Before you begin using the Client Portal, it is important to understand each feature, how it works, and who will have access to it.
NOTE: Feature availability depends on your subscription plan.
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Use the Client Portal
Who Can Use the Portal?
- Only Organization Administrators can send Client Portal Invites and Intake forms to Clients.
- Therapists using the Client Portal can access completed Intakes, send and receive Secure Messages, allow Self-Scheduling, and receive Client-made payments from the Portal.
Can I Turn On/Off Certain Client Portal Features or Settings?
Yes! Client Portal Features can be controlled from the Client Portal Settings tab located under the Organization tab. The Organization Administrator can control which features to turn on or off. Settings apply to all providers using the portal. Learn More: Enable Client Portal Features & Settings
What can Clients access in the Client Portal?
- Clients can access their payment history, appointment history, make payments and print invoices, the ability to schedule appointments and send Secure Messages.
- Clients cannot access clinical information in the Client Portal. Cases, case information, Treatment Plans , Case and Progress Notes are not accessible in the Client Portal and are stored securely in the system.
Send Client Portal Invites
Organization Administrators and therapists with permission can send Invitation emails to the Client so they can create their Client Portal Account and complete Intake Forms.
When you send the initial invite you will be able to select which Intake Forms (see below) you would like the Client to complete.
IMPORTANT: Do not use the "Sign Up" link to invite clients who already have a client file in your account. That will create a duplicate.
IMPORTANT: For privacy reasons, each Client Portal must have a unique email address. You cannot use the same email address for multiple Client Portal invitations.
Client Intake Forms
This is the most widely used feature of the Client Portal. This gives you the ability to send and receive electronically signed Intake paperwork from Clients.
There are three standard forms we provide: Standard Intake Questionnaire, Informed Consent for Psychotherapy, and Notice of Privacy Practices.
- View Existing Intake Forms under Organization > Client Portal > Intake Forms
- Sent Intake Forms - You can send intake forms to clients as a part of their client portal invite, or you can Send New Forms to Existing Portal Users.
- Receive and View Completed Intake Forms under Client Details > General Documents.
Client Access to the Portal
To access the Client Portal, the client must set up their portal account via the invitation email. Learn More: Create client portal account and complete intake forms
If the Client forgets how to access the Portal, you can send them a new login link. The login link is specific for your organization. You can find the login link under Organization > Client Portal page.
Client Self-Scheduling
Therapists can have Clients self-schedule appointments through their Client Portal. It will be important for each Staff Member using the Client Portal for self-scheduling to Set Calendar Availability. Learn More: Self-schedule appointment in client portal
Secure Messaging
Therapist can use the Secure Messaging option to send and receive HIPAA compliant messages to Clients they are assigned to. Administrators with a Client Portal subscription can send Secure Messages to any Client who has a Client Portal Account. Learn More: Secure Messaging Overview
Client Payments
If the Organization is using My Clients Plus to process credit card payments, clients can make payments in their Portal as long as they have an open Invoice with a Client Balance Due. Both the Administrator and the assigned Therapist will receive a payment notification. Learn More: Make a payment in your portal account