Overview
Creating a client profile is necessary in order to perform many other actions in your workflow. Once a client is established, you can have patient's tied to the client via relationships. There are a few different ways to add a new client into the software.
Tips when adding a new client:
Address: When entering in the client's address, simply start typing the address and the system will automatically start searching for the official address. Select the correct address from the drop down that appears.
Reminders: The reminders field is where you will select the client's preferred reminder method. For example, if a vaccine has an email and SMS reminder action, and a client is opted in for only SMS reminders, they will only receive the SMS type reminder for the vaccine. In this field, you can select more than one reminder option if necessary.
Discounts: If a discount is selected in this field, the discount will automatically be applied to any invoices for this client. If a discount is added to a client's profile after the client has been created, this will only affect any new invoices moving forward
Birthdate & Driver License: These two fields will transfer to the controlled substance log when a client's patient is prescribed / administered a controlled substance. This information is required based on local jurisdictions.
How to Add a Client
A client can be added multiple different ways. Learn the most efficient way to add a new client based on the workflow you are in.
Click the arrow to learn the different ways to add a client
Click the arrow to learn the different ways to add a client
How to Add a Client from the Schedule - Recommended Workflow
This workflow is ideal because it allows you to create both the client and patient profiles, and book the appointment—all from a single screen. It saves time and ensures everything is set up correctly from the start.
Click the arrow to learn the recommended workflow for adding a client
Click the arrow to learn the recommended workflow for adding a client
Click anywhere on the "Schedule"
Click on the "Client" field and begin typing the client's name
Click on "Add Client," if the client you are looking for does not appear
Complete the form that appears, and click "Save"
Complete scheduling the appointment
How to Add a Client from the Quick Add Shortcut
Click the arrow to learn how to add a client from the quick add
Click the arrow to learn how to add a client from the quick add
Click on the green + shortcut in the top right corner
Click on "New Client"
Complete the form that appears (first and last names are required)
Click "Save + Done" to save the current record and exit (or "Save + Add New" to save the current records and create another)
How to Add a Client from the Clients Dashboard
Click the arrow to learn how to add a client from the client dashboard
Click the arrow to learn how to add a client from the client dashboard
Click on "Clients"
Click on "New Client"
Complete the form that appears (first and last names are required)
Click "Save + Done" to save the current record and exit (or "Save + Add New"
to save the current records and create another)
How to Add a Client when Assigning an Owner Relationship to a Patient
Click the arrow to learn how to add a client from a new relationship
Click the arrow to learn how to add a client from a new relationship
Navigate to the applicable patient profile
Click on "Relationships" and select the option "New Relationship"
Choose "Is Owned By" as the relationship "Type"
Begin typing the client's name in the "Name" field
Click on "Add Client" if the client you are looking for does not appear
Complete the form that appears, and click "Save"
Click "Save" in the new relationship form
Contact Detail: How to Add Additional Contacts to a Client Profile
The "Contacts Detail" tab in the client profile allows for additional contact information, such as a second mobile number or another person's contact info.
Tip: If a family member / additional patient contact does not want their own separate client profile, utilize the contact details to enter in the secondary person's contact information.
Click the arrow to learn about the contact detail tab
Click the arrow to learn about the contact detail tab
How to Add a New Contact Detail
Click the "Contact Detail" tab
Click "New Contact Detail"
Fill out the form that appears. Select the "Type" in the dropdown. The "Primary" field, if selected to "Yes" will replace the client profile information with the new contact detail type.
Receive Automated Reminders
On the type "Email and "Mobile", you have the ability to turn on the field "Receive Automated Reminders". This field allows for multiple patient contacts to receive automated reminders, such as medical and appointment reminders.
In order for the option to be available on email or mobile types, your account and clients need to meet the following requirements:
The SMS One-Way or Two-Way add on must be enabled
There must be a valid primary email or mobile number within the clients profile
The client must be opted in for SMS under the reminders field
The client must be opted in for Email under the reminders field
Tip: The "Description" field is a great place to enter in what the contact detail is for. For example, Second Mobile, Spouse, Child, etc.
Assigning as Primary, Editing or Deleting a Contact Detail
If you need to assign a contact detail type as the primary type, add automated reminders, edit or delete a contact detail, simply click the gear icon to the left of the contact detail and make your selection.
Search by Client Detail: A client can be searched by any phone number or email address listed in the contact detail. The phone number or email is searchable within the clients module search bar in the upper right.
Use Contact Detail Email Addresses When Sending Emails from the Software: Additional email addresses added to a client's "Contact Details" can be selected when sending emails from your account. This functionality goes beyond automated reminders—it also applies to sending documents, patient exports, and manual emails sent from the "Communications" tab.
(2 Way SMS Add- On) Additional Mobile Contacts Listed on Client Profile
When a mobile number listed as an additional contact in a client’s "Contact Detail" tab (not the primary number) sends a text to the clinic, the message will automatically link to the primary client's profile. Below the message, the name and mobile number of the additional contact will be displayed, along with any details entered in the contact’s description field.
Tip: When adding an additional contact to a client's profile, it is important to add applicable information into the contacts "Description" field, in order for the contact to be easily distinguished. For example, in the description field, it could say "John Doe - Spouse". This description will show under the message within the inbox conversation. Click here to learn more about adding additional contacts to a client's profile.
Deactivating or Deleting a Client
Client profiles can either be deleted or inactivated, depending on the situation. Best practice is to deactivate a client if they have a complete profile with patient relationships. This preserves their data in your system while preventing them from appearing in the schedule for new appointments.
Deleting a client is appropriate only if the profile was created in error and contains no meaningful information. It may also be considered if the client has not been seen at the clinic, based on your clinic’s retention policy timeframe.
Click the arrow to learn how to inactivate or delete a client
Click the arrow to learn how to inactivate or delete a client
When deactivating a client, the system will prompt you to confirm whether you'd also like to deactivate their patient(s). This prompt only appears if the patient(s) are linked to a single owner.
Deactivating a Client
Navigate to the applicable client
Edit the profile from the top right
From the Status field on the right, click the dropdown and select Inactive
In the form that appears, confirm your intent and if you would like to deactivate the Patient. If Yes is selected, follow the prompts on if you want the reminders and tasks deactivated
Select Deactivate
Deleting a Patient
Navigate to the applicable client
Select Delete Client from the top right
Confirm your intent to delete the client
How to Find Clients
There multiple different ways to find the client(s) you are looking for. Learn what is the best method for the workflow situation.
Click the arrow to learn how to find clients
Click the arrow to learn how to find clients
How to Search for a Client
1. Click on Clients
2. Enter either the client's first name, last name, email address, phone number, and/or ID in the search box at the top right of the page
3. Click on the applicable client in the list that appears
How to Find a Client Using the Client List
1. Click on Clients
2. Click on Client List and select whether to view all clients, active clients only, or inactive clients only
3. Click on the letter that is the first letter of the client's last name
4. Scroll to the applicable client
To find a client using reports:
Click on Reports
Click on Clients in the middle of the page
Select the applicable report
Scroll to the applicable client in the results
Exporting the report via the 'Download' option, and opening the report in a spreadsheet program (Excel, Google Sheets etc.), will give you more advanced filtering options.
To access client profiles, see the related article here.
For more information on creating patients, find the related article here.