How To: Set Up and Customize TherapyPortal

Every TherapyNotes account includes a free client portal that you can customize to suit the needs of your practice. Your custom client portal is located at TherapyPortal.com, a TherapyNotes owned, operated, and secured website. Your client portal allows clients to view when clinicians are available for appointments; request to schedule, reschedule, and cancel appointments; view their upcoming appointments; and review or electronically sign documents. All functionality on the client portal is optional, allowing you to choose how your clients and visitors to your portal can interact with your practice online. TherapyPortal allows you to be responsive and flexible with scheduling requests and minimizes the amount of time and effort you need to spend on administrative tasks.

Once enabled, you can customize which staff members participate in this feature, what services are available to visitors to your client portal, and whether new or existing clients can access your portal. After your client portal is set up and customized, your practice can invite clients to sign up for your portal. To learn more, read How To: Manage Client Portal Access.

Role Required: Practice Administrator

To enable TherapyPortal for your practice:

  • Click the User Icon > Settings > Client Portal
  • Select the Enable your TherapyPortal.com client portal checkbox
  • Click the Save Portal Settings button

Set up your client portal

In order for visitors to your client portal to schedule and manage appointments, you must make clinicians in your practice available for scheduling on your client portal. Clinicians who are available for scheduling on the portal must have a work schedule set up.

To make clinicians available on your client portal:

  • Click Staff > Staff Name > Work Schedule tab
  • Verify that the user has a work schedule set. Work schedules are required to allow clients to view a clinician's availability on your client portal. To learn more, read How To: Set Up Work Schedules
  • Click anywhere on the Client Portal Scheduling box to edit

  • Select the Allow patients to utilize client portal features... checkbox to make the clinician available on the portal
  • If desired, select the Email <User> notifications about appointment requests for him/her checkbox to notify the clinician of requests made for them on the portal
  • Click the Save Work Schedule button

Non-clinical users such as Practice Schedulers and Practice Administrators can also opt-in to receive email notifications about appointment requests for the practice.

To allow schedulers to receive email notifications about appointment requests:

  • Click Staff > Staff Name > Work Schedule tab
  • Select the Email <User> notifications about all appointment requests for the practice checkbox
  • Click the Save Work Schedule button

For a list of clinicians who are available on TherapyPortal for scheduling and users who are set up to receive email notifications for appointments, click the User Icon > Settings > Client Portal and refer to the User Settings section. Here, you can also configure your own portal settings under My Portal Settings.

Next, choose how visitors can use your client portal. 

To configure how visitors can schedule on your client portal:

  • Click the User Icon > Settings > Client Portal

  • Under Practice Scheduling Settings, choose who can view available appointments, who can request appointments, when a client should call to make an appointment, who can cancel and reschedule appointments, and how far in advance appointments can be scheduled
  • To customize the instructions provided to visitors when scheduling, cancelling, or rescheduling appointments, enter your custom instructions in the Find Available Appointments Instructions and Cancellation and Rescheduling Instructions fields
  • Click the Save Portal Settings button towards the bottom of the page

In addition to allowing clients to schedule appointments online, your client portal may also be used for sharing documents with clients. 

To enable document sharing:

  • Click the User Icon > Settings > Client Portal
  • Under Document Sharing Settings, select Allow documents to be shared with patients via the client portal
  • Click the Save Portal Settings button

Customize your client portal

TherapyPortal features a variety of configurable settings to help your client portal fit your practice's brand and style. You're able to customize the welcome message on your client portal to provide specific instructions based on whether a visitor is logged in or not, and you can choose from a variety of color themes for your portal to match your brand.

To customize the welcome message on your client portal:

  • Click the User Icon > Settings > Client Portal

  • Under Customize Client Portal, enter your custom welcome message for visitors who are not logged in to the portal in the Portal Home Page - Logged Out field. Enter your custom welcome message for logged-in visitors in the Portal Home Page - Logged In field
Quick Tip: If you prefer to address your clients by their nickname, you can choose to display their nickname on your client portal instead of their legal first name if a nickname is on file. Under Customize Client Portal, select the Address patients by their nickname instead of their legal first name, if a nickname is on file checkbox.
  • Click the Save Portal Settings button towards the bottom of the page

To change your portal's color theme:

  • Click the User Icon > Settings > Client Portal
  • Under Customize Client Portal, click the Change Color Theme button
  • If you have a practice logo uploaded in TherapyNotes, TherapyNotes will recommend color themes that complement your brand. Click on any of the theme colors to generate a preview of the theme under Sample TherapyPortal.com Page Using the Selected Theme
  • When you're happy with your chosen color theme, click the Save Portal Settings button

Next steps

Once your client portal is ready to go,  click the User Icon > Settings > Client Portal, copy the code provided under Link to Your Client Portal, and paste the code into your website's source code to add a link to your portal to your website.

Be sure to  invite your existing clients to your client portal so that they can take advantage of this convenient tool. To learn how to manage the appointment requests that you receive through your client portal, read How To: Approve or Deny Client Portal Appointment Request.

You may begin sharing documents with your clients via TherapyPortal as soon as your portal and document sharing are enabled, and they will receive an email each time you share a document with them to review or sign. For more information on sharing documents, read How To: Share Documents With Clients on TherapyPortal.

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