Managing Shared Profiles

2. Enter the profile name and click 'Next'.

3. A new shared profile will be created. You will be able to add members of this shared profile. Click 'Add Member':

4. You will be able to select existing client profiles to add them as members of this shared profile. Click the 'Select and existing client' and search for a profile you'd like to add.

5. The first profile you add will automatically become a primary member of the shared profile. You will be able to disable this setting and enable it on another profile, if necessary.

6. On the member settings, you will also be able to allow the member to make portal appointments on behalf of the shared profile, and receive appointment reminders for the shared profile.

7. To add more members, go the shared profile Details page and click 'Add Member' again.

8. Beside selecting an existing client profile to add as a shared profile member, you will be able to create new client profiles for the members, when necessary.

Overview of a Shared Profile

1. The Profile section:

• The shared profile Details page includes a list of added profile members, their contact details and their member status and permissions.
  ⭐ Use the 'Additional Comments' text box to enter additional information about the profile.

• The Classifications page allows you to allocate one or more of your account client classifications, which will be very helpful with account reports.

• The Contacts page allows you to add contact profiles to the shared profile.

• Use the Referrals page to add referrals to the shared profile.

• The Appointments Reminders page lets you configure reminder settings specific to this shared profile, which will override the general automatic reminder settings of your account.

• The Tasks page is where you can manually set tasks for this shared profile and assign them to specific users if necessary.

2. The Appointments section is where you will find:

• Appointments list - List of all appointments created for this shared profile
  
  
  
• Statistics - Summary information about their appointment history
  
  
  
• Telehealth - contains this profile's unique Telehealth meetings link and instructions for practitioners how to start a Telehealth call.  
  
  
  

3. The Billing section will hold all the billing details and records of invoicing and payments for the shared profile. The primary member will be allocated as a payee for the shared profile by default. It is possible to select other payees when necessary.

• Billing Setup - configure invoicing options & defaults.
  
  
• Invoices - this is a list of all the invoices that have been issued to this shared profile
  
  
• Payments - this is a list of all the payments that have been received from this shared profile
  
  
• Statements - This is a list of all the shared profile statements
  
  
• Superbills (US-only) - This is a list of the shared profile superbills issued for insurance reimbursement
  
  
• Authorizations (US-only) - list of authorizations for this shared profile
  
  
• Session Packs - review and edit all the current and expired session packs for this shared profile.
  
  

4. The Records folder records confidential information of the shared profile, including their session notes, file uploads, correspondence and diagnoses.

• Session notes - list of all clinical and admin notes created for this shared account. The notes created in the shared profile will be generated as records of the whole shared profile, not per a specific profile member.
  
  
• Files - List of files uploaded for this shared profile. 
  
  
• Correspondence - all the communication that has been saved to the permanent correspondence record
  
  
• Diagnoses - list of diagnoses for this shared profile.
  
  

5. Use the Communication feature of the shared profile to send SMS, emails and generate letters. The primary member of the shared profile will be a default contact, and you will be able to CC communication to the other profile members.

• Activity - all sent and received communication within the last twelve months. If you would like to store communication for longer than this period please select the 'Save to the Permanent Correspondence Record' option when adding or editing communication.
  
  
• New SMS - create a custom SMS to send to one or multiple members of the shared profile.
  
  
• New Email - create an email to send to one or multiple members of the shared profile, and associated contacts.
  
  
• New Letter - create a new Letter to email to a selected recipient (client, referrer, etc.)

6. The Admin section will help you manage this profile settings and store non-clinical records.

• Admin > Manage page allows you to record the personal data consent, archive and delete the shared profile. You can also use this page for additional appointment management: set appointment alert notes and warnings, a default appointment flag and block new appointments creation. 

• The Admin Notes section of a shared profile also allows to add and store admin notes.

• The Admin Files - this is a list of files uploaded for this client
  
  

Creating Appointments for Shared Profiles

1. To create a new appointment for the shared profile,

• select the calendar time block to bring up the appointment panel.
• Search for the shared profile in the Client search field.
• Add other appointment details and service, if needed.
• Save the appointment.

2. The client type appointment will be generated for the shared profile.

Invoicing the Shared Profile

1. Invoices generated for the shared profile will be billed to their primary member by default.

• You can set a different default payee in the Shared Details > Billing > Billing Setup page.
• You will also be able to select a different payee on a specific invoice when needed.
  
  

2. Here is an example of a shared profile invoice.

• The Invoice To field will include the payee information,
• while the Provided to section will list all members of the shared profile.

Using Advanced Search for Shared Profiles

1. The People > Shared menu allows you to search for shared profiles and get an overview of all shared profiles in your account.