The Clients view is your digital "file" for clients. Here you can view all of your clients, linked accounts, prospects, waitlists, and manage exports.
All Clients
From the All Clients view, you can see a complete list of all of your clients as well as details such as their assigned therapist, current status, phone number, and how much they may owe from past sessions.
By selecting a client, you will be presented with several options at the top of the screen: View, Change Status, Actions, and Delete
View
Selecting View let's you see the details of an individual client. Once you select an individual client, the left hand pane will be separated into the Navigate and Action sections.
Navigate
The Navigate section is separated into eight tabs.
- Sessions & Notes
- Contact & Clinical
- Documents
- Insurance
- Logs
- Measures
- Forms
- Secure Messaging
Note: some of these options will only be available to those subscribed to our Core, Pro, Group Plus or Group Plus Video plans.
Sessions & Notes
The sessions tab contains two types of information: a list of all this client's sessions and all of their Session Notes. You can mark attendance from this area, and all session notes can be viewed, worked on, and signed here. You can filter for particular Session Notes using the filter icon in the top right.
You can read more about writing Session Notes here.
Contact & Clinical
The most important parts of the Client's Account are their Contact Details! This is how you can email invoices or receipts, contact your client by phone or email, build a Circle of Care, and set time frames for appointment reminders. We have guides for managing the Circle of Care here, and Reminders here.
Documents
The Documents area is your virtual filing cabinet for your client. Store digital copies of any and all paperwork here, to be viewed in Owl or exported as you need. Read how and why you'll upload documents here.
Note: There is a 40MB file size limit for uploads.
Finances
Invoices, Receipts, and Non-Session Charges are all stored in the Finances area of the Client Account. You can learn how to work with these more here.
Logs
Logs allow you to view all of the emails you have sent to this client, the date of delivery, a confirmation of their delivery, and the email they went to. Logs will also display when a session was created and by which user, as well as changes to a session.
Measures
Measures are questionnaires containing quantified questions that can be tracked and analyzed over time. You can find more information about measures here.
Forms
You can manage important forms, such as consent or insurance coverage forms, directly in Owl. Learn more about forms here.
Secure Messaging
Owl Practice's Secure Messaging tool provides clinics with a secure, PHI-compliant method of two-way communication within the application. Learn more about Secure Messaging here.
Action
At the bottom of the Client's sidebar is the Action bar, which allows you to create invoices, record a payment, generate an Account summary, complete a Client Export, send Forms and Measures and create and view Secure Messages.
The Action section is separated into eight sections:
- Create Invoice
- Record Transaction
- Client Summary
- Client Export
- Messages Export
- Send Forms
- Send Measures
- Create Superbill
Create Invoice
You can create an invoice by selecting Create Invoice from the Actions menu. Learn more about invoicing here.
Record Transaction
You can record transactions and make receipts by selecting Record Transaction from the Action Menu. Learn more about receipts here.
Client Summary
The Client Summary displays a printable summary of a client's Account Summary including accounts past sessions and total balanced owed, or their Session Summary including any sessions past or future within the selected date range. You can also export this document and send it via email from this view.
Client Export
The Client Export menu allows you to export client information. Select the date range and types of information desired, and select Export to being the process. You will receive an e-mail notification once the export is complete.
Messages Export
The Messages Export menu allows you to export message information. Select the date range and types of information desired, and select Export to being the process. You will receive an e-mail notification once the export is complete.
Send Forms
You can send the client forms from the Send Forms menu. Learn more about forms here.
Send Measures
You can send measures and questionnaires from the Send Measures menu. Learn more about clinical measures here.
Create Superbill
You can send superbills from the Create Superbill menu. Learn more about superbills here.
Linked Accounts
You can view relationships between your clients from the Linked Accounts view. You can select View to see more details between these accounts on any given relationship card. You can edit the group name, by selecting Edit.
Prospects
You can view details about prospective clients in the Prospects view. By selecting a prospective client, you have the option to create a new client profile by selecting Create Client, delete the prospect by selecting Delete User, or Associate the prospect to an existing account.
Waitlists
You can view and modify your waitlists from the Waitlists view. You can learn more about client waitlists here.
Exports
You can see the status of an export operation and download a copy of the client's data by selecting the Exports view. Simply select the desired client export and then select the Download button to download the client data. If the status of the export is Not Complete, the Download button will be greyed out and unaccusable. You can delete an export by selecting the Trashcan icon.
