Manage Client Information

Managing a client's chart involves keeping their personal details up to date, setting contact preferences, managing linked contacts, storing internal files, and tracking reminders as care progresses.

In this article:

• Updating Client Details & Preferences
• Managing Client Contacts
• Uploading Client Files
• Managing Reminders & Needs Attention
• Viewing Recent Activity
• Managing Client Status (Inactive vs. Removal)
• Frequently Asked Questions
• Related Resources

Updating Client Details & Preferences

To view or edit a client's profile information, open the client's chart and select the Details tab.

Account Information

• Name & Legal Name: Update the client's preferred display name, pronouns, or legal name.
• Email Address: Edit the primary email address used for portal access and notifications.

Demographics

• Birth Date & Reminders: Set or edit the birth date and configure internal birthday reminders.
• Sex & Gender Identity: Optionally record the client's legal sex and gender identity.

Contact Information

• Phone Number & Address: Update primary phone numbers and mailing or billing addresses.
• Time Zone: Set the client's local time zone for appointment times and reminders.

Contact Preferences

• Email Preferences: Choose whether it's okay to send general account emails, and toggle email appointment reminders on or off.
• Phone Preferences: Allow general calls or texts about their account, and toggle phone reminders on or off. When phone reminders are enabled, select whether their default method is a Text message or a Phone call.

Managing Client Contacts

You can link parents, guardians, spouses, or other contacts to a client's chart to handle billing, receive appointment reminders, or manage portal documentation.

• Minors & Dependent Care: Give parents or guardians access to complete intake paperwork and manage appointments on behalf of a minor child.
• Billing & Reminders: Assign billing responsibility to a third party or route appointment reminders to designated family members.

Uploading Client Files

Use the Files section in the right-hand panel to store internal administrative or clinical records on a client's chart, as well as quickly view completed Consent Forms and Intake Forms.

Uploading a File

1. Open the client's chart.
2. Locate the Files section in the right-hand panel.
3. Select Upload.
4. Attach your document, image, audio, or video file (up to 10MB per file).
5. Optionally change the file Title.
6. Select Upload to confirm.

Managing Reminders & Needs Attention

The Needs Attention section on the right-hand panel of the client's chart helps you keep track of key client-level tasks and important dates.

Adding a Reminder

1. Locate Needs Attention on the right-hand panel and select Add in the Reminders panel.
2. In the New Reminder window, set the following options:
   • Type of Reminder: Select General, Client Birthday, or Client Event. Selecting Birthday will automatically pull in the birth date listed on the client's Details tab.
   • Title: Enter a title for the task or event.
   • Description (optional): Add any additional internal notes or details about the reminder.
   • Date & Recurrence: Set the date for the reminder and choose whether it repeats.
3. Select Save.

Managing Reminders

To mark a reminder complete, select the checkbox next to it in the Needs Attention section. To edit or delete a reminder, select the three-dot menu next to the item.

Automatic System Reminders

Sessions Health will automatically generate reminders in the Needs Attention section when:

• The client needs to be set up through the Setup Wizard.
• An appointment has an unsigned or missing progress note.

Viewing Recent Activity

To see an audit log of all actions taken on a client's record:

1. Open the client's chart.
2. Scroll to the Recent Activity panel on the right-hand side.

This panel displays a chronological history of chart views, edits, and file uploads, along with the specific team member who performed each action.

Managing Client Status (Inactive vs. Removal)

When a client finishes treatment or takes a pause from care, you can update their account status from their chart by selecting the three-dot menu in the top-right corner.

Make Inactive

Making a client inactive hides them from your primary active client list while preserving all of their clinical records, notes, and billing history.

• The client's chart remains fully searchable in your account.
• Inactive clients cannot be scheduled for new appointments unless reactivated.
• To reactivate an inactive client later, select the three-dot menu in their chart header and choose Make Active.

Permanently Remove

Select Permanently Remove only if you need to completely erase a client record.

Frequently Asked Questions

Can I enter a parent's email address on a minor's Details tab?

No. The email field on the Details tab is reserved for the client's own email address. If the minor has their own email address, you can enter it there. If they do not, leave the field blank and add the parent's email address to their dedicated contact card so they can receive their own Client Portal login. See Managing Minor Client Records and Parent Access in Sessions for more details.

Will files uploaded to the Files section show up in the Client Portal?

No. Documents uploaded in the Files section on the right-hand panel are strictly internal for your practice. To share documents with a client, use the Portal tab instead.

How do I convert a contact into an active client?

Open the contact's chart, select the three-dot menu in the top-right corner, and select Make Active. This unlocks full clinical features while maintaining their link as a contact. For complete details, see our guide on Client Contacts.

What happens to a client's portal access when I mark them Inactive?

Marking a client inactive stops automated appointment reminders and prevents new appointment scheduling. However, if they previously created a portal login, you should also disable portal access on their Portal tab if you wish to prevent them from logging in.

How do I reactivate an Inactive client?

Navigate to Clients, adjust your list filter to include Inactive clients, and open their chart. Select the three-dot menu in the top-right corner of their chart header and select Make Active.

How are clients referenced in system email notifications?

System emails sent to team members use client initials by default. If your practice prefers to avoid using initials in email notifications for added PHI privacy, you can enable Internal IDs in your Account Settings so emails display unique client ID numbers instead.

Related Resources

For more information on client management, check out these resources:

• Clients Video Tutorials
• Creating a Client
• Client Contacts
• Managing Minor Client Records and Parent Access in Sessions
• Inviting Clients and Sharing Documents in the Client Portal
• Creating Non-Session Notes
• Appointment Reminders