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Team Messages

Messages isn't just for clients — you can message the other members of your practice from the same inbox: a quick question for a colleague, a handoff note for your biller, a heads-up from the front desk, a supervisor check-in. Team conversations are internal: they never appear in any client's portal, and a client can never be added to one.

The Messages inbox showing a team conversation with its purple Internal badge above a client conversation

Starting a Team Conversation​

  1. Go to Messages and click the + button
  2. Search for a name — your team members appear at the top of the results under Team Members, each marked with a purple Team badge (clients are listed separately below)
  3. Select a teammate. The dialog switches to New Team Message and shows the purple Internal notice — from this point the conversation is team-only, and client names no longer appear in the search
  4. To include more than one teammate, keep searching and selecting — each appears as a chip you can remove
  5. Optionally add a Subject, write your message, and click Send Message

The New Message dialog: one search with Team Members listed above Patients, the teammate marked with a Team badge

Every recipient can reply, and everyone in the conversation sees every message — it works just like a group text among your staff.

One search, no mix-ups

Picking a recipient locks the conversation to that audience: choose a teammate and clients disappear from the search; choose a client and you're writing a regular secure message. A single conversation can never contain both a client and a teammate, so an internal note can't end up in front of a client.

Telling Team and Client Conversations Apart​

Your inbox shows everything in one list, newest activity first. Team conversations are marked three ways so they're unmistakable at a glance:

  • A purple Internal badge next to the participants' names in the list
  • A purple people icon instead of the client-style initials avatar
  • Inside the conversation, a banner above the reply box: "Internal conversation — visible to your practice team, never to clients."

To see just one kind of conversation, use the filters at the top of the list: All (the default), Clients, or Team. The Active / Archived tabs work the same for team conversations — archive a finished thread to keep the inbox focused.

An open team conversation with the internal-conversation banner above the reply box

Notifications​

Teammates are notified of new team messages the same way clinicians are notified of client messages: an email ("New team message from …") with a link that lands on the Team view of Messages, and a push notification if they use the mobile app. The email never includes the message content.

To stop receiving these emails, go to Settings → My Notifications and turn off the Secure Messages switch under Messaging — it covers client and team message emails together.

Who Can Use Team Messaging​

Every member of your practice — clinicians, supervisors, billers, schedulers, and practice managers — can send and receive team messages, regardless of their access level. That makes it useful across roles:

  • A biller can ask a clinician about a session's billing code without an email thread
  • The front desk can flag a phone call or a scheduling change to the right clinician
  • A supervisor can check in with a supervisee (for feedback anchored to a specific note, use the note's comment thread instead — see Supervision)

FAQs​

Can clients ever see team messages?​

No. Team conversations never appear in the client portal, are never attached to a client's chart, and a client can't be added to one — the compose search won't allow it. This holds even for conversations about a client.

Are team messages part of a client's record?​

No — team conversations aren't tied to any client chart. It's fine to coordinate care in them (that's what they're for), but anything clinically significant should live where it belongs: in the note or the client's chart, not only in a message thread.

Can other people in my practice read my team messages?​

The inbox only shows conversations you're part of. Treat team messages as practice communication rather than a private channel — like any practice record, they belong to the practice.

Do team messages work in the mobile app?​

Not yet — team conversations are currently web-only. You'll still get a push notification on your phone when a teammate messages you, but reading and replying happens in the web app.

Can I attach files to a team message?​

Not currently — team conversations are text-only. File attachments work in client conversations, where they file to the client's chart.