Practice Management Blog

Information You Need for Your Client Profiles

If you’re running a practice but don’t keep tabs on your clients’ profile information, you’ll have endless frustrations and the possibility of unhappy staff and clients (and you’ll miss out on business-building opportunities). Not only do complete client profiles help you streamline processes, they’re part of a strong foundation on which to grow a practice.

In the past, you’d be stuck trying to keep physical client files up-to-date, an all but impossible task. But, now, with cloud-based software like Power Diary, digital technology advances offer a smart, secure and practical approach to storing all your information in one place, reducing admin for you and your team.

Some Practical Reasons to Prioritise Your Client Profiles

While maintaining client profiles may seem obvious, many of us neglect the administration side of our practices, leaving files a mess and often outdated. But, there are some practical reasons to keep up-to-date:

  • You can contact clients in case of an emergency, or check-in if you haven’t heard from them in a while.
  • You may need to send off appointment reminders.
  • It’s important to have correct billing information so you know who to follow up with (and how).
  • You’ll want to maintain excellent referee and referral relationships and to do that, you need to know what’s going on with each client.
  • Lastly, you’ll need client details to market your practice, such as sending out a monthly email newsletter.

Power Diary Client Profiles

Power Diary client profiles are designed for you to capture a detailed record of each person served by your practice. Your interface is clearly laid out with your client’s name in the top left-hand corner, and tabs representing each section of their profile. Tabs can be easily edited to update client information, so you’re not limited to specific parameters.

Your profiles can include:

  • Personal details
  • Classifications
  • Appointment details
  • Billing information
  • Records
  • Communication
  • Client-based admin

Plus, you can configure the profile and create sections that meet the essential needs of your practice.

Let’s take a look.

What Information Do You Need?

In a nutshell, the aim is to access a client’s folder and find everything possible to aid communication, billing, and administration. New clients can be asked to fill out an online form which is then captured in your clinic management system.

A Signed Consent Form

To cover your legal bases, you must ask clients to consent to the use of your services, whether in-house or via Telehealth. Fortunately, Power Diary has a built-in form designer so you can create a paperless consent form and send it to clients with the click of a button. (And they don’t need to worry about printing it or finding a working pen!)

Insurance Details & Billing Details

Of course, it’s essential to capture up-to-date insurance and billing details for all clients.

Using Power Diary’s practice management software, you can create a custom section in each client profile. It can be built to store their insurer’s contact information, the plan and provider they’re serviced by, and any further membership details. You can even add more than one insurer under each profile.

Power Diary does not keep any client’s card information on our system. These details are stored through Stripe, certified as a PCI Service Provider – Level 1, the highest level of security certification.

Client Relationships

Linking profiles of family members is essential to avoid confusion with insurance, billing, and general management. To make things simple, you can link couples by adding them as contacts on each other’s profiles. Adding contacts is a straightforward process and will save you from headaches in the long run.

Contact Information

Your practice management system makes it a breeze to capture vital contact details, helping you communicate swiftly and efficiently with all clients, putting your practice a cut above the rest.

  • Appointment remindersautomatic SMS and email messages sent to clients, giving them practical notices leading up to their appointment.
  • Invoicing – paperless and conveniently sent to clients at the click of a button. The system will also keep a detailed record of invoices sent.
  • Emergencies – in case you need to get hold of a client or their next-of-kin urgently.

The “Locations” tab can be added to client reminders, perfect for Telehealth and Home Visit information. The software has location-related merge fields in “communication.” You can also set and add multiple locations.

What’s more, the appointment locations are automatically shown in your invoicing. If insurance pays differently for such appointments, then separate services with applicable Item Codes can be used. The practical details of all these tools are well documented on our site, with an explainer video on adding and editing services.

Referrers/Referral Information

Maintaining a detailed record of referrers and referral information will help you keep track of trends, pull reports, and build relationships with regular services providers.

Client Sources

While your client may be a referral, it’s not always the case. Sometimes it may be useful to record the source where clients heard about your practice to aid your marketing plan. Once again, it’s simply the case of adding a custom field.

Client Classifications

You may want to classify your client profiles into different categories, perhaps by diagnosis or treatment plan, making some tasks much easier.

Setting up client types is a breeze on your clinic management software. You can configure this in your settings under the custom list section.


Power Diary’s paperless software even has file tags. These will help you organise your client file uploads, making them easy to browse and access.

In Conclusion

Maintaining complete, up-to-date client profiles using a practice management system gives you and your staff access to essential details with ease. Gone are the days of dusty folders or computer files in disarray. Instead, placing client management information online makes your processes immeasurably cleaner and simpler.

Lastly, once in a while, check in with your clients when they call or visit your practice and ask if any personal details have changed. It’s important to keep this information up-to-date to avoid challenges further down the line.

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