Customizable Client Demographics and Reports


You now have an option to include custom fields in your view of your client’s profile, and you can generate reports based on fields!

TherapyAppointment has incorporated additional, optional client demographic settings and reporting. This can be extremely helpful for non-profit entities who need to gather data in order to write grants or report to a board of directors.

Key Notes:

visibility_off These specific demographics are not displayed to clients in the portal
description Clients are not asked for them when registering
groups These are only visible to practice staff

Within this Article:

Required Role: Owner or Manager

Set Up Customizable Client Demographics

To configure these additional demographics, go to:

  • (top right menu)
  • Click Templates(top tab)
  • To the right of Additional/Custom Demographic Fields (top section) click



From here, you can sort from our generated list of optional additional client demographic settings.

Scroll down the list to see more options.

From top to bottom we have:

  • numerous customizable fields that supports free text input
  • 1 additional searchable field that supports free text input (this shows up on the client search too)
  • Additional, pre-formatted advanced demographics that we've built

There are two check marks: Enabled, and Required


Enabled:

Means the demographic is 'live' and any staff can:

  • View or edit the enabled demographics in the client's profile
  • Or when creating a new client (discussed below)

Required:

This means when a staff member is:

  • Editing the client's personal information (top profile section)
  • Or creating a new client

An answer for that demographic is required to be entered before that section can be saved.


🛠️ Customizable Fields

  • Answers are 'free text' entries that staff can enter for clients in their profile
  • They also show up on the reporting side of things

To edit, simply click the edit icon shown below:



Then enter the name of your custom demographic. Afterwards, click the save icon, shown below:


New Client

When creating new clients, customizable client demographics are also a part of this process.

Any fields set to required would need to be completed before creating a new client:

Edit Customizable Demographics on a Client

Editing these is as easy as editing any other client demographic!

Once properly configured, head to the client's profile:

  • Clients (left menu)
  • Click the client's name
  • In the section Personal Information click the edit icon (top right):


  • Make your necessary demographic changes (dropdown or manual entry)
  • When finished click (top right)

Client Demographics Reports

To view a report of your customizable client demographics, navigate to:

  • Reports (left menu)
  • In the far right column, select Explorer:

Below will be a list of clients and client details (including the demographics) that match the filters on the right:


Features:

  • Click (top right) to manage or edit client demographics
  • Search by keyword (below graphics above client results)
  • Click (to the right of search) to export a spreadsheet of this report
  • Click to review or adjust filters

Columns:

Any other customizable client demographics you've enabled, as well as:

  • Name
  • Client Added Date
  • Account #
  • Client Status
  • Therapist
  • Date of Birth (DOB)
  • Gender

Filter by:

  • Date client was added into the system
  • Client Status
  • Therapist(s)
  • Search field for almost all column fields (below pie charts, above client list)