Client Profile : Main

The client profile holds the client demographics, referral source, emergency contacts, as well as insurance plan information. This is the most-used screen in the client's chart.

In this Article:

To navigate to the Client Profile:

  • select Clients (left menu)
  • Click the client's name from the list or use filters to narrow it down.
  • You will then be brought to the client Profile page

Video demonstration:

Personal Information (Demographics)

On the client's profile page you may edit basic demographics at the top section including:

  • Name
  • Date of birth
  • Gender
  • Marital status
  • Employment
  • Plus any enabled Customizable Client Demographic fields enabled for the practice. Example shown below:

Below the top section, you'll find the following client options:

Client Memo & Alert

This (alert) appears in various areas of the system like the dashboard, schedule, and client list, as well as the client profile (both).

Article: Client Alerts and Memos

Diagnosis Codes

  • Providers can click edit to update the diagnosis outside an appointment with a quick note entry.
  • Hovering over the diagnosis code (ie: F90.0) will display the diagnosis description:

  • Additionally: Illness onset date (as well as 10 a-c: injured at work / in car accident / other)

Photo ID

View or upload a client photo ID (front & back):

⚠️ Note: Uploading also allows you to automatically update client name, DOB, and address!
      This only applies to staff uploaded IDs, or clients self-registering

Referral Source

Document who or how your client was referred to your practice. The dropdown menu selector is populated by the referral sources entered in your Practice Contacts list. 

Article: Client Referral Source (and Reports)


Here you can update your client's address, and even optionally add a different mailing address.

Phone & Email

View or update client address, phone numbers, or email addresses here. There can be multiple of the same type (IE: email), but only one can be a default (star to the left):

Article: Client Reminders (phone or email)

Client Contacts

Here you can view or update any client contacts you may wish to have on file (family like parent, significant other, etc).

This section includes emergency and responsible party contact designations:

Client Status

This is a per provider setting, and can be manually chosen for a client.

Clients entered into TherapyAppointment are automatically designated as new. Status information is detailed below:

  • New: Where clients start out. A first session has not yet been completed for this client. The client may or may not be scheduled for a first appointment
  • Active: Clients are automatically moved to 'active' status upon completion of their first session (locked chart note).
  • Inactive: This client is no longer going to be included in your main searches, and will not be eligible to be scheduled for a session. To 'search' for an inactive client, be sure and set your search filter to include inactive clients.

Article: Access Inactive Clients
Article: Make a client inactive

Group Memberships

Lists any groups the client is a member of. You can also add a client to a group here.

Article: Groups: Creating, Scheduling, Charting, and Payments

Credit Cards

Add, view, or delete any saved card on file. With multiple cards, a blue star will appear to the left of the card marked as default:

Private Pay

If enabled, the client will be charged this flat private pay rate for all sessions. Can be toggled on / off.

Primary & Secondary Insurance

Add, view, edit, or delete any insurance information on file

⚠️  Note: You can also add a copy of the Primary Insurance card on file (front/back photo)
       This feature CANNOT automatically extract data and auto-fill fields from insurance cards.

Example of insurance entered:

With Benefits Confirmations and Pre-Authorizations shown below:

Edit Sections

To edit sections, click the square pencil icon to the right or top right:

View Notes

To view the respective notes (for policy, benefits, and pre-authorizations) click the magnifying glass icon:

Edit Insurance Company

To edit this, click the gear in the top right corner of the Insurer section:

Insurance Verifications

Generate or view insurance verifications using Real Time Eligibility for participating insurance companies:

Article: Insurance Eligibility Verification

Right-hand Menu

To the right we have a menu with other common usages:

  • Client Facesheet allows you to print a PDF view of client's profile. 
  • Sending portal invites to a client
  • Sending a password reset to a client
  • Client username lookup
  • Viewing client's portal login history
  • Disabling this client's portal access (toggle switch)
  • 2 Factor Authentication (toggle switch)
  • Client's time zone setting
  • Client creation log: Who added the client to TherapyAppointment and when
⚠️ Note: Not seeing the right-side menu? Using a smaller screen? If you're on a phone or tablet, scroll to the very bottom of the client profile to view these sections.