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Client Records Overview

Complete client documentation and management system

Serene's client records system provides a comprehensive view of each client's therapeutic journey. Each client record is organized into multiple sections that you can easily navigate, helping you manage everything from session notes to treatment plans in one place.

Accessing Client Records​

From Your Dashboard​

You can open client records from two places:

Clients Section:

  1. Go to your Dashboard
  2. Click "Clients"
  3. Select any client
  4. Their full record opens

Notes Section:

  1. Go to your Dashboard
  2. Click "Notes"
  3. Click on any note
  4. The note opens with a link to the client's full record

When you open a client record, you'll see:

Left Sidebar - Jump quickly to any section:

  • Details
  • Records
  • Emotional Analysis
  • Topics
  • Treatment Plan
  • Mental State Examination
  • Client Portal
  • Bookings
  • Shared With

Right Sidebar - AI assistant trained on this client's information to answer questions and provide insights

Top Navigation - Breadcrumb trail showing where you are (Dashboard → Clients → Client Name)

What's in a Client Record​

Details​

View and edit basic client information including name, contact details, age, gender, and marital status. Add general notes about scheduling preferences or administrative details.

Learn more about Details →

Records​

All your session notes in one place. Search through notes, filter by status (pending/approved/important), and create new session documentation.

Emotional Analysis​

See how your client's emotions have changed over time. Based on your last 5 sessions, view positive vs. negative emotions and specific feelings like anxiety, happiness, or sadness.

Topics​

Discover what themes keep coming up in therapy. The AI identifies recurring topics across all sessions and shows you which sessions discussed each theme.

Learn more about Topics →

Treatment Plan​

Create and track therapeutic goals. For each goal, document what you're working toward, how you'll get there, and when you hope to achieve it.

Learn more about Treatment Plan →

Mental State Examination​

Record structured mental status assessments. Track appearance, mood, thought patterns, cognition, and risk over time with comparison tools to spot changes.

Learn more about MSE →

Client Portal​

Manage your client's secure portal where they complete intake forms and access documents. See when they've been active and add new materials for them.

Learn more about Client Portal →

Bookings​

View complete session scheduling history including past appointments and upcoming sessions, along with payment status.

Shared With​

Control which teams can access this client's records. Share with colleagues or supervisors, and remove access when needed.

Learn more about Shared With →

Who Can Do What​

If You Created the Client Record​

You have full control:

  • Edit all information
  • Share with teams
  • Delete the record
  • Manage everything

If Someone Shared It With You​

You can:

  • View all information
  • Cannot make changes
  • Cannot delete anything
  • See a banner reminding you it's view-only

If You're a Team Admin​

You have the same control as the person who created the record.

How Records Stay Current​

Client records update automatically whenever:

  • You add or approve new notes
  • Someone completes an MSE assessment
  • Treatment goals are updated
  • Clients add items to their portal
  • Team access changes

You'll always see the most current information without refreshing.

If You Hit Your Plan Limit​

When you've reached your monthly client limit:

  • A red banner appears at the top
  • You can still view everything
  • You can't create new content
  • You'll see an upgrade option

Using the AI Assistant​

The AI assistant (right sidebar) knows everything about this client:

  • All session notes
  • Assessment results
  • Treatment goals
  • Progress over time

Ask questions like:

  • "Give me a summary of this client"
  • "How has my client been feeling lately?"
  • "What topics have we discussed the most?"

The AI provides instant insights without you having to review every note.

Tips for Staying Organized​

Keep Information Current​

Update contact details right away when clients tell you they've changed. Mark important sessions with the star icon so you can find them quickly before appointments.

Document Regularly​

Approve notes within 24 hours while sessions are fresh in your mind. Update treatment goals when progress changes or new needs emerge.

Work Efficiently with Teams​

Only share records with team members who truly need access. Review who has access periodically to maintain privacy.

Common Workflows​

Starting with a New Client​

  1. Add basic information (name, email, phone)
  2. Fill in demographics
  3. Create initial treatment goals
  4. After first session, add session note
  5. Complete first MSE if appropriate
  6. Set up their client portal

After Each Session​

  1. Open client record
  2. Add new session note in Records
  3. Check if emotional analysis updated
  4. Review topics to see patterns
  5. Update treatment goals if needed
  6. Add documents to portal if helpful

Sharing with Your Team​

  1. Scroll to Shared With section
  2. Select team to share with
  3. Team members can now view
  4. Remove access anytime with Unshare button

Getting Started​

Ready to explore? Click on any section below to learn more:

Pro Tip

Use the left sidebar to jump between sections quickly. You can add a note, update goals, and share portal documents without leaving the client record page.

Last updated on by Anurag Mandal