Client records are the central place to store, view, and update information about the people in your care. This guide covers how to add clients, navigate their records, and understand what each section contains.
In this guide:
Add a client manually
Go to Clients in the left navigation menu.
Click + New Client in the top right.
Fill in the required fields and click Create.
Clients who book through your booking link are automatically added to your Carepatron account.
Navigate client records
You can view or manage different sections of your client records. Simply:
Go to Clients.
Select a client.
Use the tabs at the top to move between sections.
What each section contains
Let’s take a look at what you’ll see in each section and some of the actions available to you.
Overview
The Overview is the first page you see when you open a client record. It shows:
Appointment history (all, past, and upcoming)
A summary of insurance details, uninvoiced amounts, and credits
Diagnoses — view or add diagnoses as needed
Allergy or intolerance — Manage allergies or intolerances to prevent harmful reactions
Personal
The Personal tab contains your client's contact and demographic information, including name, address, and any additional details.
To edit information, click Edit on any section. To add a field that isn't already available:
Click + New field.
Select the field type.
Enter the information.
To add an entirely new section, scroll to the bottom and click + Add new section, give it a name, then add the fields you need.
To remove a field or section, follow the steps shown here.
Relationships
The Relationships tab shows people connected to this client — such as a family member, referring physician, or another client.
To add a relationship:
Go to Contacts, add them, and complete their information before creating the relationship.
Go to the Relationships tab.
Click + New Relationship.
Search for an existing contact or client, enter the relationship type, and click Create.
Documentation
This section contains all notes, intake forms, and uploaded files for the client.
To add a note:
Click New note in the top right.
Fill in the note content.
Finish the note.
The note will appear in the client's Documentation section.
Notes are private by default — only you and team members with the appropriate permissions can view them. To share a note with a client, click the three dots (⋯) on the note and select Share.
Inbox
The Inbox contains all messages exchanged with a client.
Read more:
Billing
The Billing tab shows all billing and payment information for the client. From here, you can:
Add a payment method
Auto-generate Superbills
Insurance
The Insurance tab contains claim settings for this client, including their policies and service coverage. Configure this before processing any insurance claims.
Note:
All client record sections are only visible to team members with full permissions. Team members with limited permissions may not be able to view certain fields or tabs.
Learn more about your team permissions: Carepatron user permissions guide
Import clients from another platform
To import client data from a previous platform, follow the steps in this article.
Our team is here to help with any questions or concerns. Just open a conversation through the Help channel in your workspace.