PERMISSIONS REQUIRED: You must have Organization Administration Permissions.
Client Portal allows you to send a Client Intake Forms and accept Appointment Payments (if you have Credit Card Processing enabled). Settings and Features are set at an Organizational Level but once enabled you can turn features on and off at the Client Level.
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Setting Definitions
Client Portal Settings are Organization wide, but can be turned off at the Client level if desired.
- Click on Organization in the primary navigation bar.
- Client Portal from the side menu. Client Portal Settings display at top.
- Toggle Settings On and Off as desired. See Setting definitions below.
Allow Client Payments through Client Portal
If you have enabled Credit Card Processing in the system, you can toggle this ON to allow Clients to pay for Appointments within their Client Portal.
IMPORTANT: This will be greyed out if you have not enabled Credit Card processing in the system.
Related Articles:
- Therapist: Request Payment via Client Portal
- Client: Client: Make Payment in Your Client Portal Account
Allow Secure Messaging through Client Portal
NOTE: Feature availability depends on your subscription plan.
If you enable this AND subscribe your Therapist, they will be able to send Secure Messages to their assigned Clients from the envelope icon to the Client's Portal.
Related Articles:
- Therapist: Therapist: Secure Messaging Overview
- Client: Client: Secure Message Overview
Allow Clients Self-Scheduling through Client Portal
NOTE: Feature availability depends on your subscription plan.
If you enable this AND subscribe your therapist, Clients will be able to self-schedule appointments with assigned Staff Members via the Client Portal. Therapist will then have the ability to accept or decline Appointment requests via the Calendar icon.
If this is enabled (ON), set your Organization wide settings for two additional features.
- Allows Clients to Schedule/Cancel an Appointment within 24 hours - If you enable (ON) these settings, Clients will be able to schedule appointments last minute Appointments with you. You will receive a notification via the calendar icon so you can still Accept or Decline these Appointments.
Related Articles:
- Therapist: Confirm or Decline Client Self-Schedule Appointment Request
- Therapist: Set Calendar Availability
- Client: Client: Self-Schedule Appointment in the Client Portal
Display Insurance Info
If you enable this setting (ON) Clients will be able to add, view, and/or update their Insurance information via the Client Portal. The tab at the top of their Client Portal will be called Billing & Insurance Info. If turned OFF, only the Therapist will be able to add/update Client Insurance information.
Related Articles:
- Therapist: Add Insurance to Client Profile
- Client: Client: Add Insurance in the Client Portal
Allow Clients to Add New Insurance Payers
If Display Insurance Info setting is enabled (ON), when Clients add new Insurance Information, if their Insurance is not listed, they will be able to add a new Insurance/Payer. This feature is rarely used.
IMPORTANT: The Insurance Payer the client adds will be added to your system.
Allow Client Portal Access for Client Contacts
Client Contact Network allows Client Contacts the ability to access a Client Portal Account to complete Forms, make payments and/or schedule Appointments for the Client through the Client Portal. A Client Contact Network can be used for parents or guardians to manage minor family members and other situations where one individual is responsible for another's care.
Related Article:
Hide location address on intake forms
Location address is shown on intake forms if I provide mainly telehealth services and I don't want clients knowing my home address, or for other reasons.
Related Article:
Client Notification Settings
Client Notifications can be set for specific notifications to be emailed to a client when someone:
- Deletes an appointment
- Cancels an appointment
- Reschedules an appointment
- Changes staff on an appointment
- Creates an appointment
- Declines an appointment request
- Confirms an appointment request
- Undoes appointment request confirmation/decline
Client Shortcuts
Clients are invited to the Client Portal automatically when Invite Clients to Client Portal is used. You can also use the following links in specific situations:
Login Link
- Share with your existing clients to direct them to the page where they can sign into their existing Client Portal account.
New Appointment Link
- Share with your existing clients to allow them to schedule new appointments.
- Share with unregistered clients to schedule an appointment and create a new Client Portal account.
New Invitation Link
Share with your new clients who you have not already added to the system
- They can register in your system and create a new Client Portal account.
- When they create a Client Portal account they will be added to the system as a Client.
IMPORTANT: This link should not be shared with clients who have already been added to the system, it will create a duplicate Client account in the system.
Set Client Portal Settings at the Client Level
Once you have set Organization wide Client Portal Settings, you can turn off specific settings for individual Clients who are using the Client Portal.
- Click on Organization in the primary navigation bar.
- Client Portal from the side menu.
- Scroll to Manage Clients section. Clients using the Client Portal display.
- Locate appropriate Client and turn on or off desired Setting.