Practices can easily enable a Client Portal (aka Patient Portal) on TherapyPortal.com. This feature is available at no additional cost to all TherapyNotes customers. To learn how to set up your Client Portal, see this article.
- Customized portal with your own logo and color settings
- Patients can view Clinician availability
- Patients can request an appointment
- Practices can set some limits as to who/when appointment can be viewed or requested
- Individual Clinicians can be enabled/disabled to be visible in the portal
- Clinicians and Schedulers can approve appointment requests
- Patients can log in to view upcoming appointments and quickly request appointments. Your portal will allow your patients to view your appointment availability and request appointments. If you have a logo uploaded to your TherapyNotes account it will be displayed on your portal page. In addition, you can customize your portal colors. TherapyNotes will even make some color suggestions based on your logo! Some of the patient instructions can also be customized. All of this can be set up from the Client Portal Settings page by a Practice Administrator. It is important to understand how client portal security works. Each practice manages their own patient accounts. Patient accounts are not needed to request an appointment, but if a patient logs in they will have additional options such as the ability to see their upcoming appointments and pending requests. This account will also be useful for future features we will be adding over time.
Patient accounts are managed by your practice, not by TherapyNotes staff. If a patient requests an account, or needs their password reset, it’s the responsibility of the practice to manage this process. However, we’ve made it very easy to do that. On the bottom of every patient’s “Patient Info” tab will be a button to send a welcome email. This will allow the patient to create a password linked to their email address. The same location will have a password reset button which will email the patient instructions to reset their password. Because user accounts are tied to email addresses, it is important that whenever updating a patient’s email address you are certain that the person making the request is the patient. When a patient requests an appointment it must be approved by your Practice Administrator, by the requested Clinician, or by any Scheduler. A link to Appointment Requests can be found at the bottom of the SCHEDULING page. Pending requests are displayed in the calendar as tentative, and Clinicians will also see pending requests at the top of their To-Do list.
When you review the appointment requests, keep in mind that someone can simply type any patient name in. TherapyNotes will attempt to find the matching patient based on the information they provide. To approve the request you will need to match the requester to an existing patient, or create a new patient. This will automatically send a confirmation email to the requester. You may wish to call the patient to confirm any details, particularly for new patients. Alternatively, you can deny the request, in which case it is your responsibility to communicate this to the requester. Try out the Portal for Yourself!
- Linking Multiple Patient Accounts
One user account can manage multiple patients (example: if a parent has multiple children under their care). In this case the email address must be the same for all patient accounts. If the email address is already linked to a patient, a button on the other patient will let you make this happen.
- Approving Appointment Requests
- Patient Accounts and Security
- Patient Portal Basics
We encourage Practice Administrators to visit the Client Portal Settings page, enable the portal, and test it to see how it works. Try requesting an appointment as though you were a new patient. When you’re ready, begin telling your patients about the new portal and add a link to it on your practice’s web site.