Create a new client record. Every client is added to a program at creation, which starts their first episode and lets automated survey series apply to them.
Add a client, step by step
- Open the Clients tab.
- Click the + button in the toolbar. The Add Client modal opens.
- Fill in the client fields. Required fields are marked, and Save stays disabled until all of them are valid:
- First Name and Last Name — required.
- Date of Birth — required.
- Birth Sex — required (Male, Female, or Unknown).
- Email and Phone — optional. Email format is validated as you type.
- Optional demographic fields — Middle Name, Preferred Name, Gender Identity, Pronouns, Race, and Ethnicity — can be filled in now or later from the Detail tab.
- Choose the facility and program:
- Facility — required. For single-facility accounts it's selected automatically. The Program list fills in based on the facility you pick.
- Program — required. Pick from the programs offered at the chosen facility (only programs you have access to appear). If there's only one, it's selected automatically.
- Admit Date — required. Defaults to today.
- Administer Surveys by — required. The default delivery method for this client's surveys (for example Link, Kiosk, Email, or Interview). If you choose Email, a valid email address must be entered before you can save.
- Click Save. The client is created and you land on their Summary tab.
Why is a program required? OutcomeTools is program-centric — survey automation and reports all use program as a grouping. Assigning a program at creation starts the client's first episode.
What happens after you create the client
- Any automated survey series configured for that program apply to the new client on the schedule your admin has set.
- Add related contacts (parent, spouse, caregiver) from the Detail tab.
- Add or change program enrollment, manage episodes, and set the care team from the Clinical tab.
- Apply tags from the client's Detail tab, on the Settings card.
Troubleshoot adding a client
- Can't find the program? It may be archived, offered at a different facility, or one you're not assigned to. Ask an administrator.
- Email shows as invalid? Check for typos and trailing spaces — the system validates format, not deliverability. You can save without an email; the delivery method falls back to Link.
- The + button is missing? You need level 4 access or higher to add clients. Ask an administrator.
Connected to a System of Record EHR? If your account is linked to an EHR (System of Record), clients cannot be added from OutcomeTools — they are created in the EHR and synced over. The Add Client button will not be available, regardless of access level.