TherapyPortal: Set Up Your Client Portal

Follow
The Client Portal (Patient Portal) is a free feature that lets new or existing clients view the availability of Clinicians and request appointments online. A Clinician must have a Work Schedule set to appear in the Client PortalTo learn more about work schedules, read this articleWhen the patient requests an appointment, the Clinician or Practice Administrator gets an email, and the Clinician gets a notification in their To-Do list. If the Clinician approves the request, the patient gets an automatic confirmation email. If the Clinician rejects the request, the patient is not notified. The Clinician must reach out to the patient directly to reschedule the appointment. 

Enable the Client Portal

  • Click the User Icon > Settings > "Client Portal" > Check the box to enable > Click the green "Save Portal Settings" button 

Turn on the Client Portal per Clinician

  • Click STAFF > Click staff user > "Work Schedules" tab > Client Portal Scheduling
  • Check the first box to enable the portal for this Clinician. 
  • Check the second box to turn on email notifications so that when a patient requests an appointment with the Clinician, they get an email to the email address in the "Information" tab in their profile. 
  • Click the green "Save Work Schedule" button. 

Customize Your Client Portal 

Portal Home Page - Logged Out

Type the message you want displayed to visitors who are not logged in, or click "Set Default" to restore to a default message.

Portal Home Page - Logged In

Type the message you want displayed to visitors who are logged in, or click "Set Default" to restore to a default message.

 

Portal Color Theme

Click the grey "Change Color Theme" button. Either select a color theme that complements your logo (if it is uploaded), or select an additional theme. When you click on a color theme, review the preview below. When you are ready click the green "Save Settings" button. Click "Return to Client Portal Settings".

  • Note: Your practice's logo also appears on the Client Portal. To add or change your logo, click the User Icon > Settings > "Practice Logo"

Practice Scheduling Settings

 

  Allowed to view available appointments: Designate what type of people are allowed to see available appointments on your portal's calendar. 

  Allowed to request appointments: Designate what type of people are allowed to request appointments on your portal's calendar. 

  Ask for client to call: Prevent clients from requesting appointments through the portal within a certain time period. When the client clicks the appointment, a dialog will appear and instruct them to call the office. 

  Allowed to cancel and reschedule appointments: The ability for clients to cancel and reschedule appointments over the portal is optional. Select "Nobody" if you do not want to give clients this ability. 

  Cancellation/Rescheduling notice: Prevent clients from canceling or rescheduling appointments within a certain time period. 

  Don't allow future appointments: Prevent clients from scheduling appointments after a certain period of time in the future. 

 

Find Available Appointments Instructions 

These instructions appear on the portal for your clients. Type a message into the field, or click "Set to Default". 

Cancellation and Rescheduling Instructions 

These instructions also appear on the portal for your clients. Type a message into the field, or click "Set to Default". 


User Settings 

Non-Clinician Practice Administrators

  • Check the box to receive email notifications about all appointment requests sent through the portal. 
  • Practice Administrators see who the portal is enabled and disabled for, and which Practice Schedulers do not get notifications about appointment requests through the portal.

 

Clinicians & Practice Administrators

  • Check the first box to show up as a Clinician with available appointments on the Client Portal.
  • Check the second box to get email notifications about your own appointment requests through the portal. 
  • Practice Administrators see who the portal is enabled and disabled for, and which Practice Schedulers do not get notifications about appointment requests through the portal. 

 

Save Portal Settings: Click the green "Save Portal Settings" button to save. 


Link to Your Client Portal

This section contains the URL to your TherapyPortal, as well as the HTML you can embed in your website's code.

Welcome Email 

You can invite your existing clients to create an account to log in to the portal.

  • To preview a sample welcome email click the grey "Preview Welcome Email" button.
  • To send a sample welcome email click the grey "Send Sample Welcome Email" button, enter an email address, and click the green "Send Sample Email Message" button.

Next Steps: 

To learn how to send the welcome email and manage Client Portal accounts, read this article.

To learn how to approve or deny new, rescheduled, and canceled appointment requests that come through the Client Portal, read this article

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.