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Remove a client from your caseload

  • Updated

How to Archive a Client

Removing clients from your caseload helps with keeping your client list up-to-date and aids in effectively documenting a client's current status in their therapy journey. Please be sure to inform your client of their removal from your caseload, either via a closing therapy session or the Messaging portal. 

  • To archive a client, select “Remove client” from the right sidebar of the client profile.
  • Select a reason for removing a client.
  • If you have any undocumented session notes, you are required to complete session notes before removing the client.

Viewing Archived Clients

When you remove a client from your caseload, Tava creates an archived client. You keep appropriate read access to their historical record while new scheduling and new messaging are disabled. Archived clients remain on your Clients list with an Archived label, and you can filter them out of your active list.

 

Archived client
How a client appears to a provider after their therapeutic relationship ends. The record is read-only for that prior provider and labeled Archived in the Clients list.

Prior provider
A provider who previously had the client on their caseload but no longer does. Either the provider removed the client or the client removed the provider from their care team. The client appears as an archived client to this provider.

Current provider
A provider who currently has an active therapeutic relationship with the client on Tava. The client is active for this provider (not archived).

To review historical records, open the client profile and select the Session Activity tab. Both current and prior providers use Session Activity to open session details, review historical items and access direct links to past session notes.

This is different from the Sessions page: the Sessions page shows only completed sessions between you and that client, and archived client sessions do not appear here.

Archived Client Profiles

The client profile for a prior provider displays a read-only snapshot taken at the time of removal. Client details may change over time in the active record, but the prior provider’s archived record does not update after removal. Coverage and billing details for the client are hidden upon removal.

Assessments

  • Current Providers: assessments are shown from the client’s full time on Tava, including assessments taken with prior providers. 
  • Prior Providers: only assessments completed while under your care are visible. No new assessments may be sent.

Messaging

  • Current Provider: current providers are not able to see messages between the prior provider and client.
  • Prior Provider: messaging is disabled for both the prior provider and the archived client. Prior providers are still able to view the message history.

Scheduling with archived clients is disabled for prior providers. Future appointments are canceled at the time of removal, and archived clients do not appear in the scheduling drawer. Past appointments remain on the prior provider’s calendar.

Notes: Unsubmitted notes for completed sessions are required to be submitted prior to removal. 

Note Locking: The timeline at which session notes are locked does not change. Notes may be edited for up to 72 hours after an insurance–pay session, or before the payout deadline for non-insurance sessions (payout deadlines are the 1st and 15th of each month).

Payments are unaffected for completed sessions that are still being processed. Prior providers can continue to review payment history related to their sessions with the archived client. Current providers are not able to view billing or payment history from the previous provider.

EMR Exports

You can generate an EMR export from the client profile. 

  • Current Providers: the export includes the client’s full history on Tava. 
  • Prior Providers: the export includes only the period from when the client was added to your caseload through the date you removed them. 

Only documents uploaded as Official Documentation on the Session Activity page are included in EMR exports. Documents uploaded to the client profile are not included.