The heart of your operation is your clients, this article with simple steps to follow will show you how to add clients to your Carepatron workspace as well as go over setting them up once created.
Getting Started with Client Records in Carepatron
Creating New Clients
Go to "Clients" on the left side menu.
Click "+ New Client" in the top right corner
Fill out the information requested and hit "Create" when done
If new clients are booking through your booking link, they'll be added to your Carepatron account automatically.
Learn more about scheduling here.
Client Record
Overview
When clicking on any client, you'll land on their "Overview" section
Here you'll find any upcoming appointments, or book new ones
You can also monitor past appointments that you can send an invoice for, create a note for, or even book again. Simply click on the three dots "⋮" to find the available options
Personal
This page includes all of your client information, like their name, address, and every detail you need to add about your client. Follow the steps below to learn how to edit or customize your clients' records.
To the right of the client's "Overview", you will find the "Personal" tab
Note the "Edit" button on each section. You can add, change, or remove client information as needed
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
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 be either other clients, or external contacts too.
Go to "Relationships"
Click "+ New Relationship"
Select from a list of your existing contacts or clients and input the type of relationship they have with the client and click "Connect" when done
If this relationship is with a new contact, go to "Create new client/contact" and fill out the new contact information as requested and click "Connect" when done
Documentation
This section will show any notes that 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 no one other than yourself and team members with permissions will see your client's notes.
To share notes with a client, select the three dots on the note and click Share.
To add a new note, go to the top right corner and click "New note"
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"
Once created, it will show up along with the rest of the notes related to this client
Keep in mind any intake forms sent when appointments are scheduled as well as any notes created directly in the "Templates" section of your workspace will show up here as well.
Inbox
Here is where you'll find every communication you've exchanged with your client.
Note: Right now we only offer connection with your email, but we will soon have many more communication channels.
Follow the steps in this article to set up your very own Inbox [Insert "GSW Your Inbox" article here]
Go to "Inbox" on the left-hand side menu, select your newly created inbox, and click on "+ Compose" to begin drafting an email to your client
Once your Inbox is set up, go back to your client's "Communications" tab to find all emails to and from your selected client
Billing & Receipts
In this page, you will find all the invoices that you've sent your client, along with their statuses.
Please follow the steps in this article to set up your Billing & Payments [insert "GSW Billing" article here]
Go to "Billing & Receipts" to find a list of all the invoices created for this client
Hover over an invoice to explore the actions possible for each
If provided, feel free to add a payment method for this client by clicking "+ New payment method" and filling out the card information as requested
It is important to know all these fields and information are only available for 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's permissions here.
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 there.