Adding Clients in the EMR

Who this is for

• Providers, Assessors, and Org Admins using the EMR
• Organization-based staff who need to add new clients into the system

Overview:

Before a client can receive services or be scheduled for appointments, they need an active profile in the EMR. Creating a client profile is the first step in bringing a new client into your organization's care workflow — without it, services cannot begin.

The process walks you through five required stages: basic client information, address, Social Security Number, a disclaimer, and attestation. Completing all five stages is necessary to fully create the profile in the system.

Common Issues:

• You need to add your first client as a provider in the EMR.
• You are onboarding a new client and must create their profile before services can begin.
• You are unable to schedule appointments because the client is not yet fully created in the system.

Adding a new client

1. Log into the EMR.
2. On the left-hand side menu, click Add.
3. Select Client from the dropdown/options.
4. A dialog box will appear to begin client creation.

Complete Client Info

1. Set the Intended Role to Client.
2. Select the correct Organization and Program.
3. Fill in the client's identity, contact, and demographic details. Don't worry — any optional fields are clearly marked along the way.
4. Accept the Terms & Conditions.
5. Click Next.

Add Client Address

Fill in the client's address. Any optional fields (like Apartment/Unit) are clearly marked.

Click Next.

Enter Social Security Number

Enter the client's Social Security Number (SSN).

Click Next.

Complete Disclaimer

Select one of the following options:

• My client will complete their required documents later, or
• My client will sign their documents now on this device

If signing now, select Client signs documents on this device.

Click Next.

Complete Attestation

An attestation is a formal confirmation that the information you've entered is accurate and complete. Review the page and click Agree to complete this stage.

Click Next.

Submitting the Client profile

Before submitting, confirm that all five stages are complete:

• ✅ Client Info
• ✅ Client Address
• ✅ Social Security Number
• ✅ Disclaimer
• ✅ Attestation

Click Submit. The client profile is now active in the EMR and ready for services.

Troubleshooting 

Don't have the client's SSN on hand? No problem — you can still create the profile without it. Just add the SSN to the client's profile as soon as it's available. Keep in mind that services and appointments cannot be scheduled until it's entered.

The Disclaimer or Attestation step won't complete. Make sure you've selected one of the two required options on the Disclaimer page — either your client will complete their documents later, or they'll sign now on this device. If signing now, confirm that Client signs documents on this device is selected and that you've clicked Agree at the bottom of the Attestation page.

Getting a duplicate client warning? The client may already exist in the system under a different provider, program, or a slightly different name spelling. Before creating a new profile, search for the client using name variations, their preferred name, or date of birth. If you find an existing profile, open that instead of creating a new one. If you're still seeing the warning but can't locate them, ask your Org Admin to search from the admin dashboard — they may have broader visibility.

Created the client but can't schedule services yet? This is expected! A few follow-up steps are required before appointments can be created:

1. Go to the client's profile and open the Insurance tab.
2. Add the client's insurance and upload the front and back of their insurance card.
3. Ensure that Effective Start and End Dates are filled in accurately.
4. Notify your Org Admin that it's ready — they'll need to approve the insurance and validate the assessment before services can begin.