Managing Contacts in TherapyNotes

Practice Contacts are individuals or businesses relevant to your practice, such as referring physicians, healthcare providers, and agency contacts. Instead of repeatedly entering the same contact information, you can create a single contact record, link it to multiple patients, and add patient-specific notes. From a contact’s record, you can manage their details and view all associated patients in one place.

• Creating a New Practice Contact
• Converting Patient Contacts to Practice Contacts
• Managing Contacts
  • Editing Contacts
  • Disabling Contacts
  • Searching for Contacts
  • Exporting Contacts
  • Checking for Similar Contacts
  • Linking Patients to Contacts
  • Unlinking Patients from Contact

Creating a New Practice Contact

1. Navigate to the Contact page. 

2. Click New Contact 

3. Fill in the required fields: Last Name or Company Name (one of these is required).

4. Click Save New Contact. 

Once saved, the contact will appear in the Practice Contacts list, displaying the following details:

• Name 
• Company name
• Number of associated patients
• Phone number
• Email

Converting Patient Contacts to Practice Contacts

Converting a patient contact to a practice contact allows the contact to be linked to multiple patients while limiting edits from individual patient charts.

Once converted, only relationship-related details can be updated from the patient chart.

1. Navigate to the Patient whose contact you’d like to convert.
2. Click on the info tab.
3. Locate the contact and select the Edit icon.

4. In the lower right-hand section of the contact details, click Convert to Practice Contact.

5. A confirmation will be displayed. “Converting a contact will allow other users to see their contact information and link them to other patients. Are you sure you want to convert this contact to a practice contact?

Once converted, the contact can be managed from the Practice Contact page, where updates to contact details will apply across all linked patients.

Managing Contacts

Editing Contacts

1. Select the Contact you wish to update.
2. Click Edit. 

3. Update information in the available fields.

4. Click Save Changes to save your updates.

Disabling Contacts

1. Select the Contact.
2. Click Edit.
3. Click Disable Contact.

To display disabled contacts, click the Show Disabled Contacts button in the upper-right corner of your Practice Contacts list. Disabled contacts will appear in your list with an icon replacing their avatar.

Searching for Contacts 

Use the TherapyNotes search bar to find a contact by first name, last name, or company name. Search results include a direct link to the contact’s information page, making it easy to view or update their details.

To search for a contact:

• In the search bar, enter the contact’s first, last, or company name. In this example, we’ll type in “Clark County School District” to find a school counselor affiliated with that organization.
• Matching results will appear below the search bar.
• Click the contact’s name to open their information.

Exporting Contacts 

To export your Practice Contacts, navigate to the Contacts page under Practice Contacts and select Export Spreadsheet at the top of the screen. The file will download automatically to your computer.

Checking for Similar Contacts

Use the Check for Similar Contacts feature to search for existing patients and their contacts with matching or similar information. If a match is found, you can easily replace it with your practice contact. To search for similar contacts, open the details of the contact you’d like to review.

Click View Details.

Linking Patients to Contacts 

1. Select the Contact.
2. Under the Associated Patients section, select Link to Patient.

3. Begin typing in the dropdown menu. Only patients you have access to will appear in the list.

4. In the Comments for This Relationship field, you can add information about the relationship.

5. Click Save Link.

6. Once a contact, such as a School Counselor or Primary Care Physician, is linked to a patient, it appears in the patient's record. Emergency Contacts are listed first above other contacts.

Unlinking Patients from Contact

1. Select the contact.
2. Under the Associated Patients section, navigate to the patient you’d like to unlink.
3. Click Unlink on the right-hand side.

4. A confirmation message will be displayed: “Are you sure you want to remove the association between Contact Name and Patient Name?"

5. Confirm you’d like to unlink the Patient by clicking Unlink.