How To: Set Up and Customize TherapyPortal

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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; and view their upcoming appointments. 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

workschedule-clientportal.png

  • 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

practiceschedulingsettings.png

  • 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

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

customizeclientportal.png

  • 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 Requests.

Have more questions? Submit a request

Comments

  • Avatar
    Sarah Spinella Forcey

    Client portal will not be truly helpful until therapists have the ability to send HIPPA and Consent forms to clients to sign via Client Portal. It would also be very helpful to have the ability to send a customizable New Client Information form to clients for them to fill out and their information to go directly to their profile, or at least to save their response as a document. Having clients schedule their own appointments is not helpful for me.

  • Avatar
    Jordan

    Sarah,

    We are going to updating our client in an upcoming update to include the ability for client to fill out paperwork, sign notes, and other features. I do not have an eta at this time. However we are working on a major update to the portal. If you have any questions please contact support at 215-658-4550 or via email at support@therapynotes.com.

  • Avatar
    Laura Rothafel

    It would be great if you could at least get a generic consent and HIPPA form in the client portal, along with a "cover your ass" intake so client files are able to be complete. Or at least an upload section....

  • Avatar
    Jordan

    Laura,

    We will be adding an update to the portal where the client will be able to fill out intake paperwork as well as other features. I do not have an eta at this time.If you have any questions please contact support at 215-658-4550 or via email at support@therapynotes.com

  • Avatar
    Kimberly Censurato

    In reading your response Jordan, would the intake/demographic information be able to be automatically entered? Also would the intake form be customizable? Asking as I am considering updating website to include this function, but would rather it be integrated in Therapy Notes.
    Thank you!

  • Avatar
    Jordan

    Kimberly,

    We will be providing you with intake forms that will pull the patient's data into TherapyNotes,and the form will be customizable to an extent.If you have any questions please contact support at 215-658-4550 or via email at support@therapynotes.com Thank you.

  • Avatar
    Kirby Gardner

    I would like to change my 60 minutes appointments to 45 minutes

  • Avatar
    Jordan

    Kirby,

    Please go to settings and choose service codes. Click on the 90834 and check off, "Make this the default service code for Therapy Sessions". Once saved a patient will be able to choose a 45 minute session in the client portal. If you have any questions please contact support at 215-658-4550 or via email at support@therapynotes.com.

  • Avatar
    Ramona Abella

    As a solo practitioner who wears all the hats in my practice, I would love to minimize the time I spend dealing with cancellations and rescheduling of appointments. Unfortunately, if I still have to contact the client when there is a need to refuse their portal-submitted request, that muddies the waters for me and increases the chances of mistakes. Is there something I am not understanding? Thank you.
    It seems that unless all clients are required to use the Portal, it will become more cumbersome for the clinician to keep track of the various types of requests by having to use more than one system for dealing with client appointment needs. appointments/cancellations/rescheduling. I'm disappointed it doesn't look like this Portal will help me automate this part of my business.
    My book-writing Coach uses Calendily for his students to schedule, cancel, and redo their appointments. It is exquisitely simple. Totally user-friendly and 100% automated.
    from my perspective as a 'client'. I am not sure why a HIPPA form would be needed for a client to make/change an appointment. But if it is, I sup

  • Avatar
    Rachael

    Ramona,

    If the practice approves your reschedule request, an automated email will be sent to the patient confirming this. If the request is denied, the practice will need to reach out to the client directly to reschedule the appointment. We do understand your concerns with needing to contact the patient in the event that the request is denied. I will add this to our list of suggestions for management to review. The patient does not need to have a HIPAA agreement on file in order to request an appointment. If you have further questions, please contact our Support Team at 215-658-4550 or by email at Support@TherapyNotes.com. Thank you.

  • Avatar
    Susan Bieber

    I would not be using the portal for scheduling. Is it possible to direct patients to the portal (i.e. a link from my website) just to fill out intake info that would be imported into TN?

    Thanks.

  • Avatar
    Rachael

    Susan,

    The feature which will allow patients to complete intake paperwork is not yet complete. We expect to release this by the end of the year. You can embed a link to your portal on your existing website however. To access the required link, Click User Icon > Settings > Client Portal > Scroll to the box labeled 'Link to Your Client Portal' > you will find the code which will allow you to embed the link on your website.

    If you have any questions, please contact our Support Team at 215-658-4550, or by email at Support@TherapyNotes.com. Thank you.

  • Avatar
    Mia Bush

    I really like therapy notes, but I am surprised at this point there are not any fillable forms that clients can return to you after completion, this is one of the primary functions I am looking for in an EHR. I have read a lot of the comments on several pages and the same response is given as to when this feature would be included, which is soon. Is there a specific month this will be implemented. Its a shame that this has not been done sooner. Especially for the cost compared to others who offer this feature.

  • Avatar
    Rachael

    Mia,

    Thank you for your feedback. This feature is currently the top priority for our development team. Our target for the Document Library is to be released with 4.27, which is our next release. If you have any questions, please contact our Support Team at 215-658-4550 or by email at Support@TherapyNotes.com. Thank you.