Client Preferences let you control scheduling restrictions for each self-referral client, including Tava-accepted coverage requirements, late-cancel / no-show fee enforcement, and Tava Scribe (for limited access clients). Updating these settings affects how you can schedule and bill sessions, including whether Flexible Billing options appear during documentation.

What are Client Preferences?

On each client profile, the Client Preferences card controls:

• Require Tava-accepted coverage
• Enforce late-cancel / no-show fees
• Tava Scribe (for Limited Access clients)

By default, all new clients are set to:

• Require Tava-accepted coverage (card on file or Tava-accepted insurance)
• Enforce late-cancel / no-show fees (requires fees card)

• Default provider settings for Tava Scribe, found here. 

  

How to Update Client Preferences

1. Open the client profile
   • Go to Clients and select the client you’d like to update.
2. Open the Client Preferences modal
   • On the right-hand side, find the Client Preferences card.
   • Click Edit to open the preferences modal.
3. Adjust scheduling restrictions
   • Require Tava-accepted coverage
     • On: Client must have Tava-accepted insurance or a payment method before you can schedule. Sessions can be either Billed on Tava or Billed Elsewhere.
     • Off: You can schedule without Tava-accepted coverage. During documentation, you can choose Bill on Tava (if compatible coverage is available) or Bill Elsewhere.
   • Enforce late-cancel / no-show policy & fees
     • On: A fees payment method is required before scheduling; Tava can pay late-cancel/no-show fees according to your policy.
     • Off: You can schedule without a fees payment method, but you will not be able to charge late-cancel or no-show fees through Tava.
4. Review Tava Scribe settings
   • For Limited Access clients, use the toggle under Tava Scribe to enable or disable AI-powered note-taking. Tava Scribe controls do not appear for Full Access clients. These clients can manage their own Tava Scribe settings.
5. Save your changes
   • Click Save to apply updates. Your changes will impact future scheduling and how billing options display when documenting a session.

How Client Preferences Affect Scheduling

• When requirements are enabled, you’ll see “Action required” alerts on the client profile when required items are missing, and scheduling will be disabled until the needed coverage or fees card is added.

• When both requirements are disabled, you can schedule without coverage or fees, but you won’t be able to collect late-cancel/no-show fees through Tava.

  

FAQs:

1. Can I choose to bill on Tava, even if the required coverage is disabled? Yes, but only if there is a Tava-accepted coverage method on file.
2. What happens if I turn on late cancel/no-show fee enforcement? Any previously impacted sessions will not have fees enforced. The client will be prompted to accept your new policy and add a coverage card before their next session.