How To: Deactivate or Delete Clients


By default, your Patients List displays only your active clients. Making a client inactive in TherapyNotes removes them from your list of active clients, allowing you to easily view and access the records of the clients you are currently working with.

Inactive clients are not deleted from your account. Your practice will still have access to the client's records, including their past appointments and notes, contact and billing information, and previously uploaded files. By keeping these records available, you may easily recall a client's chart when needed - perhaps a client returns to treatment after a break, or you need to provide information related to a claim dispute or court case. This further allows you to maintain records in compliance with documentation standards without having cabinets overflowing with old charts or a cluttered list of clients in your TherapyNotes account.

Once a client has been made inactive, reactivating the client is as easy as scheduling their next appointment.

Making a Client Inactive

Clients are automatically made inactive once four months have passed since their last appointment, but they may also be made inactive by completing a Termination Note.

Quick Tip: TherapyNotes can automatically remind you to follow up with or terminate a client who hasn't been seen over a designated period of time. Click the User Icon > Settings > To-Do List to set when you should receive this reminder.

To deactivate, terminate, or discharge a client:

Note: Only Clinical Administrators, Clinicians and Interns assigned to the client, or Supervisors for the assigned Clinicians can complete these steps.

Once you sign and save a Termination Note for a client, the client will be moved to your list of inactive clients. To view your inactive clients, click Patients, select Inactive from the Filter dropdown, and click the Search button.

Deleting a Client

TherapyNotes allows you to store as many clients in your account as you need for no additional charge, so deleting clients often isn't necessary. Rather, the most common reason for deleting a client chart is if the chart is a duplicate and was created accidentally.

If you have determined that a client's chart is no longer needed, be aware that deleting a client completely and permanently removes the client from the system.

Before deleting a client:

Note: Because client records must be retained, TherapyNotes cannot delete clients with signed notes or uploaded files in their record.

  • Click Patients > Patient Name > Documents tab
  • Verify that the client has no notes or files in their record
  • If there are any documents in the client's chart, download the documents to a secure location on your computer. Click the Download downloadicon.png icon for the note or file you want to download, or click the Download Multiple link below the list of files
  • After all documents have been download, delete the documents from the client's record
    • To delete an uploaded file, click the Edit editicon.png icon for the file you want to delete. Click the Delete Document button
    • To delete an existing note, click the Edit editicon.png icon for the note you want to delete. Click the Delete Note link in the bottom right corner of the note. For additional instruction, read How To: View, Edit, and Delete Existing Notes

If you are removing a duplicate chart, you can upload these files directly from your computer to the correct chart. For more information, read How To: Upload Client Documents.

To permanently remove a client from TherapyNotes:

Note: Only Clinical Administrators, Clinicians and Interns assigned to the client, Supervisors for the assigned Clinicians, or Schedulers can complete these steps.

  • Click Patients > Patient Name > Patient Info tab 
  • Click anywhere on the Patient Information box to edit
  • Click the Delete Patient link in the bottom right corner of the page


  • A warning dialog will appear to alert you that all of the client's records will be permanently removed from TherapyNotes. Click the Delete Patient button
Have more questions? Submit a request


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    Cathleen Hanville

    IT would be helpful to be able to delete notes after your required period of maintaining them has been completed. Even more helpful to have that set up to happen automatically.

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    You are able to delete notes by going to the patient's "Notes" tab and clicking on a note. You will then see on the bottom of the note a delete option. As far as deleting the notes after the 7-10 years, this is something we can forward as a suggestion.

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    Cathleen Hanville

    that is good to know. I thought signed notes could not be deleted. I think deleting automatically after 7-10 years is a very good suggested feature. thanks

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    Rebecca Foxx-Silverman

    It would be helpful to be able to deactivate a client manually, for instance when a new patient cancels or no shows for a first appointment. I write no show/cancellation notes and want the record of the client's missed appointments so that I can refer to it if they ever seek treatment in the future. However, I don't want them listed as an active patient and I don't have the proper information to be able to complete a termination note. So being able to manually change their status would be nice.

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    Thank you for your feature request. We will forward your request to management for review. Thank you!

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    Michelle Chiaramonte

    I too would like to be able to de-activate and re-activate clients manually. How long is the time period currently before the system automatically de-activates clients?

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    After four months of inactivity(no appointments made) the patient automatically goes to inactive. You can manually make a client inactive by creating a termination note under their notes tab within their chart. To make a client active again, simply make an appointment for them. Please let me know if you have any questions. Thank you.

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    Amanda Fritz

    Any updates on the possibility to deactivate/"close" clients without doing a termination note? If I have had contact with someone, I really don't want to just delete them if they no-show for an intake for liability reasons. I also sometimes have to do screenings to determine the appropriateness of services and these clients are not always opened, but I definitely need a record of these. Without completing the intake, I don't typically have a diagnosis for these individuals. I don't want them to stay in my active client list for 4 months, as it is a liability to have their cases open without providing them services. Is there some sort of work around? Thanks!

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    Currently the only two ways to deactivate a patient are to either cancel all future appointments and write a termination note, or to wait for them to automatically go inactive after 4 months of inactivity. If you do not want to place a diagnosis in the termination note, you can write "N/A".

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    Amanda Fritz

    I just tried to complete a termination note with N/A in the diagnosis box and am unable to sign it. I get the error:
    This Form is Incomplete

    Because you chose to sign this note, you must complete the form by correcting these items before it can be saved:
    Please enter at least one diagnosis code. This will be the primary diagnosis this treatment will be billed under.

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    The only way to get that error is if the ICD-10 portion of the diagnosis section is blank. Be sure to write N/A in both the ICD-10 box, and the diagnosis description box.

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    Nicolette Warner

    Any updates on being able to manually be able to deactivate clients? We also have clients that no show for initial intakes and we would like to be able to deactivate them after our practice policy time frame of attempting to make contact to reschedule.

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    We do not currently have a way of manually making a patient inactive. To do this, a termination note would need to be completed. Otherwise, if no appointments are scheduled for the patient, they will automatically move to the inactive patients list after 3 months. Please contact our support team if you have further questions, at 215-658-4550. Thank you.