Sharing a Client - Demographics Only

Clients are managed at the group level, and clients can have either multiple providers listed under them, or just one.

Do you need to share a client's profile and schedule a session with another provider in your group practice, without sharing other provider chart notes?

To do so, please follow the steps for creating an appointment with new provider in the group outlined below.

Required Roles:

To share a client, due to granular roles you would need to have the following enabled to share a client & their demographics with another provider in the group:

  • Owner
  • Front Office : Scheduler

For more information about managing roles, please see our article here: Managing Staff


In this Article


Option 1: Schedule

To schedule a client with another therapist, the quickest way is from the Schedule.

Follow these steps to complete the client share:

  • Schedule (left menu)
  • Find the provider you wish to schedule with
  • Click on the date/time on the schedule you wish to schedule their "new" client
  • On the new popup, click the filter button highlighted below:

  • Clicking that will remove the filter to search for clients of just that therapist, and allow you to pick from any of the group's clients:

  • Enter the client's name you wish to share with the therapist you have selected
  • From the dropdown, click their name:

  • You'll then notice the alert regarding the new provider at the top:

  • Once verifying all the appointment settings, you can click either or to enter more specific details, like POS code, or repeating options.

This will do the following:

  • Schedule a new appointment with the new therapist specified
  • Adds the client into the new therapist's list of Clients (clients exist at the GROUP level, and can be "seen" by multiple providers)
  • This does NOT share chart notes between Therapist A and Therapist B, just the following:
    • Client demographics via the client profile
      (including some distinct therapist specific settings like diagnosis and client status)
    • All non-clinical documents with the other provider(s)
      (under the client's  Docs & Forms tab)

Option 2: Find Availability

To schedule a client with another therapist and grant them access to their profile, go to:

  • Schedule
  • Find Availability (far right menu)

At this new screen:

  1. Ensure the Client Name you wish to share is entered in the "Client" filter on the far right side
  2. Ensure the Therapist Name for the provider you wish to share the client with is entered in the "Therapists" filter on the far right side

A screenshot detailing where 1 & 2 can be found below:

Then, select the date (right) and time (left) you wish to schedule the appointment at:

Tip: Not seeing any open slots?

  • Your provider should set up availability, discussed here: Calendar Availability Set Up
  • You can always select Other Time at the top just below the Providers name if needed

And confirm on the popup with the  button (or  if you wish to configure more advanced details):

This will do the following:

  • Schedule a new appointment with the new therapist specified
  • Adds the client into the new therapist's list of Clients (clients exist at the GROUP level, and can be "seen" by multiple providers)
  • This does NOT share chart notes between Therapist A and Therapist B, just the following:
    • Client demographics via the client profile 
      (including some distinct therapist specific settings like diagnosis and client status)
    • All non-clinical documents with the other provider(s)
      (under the client's  Docs & Forms tab)

Option 3: From the Client Profile

To schedule a client with another therapist:

  • Go to Clients
  • Click on the client's name, loading their profile
  • Select the Appointments top tab
  • Then click the far right blue  button illustrated below:

You'll then be brought to the next screen, highlighting the available day schedule in the middle, with the calendar of additional days/weeks/months on the top right, and filters on the bottom right (such as therapist, appointment timespan, location, etc.)

  • Add the second therapist under the list of " therapists" on the far right side with the + sign like below:

  • The system will then prompt you to confirm the appointment
    (and even a handy warning let you know that the client is not normally seen by that provider):

Click the blue button 

This will do the following:

  • Schedule a new appointment with the new therapist specified
  • Adds the client into the new therapist's list of Clients (clients exist at the GROUP level, and can be "seen" by multiple providers)
  • This does NOT share chart notes between Therapist A and Therapist B, just the following:
    • Client demographics via the client profile
      (including some distinct therapist specific settings like diagnosis and client status)
    • All non-clinical documents with the other provider(s)
      (under the client's  Docs & Forms tab)