Client Setup

Filling in the required information to complete a Client record.

After you have added a new client, there is a minimal amount of information about that Client that needs to be added for the client record to be considered "Complete." By default, the intake information that Sessions Health needs is necessary demographic information. (This may be different if you or your organization has set up custom intake forms.)

Click on the "Get Started" button on the client page to start entering this information.

A Modal should appear that will walk you through each section of the information we'll collect.

The first screen is to Confirm Information:

1. First Name - the Client's legal first name. The first name will appear in your calendar, invoices, Health Insurance Claim 1500 forms, and elsewhere.
2. Middle Initial - the first letter of the Client's legal middle name. The middle initial will appear in invoices, Health Insurance Claim 1500 forms, and elsewhere.
3. Last Name - the Client's legal last name. The last name will appear in your calendar, invoices, Health Insurance Claim 1500 forms, and elsewhere.
4. Email - the Client's email address. If you have the Client Portal configured and would like provide portal access to your client, this will be required.

Once you click on Get Started, we'll walk you through the client intake flow.

If you have the Client Portal configured, the first step will be to grant your client access:

We'll talk about the Client Portal and its configuration in a later section.

Next is Demographics:

1. Sex - the Client's assigned sex at birth. Sex is needed to fill out Health Insurance Claim 1500 forms appropriately.
2. Gender Identity - the gender that the Client identifies as, if different from their assigned sex at birth.

Next is  Contact Information:

1. Primary Phone Number - the primary phone number is an essential part of the headers used in Invoices and Superbills and is also included in Health Insurance Claim 1500 forms.
2. Other Phone Numbers - if there are any additional phone numbers for the client, you can add them here.
3. Address - you can add as many addresses as needed for your Client, though at least one address is required. If multiple, please specify which address is "primary." The "primary" address is an essential part of the headers used in Invoices and Superbills. It is also required information in Health Insurance Claim 1500 forms.

Next is Contact Preferences:

1. Ok to email - this is the client's preference to receive emails. This will be required if you'd like to invite the client to the Client Portal, if you'd like to send appointment reminders via email, if you'd like to send invoices for online payment, etc.
2. Ok to send email appointment reminders - this needs to be enabled if you'd like to send appointment reminders via email. If an appointment is configured to send appointment reminders and this setting is turned off, the email reminder will not be sent.
3. Ok to call/text - this is the client's preference to receive phone calls or text messages.
4. Ok to send voice/text appointment reminders - this needs to be enabled if you'd like to send appointment reminders via a voice call or text message.
5. Preferred method for phone reminders - we cannot send both a voice phone call and text message. So use this preference to denote which method is preferred for phone reminder.

The Next Section is  Insurance & Billing Information:

1. Primary Insurance - adding the Client's health insurance information is needed to complete 1500 claims forms. You will need your Client's card to fill in all of the necessary information. While the only required information is Payer, Type and Member Number, please enter all the information that is present on the card:
   1. Type - Is this the Client's Primary, Secondary, or a different kind of insurance.
   2. Payer - You will need to set up the Payer in the system, and this requires information off of the insurance card, including what type of plan it is and the insurance companies' contact information. You will be able to reuse the Payer when entering another Client if they use the same insurance company.
   3. Member ID - The member identification ID should be present on the Client's insurance card.
   4. You are also able to upload a copy or picture of the Clients' card. This is optional but recommended.
2. Additional Claims Information - these fields will be needed in a Health Insurance Claim 1500 form in specific instances in which the Client's treatment relates to an accident or an on the job incident where other types of insurance may be involved.
3. Online Payment Methods - if you have Online Payments enabled, use this section to manage the client's online payment methods on file.

For complete information on all the fields available on a Health Insurance Claim 1500 form, please refer to https://www.cms.gov/media/137036.

Next is  Manage Contacts:

Here you are able to add a Client's emergency contact(s) as well as any other collateral contacts a Client may have.

1. Name - The contact's full name.
2. Email - The contact's email address if available.
3. Phone - You can collect the contact's phone number(s) here. You can add as many different types as needed (home, work, cell, fax, other). Determine if the Client is okay with you leaving a voice or text message at each specified phone number.
4. Contact in case of emergency - Is this the contact the Client would prefer you to contact in case of an emergency.
5. Additional Information - Any other notes about the contact that you would like to add.

Lastly, if there are any custom intake forms enabled for the client, they'll show last. Clients may fill out Intake forms in whatever order they wish. Intake forms may be skipped by clicking the Skip link in the bottom corner of a form.