Clients can add a preferred name and pronouns to their Tava profile during intake or after account creation. When a client sets a preferred name, it will be used throughout their Tava experience and shared with you — while their legal name stays on file for billing and insurance purposes.
Where you'll see preferred names and pronouns
Once a client sets a preferred name, it will appear in place of their legal first name throughout the Tava portal, including in:
- Client lists and search results
- Appointment details and scheduling views
- Messages
- Client profile
If a client has not set a preferred name, their legal first name will continue to appear — nothing changes for those clients.
Client pronouns, if set, are visible on their profile.
| Important: A client's legal name remains on file for billing, insurance claims, and official documentation. Legal name must match the name on the client's insurance card and government ID. The preferred name is used within the care experience only. |
How to update a client's preferred name or pronouns
You can add or edit a preferred name and pronouns on the client's profile page for self-referral clients only. For Tava Referrals, only the client or a Tava admin can edit the client's preferred name and pronouns.
- Navigate to the client profile
- Next to "Client Details," click "Edit"
- Edit the preferred name box. Do not edit legal first or last name, unless it's incorrect.
- Scroll to the "Preferred Pronouns" section. Click "Edit" and select from the dropdown, or enter a custom value.
FAQs
Will I always see a client's preferred name? Yes, as long as the client has set one. If a client has not added a preferred name, their legal first name will appear as usual.
What pronoun options can we choose from? Clients can select from: She/Her, He/Him, They/Them, She/Them, He/Them, Prefer Not to Answer — or enter a custom value.
Will preferred name appear in appointment reminder emails or messages sent to clients? Yes. Appointment reminders and other communications to clients will use their preferred name when one is set.
Is this information private? Client preferred names and pronouns are visible to their provider and Tava support staff. They are not shared with third parties or insurance providers.
Will Tava Scribe use the preferred name and pronouns selected? Tava Scribe by default does not use any names or pronouns in its transcripts. It will use "the client."