There are two ways to create a new client:
Adding the new client directly under the Clients/Patients menu item
Through the appointment schedule when creating an appointment for a new client
Adding a new profile directly allows for more information to be entered immediately whereas creating a new client profile from the schedule may be quicker when collecting basic information for a new appointment, but you may need to go back and complete their full profile later.
Take a Look
Client Profile
Client Information
First/Middle/Last Name: The name of the primary client
DOB: The date of birth of the client if required for any regulatory compliance records
Gender: The gender of the client (M/F/U) if require for any regulatory compliance records
Driver's License State: The driver's license issuing state if required for any regulatory compliance records
Driver's License Number: The driver's license number if required for any regulatory compliance records
Driver's License Expiration Date: The driver's license expiration date if required for any regulatory records
Communication Preferences
Email: The best email to contact the primary client
Phone: The best phone number to contact the primary client
Phone Type: Denotes which kind of phone number this is (i.e. 'Cell' or 'Work.')
Add Another Phone: An alternate phone number to try in case the client can't be reached on the first number
Address information: The client's physical address
Email Notifications (Note: These default to 'on')
Appointment Notifications: Enables the client to receive automatic appointment notifications via email
Mass Communication: Enables the client to receive mass emails when sent from your clinic's message center
Reminders: Enables the client to receive automatic appointment reminders via email
SMS Notifications (Note: These default to 'on')
Appointment Notifications: Enables the client to receive automatic appointment notifications via text message
Mass Communication: Enables the client to receive a mass text when sent from your clinic's message center
Direct Messaging: Enables the client to receive individual, two-way text messages sent from your clinic's message center
Reminder Notification Preferences
Email Reminders: Enables the client to receive automatic patient service reminders via email
Postcard Reminders: Enables the client to receive patient service reminders via postcard
Client Settings
Alert: A notification about the client that surfaces on the front end. Useful for warnings or other information ('Pronounced 'Keer-stin')
Referral Source: How the client heard about your practice (these are created in the 'Clinic Settings' of Admin) - one or multiple referral sources can be added
Client Discount: Any discounts that apply to this client (these are created in the 'Clinic Settings' of Admin)
Tax Exempt: When indicated, no automatic tax calculations are applied during invoicing
Additional Text: Any other relevant information about the client (like why you don't accept checks from them)
Once you've added all the information select Save.
Or, if you want to add a co-owner or authorized agent, you can add those before saving.
Co-Owner
If a client shares a profile with additional people who are also involved in mutual patient care, you can include co-owners by selecting the +Add Co-Owner.
When you add a co-owner, you'll need to provide a required name and optional contact information.
Once you've added all the information select Save at the bottom of the client profile page.
Note: notifications and communication sent from Shepherd will be sent to the primary owner.
Authorized Agent(s)
Authorized agents are parties that don't own the patient, but are trusted with specific duties and tasks in caring for the patient, such as a boarding facility or pet sitter while the owner is out of town. The client should give approval to add an agent to their account.
You can add an Agent by selecting +Add Authorized Agent at the bottom of the client creation screen (or the edit client information screen if the client's already been created).
When you add a new authorized agent, you'll need to define the Authorized Agent's First and Last Name, plus Phone contact information. An Approval Note is also required. The Authorized Agent's Role is optional to include.
Role: Who is the agent? (i.e. Susan's sister)
Approval Note: Specifies what the authorized agent is permitted to do by the client, what date ranges they can bring the patient in for care, if the primary or co-owner approved adding the agent, etc.
Once you've added all the information select Save at the bottom of the client's profile page.
Create a Client from the Schedule
If you are creating a new client (or patient) from the appointment schedule, you will select the +New Client (or +New patient) from the appointment schedule box and complete the required information.
