How to Add a Client

Self-referrals are clients that you bring to the Tava platform, whether through your personal website link or the "Add Client" button on the Client page. The client record is managed by you, rather than Tava, giving you complete control over all details of the client record.

Invite Clients to Your Practice

You can add both existing and new clients to your caseload directly from your Clients page. Once added, you have the option to invite them to create a Tava account (Full Access) or not (Limited Access), depending on your preferences.

Why Use This Method?

Adding a client directly from your Clients page, similar to them signing up via your practice website, ensures they are properly attributed as a client you brought to Tava. This means:

• You receive higher pay rates for their sessions than Tava Referred clients
• You have expanded access to manage their client records directly within Tava

Steps to Add a Client

1. Click the “Add Client” button in the top-right corner of the Clients tab.

2. Fill in the client’s basic information (name, email, DOB, address).

3. Choose the preferred client experience:
   • Full Access Client: The client receives an email invite to set up their Tava account. They will be required to accept your policies before their first session. Full Access Clients can log in, self-schedule their sessions, manage their coverage, and message you through the portal.
   • Limited Access Client: The client does not create a Tava account. They’ll receive basic email communications, including links to join video sessions, appointment reminders and billing updates, but won’t have access to a Tava account.

4. If you add a Limited Access Client, you will be asked to confirm that you’ve obtained proper consent to treat the client (including parental consent if the client is a minor) and reviewed all policies with them.

5. Click “Add Client” to complete the process.

What Happens Next?

• If you selected Full Access, the client will receive an email to complete their Tava account setup. You can review the Tava intake process for Full Access Clients, here.

If your client doesn't see the invitation to create their Tava account, instruct them to check their junk folder or reach out to client-support@tavahealth.com. This ensures they are properly attributed as a client you brought to Tava.

If you selected Limited Access, the client won’t receive an invite to complete intake on Tava. Limited access clients only receive appointment and billing-related email communications. Once you schedule a session, limited access clients will receive an appointment email with the link for their virtual session.

Scheduling the First Session

After adding a client, you can:

• Add insurance or credit card details to activate coverage. This is required to schedule the first appointment.
• Begin scheduling appointments, even before full access clients complete intake (as long as coverage is entered).
• Upload documents and edit client details from your dashboard.
• Providers can edit all details on the client record for limited access clients and full access clients that you’ve brought to Tava.

Note: Clients must have an active coverage method added before sessions can be scheduled. HSA cards should not be the only coverage method on file. The client’s credit or debit card is needed to cover any late cancellation or no-show fees.

What’s Next?

Click here to see what your client’s experience looks like, whether they’re Full Access or Limited Access.