We made a few small changes to client management in Practicepicnic. Here are some best practices for working with minors and young adults.

Minors who don't have an email

The simplest way to work with minors who don't have an email is to use their guardian's email address to create their client profile.

From the New Client page, select Individual, fill in the minor's name and in the email field, enter the guardian's email address. Make sure to check the Minor checkbox and then click Save.

All appointment reminders, forms, and billing documents for the minor will be sent to the guardian's email address. The guardian will also have access to the client portal through their email.

This typically works well for younger minors who are not yet independent.

Minors and young adults who have their own email

If a minor or young adult has their own email and wants to access their client portal independently while allowing their guardian to manage billing and superbills, you can set up a client profile using the minor's email address and add the guardian's email as a secondary contact.

From the New Client page, select Individual, fill in the individual's name and in the email field, enter their own email address. Then click Save.

Once the client is created, navigate to their Details tab.

From the bottom, under Contacts, click "+ Add"

Fill in the details of the guardian (including their email). Make sure to check Responsible for billing if the guardian should receive all billing related documents. Click "Save" once you're done.

The guardian has now been assigned as the billing contact for this profile. They will receive automated invoices and superbills. Only the minor or young adult will have access to their client portal.

This works well for minors and young adults who are more independent.

This set up can also be used when the minor's guardian has their own client profile with your practice (preventing you from using their email for the minor's profile).

Sending a superbill to the guardian

From the superbill page, click More > Share.

By default, the billing contact (ie: the guardian) will be selected. You can share it with them or if you'd prefer, you can share it with the individual by selecting a different option from the dropdown.