Introduction to Resending Intake Paperwork in Simple Practice
The process of managing intake paperwork is crucial for mental health professionals, therapists, and counselors. In platforms like Simple Practice, handling client documents efficiently can enhance the workflow, streamline communication, and ultimately improve the client experience. This guide will walk you through 5 ways to resend intake paperwork within the Simple Practice platform, ensuring your clients receive the necessary forms promptly and correctly.
1. Using Client Portal Messages
Sending intake paperwork through the client portal is one of the most straightforward methods provided by Simple Practice. Here's how you can do it:
- Log into Simple Practice and navigate to your client's profile.
- Click on the Messages tab.
- Start a new message or select an existing conversation with your client.
- Attach the intake paperwork or any document directly from the message interface by clicking on the paperclip icon to upload files.
- Write a brief message explaining the attachment.
- Click Send.
✨ Note: Make sure to double-check the attached files before sending to avoid sending the wrong or incomplete documents.
2. Email from Simple Practice
Emailing intake paperwork can be efficient for clients who prefer or primarily use email for communication. Here’s the step-by-step:
- From the client's profile, find the Documents section.
- Choose the relevant intake forms, then click Send to Client.
- Select Email as the delivery method.
- Customize the email message if needed, ensuring the subject line is clear.
- Click Send to email the documents directly to the client.
💡 Note: Be aware of email size limitations when sending multiple documents or large files. Consider splitting into several emails if necessary.
3. Client Portal Reminders
If your client might have missed the initial request, using reminders through the Simple Practice client portal can jog their memory:
- Go to the client’s profile and under Tasks, set a reminder for the intake paperwork.
- You can write a brief message or simply use the default reminder template provided by Simple Practice.
- The client will receive a notification within their portal and through email if email notifications are enabled.
📝 Note: Ensure that the client has their email notifications set up correctly to avoid missing these reminders.
4. Text Message Notifications
Simple Practice offers text message notifications, which can be particularly useful for quick communication or reminders:
- Navigate to Settings > Client Communications > Text Messaging.
- Enable text messaging for the client and add their phone number if not already done.
- Send a text message notification with instructions on how to access and complete the intake forms in the client portal.
📱 Note: Always ensure compliance with privacy laws like HIPAA when using text messaging for health-related communication.
5. Direct Call
Although not directly tied to the software, a phone call remains a reliable way to address paperwork issues:
- Call your client directly to discuss any issues with accessing or submitting the intake paperwork.
- During the call, you can guide them through the portal or email them the documents if necessary.
- Provide clear instructions over the phone and send a follow-up email with written instructions for future reference.
📞 Note: Document this conversation in the client's notes to maintain a record of communications.
Each of these methods offers a different level of immediacy, personalization, and formality, allowing you to adapt your communication strategy to individual client preferences. By understanding and utilizing these methods, you can ensure that the intake process is seamless, ensuring clients receive and return paperwork in a timely manner.
How can I ensure my clients receive the intake paperwork?
+
To ensure clients receive intake paperwork, verify their email addresses and portal notifications are set up correctly, follow up with reminders, and use multiple communication channels like emails, text messages, and phone calls.
What should I do if a client reports not receiving the paperwork?
+
Check for correct email addresses, ensure all client notifications are active, resend the paperwork, and consider calling or texting them directly for immediate communication.
Can I track if a client has completed the intake forms?
+
Yes, you can track the status of intake forms in Simple Practice by checking the client’s profile. Look for the Documents or Tasks section where you can see if documents are signed or incomplete.
