Adding Clients and Patients

Adding Clients and Patients

1. This may change in a future software update, but, for now, you have to add a new Client before you can add a new Patient.

2. A Client is typically a parent or, for an organisation, the person who has commissioned the service.

3. A Patient is the person receiving therapy.

4. If the Client is also the Patient (i.e. for adult therapy), you have to enter them on the system as both a Client and as a Patient.

5. To avoid duplication on the database, always check in the first instance whether the client or patient are already on it by entering their name(s) into the 'find patients and clients' box.

Before creating a new client, search the database for existing people to avoid duplication

6. If you wish to link your profile with all of the patients linked to a client, then search for the client and link with them if they're already on the system. If you only wish to link with certain patients linked to a client (for instance, you might only be seeing one or two patients on behalf of a school client, where that client has lots of patients on our system), then search for the patient(s) and link with them if they're already on the system. If they are on the system, their names will be listed, and you should click on the 'Link client' (or 'Link Patient') button (top right in the screenshot below):

7. If a client is not already on the database, click on the Clients menu option, and then Add new client.

8. As a minimum, you should enter: (a) the client’s name, (b) their email address [*please avoid typos in both cases*], (c) the type of client they are (so that they are given the correct payment terms by the system), and (d) the Invoicing method.

8. (c) For Invoicing method, there are 3 types:

• Amalgamated. Use this when all sessions relating to all patients linked to the client should be included on a single invoice;

• Separate invoice per patient. Use this when there is more than 1 patient linked to a client, but the client requires a separate invoice for each patient. Note that if you are required to enter bespoke reference numbers for an invoice (see Sending invoice), you have to use this option;

• Separate invoice per session. Use this when the client requests an invoice for each session that you deliver. I imagine that this request would be rare.

Late payment terms are determined by the client 'type' that you enter

9. Do add a mobile number where possible as the client will then be sent automated SMS notifications (e.g. when invoices are sent out). As such, only enter numbers in this field (and not words).

10. Some organisations demand that their address appears on the invoice. If so, please complete the address fields when creating a new client.

11. After completing the required fields, press CREATE & ADD EXTRAS.

Linking a patient to a client is essential

12. You will now be taken to the Edit Client screen. As a minimum, you have to link a patient to this client. On the right hand side, you can search for the patient in the search box (in case he is already on the system) or, if not on the system, press Add a new patient.

13. The minimum information to enter on the Add new patient screen is First name and Last name (both asterisked). Add the patient's sex if you'll be using the Reports module to write a report about them. Then press Save patient (at bottom).

14. On the Edit Client screen, you can also:

• Add contact: use this option if, for example, 2 or more clients wish to receive the invoice.

• Add files this is to upload any files / documents linked to this client.

• Add case note this allows you to add multiple notes linked to this client, which are saved by date and time. However, it is likely that most case notes will be added on the Edit Patient screen (the notes being associated with the patient).

• Discharge: click this red button to remove a client from your caseload.

• Link all patients to me / Discharge all patients from me: click one of these buttons to link the associated patients to your profile