Client Portal Settings

Access the Client Portal Settings

1. In the Client Portal Manager module, click on the click portal settings link in the upper right hand corner of the screen.
2. A new window will open with the list of permissions. Fill out settings as described in the following sections:

Overview of the Client Portal Setting Sections and Fields

Jump to Section

Branding Settings

1. Current logo: This will display your agency logo if you have uploaded one to appear in the Client Portal.
2. Upload logo: Use the Choose File button to select a logo from your hard drive. Click the upload button to upload the file you select. Click the clear logo button to delete the current logo and select a different file.

    NOTE:  Recommended logo size is 200 x 50.

3. Color: Use the select color link to select a color format for your agency's Client Portal.
4. Link to Client Portal: This provides the user with the web address to the Client Portal login screen. You may use this to create a link to Client Portal on your agency's website as an easy access for your clients.

Invitations Settings

1. Client invitation subject: Compose the Subject line you would like to appear on the Client Portal invitation email that is sent out to clients.
2. Client invitation message: Compose instructions on how the client may register for the Client Portal via the email link included in the invitation email. It is recommended that you also let the representative know when the link will expire.
3. Representative invitation subject: Compose the Subject line you would like to appear on the Client Portal invitation email that is sent out to client representatives.
4. Representative invitation message: Compose instructions on how the client representative may register for Client Portal via the email link included in the invitation email. It is recommended you also let the representative know when the link will expire.
5. Invitation expires after: Enter the number of days after which you want the client portal registration link to expire. 

    NOTE:  For the sake of keeping clients' records secure, we recommend setting this at "1 or 2 days".

6. Save changes: Click the save changes button to save the changes to the Invitations settings.

Module Settings

The checkbox next to each module name will allow the client (if checked) to see that module within their Client Portal. If not checked, then the module will not appear for them within their Client Portal.

6. Default Break Length: Enter in minutes how long you would like breaks between scheduled appointments to be. This, along with the default appointment length, will determine the appointment times offered to clients in Client Portal.

7. Late Cancellation Definition: Enter the number of hours (eg. 24) under which a clients cancelled appointment would be recorded as a Late Cancel in the Appointments module.
8. Cancellation Message: You are able to customize the message that appears when a client clicks to cancel an appointment via the Client Kiosk. For example, you may list details on your agency’s cancellation policy, whether there is a late cancel fee, etc. If you do not enter a custom cancellation message, when a client goes to cancel an appointment in Client Portal, a generic message will appear asking them, Are you sure you want to cancel this appointment?
9. Save Changes: Click this button to save the changes to the Appointments settings.

Messaging Settings

1. 3. "Between Staff & Client" Clients will be able to receive and send secure messages via Client Portal.
2. Send An Email To The Client When They Receive A Message: Select Yes or No. If Yes is selected, clients will receive an email notification when they receive a new message in their client portal.
3. Messaging Disclaimer: Compose a messaging disclaimer. This disclaimer should clearly state to the client that messaging is for non-crisis communications only, and providing details on what a client should do in the case of a crisis. The disclaimer may also include an estimated time frame on when a client can expect a response/acknowledgment of receipt from a clinician.

Check to activate these modules for your clients to see:

• Payments
• Documents
• Social History
• Clinical
• Care Team

4. Save Changes: Click this button to save the changes to the Module settings.

Utilities

1. User Name Recover Subject: Enter what the email subject line will read for when the client receives an email to recover their user name.
2. User Name Recover Message: Enter a message into this field for what the client will receive in an email to recover their user name.
3. Password Reset Subject: Enter what the email subject line will read for when the client receives an email to reset their password.
4. Password Reset Message: Enter a message into this field for what the client will receive in an email to reset their password.
5. Password Reset Requests Expire After: Enter the number of days after which you want the client portal password reset link to expire.

    NOTE:  For the sake of keeping clients records secure, we recommend setting this at "1 or 2 days".

6. Save Changes: Click this button to save the changes to the Utilities settings.

Forms Settings

1. Client/Rep Form Completion: Select from the drop-down whether clients will access and submit kiosk forms through the Client Portal or through a secure email link. (When kiosk forms are sent to a client in Client Portal, the client will receive an email notification letting them know that there is a form for them to fill out in Client Portal.) 

    IMPORTANT:  This field is agency-wide; it cannot be customized by client. As soon as you select and save an option, it will be implemented. ** Please do not switch client/rep form completion to Client Portal until your entire agency has had time to have clients switch over to the portal and you no longer want/need to send kiosk forms via email.

2. Save Changes: Click this button to register your choice of how kiosk forms will be sent to clients.
3. Forms Visible in Portal: The table lists out all forms currently activated in your database.
   1. In the Client Can See column, put a check by each completed form that you will grant a client to view in the Client Portal.
   2. In the Rep Can See column, put a check by each completed form that you will grant a client representative to view in the Client Portal.
   3. There is no save changes button for this table. When you close out the client portal settings tab, your changes for this field will automatically save.

       NOTE: What you choose in the client portal settings page will determine the default viewing permissions for your agency. However, this field is customizable per client and client rep in the Client Portal Manager main view.

Other Settings for Functionality

Settings Module

In the Setup tab:

1. Notify by e-mail on new appointment: In order for any staff to receive appointment notifications, this setting must be set to "YES". This is important for the Client Portal so that the designated staff member will receive a message on appointments scheduled/requested via the Client Portal.
2. How to Notify: Set this to "E-mail and Task"

    IMPORTANT:  If your agency plans to use the Client Portal as the way to kiosk forms to clients, follow the remaining steps within this section.

3. Subject for self service e-mail: This will be the subject title of the email sent to clients to let them know there is paperwork for them to complete in their Client Portal.
4. Self service e-mail: You may customize a message instructing the client to click on the Client Portal login link to complete paperwork and letting them know where to locate it in their client portal. 
5. Text to show before self service forms: This message will appear when a client clicks to Open Form to complete paperwork in the Client Portal.
6. Text to show after self service forms: This message will appear after a client submits paperwork via the Client Portal.

Staff Module

In the Staff tab:

1. Make sure each staff has an email listed where they should receive an email, in the E-mail text field.

In the Locations tab:

2. For those staff listed in a client's Client module > Staff tab, any locations are checked for staff in the Staff module > Locations tab will appear for the client in the Client Portal > Care Team section.
3. If a staff is associated with multiple locations, select one as the Default location at the top of the Staff module > Locations tab.

In the Appointments tab:

4. This step is needed for staff to receive an email for an appointment. Select an option from the Send e-mail on appointment change:.
   1. "To First E-mail Address" - Sends the email to the email address listed first in the Staff module > Staff tab. 
   2. "To Second E-mail Address" - Sends the email or sends a text to the cell phone number listed in the E-Mail (Phone/SMS) field in the Staff module > Staff tab.

    NOTE:  This is required for the one staff member selected in the Client Portal Settings to receive notice of Client Portal appointments being made/requested. This is optional for clinical staff, if they want to receive a notice.