TherapyPortal: Your Custom Client Portal

Follow

TherapyPortal is your own, unique client portal that you can customize to suit the needs of your practice. Your custom client portal is included with your TherapyNotes subscription at no extra cost.

With your client portal, you can:

  • Customize your portal with your own logo and color scheme to match your brand
  • Allow clients to view when clinicians are available for appointments
  • Allow either new clients, existing clients, or both to securely submit requests to schedule, reschedule, or cancel appointments online
  • Give clients the ability to view and manage their upcoming appointments
  • Share important documents with your clients for them to review or sign electronically

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. Every function of your client portal is tied directly to your TherapyNotes account to ensure a seamless workflow.

Everything you need to customize and manage your client portal can be found in your Client Portal settings and on the Portal tab of each client's chart.

Enabling and Customizing Your Portal

Getting started with TherapyPortal is as simple as clicking a checkbox. Click the User Icon > Settings > Client Portal and select Enable your TherapyPortal.com client portal.

exampleportal.png

If you've uploaded a logo to TherapyNotes, your practice logo will be featured on your portal automatically. Configure exactly how you want your client portal to work using the options in your Client Portal settings.

For additional instructions for setting up your client portal, read How To: Set Up and Customize TherapyPortal.

Inviting Clients to Create Accounts

Easily invite your clients to create a secure account with your portal by sending them a welcome email from the Portal tab of their chart. Clients can access their account using the email address they have on file in TherapyNotes, their date of birth, and a secure password that they create.

Have a parent that needs access to portal resources for two or more of their children? Simply ensure that the parent's email address is on file in TherapyNotes for each of the children, send an invitation for one client, and link subsequent clients to the same account on the Portal tab of their charts.

For more information, read How To: Manage Client Portal Access.

Managing Appointment Requests

Any appointment requested by a client on TherapyPortal automatically shows up in your TherapyNotes account for you to approve or deny. Requests that are pending your approval will appear right on your To-Do list.

For more information, read How To: Approve or Deny Client Portal Appointment Requests.

Sharing Documents

portalrequest.png

Electronically send documents that you've uploaded to your Document Library and upload client-specific files to include in document requests. Send anything from homework to informative diagrams for your clients to review at their leisure. 

If you need a signature from your client, there's no need to print out documents for your client to sign in the office. Simply send the document via TherapyPortal and request a signature, and your client can draw their signature on their phone or computer. A secure, legal record of their signature will be available to your client in their TherapyPortal account and to you in their chart in TherapyNotes.

For additional instructions for sharing documents with your clients, read How To: Share Documents With Clients on TherapyPortal.

Have more questions? Submit a request

Comments

  • Avatar
    Karen Muehl

    Quick question: How do I customize the length of the appointments offered? Most of my sessions are 60 min. in length and I always allow 15 min. between appointments. Is there a way to tell the portal how much time to leave between scheduled sessions? It seems to default to back-to-back 45-min. sessions.

  • Avatar
    Jeremy Setters

    If you are providing services for a family of 3 kids lets say for example. Is there a way to log in and look at all the kids under one log in or does it need to be a different email and password for each child?

  • Avatar
    Karen McGahan

    Is there a way to block off time in the middle of the day for lunch or whatever, other than creating a pretend client and just putting them in that spot? Thank you!

  • Avatar
    Sara Baldwin

    Karen, I know the answer to your question - when you are putting a new item into your schedule, click on the Type of Entry box at the top - it defaults to Therapy Session, but you can change it to Scheduled Event and put in your lunch or whatever breaks you'd like.

  • Avatar
    Sara Anderson

    I have vacation time blocked out in the schedule and yet the patient portal is showing appointments available all day during that time. This is a major concern.

  • Avatar
    Natalie Wingfield

    When will we be able to have clients complete intake paperwork on the portal and will we be able to customize forms? Is secure messaging going to be a feature?

  • Avatar
    Natalie Wingfield

    Doesn't it email you to notify you if someone requests an appointment? Just did a test and didn't get any kind of notification except for it showing up in my schedule.

  • Avatar
    Anthony

    Hi Karen Natalie and Jeremy,

    I hope this helps answer your questions.

    The client portal will round up all appointments to the nearest 15 minute interval, so if you are scheduling 45 minute, 60 minute, or 90 minute sessions, it is possible to have back-to-back appointments shown as available on the portal.

    To customize the session duration, you will need to navigate to settings -> service codes -> and click "edit" for the default service code for a service type. The client portal currently offers Therapy Sessions and Therapy Intakes, so you should edit the default service codes for these types. Click "edit' for the service code you would like to revise and ensure that the box is checked for "make this the default service code." Then change the session duration of the service. Example: If you change the duration of a 45 minute Therapy Session to a duration that is 46 minutes in length or up to 60 minutes in length, the system will recognize this change and present the next available appointments on the portal every 60 minutes. This gives you a 15 minute buffer between appointments. Make sure to also edit the settings for your Therapy Intake default service code if you wish to do this.

    Sarah is correct, you can also change your type of entry to a "scheduled event", or "vacation or black out period" in order to schedule blocks of time for breaks and for lunches. You can set the frequency of these appointments so that they populate for future dates. Sarah, please call customer support if you are having issues with the vacation time block out.

    You can also edit your work schedules so that you are available at multiple time periods throughout the same day. For example, set Monday's 9 AM - 12 PM, and then set another for Mondays 1PM - 4 PM, and another for Monday's 6PM - 9PM.

    Natalie, the portal does not email the clinician, the scheduler, or the practice administrator when appointments are requested. These appointments only appear in your to-do list and appointment requests. However, the client will receive an email when the appointment request is approved. They do not receive an email if the request is declined - we recommend you reach out to them to find another suitable time.

    Natalie, you have the ability to customize some wording for instructions on your portal home page, and when clients request appointments. This can be edited in your Client Portal settings.

    Jeremy, the family needs to provide the same email address for each patient, and your practice needs to link the accounts. Once you've sent the welcome email so the primary client can create the account (go to the patient chart -> patient information -> "client portal access" at the bottom, and send the welcome email), you can link other patients to that account. To link the accounts, make sure the email address is the same for all patients in that family, then go to the patient information tab for each patient and "Link Patient to Portal Account" under Client Portal Access. When the user logs in and requests an appointment they will see a pull-down of their patients.

  • Avatar
    Kristina Monroe

    Will there be a way for clients to select appointment times based on office location? I have set my work schedule to reflect each office I work out of; however, clients are not able to see this.

  • Avatar
    Anthony

    Natalie, in regards to your question about client intake paperwork and customized forms: these requests are next priority for the portal.

    Secure messaging is a planned feature as well, but as a much lower priority relative to other items on our list. We currently do not have a time frame available for completion. As soon as we move these features from planning we will provide updates.

  • Avatar
    Anthony

    Kristina, locations will be added as part of a future release. Sorry for any inconvenience for the time being. For now, we recommend adding "Appointments Instructions" via your Client Portal settings to reflect your location information, and which clinicians are available at each location if wish to do so. You can add any other relevant information there as well.

  • Avatar
    Lacie Morrison

    It would be helpful for me to be able to schedule sessions other than intake or therapy sessions; for example, I provide evaluations for immigration cases. Is there a way for clients to choose "intake" or "evaluation" for their appointment?
    Also, I cannot find a way to edit the welcome email or the appointment confirmation email.

  • Avatar
    Anthony

    Lacie, as of now new clients can only request "Therapy Intakes" and existing clients can only request "Therapy Sessions" on the portal. However, you can change the type of entry for the appointment as well as other settings in the appointment request after they schedule the session, just as you would if you edited the appointment in your calendar. Additional service types will become available in the future and the wording may change very soon.

  • Avatar
    Angie Speller

    First of all this isn't my company logo or my company name, so I don't know why it's showing up. Secondly, I am confused. We won't be notified if a client schedules an appointment we just have to monitor our schedules? How will I know if the person is real or if they are a bot spamming the site?

  • Avatar
    Angie Speller

    In the portal is there a way for them to cancel their appointment?

  • Avatar
    Natalie Wingfield

    I agree, I don't see how this will be useful if we don't get an email notification if someone schedules. We have to periodically monitor to see if anyone made a request?

  • Avatar
    Jordan

    Angie,

    Are you referring to your portal logo? I looked into your portal logo and that is what you have in your TherapyNotes logo. There are three spots you will be notified. First Location is the to do list, second location is on your schedule as a tentative appt, it is stripped. Third location is the appt requests under the scheduling tab at the bottom right. They can cancel the appt only before it is approved by the clinician. After the appt has been approved, if client needs to cancel they will need to call the practice. After you approve the appt, there are instructions on the portal for the patient on how to cancel the appt. The instructions will state to patient to call the practice to cancel the appt. Please let me know if you have any questions. Thank you.

  • Avatar
    Bernard Newton

    It'd be great to have the ability for clients to cancel their appointments as well. Perhaps this can be a feature that we're able to turn on or off depending on the time frame before their scheduled appointment.

  • Avatar
    Jordan

    Bernie,

    The client can cancel the appt only before it is approved by the clinician. After the appt has been approved, if the client needs to cancel they will need to call the practice.I will forward this as a possible future feature request. Thank you!

  • Avatar
    Megan Pollock

    I have a number of clients that I see in multiple modalities. I may work with a couple and also see one or both members individually. How would clients be able to indicate which type of appointment they need (for the individual or the couple)?

  • Avatar
    Anthony

    Megan,

    The ability to offer additional services from the portal will become available at a future release. We are currently working on those features.

    For now, we recommend setting your default CPT codes for your Therapy Intake and Therapy Session types appropriately, and asking your clients to provide specific information in the comments section of the request. You can provide instruction to your clients via your Client Portal settings in TherapyNotes. You can adjust your default CPT codes for each service type in your Service Codes settings.

    When you receive an appointment request, you can change the service type and service code based on the information provided by your clients, and if you need additional confirmation you can always reach out to the client.

  • Avatar
    Patty Delaney

    Is there a way to change the welcome email message? I don't have a website to post the link so I was hoping to give my clients the url to the therapy portal.

    For clients to cancel their appointments, can I add my email address to that message? I'd prefer to have clients be able to cancel their appointments on the portal without having to call me, so this is my official request.

    Thanks!

  • Avatar
    Patty Delaney

    Also, would it be possible to add who can see available appointments? I'd prefer if only existing clients be able to see available appointments, (instead of everyone or no one).

    Thanks!

  • Avatar
    Anthony

    Hi Patty,

    The system does not currently allow you to change the welcome email, but any welcome email you send to a client will include your unique URL. That URL can be set up in your Client Portal settings from the settings menu. It will typically be https://www.therapyportal.com/p/ followed by your practice code. You can also send your own welcome email to your clients separately from the TherapyNotes system. Just make sure to reference your unique URL.

    If you only want existing clients to be able to request appointments, you can adjust your settings in Client Portal settings. Under "Scheduling Settings" within "Client Portal Settings" change "Allowed to request appointments" to Existing Clients.

  • Avatar
    Kathleen Munsell

    I want to say thank you for the great job in setting this up for us! I too would love for my patients to be able to cancel their appointments. I can't wait to be able to direct patients to the portal for intake paperwork. Again, thank you for these added features.

  • Avatar
    Sara Anderson

    I'm getting a lot of feedback from clients that they either can't access the portal, even when I resend the welcome email, or that they have submitted appointment requests, but nothing is showing up in "pending."

  • Avatar
    Karen Chambre

    can clients cancel or change their appointments on the portal

  • Avatar
    Jordan

    Karen,

    They can cancel the appt only before it is approved by the clinician. After the appt has been approved, if client needs to cancel they will need to call the practice. After you approve the appt, there are instructions on the portal for the patient on how to cancel the appt. The instructions will state to patient to call the practice to cancel the appt. Please let me know if you have any questions. Thank you!

  • Avatar
    Jordan

    Kathleen,

    Thank you for the feedback! They can cancel the appt only before it is approved by the clinician. After the appt has been approved, if client needs to cancel they will need to call the practice. After you approve the appt, there are instructions on the portal for the patient on how to cancel the appt. The instructions will state to patient to call the practice to cancel the appt. There will be more added features in the future which will include where you will be able to upload documents for the patients, like intake paperwork. Please let me know if you have any questions. Thank you.

  • Avatar
    Jordan

    Sara,

    I'm going to reach out to your regarding your issue. Thank you.