Use this article to create tags, add them to clients and sessions, filter your client list and reports by tag, and delete tags you no longer need. This article is for organization admins, practice managers, providers, and billers.
What you can use client tags for
Client tags let you group clients by whatever matters to your practice, like a contract, program, location, or referral source. Every practice groups clients differently, so you create the tags that fit how you work. Here are some common ways to use tags:
EAP (Employee Assistance Program) or employer contract: Tag clients by the EAP or employer that refers them, like "Acme EAP". Filter your client list to see everyone under that contract, or report on how many sessions you held for them each month.
Grant or funding source: Tag clients covered by a grant, like "County mental health grant", so you can pull session and revenue numbers for grant reporting.
Location: Tag clients by state or office, like "Texas" or "Downtown office", to see where clients are (for example, to check licensing) and compare activity between locations.
Program: Tag clients by the kind of care they're in, like "IOP" (intensive outpatient program) or "School-based", to track each program separately.
Care details: Tag clients who need extra attention or a different setup, like "High risk", "Sliding scale", or "Interpreter needed", so the whole team can spot them in the client list.
Any other group: If there's a group of clients you want to find quickly or report on, give it a tag.
Who can create, add, and delete tags
What you can do with client tags in Upheal depends on your role in the practice. The list below shows the tag permissions for each role:
Admins and practice managers can create and delete tags, and add or remove tags on any client.
Providers can create and delete tags, but can add or remove tags only on clients they work with.
Billers can see tags and filter by them, but can't create, add, remove, or delete tags.
Note: Deleting a tag removes it from every client and session in your practice, so any provider who deletes a tag affects the whole practice. See Deleting a tag from your practice below.
Adding tags to a client
To add tags to a client, edit the client's details. Tags are shared across your whole practice, so everyone picks from the same list. A client can have as many tags as you need. If a client has more than one profile (for example, individual and couples), each client profile has its own tags.
Open the client and click Edit client.
Click the Tags field and start typing, and matching tags will appear.
To add an existing tag, click it. To create a new tag, type its name and press Enter.
To save your changes, click Update in the bottom right.
The client's tags now show on the client's profile, in the Tags column of your client list, and on the client card in session details. New sessions with this client will include these tags. Existing sessions won't get the new tag automatically; see Editing a session's tags to add it.
Removing a tag from a client
To remove a tag from one client without deleting it from your practice, edit the client's details.
Open the client and click Edit.
In the Tags field, click the x on the tag you want to remove from the client.
Click Update.
The tag is removed from this client only. Other clients keep the tag, and this client's past sessions keep the tags they already had.
How tags work with sessions
Each session in Upheal keeps its own copy of the client's tags. This keeps your reports accurate when a client's tags change, for example when a client moves from one EAP to another or their grant ends. Here's how session tags work:
When a session is created, the session copies the tags the client has at that moment.
Changing a client's tags later only affects new sessions. Past sessions keep their tags.
Sessions created before you added a tag to the client don't get that tag. To tag past sessions, edit the sessions or ask the Assistant to do it for you.
Invoices, claims, and payments follow the tags of the session they belong to.
Editing a session's tags
To fix a session that's missing a tag or has the wrong one (for example, a session from before you tagged the client), edit the session's tags. Editing a session's tags doesn't change the client's tags.
Go to Sessions in the left menu.
Click Edit on the row with the session.
In the Session tags field, add or remove tags.
Click Update session.
The session's tags appear in the session details and are used in your reports from now on.
Tip: To update the tags on many sessions at once, ask the Assistant: for example, "Add the Acme EAP tag to all of this client's past sessions."
Filtering your client list by tag
To see only the clients in a group, like everyone under an EAP contract, filter your client list by one or more tags.
Go to your client list.
Click Filter, then click Tag.
Select one or more tags, and the client list will update.
Your client list now shows clients who have at least one of the selected tags. For example, selecting "Acme EAP" and "Texas" shows clients with either tag, not only clients with both tags.
Filtering reports by tag
To narrow a report chart to a group of clients, filter the report by tag.
On the report you want to filter, click the filter icon in the top right.
Click Filter.
Select Tag.
Select one or more tags, and the chart will update.
If a report is missing sessions you expected, check that those sessions have the tag; see Editing a session's tags.
Asking the Assistant about tagged clients and sessions
The Assistant can answer questions about a tagged group of clients, build reports, and manage tags for you. Here are some things you can ask the Assistant to do with tags:
Answer a question about a group: "How many sessions with the Acme EAP tag did we have last month?"
Compare groups over time: "Create a report of sessions per month for the last 6 months, grouped by tag. Include only the Acme EAP, County grant, and Texas tags."
Manage tags: Ask the Assistant to create tags, or to add or remove tags on clients and sessions.
Deleting a tag from your practice
Deleting a tag removes the tag from your whole practice. It removes the tag from every client profile and every session that has it. The deleted tag also stops showing up in reports. To take a tag off just one client, remove the tag from that client instead (see Removing a tag from a client). Organization admins, practice managers, and providers can delete tags.
⚠️ You can't undo deleting a tag. Once a tag is deleted, it's removed from all clients and sessions and can't be restored.
To delete a tag from your practice:
Open any client and click Edit client.
Click the Tags field to open the list of tags.
Click the trash can icon next to the tag, and a confirmation will open showing how many client profiles and sessions use the tag.
To delete the tag everywhere, click Delete tag.
The tag is now gone from all clients and sessions and can no longer be selected. If you need the tag again, create it again; you'll need to re-add it to clients and sessions.