Client Setup
The New Client Setup Wizard walks you step-by-step through setting up basic client details, portal access, billing preferences, insurance information, and contacts.
👤 Looking to create a new client? Check out our guide on Creating a Client before following the guide below.
💡 How Email Affects Setup: If you add an email address before setup, the wizard skips the Demographics, Contact Information, and Contact Preferences screens, as the client will fill those out in their online intake.
In this article:
- Launching the Setup Wizard
- Confirm Information
- Portal Access
- Demographics
- Contact Information
- Contact Preferences
- Insurance & Billing Information
- Manage Contacts
- Frequently Asked Questions
- Related Resources
Launching the Setup Wizard
You can launch the setup wizard directly from a client's chart.
- Go to the client's chart.
- Under the Details tab, select Start Setup (or select the Client needs setup banner).
Confirm Information
Review and update the client's basic identity details and primary email address.
- Confirm or enter the client's preferred First Name, MI (optional), and Last Name. This display name appears on your calendar, portal, and daily workflow.
- Enter the client's Pronouns (optional).
- Select Add Legal Name if their legal name is different from their display name. Legal names are used for official billing and CMS-1500 insurance claims.
- Enter their Email address (required if you want to invite them to the Client Portal).
ℹ️ Each client profile requires a unique email address. If a client doesn't have their own email (such as a minor child), leave the email field blank. You can add a parent or guardian as a Contact.
Portal Access
Choose your portal setup path:
- If an email was provided: Select Invite to Portal, pick the portal features, consent forms, intake forms, and assessments you want to send, then select Send Invitation.
- If no email was provided: Select Continue or Skip to move to the next screen.
📩 For more details and steps, see Inviting Clients and Sharing Documents in the Client Portal.
Demographics
Record basic demographic details for clinical records or claims billing.
- Enter the client's Birthday.
- Check Be reminded of this client's birthday if you want a reminder on your dashboard.
- Optionally enter the client's legal Sex (required if submitting CMS-1500 claims) and Gender Identity.
Contact Information
Add phone numbers, mailing addresses, and time zone details for your client.
- Enter the client's Primary Phone Number and select Add for additional numbers. Primary phone numbers are included on Invoices, Superbills, and CMS-1500 claim headers.
- Select Add under Address to enter street address details. You can add multiple addresses and set one as Primary. Address fields are optional during setup, but a primary address is required if you plan to generate Invoices, Superbills, or CMS-1500 insurance claims.
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Choose their Time Zone.
Contact Preferences
Set how your client prefers to receive communications, appointment reminders, and notifications.
- Toggle preferences on or off for Email, Email reminders, Call or text, and Phone reminders.
- If phone reminders are enabled, select Text message or Phone call as the preferred method.
ℹ️ Turning off a reminder type here pauses it for all of this client's appointments and notifications. To learn how to set up reminder templates, delivery timing, and practice-wide settings, see Appointment Reminders.
Insurance & Billing Information
Configure the billing options and default settings for your client. These settings are all optional except for Primary Billing Responsibility.
| Setting | Description |
|---|---|
| Primary Billing Responsibility | Choose Self-Pay or Insurance. If Insurance, enter the Co-Pay / Co-Insurance amount. |
| Default Services | Choose the Service that automatically fills in when scheduling appointments. Edit the price if the client has a custom rate. |
| Billing Automation | Check boxes to automatically create monthly superbills or charge overnight balances via AutoPay. |
| Automatic Sharing | Check boxes to automatically share bills, superbills, or statements. Set how long the system delays before automatically sending the documents. |
| Online Payment Methods | Select + Add payment method to store a credit card on file. |
| Insurance Policy | Select Add Policy to enter insurance policy information and upload insurance card photos. |
| Additional Claims Info | Select Edit to add specialized details required for auto accidents, employment injuries, or specific claim assignments. |
Manage Contacts
Link family members, legal guardians, or billing contacts to the client's account and set their permissions.
- Select Add to link a New Contact or Existing Contact.
- If adding a New Contact, enter their First Name, Last Name, Email, and Phone Number.
- Check the options that apply:
- Emergency Contact
- Billing Contact
- Receive appointment reminders
- Receive session bridging questionnaires
- Choose the Relationship to Client (e.g., Parent, Spouse/Partner, Legal Guardian, Friend).
- Optionally add any extra notes under Additional Information.
- Select Save.
Frequently Asked Questions
What is the difference between Preferred Name and Legal Name?
A client's Preferred Name appears on your calendar, portal, and reminders. Add the client's legal name if different so insurance claims and superbills use their official legal identity.
Why did the setup wizard skip the Demographics and Contact screens?
Inviting a client to the Client Portal automatically skips these screens because the client completes those details in their online intake forms.
How do I set up a minor or a client without an email address?
Email addresses are only required for portal access. For minors, you can leave the email field blank, then add the parent or guardian under Manage Contacts. A single contact email can manage multiple family members without duplicate email addresses.
Can I edit these settings later?
Yes. You can update any information anytime from the client's profile under the Details, Billing, or Contacts tabs.
Do I need to enter an insurance card?
No. Entering insurance details during setup is optional, but adding the Payer, Member ID, and card photos now saves time when generating insurance claims later.
Where can I learn more about official CMS-1500 claim guidelines?
For official field-by-field instructions on completing insurance claims, refer to the CMS 1500 Form Official Manual.
Related Resources
For additional guides on managing client workflows, portal intake, and billing settings, explore the articles below: