Quick Tip
At its core, a Case File stores, organizes, and manages client information. Each case file is assigned a case type, which defines a unique workflow associated with that type. However, workflows serve as guiding principles and can be adjusted or redirected as needed.
A client can have one or multiple case files, eliminating the need to create duplicate client records. Instead, you can manage an unlimited number of cases for the same client, allowing for better organizational structure and financial management. While each case file maintains its own invoices and payments, the client record aggregates all financial data, providing a comprehensive view of total revenue generated from that client.
Case files also gather essential information, including file attachments, billing details, treatment plans, bookings, chart notes, and correspondence, ensuring all key data is centrally managed.
Create a Case File
- Go to Case Files.
- Click Create case file.
- Select an Intake date and a Case type.
- Choose whether the case file is for an individual or an organization, then enter the required case file details.
Tip: If the case file is for an existing client, check the Select existing client box, then find and select the client. The system will automatically populate the form with the client’s information, allowing you to make changes if needed before saving. - Click Save.
Edit a Case File
- Go to Case Files.
- Select a case file.
- At the top-right, click Options > Edit case file.
- In the Edit case file prompt, make the necessary changes, then click Save.
Edit a Client
- Go to Case Files.
- Select a case file.
- Hover over the client information card and click Preview.
- At the top-right, click Edit client.
- Make the necessary changes, then click Save.
- Click Close to return to the case file preview.
Delete a Case File
To delete a case file, it must first be closed. Deleted case files are initially moved to the Trash can before being permanently removed.
- Go to Case Files.
- Select a case file.
- At the top-right, click Options > Delete case file.
- Confirm by clicking Delete.
