Creating a Client



Videos

Couple, Family, and Conjoint Therapy Client Setup

This tutorial teaches you how to create and setup a couple, family, or conjoint therapy client.


Convert Existing Clients into a Couples Client

This video shows you how to use existing clients within the context of the new couples client features.

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Adding a new Client to Sessions

There are multiple spots in Sessions Health where a practitioner can create a new client record. Immediately after sign up, you will be brought to a screen with a few account on-boarding steps that includes one guiding you to create a new client.

Adding a new client is also a permanent option on our left-hand sidebar.

Additionally, if you are looking at your calendar and want to create an appointment for a client that has yet to be created, you can create a client from the new appointment modal as well by simply typing the first and last name.

In each case, all Sessions Health needs to establish a new client record is a first and last name.

The client record will be in an "Incomplete" state and will appear on your Todo list until you fill out more client information.

We will go over all of the client information sections in the following help topics.

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Create conjoint / couples / family clients

In Sessions Health, you may create clients for the purpose of Couples, Family, or Conjoint therapy. To create this type of client, click  New Client in the sidebar or navigate to Clients and click  +Add. This will bring up a modal popup. Select Couple / Family / Conjoint.

On this popup, you may enter a name to reference the conjoint therapy client and add individual members. Individual members can be existing clients or new clients. To add a New Client, you will only need their First and Last Name. 

  • The Identified Patient is whose insurance will be used. If the client is private pay it doesn't matter who is selected as the identified patient.
  • The Billing Contact is who will be billed for the session and receive billing documents.
  • Click the Add Member button to add additional members.

After saving the client, you will be taken to the Members tab of the Client Details screen.

An icon will indicate who is the Identified Patient and who is the Billing Contact.

Client needs setup

New clients will have an indicator that they require further setup. For new clients that require further setup, as long as you have their email address, you may still send them an invitation to the portal to collect the remaining demographic information and fill out the intake paperwork. This is done by clicking the Portal tab.

Settings Tab

From here you may configure each member to

  • Receive appointment reminders (only if the individual client allows it in Communication Preferences)
  • Receive Session Bridging questionnaires at the end of the session
  • Be able to book appointments online in the Client Portal (only if Online Booking is configured in Account Settings > Portal).

Portal Tab

The portal tab allows you to configure individual member's client portal the same as with individual clients. Please see the related articles on using the Client Portal for more information.

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Friendly for LGBTQ+ clients

You may record pronouns and, if set, display them in various places within Sessions Health.


Included is the ability to remove Sex from the Demographics section within the Client Portal:

Legal Name

Sessions Health allows you to add a legal name that will appear of legal forms but use the client's real name throughout the rest of the site. This lets you submit legal documents accurately, but you and your client will see their real name everywhere else.

You may set this from the client detail screen within their account information.


FAQ

How does Sessions Health support working with teens, children and minors?

We allow you to add one or more parents or guardians to a minor's contacts. Once added as a contact, the person will have their own client portal and the ability to add billing information.

In addition, we prompt for the signatory name during the signature process in the event the person signing the documentation is someone other than the client. This handles situations when the signer is a parent or guardian of a client who is a teen or child.

Can the software book couples and families for therapy or is it designed just for individuals?

Sessions Health supports Couples, Family, and Conjoint Therapy. Please see Creating a Couple, Family, or Conjoint Therapy Client video tutorial. 

Do you support group therapy sessions? 

At this time, we do not support the ability for multiple billing parties for an individual appointment. If you conduct group therapy, you would need to setup an appointment for each individual client for the same appointment time until we build functionality for group therapy, which we intend to do.

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