How to create a client case file in CompanyOn

Overview

The Client Profile is the central location where clinics and practitioners manage:
• Client demographics
• Appointments
• Documentation
• Billing
• Communications
• Consent forms
• Timeline activity

Creating a complete client profile helps ensure smooth scheduling, billing, and documentation workflows.

How to Create a Client Profile Through the Clients Module

1. Open the Clients module

2. Click Create Client

3. Enter the client demographic information

4. Complete the required fields

5. Save the client profile

How to Create a Client Profile While Booking an Appointment

A client profile can also be created directly while booking an appointment or visit.

Steps to Create a Client During Appointment Booking

1. Open the Calendar module

2. Create a new appointment

3. Navigate to the Client field in the appointment window

4. Search for the client name

5. If the client does not exist, click Create Record

6. Enter the client demographic information

7. Add a contact and or third party for invoicing purposes

8. Save the client profile

9. Continue booking the appointment

What Happens Next

Once the client profile is created:
• The client becomes available for scheduling
• Appointments can be booked
• Documentation can be completed
• Billing workflows become available
• Consent forms and online forms can be sent
• Timeline activity begins automatically

Additional Features Available After Creating a Client

After creating a client profile, clinics can:
• Book appointments
• Add chart entries
• Upload documents
• Send online forms and consent forms
• Add tags
• Add billing contacts or third-party invoicing
• Track communications and reminders
• Add credit notes or prepaid balances

How to Add Additional Fields During Intake

Clinics can customize the demographic form by adding additional fields.

To configure additional fields:

1. Open the Clients module

2. Click the Settings Icon

3. Select Additional Fields

4. Create the custom fields needed for intake or workflow purposes

These fields then become part of the demographic form.

How to Edit a Client Profile

1. Open the client profile

2. Click the Pencil Icon

3. Update the required information

4. Save the changes