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Getting started with client records

How do I set up my client records?

Updated today

The heart of your practice is your clients, and establishing a system for client records helps you organize and manage their information efficiently. This guide will show you how to create, view, and update records in one secure place.

In this guide, we will cover the following topics:


Add new clients

  1. Go to "Clients" on the left side menu.

  2. Click "+ New Client" in the top right corner.

  3. Fill out the requested information and click "Create" when done.

If new clients book through your booking link, they'll be automatically added to your Carepatron account.


View the different sections under client records

You can view or manage different sections of your client records. Simply:

  1. Go to Clients.

  2. Select the client.

  3. Navigate to the section you want to view or manage.


What you'll see in each section

Let’s take a look at what you’ll see in each section and some of the actions available to you.

Overview

When you click on a client, you’ll be taken to their Overview section. Here, you can check any upcoming appointments or book new ones. You’ll also see past appointments, where you can send invoices, add notes, or rebook sessions.

You’ll find a summary of their insurance details, uninvoiced amounts, and credits as well. There’s also a Diagnosis section, where you can view or add diagnoses.


Personal

This page includes all of your client's information, such as their name, address, and any additional details you need to add about your client.

  1. To the right of the client's "Overview", you will find the "Personal" tab.

  2. Note the "Edit" button on each section. You can add, change, or remove client information as needed.

  3. If you need to add a piece of client information that currently has no field available, go to "+ New field", select from the given options, and input the information as needed.

  4. You can even add an entire new section by scrolling down and clicking on "+ Add new section", giving it a name, and adding all the necessary fields.

If the information is no longer needed, you can remove client fields and sections by following the steps shown here.


Relationships

The 'Relationships' tab is where you'll find any relationships attached to your client.
This could be a relative, a referring MD, or any relationships the client may have.
The relationships can also extend to other clients or external contacts.

  1. Go to "Relationships."

  2. Click "+ New Relationship."

  3. Select from a list of your existing contacts or clients, input the type of relationship they have with the client, and click "Create" when done.

Note: If this relationship involves a new contact, navigate to Contacts, add the contact, and complete the requested contact information. Click "Create" when done.


Documentation

This section displays any notes you added to the client record, as well as any intakes you have sent and any files you have uploaded.

Notes are private by default. This means that only you and team members with the necessary permissions will be able to view your client's notes.
To share notes with a client, select the three dots on the note and click Share.

  1. To add a new note, go to the top right corner and click "New note."

  2. Fill out the note with any important information you need, and explore the tools and capabilities available to make the note as unique as you'd like. When satisfied, click "Complete."

  3. Once created, it will appear alongside the other notes related to this client.


Inbox

Here is where you can find all the communications you've exchanged with your client.

Read more:


Billing

In this page, you will find all billing and payment information for the client. You can also add here the payment method and autogenerate billing for Superbills.


Insurance

Carepatron also supports Insurance. Under this tab, you will find the claim settings for your client, including their policies and service coverage. Setting this up is important before you start processing claims for your clients.

Note:

  • It is essential to note that all these fields and information are only accessible to team members with full permissions enabled.

  • A team member with limited permissions will not be able to see certain fields and pages in the Carepatron Workspace.

Learn more about your team permissions: Carepatron user permissions guide


Importing new clients

To import new clients after receiving all data from your previously used platform, please go to this article and follow the steps listed.


Our team will be available to answer any further questions you may have. Just reply via messenger through the Help channel in your workspace.

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