Standard Client Documents

Standard Client Documents are 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
  • Clients are prompted to e-sign the document
  • If you wish to create fillable forms for your clients, we recommend using our Online Forms feature
Note: For security, clients have to sign in to their client portal account to access these documents.

Within the Article:

Managing Standard Client Documents

Required Roles: Owner, Manager, or Therapist

Standard client documents are a per-provider option, 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)
  • Click Staff (top tab)
  • Click on the provider, loading 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 edit an existing form, click the name of the form below
  • To upload a new form, click (right side):

Are you an Owner or Manager?

At the top you'll notice a therapist dropdown, which you can use to manage each individual therapist's list of standard client documents:

Creating a new Standard Client Document:

From here, you will be asked the following:

Form Title:

  • This is what will be displayed as the document title to both you and clients

File:

  • Upload your PDF file here, it must be a PDF
  • Maximum file size: 10Mb

Form Description:

  • This description will be shown to the client

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.

settings Document Attributes:

Each online form has three attributes you can set, explained below:

signature Require Signature

  • Gives clients a signature pad to sign the form at the bottom
  • This e-signature is added to a new last page of the PDF with all the details

menu_book Require Reading

  • Shows as required to the client to complete
  • Will also indicate a "read receipt" - indicating if they've opened the form and when

autorenew Auto-Assign

  • This document will be automatically assigned to any new client created under this provider
    • This applies going forward, and will not be assigned to past clients created

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 the name of the document to edit any properties.

When finished, click (bottom right).

To delete a document, while editing click (bottom left).

View Assigned Client Documents

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

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

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 client 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 
  • Upload that client's specific document you'd like to assign to just them
  • Here you can also set particulars like:
    • Collecting a single e-signature, required view, or mark 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 under their My Docs & Forms (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 Docs & Forms (top tab)
  • Click the button (far right):

Client already Sign? Need to Revoke Access?

Documents that have been viewed and electronically signed already can be removed from a client's documents. Click (far right).

This removes the document from the portal on the client's end and will no longer be visible. We also keep an audit of revoked forms, click here for our Reporting article.

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:

The document will be visible on both staff and client side for review after signing.

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