Client Records

TherapyZen makes navigating your client records super simple. All of your client's information is readily available in one place. The profile is made up of two sections: The profile panel and the tabs area.


Screenshot of the client record

The Profile Panel

The profile panel contains the following widgets:

The profile ID card

The profile id card contains all of the primary contact
information of a client. You can also toggle the client's
status between active and inactive from here.

The Diagnostic Codes widget

This widget shows you the diagnostic codes set in the
client's treatment plan. Diagnostic codes set in
treatment plans will automatically populate in all new
session notes.

The Insurance Info widget

This widget displays the client's basic insurance information.

Attendance widget

This widget displays a breakdown of the client's
attendance record. Hover your mouse over the chart
to see the number and percentage of each 
appointment status type.

The Appointment Status widget

The appointment status widget shows you any current
appointment for your client. You can use the calendar
filters to navigate to any specific day of the month. Use 
the Check-In button to set the status of the displayed
appointment.

The Upcoming Appointments widget

View all of the future appointments for your client.

The Groups/Couples widget

This widget displays the names of any group records
that this client belongs to. Simply click the group name
to quickly navigate to the group record.  

The Linked Clients widget

This widget shows the names of any clients that are
linked to your client. You can manually link clients using
the hyperlink at the bottom of the wiget, or if your client
belongs to any group records, those group members
will automatically be placed here in the linked clients
widget. Just click a name inside this widget to quickly
navigate to the client record.

Emergency Contact widget

View the emergency contact for your client. If your client
is a minor, this widget will display the contact
information of the designated legal guardian or parent.

Billing Information widget

This widget provides you a quick snapshot of any
outstanding fees if applicable. You will also see any
and all listed credit cards stored for this client. You
can add or delete credit cards using this widget.

Third Party Payers

If your practice has third party agencies or entities
paying for select clients, use this widget to designate
which payers you would like to associate with this
client. When you go to pay an invoice, you can select
the payer's fund to pay the invoice.

Client Portal widget

This widget will let you know if your client has registered
and activated their portal account. If they have not, a link
will appear to 'Resend Client Portal Invite".

Intake Complete

If the client has completed their client intake in the
portal, this widget will display that information here. If
the intake has been completed, a link will appear
allowing you to view and print the client's completed
intake.


The Profile Tabs Area

The profile tabs are where all of your client data is stored. Navigate through these tabs to build your client records.

The Office Notes tab

The office notes tab is for administrative notes only. Do not use this tab for clinical notes.

The Notes tab

Use this tab to enter your session notes, treatment plans or custom notes. This is where all of your clinical notes will live.

The Ledger

The ledger is where all of your client's invoicing and billing resides. Use this tab to create invoices, accept payments, create write offs and credits.

The Portal Forms tab

Assign forms to your clients and view their completed forms here.

The Assessments tab

Assign assessments to your clients and view their completed assessments.

Insurance tab

This tab contains all of your client's insurance information.

The Client Info tab (Included in the client intake)

The client info tab contains all of your client's basic information.  

The Contact Info tab (Included in the client intake)

All of your client's contact information is stored here. Multiple contact methods can be stored here, however, only one phone, email and mailing address can be marked as their 'Primary'. The primary contact methods are used for all communications. A client record can also be set to not allow any correspondence from TherapyZen.  

The Attachments tab

Store digital documents on your client record. You can also share these documents with your clients using the free client portal.

The Family Info tab (Included in the client intake)

This tab stores any relationship and family information for your client. 

The Medical History tab. (Included in the client intake)

This tab contains all of your client's medical background. This includes primary physician, medical conditions, medications and physiological symptoms.

The Sliding Scale

Set sliding scale rates for your client, if necessary.

The Clinicians tab

Share your client's record with fellow clinicians within your practice. There is always a primary clinician, however, you can grant access to other clinicians as well.

The Appointment History tab

Track all of your client's appointments. See the date, service performed, fee amount, notes, and appointment status.

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