Self-Referral Clients 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.

When adding clients to your practice through Tava, you can choose between two experience types: Full Access and Limited Access. This article breaks down the key differences to help you decide what’s best for each client.

Overview

Walkthrough Video

Full Access Clients

Best For: When you want to streamline communication, reduce admin work, and offer a full-service, compliant experience for your client.

How It Works:

• Click the “Add Client” button on the “Client” page, and select Full Access Client.
• The client receives an email to create their Tava account and complete onboarding.
• Update "Client Preferences" for your billing requirements & fee enforcement preferences.
• They can log in at any time to manage appointments, view documents, review their billing history, update their coverage, message you, and access educational content.
• Providers can edit all details on the client record.

Limited Access Clients

Best For: Longstanding clients who don’t need to repeat intake or use a client portal. Ideal when you want to maintain your current communication by emailing your client directly.

How It Works:

• Click the “Add Client” button on the “Client” page, and select Limited Access Client.
• You are responsible for confirming client consent and managing documents manually.
• Update "Client Preferences" for your billing requirements & fee enforcement preferences.
• The client will not be notified when you create their account.
• After scheduling a session, clients receive generic email reminders with links to join their sessions.
• Providers can edit all details on the client record.

Switching Access Types

You can switch a client's access type in either direction as long as the client has not completed intake, there are no upcoming appointments or open/outstanding insurance claims, and the client is not a Tava Referral. Learn more here. If you need help making the change, please submit a support request by emailing therapist-support@tavahealth.com.

If you’re unsure which option to use, consider whether your client needs access to self-service features or prefers a lightweight, provider-led experience. You can manage both client types seamlessly from your Clients tab.

FAQ:

• I have a limited access client who canceled last minute. Will I be paid my late cancellation fee?
  When you add a limited access client, you attest that your client has consented to your late cancellation and no-show policy. If you have fee enforcement enabled on the client profile, we will automatically charge the charge on file, and you will be paid your policy fee.
• If I add a limited access client, will I still be protected by Tava's payout guarantee for sessions billed on Tava?
  Yes! Whether limited access or full access, all sessions billed through Tava are protected by our no claw-backs guarantee, with bi-weekly payouts for all documented sessions. Sessions billed elsewhere are not protected by Tava's no claw-backs guarantee, and are not included in your bi-weekly payouts.
• If a client signs up through my website link, will they be a limited access or full access client?
  They will be a full access client.
• Can I add full access or limited access clients who have an insurance Tava doesn’t support?
  Yes! You can choose to bill them through Tava as cash-pay, or bill elsewhere using your own workflows with Flexible Billing. Simply disable "Require Tava-accepted coverage" under client preferences.
• If a limited access client tries to sign up for a Tava account, what happens?
  Tava will recognize their email address and let them know to contact support.
• Can I choose not to send the video session links to limited access clients?
  Not right now. All virtual sessions will automatically send a session link after scheduling.
• What emails do limited access clients receive?
  Limited access clients receive the following emails from "yourprovider@tavahealth.com:" appointment confirmation, appointment cancelation, appointment rescheduled, payment expiring, payment failed, payment processed.
• What if I add a limited access minor client. Will the parent be notified?
  No. It is the provider’s responsibility to obtain parental consent. For full access clients, parents will receive an email.

• How do limited access clients accept Tava policies?
  When adding a new limited access client, you must confirm that the client has consented to your policies, consented to care, and agreed to receive transactional emails from Tava on your behalf.

  

• How do limited access clients access their billing history?
  Limited access clients will receive a receipt to their email for sessions billed on Tava.
• Are session links automatically generated for limited access clients?
  Yes, but only for virtual sessions. If you select an in-person location for the session, the virtual link will not be generated.
• How soon before the sessions do the video links get created?
  They are generated when you schedule the session.
• How long are the session links “open” for limited access clients?
  Limited access clients are able to access the virtual session room from one hour before the start time to one hour after the session end time.

• Can I copy and send the session link myself?
  Yes you can. If you click on the session on your calendar, you will be able to copy the session link.

  

• Can limited access clients opt-out of Tava Scribe during a session?
  If you use Tava Scribe, limited access clients will be notified while joining their first session. If your client would prefer you not to use Scribe for their sessions, you can turn this off on their profile.