Help center > Intake > The client record
The client record
Client records sit at the heart of Practicepicnic. Appointments, invoices, documents, forms, and payment methods all link back to a client. This guide walks you through adding a new client.
Adding a new client
To add a new client, click on the New Client button from the left sidebar.
You can also click on the New Client button from the Clients page.
Only the first and last name are required fields when creating a new client, but we recommend all users enter an email address for the client as well (for receiving intake packets).
A new client will also automatically be created when you accept an appointment request from a client who is not already on Practicepicnic.
Client types
Here is how you can create different types of clients on Practicepicnic.
Individual adult
On the new appointment page, select the Individual option from the top, fill in the client's details and then click Save.
Couples and groups
On the new appointment page, select the couple or group option from the top.
Each member of a group will have their own client profile. A couple is just a group with two members. You will be able to send forms, messages and collect information from each client individually.
To add a new member to the group, click the Add Client button to add a new client tab.
In a group, you can select which clients are the following:
- Primary client: The client who diagnoses will be attached to and whose name will show up on superbills.
- Billing contact: The client who will be sent billing related information.
You can give your couple or group a name (eg: The Jones Couple). If no name is provided, it will default to the first names of all members separated by commas.
Minors
Check the box next to minor when creating a client to indicate that they are a minor.
Since minors must have consent forms signed by their guardian, we recommend putting the guardian's email and phone number in the client's profile. This way, you'll be able to send them intake paperwork, reminders and billing documents.
Young adults
For independent young adults who have their own email but have billing handled by their guardian, use this set up.
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 young adult will have access to their client portal.
Client contacts and emergency contacts
A contact is a person in the client's life who is linked to them (eg: a friend, partner, child, etc). To add a new client contact, click the Add button next to Contacts from the bottom of the client's page.
Check the box next to emergency contact to mark this contact as their emergency contact.
