If a client is no longer active and you'd rather not view them in your client list, you have two options.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.
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 Contact
From the client's Portal tab, click + to add a new contact.
Adding a contact from the Portal tab
Alternatively, you may click the Add button in the Contacts section of the client's right scroll area.
Adding a Contact from the Contacts section
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.
Adding a new 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.
Adding an existing 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.
Granting portal access to a contact of a client
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.
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.
Editing a contact
Contacts are stored in the system as clients and so 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 initially edit the details, billing settings, and portal information for the contact.
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 the emergency contact for their minor children. In this way, parents may have a separate portal and also be billing contacts for their own individual therapy and for their minor children.
Sessions Health allows you setup reminders so you keep track of important events. These are displayed in the Needs Attention section of your Home page.
From the home screen, client events can be viewed and added. The panel also indicates how many events are scheduled. Clicking on the link toggles the view so you can see all the events.
Adding a client reminder
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 event sin 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.
Selecting the type of reminder
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 renewal.
Available on the right-hand sidebar on the Client record page is an item to keep track of client tasks and create new ones.
Sessions will automatically add a task in situations where the Client intake is in an incomplete state, or an appointment has passed that still needs notes and to be marked as complete.
Add your tasks
You can also create tasks items yourself as a reminder to take action. Just Click the "+ Add" link "My Tasks." Added tasks can be checked off when complete or removed from the list at any time via the '...' menu.
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.
How do I add an emergency contact for a client?
On the details screen for any client, there is a Contacts panel on the right.
