Standard Client Documents

Standard Client Documents are Adobe PDF documents you upload to TherapyAppointment and assign to clients for viewing, downloading, or signing within their client portal account.

These forms are view only and are not fillable forms due to browser limitations.

If you wish to create fillable forms for your clients, we recommend you use our Online Forms feature. 

⚠️  Note: Clients must have a client portal login to access documents you have assigned to them.

Watch a quick video or read the sections below.

Within the Article:

Managing Standard Client Documents

⚠️ Note: Managing Standard Client Documents requires the role of a therapist or manager/owner

All Standard Client Documents reside on a therapist profile, and are specific to each therapist.

As a Therapist, go to:
  • My Profile (left menu)
  • Find the section titled "Standard Client Documents" and click

As an Owner or Manager, go to:
  • Practice Settings (left menu)
  • Staff (top tab)
  • Click on the provider whose forms you wish to see, bringing you to their profile
  • Find the section titled "Standard Client Documents" and click 

Upload Standard Client Documents

From here you're presented with a list of existing standard client documents.

To upload new documents, click the button on the right hand side:

Owners and Managers

Managing Standard Client Documents as a manager or owner will look similar, but will have a drop-down at the top for each Provider in the group at the top (shown in the above screenshot).

From here, you will be asked the following:

  • Form Title (required): this is what will be displayed as the document title to both you and clients
  • File (required): The file uploaded must be a PDF document or it will not upload. If you try to upload any other file type (.docx, .jpeg, etc) you will receive an error. Maximum file size is 10Mb.
  • Form Description: This description will be shown to the client about the document.
  • Form Instructions: If you have instructions for your clients about this document, include them here. They will be listed at the top of the form when the client is reviewing the PDF.

Beneath that are three different types of Standard Client Document attributes your file can have. 

They can have all, some, or none of these attributes:

  • Require Signature: This is the electronic signature feature. Only one signature can be applied per document. The e-signature is appended to the document when signed.
  • Require Reading: This will require the client to read this document, and will indicate to you whether they've opened it within their "Docs & Forms" and if so, on what date.
  • Auto-Assign: This document will be automatically assigned to any client created under this provider going forward.

After finished, click

Edit Standard Client Documents

To edit the properties above of any already uploaded Standard Client Documents, from the list of documents,click on the name of the document to edit any properties.

When finished, click the bottom right button

If you wish to delete a document, you can do so here as well (bottom left corner when editing the document properties).

View Assigned Client Documents

To see what specific documents are assigned to a particular client, go to

  • Clients (left menu)
  • Click their name
  • Click on Docs & Forms (top tab)
  • Find the section titled "Assigned Client Documents"
  • Under that will be a list of the standard client documents already assigned to this specific client, and the details:

Assign Client Documents

To assign an existing Standard Client Document to a client, navigate to:

  • Clients (left menu)
  • Click their name
  • Click on Docs & Forms" (top tab)
  • Then click

Clients will receive an email notification indicating a document is ready for their review with a link to sign in to view it (sign in required for security)

Assign a New Specific Standard Client Document to a Client

There may be some documents or forms that you'd like to send as a "one off" -- or specific to that client that you don't want to become a part of your documents to assign other clients. An example would be a treatment plan to sign, or that contains other specific PHI.

To assign that, you'd go to:

  • Clients (left menu)
  • Click on the client name
  • Click on Docs & Forms (top tab)
  • Click the   button
  • Then select the top button  and upload that client's particular document you'd like to assign to just them
  • Here you can also set particulars, like collecting a single e-signature, required view, or to mark it as clinical content

These forms are sent in the system as a message to the client. They can access these either via the direct message, or complete them  under their My Docs & Forms on the left menu.

Unassign Client Documents

If you have a document you would like to unassign and remove from a client's list, and the client has not viewed or signed it yet, navigate to:

  • Clients (left menu)
  • Click their name
  • Click on Docs & Forms (top tab)
  • Then click the red  button on the far right

⚠️  Note: Documents that have been viewed and electronically signed already can be removed from a client's documents, with the orange button.

To view a log of revoked access documents, see:

  • Reporting (left menu)
  • Client PDF Form Access Changes
  • Here we list the audit / details of revoked or unassigned client documents:

E-Sign as a Client

As a client, to electronically sign a standard client document use the following steps:

  • Sign into your client portal account
  • My Docs & Forms (left menu)

  • Under the second section, PDF Documents click (far right)
  • Here, you're presented with the PDF, and the ability to sign and send below:

  • Draw your signature in the box (touch/mouse)
  • Click when done
  • Make a mistake? click
  • Prefer to type your signature instead? Click

Once completed, the client signature will be appended to the end of the document, looking similar to this:

This will be visible on both the staff side as well as client side for review.