Client Registration Process

Allow potential clients to register:

• From your personalized client portal link on your own website
• Allow clients to find you with our find your therapist feature
• Or send them an email invite

Both types of registration are almost identical in steps that we'll break down below:

In this Article:

• Customize Registration
• Staff-Created Registration Invites: Client View ("invite only")
• Public Registration Process: Client View (steps below)
  • Appointment details (optional)
  • Verify Your Identity (required)
  • Registration details (demographics)
  • Insurance information (if enabled)
  • Credit Card (if enabled)
  • Online Forms (if enabled, for auto-assigned forms to be completed)
  • Confirmation page, to review & complete registration

• Registration: Common Hang-ups

Customize Registration

To enable and customize the intake registration process:

• From any screen click your name (top right):

Are you an Owner or Manager?

You'll also notice an additional ribbon near the top, allowing you to quickly switch between other staff member profiles. Click the dropdown shown here:

Here you will find namely two sections based on the way the client has been created in the system:

To change these settings, click edit Edit (top right of section)

Registration has the following options:

• Whether or not public registration is allowed
• Ask clients to provide insurance information → Yes or No
• Ask clients to complete assigned forms → Don't ask, Optional, Required
  • Online Forms: Overview
• Ask clients to provide a credit card (requires integrated card processing) → Don't ask, Optional, Required

Configure the settings as you wish, then click Save

When you either:

Here's the path they'd follow in the system:

• The client would receive a similar looking email from no-reply@therapyappointment.com

• They'll then see this page, asking for their date of birth in mm/dd/yyyy format:
  • Issues with that? Check our common hangups

• From here the system will ask them to set up their:
  • Username → for signing into the client portal
    • with that + their email address, a client can reset their password on their own
    • for that reason it's recommended clients make note of this
    • must be between 6-64 characters
  • Password → must have all four of the following:
    • At least 12 characters
    • One UPPER case letter
    • One lower case letter
    • at least one number
  • Passwords must also match

• Once all those criteria are met, click the now blue Continue at the bottom
• Clients would then start at step 3 below
  • They'll have certain information like name, gender, dob, phone & email, and address filled in
    • This is based on what you or your staff have entered
  • To follow along, click this link to continue in the article: Registration details (demographics)

Once the public client registration setting from above is enabled any potential client will be able to select Book an Appointment on your personalized client portal link (shown below):

Article:

• Client Portal Website Linking

Once the client clicks Book an Appointment, the client enters the registration process described below.

Clients registering in the portal are guided by a "registration wizard."

They will complete each "section" of the process as listed in the progress bar at the top of the window, shown below:

Click on the links below to take you to that registration section, or just keep scrolling down for the registration process in order:

1. Appointment details (optional)
2. Verify Your Identity (required)
3. Registration details (demographics)
4. Insurance information (if enabled)
5. Credit Card (if enabled)
6. Online Forms (if enabled, for auto-assigned forms to be completed)
7. Confirmation page, to review & complete registration

Below is an example of the first page the client will see when booking an appointment as a never-previously registered client: 

This screen allows a client to pick an appointment.

Clients work left to right, picking the:

• What: Appointment type (not sure? click "I don't know")
• Where: Location of the appointment

Once the details on the left are set, the client can select from an available date and times based on your availability calendar.

Article: Availability Setup

Clients not wishing to schedule an appointment at this time may skip this step by selecting with the bottom right button .

Next, we need to verify the client's identity by either:

• Text
• Email

Here clients enter demographic information, among which we ask for:

• Name (First, Middle, Last, Preferred)
• Date of Birth
• Gender
• Username for signing into the client portal
  • with the username + email a client can reset their password on their own
  • Must be between 6-64 characters
• Password (requirements below)
  • Must be at least 12 characters long
  • At least one uppercase letter
  • At least one lowercase letter
  • At least one number
• Phone number (can also configure reminders)
• Email (can also configure reminders)
• Address
• Emergency Contact
• Reason for appointment (visible to office staff)

Using machine learning, TherapyAppointment will automatically pull the full name, DOB, and address to automatically fill in client details and providing you with a copy of their photo ID:

If your setting Ask clients about their insurance coverage? is enabled, clients will be prompted to enter their insurance information.

If your setting Ask clients to enter credit card info at registration? is set to Optional or Required, clients will be prompted to enter a credit card to save on file. 

If you have online forms or standard client documents set to auto-assign, and set to ask clients to complete those forms as a part of registration (optional or required), here we will take clients through the process of completing those forms.

Here's an example of a form during registration:

The client will be shown an overview of their appointment and asked to confirm: 

Clients will be directed to this page:

🎉 Success!

Staff-sent invites: additional verification

For confirmation purposes, if sent an invite to email the client is asked to enter their date of birth.

Having issues with this? Click this link for Common Hangups!

Registration: Common Hang-ups

Receiving an "invalid link" error?

Invite links for clients are valid for 48 hours for client security.

Simple fix! Your office will just need to re-send the invitation in the client profile, article: Portal Credentials

Date Of Birth Not Working?

• TherapyAppointment compares the DOB with what's on file with the client's profile
• This is done for both privacy and security reasons
• Clients will need to enter it exactly as shown on the profile.
  • Formatted syntax: mm/dd/yyyy → this includes all 0's and the full 4 numbers for the year
    • Example: August 8th, 1988 would be 08/08/1988
    • Anything other than this it will fail validation
• If your client is reporting issues here:
  • First ask them the DOB they are entering, then compare it to what's in their profile:

If you need to change the client's date of birth, click the edit button at the top right of the section shown above.

Client Interrupted in the registration process

Depending on how far they made it into the registration process, you may be able to resend them the portal invitation so they can resume where they left off.

• Search for the client, and if found, follow the steps here: Client Portal Credentials.
• If the client is not found in your clients list, ask them to start again, or consider creating them & sending an invite, steps here.