Client Contacts

Add non-client contacts to a client's profile.

It's helpful to have contacts on a client's profile when the client has other people who need appointment reminders, access to a separate portal channel and to handle billing for the client. The most common scenario is the child/parent scenario.

What Can Contacts Do?

  1. Receive appt communications:
    1. Reminders
    2. Confirmations
    3. Scheduled Email and SMS Messages
    4. Telehealth Links
  2. Access their own portal
    1. The message channel is only between the contact and the practitioner
    2. The contact can manage the clients appointments
    3. The contact can manage the clients saved cards and and pay the client's invoices via the portal
    4. The contact can view forms via the portal
    5. The contact can be sent forms have their signature requested via the portal
  3. Access the booking widget
    1. The contact can manage the clients appointments via the booking widget.
  4. Complete forms
    1. Forms can be sent from the clients profile. These forms appear on the clients timeline.

Add a Contact to a Client

  1. Click Lists → Clients and open the client profile.
  2. Scroll down to the Contacts section.
  3. Click + add contact to enter a new contact for the client. 
  4. Enter the Name, Email, Phone Number and Relationship for the contact. These are not required fields overall, but they are required for the contact to receive notifications. 

Note: You will notice that the client is also listed as a contact. This allows you to disable the notifications for the client if needed. For situations where the client is a child and does not have a phone or email, you can list the parents as contacts and disable notifications to the client's email if they are the same as the parent.

Grant Contact Permissions

  • Appointment Reminders
    • Includes appointment reminders related to appointments for the client
  • Appointment Confirmations
    • Includes appointment confirmations, appointment cancellation notifications, and missed appointment notifications
  • Scheduled Emails and SMS
    • Any scheduled emails or SMS related to the appointment
  • Can manage appointments
    • A client's contact can log into the booking widget and reschedule, schedule and delete appointments for the contact

Note:The same preferred contact method will be used for both the client and their contacts.

Booking Widget: Manage Client Appointments as a Contact

  • The contact can use their own email to log into the booking widget which will give them access to the client's appointments. Once logged into the widget, the contact can schedule, reschedule and delete appointments.

Invite Contacts to the Secure Portal:

A client's contact can also be invited to the portal. This will create a new messaging channel between JUST the contact and the practitioner. This also gives the contact the ability to pay for invoices, manage appts, view shared documents, complete forms and complete signatures for the client.

Invite a contact to the portal in two ways:

  1. Via the Contacts list on the client profile 
  2. Within the portal itself on the portal messages page

In the Client Profile

  • The same email address can be used by the contacts for different clients. For example, the parent of two children can be added as a contact under each child, with the same email. 
  • Contacts of multiple clients can switch between clients in the portal. Clicking the down arrow beside the profile name will display the list of clients that are linked with the contacts email. Select and click the Client's Name to switch to the client's portal account.
  • A person can also have a portal as a contact and a portal as a client, using the same email address. 

From the Portal Messaging Page

When inviting contacts to the portal, you have the following permissions:

  • Can view forms
    • This allows the contact to view and forms between the practitioner and the client
  • Can view shared documents
    • This allows the contact to view any shared documents between the client and the practitioner
  • Can manage billing
    • This allows the contact to view and pay invoices and modify saved credit cards
      • Note: We cannot send GFEs to a contact at this time.
      • Once the contact has portal access, you can see the relationship to the client in the portal messages list. 

Send Portal Messages to Contacts

  • Message the contact from the client profile or from the portal itself. 

Note: The Messages tab in the client profile will always ONLY be the messages from the client, not the contacts.

Add New Client with Contacts

  1. You can also add and define contacts when adding new client.
  2. Click the Add New Client button from the homepage.
  3. Click Add Contact. 
  4. Enter contact details and click Save Contact. 
  5. All contacts added are listed on the Add New Client screen. You can edit them before saving.

Add Contacts for a New Client with No Email or Phone Number

  • For minor clients with no email or phone, a profile can be created for them AS LONG AS a contact is also added with a valid email or phone upon creation. 

Send Forms to Contacts for Clients with No Email

  • Send forms to the Contact through the Dashboard's Send Form to Client option.
  • Send forms to the Contact in the Booking page; in the appointment dialog, open the Send Form To: dropdown menu and select the Contact.

Contact Placeholders

    Use the following placeholders in your reminder templates so reminders can be addressed to both contacts and clients.

    • [RecipientFirstName]
    • [RecipientLastName]
    • [RecipientName]

    Billing Recipients

  • Nothing has changed here yet. We will be working on merging some of this functionality.

    Don't hesitate to email us at hello@intakeq.com if you need assistance!

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