Manage Client Information
This tutorial will help you navigate the various features within your clients' chart.
Add additional files to your client record
Videos
We have a full list of client videos tutorials to demonstrate how to work with client records in Sessions Health.
Manage client information
You may edit client information by going to Clients > [Client Name] > Details. From this tab, you may manage:
- Account Information: Client email address, name, legal name, and pronouns
- Demographics: Manage birthday, birthday reminders, sex, and gender identity
- Client Contact Information: Phone number, address, and time zone
- Contact Preferences: Methods by which you may contact your client, i.e. phone, text, email.
- Appointment Reminder Settings: Customize appointment reminders for a client
Note: When adding a minor client, do not use the parent's email address. If the minor has an email address add it, and add the parent's email address to the client's Contact Panel.
Manage client status
If a client is no longer active and you'd rather not view them in your client list, you have two options.
- Make Inactive: This means that the client's information is still available (and are searchable), but they're hidden from your Clients list by default, and they're not available to be assigned to any new appointments.
- Permanently Remove: This option completely removes the client from your account, including all appointments, notes, attachments, and other documentation that have been collected.
To change a client's status, go to Clients > [Client Name] and click on the "..." in the upper right corner.
Manage client contacts
In some cases, you may want to add a parent of a minor client, family member, or other contact to a client's record. This can be particularly helpful when working with minors, adults who cannot manage their own healthcare, or situations when someone besides the client is handling payment for services.
You can designate each contact as an Emergency Contact and/or a Billing Contact. You may also grant a contact access to view and manage the client's information. While there is no limit to the number of contacts, you may only designate a single Billing Contact at a time to pay for services. Once added, you may invite the contact to the portal to manage information on behalf of the client by going to the client's Portal tab and clicking on the contact's sub-tab name.
Adding a Client Contact
From the client's Portal tab, click + to add a new contact.
Alternatively, you may click the Add button in the Contacts section of the client's right scroll area.
Note: Navigate to the Contacts Panel under Insights on your client's chart.
Next, choose to add a a New Contact or Existing Contact.
New contact
Select New Contact and fill out the necessary information. If the contact has already been added as either a client or a contact of another client, you'll want to choose Existing Contact.
Existing contact or client
You may select an existing contact or client to serve as the contact of another client. If you have previously added the contact or client, select Existing Contact and search the name of your contact.
Once the contact has been added, from the contact's name sub-tab in the Portal tab, you can choose to have the contact see, manage, or fill out information for the client. You may then select the permissions you'd like to give the contact.
If you'd like the contact to complete consent or intake forms on behalf of the client, scroll down further and click the Manage Documentation button*. You can then choose the documents to send to the contact to complete.
Note: The Manage Documentation button will not be enabled until the contact has accepted the portal invitation.
Modifying contacts after client creation
If you need to change, add, or delete a contact after you have created your contact, you can do so by going to the right sidebar of Clients > [Client Name] and scrolling down to find Contacts. Click on the "..." next to the contact name and choose Edit or Remove.
Note: Contacts are stored in the system as inactive clients and you may edit contact information similarly. Newly added contacts will show up as the Contact for: Client Name . When a contact has been added, you may edit their details, billing settings, and portal information.
If you activate the contact, they will become an active client and you will then see additional tabs such as Diagnosis and Treatment Plan. This can be helpful when a clinic is working with minors and their parents. The parents may be clients, but also be the emergency contact for their minor children. This allows parents to have a separate portal while also serving as billing contacts for both their own therapy services and those of their minor children.
Add additional files to your client record
Go to your client's record by going to Clients > View (Associated with Client's name). From the right-side navigation bar, scroll down until you see the Files section.
Click the Upload button and select the file(s) you'd like to upload to your client record. You can add the following files types (10MB max file size):
- Images (JPG,PNG,TIFF, etc.)
- Office Suite Documents (Microsoft Office, Apple Numbers, etc.)
- Audio and Video Files (MP3, MPEG, AVI, etc.)
- Plain Text Files
Note: Uploading documents in this section does not share the document with the client. To share a document, please review Share a Document Through the Client Portal.
If you would like to add files to a specific client session, see Creating a Session Note.
Client Events
Sessions Health allows you setup reminders to keep track of important events. These are displayed in the Needs Attention section of your dashboard.
From the home screen, account level events may be viewed, added. and removed. The panel also indicates how many events are scheduled. Clicking on the link toggles the view so you can see all the events.
Add a new reminder
When you add a new reminder, you can select from several types. Getting reminded of a client birthday will automatically sync the birthday to the date on file for that client.
Client anniversary reminders are a great way to keep track of significant events in a client's life such as the death of a loved one so that you aware of how those important dates might be affecting a client.
General Events
General events can be used to keep track of important dates for your your practice such as paying monthly or quarterly taxes and filing important paperwork like license renewals.
Client Reminders
Available on the right-hand sidebar on the Client record page is a Needs Attention section to keep track of client level reminders and create new ones.
Note: You may also create items as a reminder to take action. Just Click the "+ Add" button under "Reminders". Added reminders can be checked off when complete or removed from the list at any time via the '...' menu.
Important: Sessions Health will automatically add client- level reminders if the client intake is incomplete or an appointment has incomplete notes.
Client recent activity
To view all the activity that has taken place on a Client record, such as: views, edits, and creations, and which user performed the action, navigate to the "Recent Activity" panel to the right of the Client's record.
FAQ
How do you reference clients in emails?
All clients referenced in emails to users will either (a) use the client’s internal ID if that setting is enabled, or (b) use the client’s initials. Initials are mostly safe from being considered PII unless someone is practicing in a very rural area. In that case, practitioners can use the internal ID setting to avoid leaking PII.
