portal Access

      Step 1: Navigate to Search Clients then input the name of the client you want to modify Step 2: After selecting a particular client, a dialog box will appear, allowing you to navigate to the client page by clicking Go to Client Page Step 3: After ...

    • Adding a Collateral Client to an Appointment

      Collateral clients added to a primary client’s session, will not have a record of the session in their chart or be billed. If you prefer to have a record for both clients see Creating Client or Staff Groups. Create a new session and add the primary ...