Manage a client record
Find or create a client, review the profile tabs, manage family links, and keep clinical, billing, intake, and document history in one place.
Before you start
- You have access to the Clients module or were opened into a client from search.
- For a new client, confirm the client does not already exist before creating another record.
Who can do this
Owners, admins, clinic managers, HR, supervisors, front desk users, and clinicians can work with client records. Clinicians are usually limited to clients assigned to their care.
Why: Client records contain PHI, invoices, treatment documentation, intake data, uploads, and communication history, so access is role and clinic scoped.
Step by step
- 1
Open Clients from the sidebar or select a client from global search. Use the search and filters on the Clients page before creating a duplicate.
- 2
For a new client, use Quick Add Client from the top banner or the client page action. Enter the required demographics and contact details, then save.
- 3
Use the client tabs to review appointments, SOAP notes, treatment cycles, treatment plans, progress summaries, forms, invoices, payments, deposits, uploads, emails, journal entries, and portal activity.
- 4
Use Family details when parent, child, or sibling records need to be linked. Public bundle submissions can also create parent and child records when the intake bundle is configured that way.
- 5
Before editing core demographics from a submitted form, review the field-by-field diff and apply only the fields that should overwrite the existing client record.
If something isn’t working
Tap a question to see the likely cause and the fix.
I found two records for the same client.
Why: The client was likely entered manually and later created again through an intake or bundle submission.
Fix: Use the merge workflow if available in your deployment, or flag the duplicate to an admin before adding more invoices or clinical records.
A clinician cannot see a client.
Why: Clinician access is normally tied to assignment, clinic access, or the appointment/case relationship.
Fix: Confirm the clinician is assigned to the client, appointment, or active case, and that the clinician has access to the correct clinic.
A submitted form did not update the client automatically.
Why: Simone does not blindly overwrite client demographics from submissions.
Fix: Open the submission review, compare the diff, and apply the approved fields to the client record.