Patient Portal - Appointment Module
In this video, we’re going to talk about the appointments module in the Patient Portal. Clients are able to see all of their scheduled appointments within the portal. Any time a client is added to an appointment in the ClinicNote schedule, the date and time will automatically be added to their appointment list in the portal. Click the schedule icon to open the full schedule. Double click to open the Appointment page. Add the client’s name and select all appropriate fields. Click “Save.” This save action is what triggers the appointment to appear in the portal. This may also trigger an email notification to the client if your clinic has appointment reminders enabled in the Admin Panel. From the client’s perspective in the portal, they can view the schedule in one week or more increments seeing past, current, and future appointments. They can also see which attendance was selected for each appointment so they can track their own attendance and no-shows.
Patient Portal - Portal Activity Module
In this video, we’re going to talk about the Portal Activity module. This module helps you track your clients’ portal activity which includes submitting a fillable form, uploading a file, or sending a message.
To open, click “View Portal Activity.” There are two views in the portal list: the main view shows a list of all of the clients you have access to who have new portal activity (submitted fillable form, uploaded file, or message). The numbers listed here act as a notification system (# of new uploads made by that client, # of newly submitted fillable forms, number of new messages). When you click one of the numbers, a new screen will open showing you that particular new item for that client. The new item will be called out in BOLD. Once you click on it or view it, it becomes unbolded.
To see the second view, check the “Show Forms Progress” box. This view shows a list of all clients you have access to and their progress on fillable forms. They might not necessarily have new activity in the portal, but you can see how many outstanding forms they have so you can make sure to reach out and request that they complete any necessary forms prior to receiving treatment.
The Portal Activity module is updated on an ongoing basis; it changes any time a client you have access to messages, submits a form or uploads a file. All therapists have their own unique Portal Activity list to ensure all those who need to be aware of this activity are properly notified. Once you click on all the numbers to see the new items, the numbers drop down to 0 and the client disappears from the main view. The client is still visible on the “Show forms progress” view” for as long as you have access to them in ClinicNote.
Patient Portal - Messaging
In this video we’re going to talk about Messaging Clients. You can send secure, HIPAA-compliant messages to clients electronically to their patient portal. To find the messaging area on the dashboard, click “View Client List.” Click on the client’s name to expand the blue folders. Click “Contact Notes/Messages.” Here you will find all messages sent to or from the portal users for the client and all clinicians who have access to the client. You will also find contact notes here as well. The contact notes and messages are intermixed and ordered by date. Contact notes are a place for therapists to notate voicemails, phone conversations, or other pertinent information that all therapists working with the client should be aware of.
To send a message to the client, click “+ Message Client.” Type your message and click “Send Message.” Click “Yes” to confirm. After sending, the message is deletable for 10 minutes only.
When a client sends a message to the clinic, all therapists who have access to the client will receive a new item in their Portal List. Click the number that is listed under “New Messages” in the portal list to be sent directly to the Contact Notes/Messages page. The new message will appear bold until viewed. To respond, click the “+ Message Client” button.
When a patient receives a message, they will be notified via email. The email is general and does not include PHI. It asks the client to log into the portal to review their message. Once they log into the portal, there will be a red notification showing them where they can find their message.
Information for Clinical Administrators:
Users who have access to the Admin Panel can send mass messages to all patient portals. To do so, click “View Admin Panel” and click on the Portal tab. Type the message you’d like to be sent to ALL patients. Click “Send Message.” Click “Yes” to confirm. A list of all mass messages will appear below. This message is deletable for 10 minutes only.
To give a user access to messaging, click on the “Users” tab in the Admin Panel. Click “Edit” for a user and check the “Portal Messaging” box. Click “Update User.” This permission allows the user to message any clients they have access to assuming they also have the “View Portal” permission.
Note - Previous Plan
In this video, we’re going to talk about the “Previous Plan” field in the SOAP note. This field automatically populates the text that was typed in the “Plan for Next Session” section in the most recently created note.
This is a helpful tool to remind you what you had previously planned for the current session. This text is editable and can be modified or deleted. If there are other therapists working with the client and the previous plan pulls their plan not yours, you can delete it and add in the correct information.
Schedule - Client Schedule Report
This report will REPLACE the Attendance report in the Reports module. The Client Schedule Report shows your clinic's custom attendance options which may be different than the standard attendance options in the Attendance report in the Reports module making it outdated.
In this video, we’re going to talk about Generating a Client Schedule Report. This PDF report shows past, current and future appointments and attendance status for a client or clients. Click the schedule icon to open the full schedule and click the “Reporting” button in the bottom right hand corner. Click the “Start Date” and “End Date” to select a date range for the report. Select one or more names from the “Patients” dropdown list. Click “Generate.” All scheduled appointments for the clients during the selected timeframe will be included in the report. If the Start and End dates are left blank, all appointments will be pulled.
This tool can be used to generate a printable report for a family to show their childrens’ upcoming appointments for the next month for example. Click the green “Print” button to send to your printer. It can also be used for you, the clinician, to quickly find a list of appointments for a client so you can jump ahead to a specific appointment in the schedule.
Schedule - Custom Schedules
In this video we’re going to talk about custom “Schedules.” Custom schedules are a way to label and filter appointments in the schedule. They are helpful to distinguish between different disciplines or locations if you are a multi-disciplinary clinic or have multiple clinic locations.
To use this feature, open the schedule. Double click in the schedule to create a new appointment. In the “Schedule” dropdown, select your option. For this example, I am selecting PT to help distinguish this session as a physical therapy appointment. Click “Save.” Whatever color was listed next to the schedule’s name in the dropdown list is the border for the appointment. This gives you a visual when looking at the schedule.
To filter the schedule by one or more schedules, click the “Filter by Schedule” field at the top of the page. Click one or more options from the dropdown to see only those appointments. To remove a schedule, click the X. If no schedules are added in this field, all appointments will be visible in the schedule, including ones that don’t have a specific schedule selected.
Information for Clinical Administrators: Custom schedules can be created for the whole clinic in the admin panel. Users who have access can click “View Admin Panel” and click on the “Schedule” tab. Click the green “+ Add” button and type the schedule name in. Click the colorful square to select the border color which will represent this schedule.
Please note, any events that are not given an “Event Type” will appear blue in the schedule, so having a blue border might blend in easily. Try to avoid using the same color for a schedule AND and an event type so that the border doesn’t blend in with the event type colors which fill in the appointment rectangle. Click “Save.” Make sure to refresh the page after creating the schedule in the Admin Panel before moving over to the schedule otherwise it will not appear right away.
Schedule - Custom Attendance Options
In this video, we’re going to talk about custom attendance options. To mark attendance, double click on the appointment from the main dashboard view. Click “Edit Current Occurrence.” Click the dropdown menu next to the client’s name and select the appropriate attendance option. From this screen you also have the ability to start a note, report or form or make a contact note by clicking on the icon and then clicking “Save.” Otherwise, just click “Save.” Every time you mark attendance from the schedule, ClinicNote tracks it so that it can be pulled into an attendance report.
For appointments with more than one client, each of their names will be listed at the bottom of the appointment so that you can mark attendance for each one of them. If you click the top “Group” attendance dropdown, the option you select will populate in all the clients listed below. Otherwise you can click each one-by-one. From this screen you also have the ability to start a group note by clicking the green note icon next to “Group” and clicking “Save.”
After attendance is marked, the appointment will have a small colorful dot representing the attendance that was selected. Group appointments will show multiple dots. This will give you a visual when glancing at the schedule so that you will know the attendance status without having to double click on the appointment to open it. The appointment may become grayed out upon marking attendance depending on how the custom attendance was set up.
Information for Clinical Administrators:
To create a custom attendance option, click “View Admin Panel” and click the “Schedule” tab. Click the green “+ Add” button and type in the attendance name. A few examples might be Attended, Canceled by Client, Canceled by Therapist, No Show, and Weather Cancellation. Click the colorful square to select the color which will represent this attendance option.
Please note, any events that are not given an “Event Type” will appear blue in the schedule, so having a blue attendance might blend in easily. Try to avoid using the same color for an attendance option AND and an event type so that the attendance dot doesn’t blend in with the event type colors which fill in the appointment rectangle. If you would like the appointment to become grayed out when selected, check the box next to “Gray out in schedule.” This is helpful for cancellations so that cancellation is more visually recognizable in the schedule. Click “Save.” Make sure to refresh the page after creating the attendance option in the Admin Panel before moving over to the schedule otherwise it will not appear right away.
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