Client Profile
Each client has two workspaces: the profile Dashboard — where day-to-day clinical work happens — and the Edit Client page for their details, billing setup, contacts, and portal access.
Working from the Dashboard
Click a client's name anywhere (Clients list, calendar, a note) to open their profile:
- Start documentation right from the top: the note bar offers Type (write now), Dictate, and Live Session (record for AI notes). In the Type editor, a Format picker lets you stay with the free-form Chart Note or pick one of your templates — "Templates open the full note editor with sections ready to fill in." The Clinical Notes list below shows the chart chronologically — switch it between Standard and Overview (timeline) views.
- The New menu above the notes starts bigger workflows: Diagnosis and Treatment Plan, Good Faith Estimate, Send Intake, and Share Documents.
- The sidebar cards keep the rest one click away: Client info (with the Edit link), Contacts, Upcoming Appointments, Client billing, Insurance (when insurance is enabled), Couples & Family (the client's therapy groups), intake status, and treatment-plan review reminders ("Plan review due").
- Tabs across the top switch to Measures (scored measures over time), Billing (when billing is enabled for your practice), Files — the Files tab shows a badge when documents are waiting — and Exercises (practice exercises assigned to the client).
To reassign whose caseload the client belongs to, use Change next to the Provider line in the Client info card — that one saves immediately.
Editing client details
Open the client's profile and click Edit on the Client info card. The Edit Client page has four tabs — Profile, Payment & Insurance, Contacts, and Portal. Profile and Payment & Insurance collect changes and save with their own Save button (an orange dot on the tab marks unsaved changes); Contacts and Portal act immediately. If you leave with unsaved changes, you'll be asked to Stay on Page or Leave Without Saving.
Profile Tab
Client status
The Active / Inactive badge at the top of the card is clickable — click it to deactivate (or reactivate) the client, then Save Changes. Inactive clients keep their full record but leave your active lists, and their portal sign-in is disabled automatically.
Name
| Field | Description |
|---|---|
| First Name | Client's legal first name (required) |
| Middle Name | Middle name or initial |
| Last Name | Client's legal last name (required) |
| Suffix | Name suffix (e.g., Jr., III) |
| Preferred Name | "What they go by" — stored separately from the legal name and used in reminders and communications |
Phone & email
Add as many as needed with + Add email / + Add phone, each typed (Personal/Work for email; Mobile/Home/Work for phone). With two or more emails, the Reminder Preferences card lets you pick which address gets appointment reminders.
Demographics
| Field | Options |
|---|---|
| Date of Birth | Date picker (flags the client as a minor when under 18) |
| Sex (insurance) | Male, Female, Other, Prefer not to say |
| Pronouns | He/Him, She/Her, They/Them, Other |
| Timezone | Eastern, Central, Mountain, Pacific, Alaska, Hawaii |
Expand Additional Information (Optional) for relationship status, employment status, and race/ethnicity (standard OMB categories). The Address card holds street, city, state, ZIP.
Primary clinician and default location
- Primary Clinician — Change/Assign opens the provider picker; the assignment saves with the tab's Save Changes. This drives whose My Clients list the client appears on.
- Default Session Location — preselected on new appointments for this client.
Deleting a client
Delete Client (bottom of the Profile tab) only works for clients with no history — if any appointments, notes, invoices, or claims exist, deletion is refused ("This client has history and can't be deleted") and the right move is the Inactive status instead: records are preserved, the client leaves your active list. This protection is deliberate — a clinical record should outlive a cleanup impulse.
Payment & Insurance Tab
- Payment Responsibility — Private pay or Insurance; this decides whether appointments generate plain invoices or flow into insurance billing.
- Payment Methods — cards on file via Stripe (full numbers never touch Practice Harbor). Add a card, label it ("HSA card"), set a default, and optionally Enable autopay to charge automatically after each appointment — see AutoPay.
- Insurance info — the client's coverage details; see Client coverage.
- Document Automation — auto-generate monthly statements/superbills and email billing documents to the client.
- Default Appointment Billing — a per-client default service, modifiers, and rate that auto-fill when scheduling: "Set default service, modifiers, and rate for new appointments."
Contacts Tab
Contacts are the client's people — emergency contacts, parents/guardians, partners — each with optional portal access of their own. The tab warns you when something important is missing: a yellow No Emergency Contact alert, and an orange Minor Without Guardian alert on minors.
Adding a contact
- Click Add Contact.
- Enter their name, and pick one or more Relationships — seventeen types are available, from Emergency Contact, Guardian, and Parent through Spouse, Domestic Partner, Caregiver, and Stepparent.
- Add email (needed for portal access), phone, address, and notes.
- Check Responsible for billing to make this contact the billing guarantor — standard for minors, whose bills always go to a guardian.
- Choose what they can do in the portal (see below) and save.
Contact portal access
Each contact card shows their status (Portal Active, Portal Invited, Billing) with per-contact actions: Send Portal Invitation / Resend Portal Invitation, Disable Portal Access, edit, and delete (deleting a contact revokes their portal access too). Their permission checkboxes control exactly what they see:
- View client's upcoming appointments
- Request new appointments for client
- Send & receive secure messages
- Access billing documents
- Pay balance with credit card
See Contacts & guardians for how families use this in practice.
Portal Tab
The badge shows where the client stands, and the buttons match:
| Status | Meaning | Actions |
|---|---|---|
| Not Invited | No invitation sent yet | Send Invitation |
| Invited - Pending | Invited, account not activated | Resend Invitation |
| Active | Signed in and using the portal ("Last signed in" shown) | Send Password Reset, Disable portal access |
| Disabled | Access was turned off | Re-enable & Send Invitation |
Sending an invitation lets you pick which of the client's emails to use; the client receives a link to set their password. The client needs at least one email on the Profile tab first — the Portal tab tells you if none is on file.