Admin Panel - Mass Client Import
In this video, we’re going to talk about the Mass Client Import. This information is for Clinical Administrators.
The Mass Client Import feature allows you to input a list of clients directly into the Client List all at once. It is especially beneficial for onboarding schools who want to save time adding all of their clients into the Client List.
Before using this feature, we recommend that you complete the following steps:
After you’ve taken care of that, you’re ready to get stared on the import. The import includes the following steps: downloading a csv file, filling out the client information in the file, and uploading the file into ClinicNote. First, you will need to download the csv file. To do so, click “View Admin Panel” and click on the “Facility” tab. Scroll down to the bottom and click “Download CSV Format.” Save the file locally.
Now you are ready to fill in all of your client information. Open the saved file. And fill out the cells. This file includes ALL Client List fields, even the ones your clinic might be “hiding” in the Client List.
A few items to call attention to:
Once you have your clients added in, download it as a CSV file. Save it locally. Now you’re ready to import. Click “View Admin Panel” and click on the “Facility” tab. Click “Choose File” and select the file you just saved. Click “Verify.” Here you will be able to preview your clients before they are added to the Client List.
You may receive some warnings here. Please rectify these items before importing the list. First, clear this list to remove it. Then return to your csv file and make the necessary corrections. Re-save your csv file and then select the updated file by clicking “Choose File.” Once you have verified and there are no warnings, click “Import.” Once imported, you can find your clients in the Client List.
Patient Portal - Email Notifications
In this video we’re going to talk about patient portal notifications for clients. When a new item is shared to the portal, the client will receive an email notifying them. The email is sent to all portal accounts tied to the patient. It is from firstname.lastname@example.org and the subject includes the name of your clinic. The email is general and does not include PHI. It asks the client to log into the portal to review their item. Once they log into the portal, there will be a red notification showing them where they can find their new item. When the client clicks on the module with the notification, the new item will be BOLD. Once clicked, the item will no longer be bold and the red notification disappears.
There are several actions that trigger an automatic email to be sent to the client. Let’s log in as the therapist and the patient to see what this looks like. Just for the purpose of this demonstration, on this half of the screen I’m logged in as a therapist, and on this half I’m logged in as a patient. The triggers are:
Information for Clinical Administrators:
Appointment reminders are sent either 3 days before the appointment, 2 days before, 1 day before, or 1 hour before. Administrators can select the email cadence from within the Admin Panel. Click “View Admin Panel.” Click on the “Portal” tab. Under “Appointment Reminders” click the “Enable Appointment Reminder Emails” toggle button to enable for the whole clinic. Check when you’d like the appointment reminders to be sent. You can select multiple reminders.
If clients report that they are not receiving the emails, encourage them to check their spam folder and click “This is not Spam” so that ClinicNote emails will go straight to their inbox going forward.
Patient Portal - Creating Accounts
In this video we’re going to talk about creating portal accounts. For this example, let’s edit a current client. The same steps apply when adding a new client to the Client List. Make sure that the client’s name is listed. In order to create a portal account, the minimum requirements are name and email. If the client is an adult and has their own personal email address, add it into the first email field (under Allergies & Phone). If the client is a child or if they have a spouse or family member, add the parent’s or spouse’s email address in the email field under “Family Member Info.” Make sure to put the family member’s first AND last name in the “Name” field. Scroll down to the “Patient Portal Access” section. Check the boxes next to each person you’d like to create a portal account for this particular patient.
Upon clicking “Save Patient” the portal users will automatically be sent a login email to access the portal. If an email address is listed twice on the page either for a mom and a dad or for the client and the family member, you will only be able to check the Portal Access box once. That is because only one account can be tied to an email address. Check the box for the name you’d like to create an account for. If the name you’d like to select is unclickable with a red email address, remove the other email address or change it to a different email address. Then the name will become clickable.
If at some point the portal user would like to update their email, they must do it from within their account. Click the “Settings” icon in the upper right hand corner, and click “My Account.” Change the email address under “Username.” This will update the username used to log into the portal as well as where the email notifications are sent. If the therapist or administrator made a mistake when first creating the portal account and the email is incorrect, you can edit the email address on the Edit Info page. Make sure to recheck the Patient Portal Access box after updating the email.
To deactivate a portal account, simply uncheck the Patient Portal Access box on the Edit Info page and click Save Patient. They will no longer be able to see any portal items for that particular client, but they may still have access to other clients in the Client List.
Client List - Searching & Exporting
In this video, we’re going to talk about how to utilize the search function in the Client List. Click “View Client List.” Click “Search Options” to open the top search bar. Enter your search criteria in the fields. Click “Search.”
A couple of things to note: the Client List is automatically set to default to Active clients only, but you can check the inactive box to show inactive clients if you’d like. Or uncheck either to show ALL.
To select multiple locations, disciplines, or custom field options to search by, hold down the “Ctrl” key while clicking on the options to highlight them.
Lastly, only Clinical Administrators are able to click the “Export” button to export the search to a CSV file.
Client List - Custom Fields
In this video, we’re going to talk about adding custom fields to the Client List. This information is for Clinical Administrators.
To customize fields, click “View Admin Panel” and click on the “Facility” tab. There are three Client List fields that are customizable: Location, Discipline, and Custom Field.
For example, if your clinic has two different locations, one in St. Paul and one in Minneapolis, you could add both options into the Admin Panel. Click the green “+ Add” button next to “Locations.” Type the location name and click “Save.” Then when adding in a new client to the Client List, users could select one or more options to designate if the client will be receiving therapy in St. Paul, Minneapolis or both.
You can also add custom options for Discipline. If your clinic offers Speech therapy and PT, administrators can add these options into the Admin Panel so that one or more can be assigned to clients in the Client List. Click the green “+ Add” button next to “Disciplines.” Type the discipline name and click “Save.” Do this for each discipline.
Lastly, you can create a new custom field to be used however you’d like. For the “Custom Field,” click your cursor in the box right underneath “Custom Field Label” and type the title of your field (ie Sliding Scale). Click “Save.” Then click the green “+ Add” button and type one of your dropdown options into the field. Click “Save.” Click “+ Add” for as many dropdown options as you would like. For example, the title could be “Sliding Scale” and the options could be “Plan A” “Plan B” “Plan C.” It is up to your clinic how to utilize this field.
Please note that you must refresh your page after making changes to the locations, disciplines and custom fields in the Admin Panel before opening the Client List. This allows the changes you made to be updated in the rest of the dashboard.
You can further customize how fields appear in the Client List by selecting which fields you’d like to show and which you’d like to hide for the whole clinic. Under “Client List Visible Fields” check the boxes next to the fields that your clinic would like to appear on the Edit Info page in the Client List. Any unchecked boxes will be hidden.
When you open the Client List, you’ll notice that the selected fields are visible from the At a Glance view and from the Edit Info page which show the very same fields. Any data that is typed into these fields will be retained if you decide you’d like to hide them later on. This data will simply not be displayed. If you decide to begin showing those fields again, the data will become visible again.
Please note that you must refresh your page after making changes to the locations, disciplines and custom fields in the Admin Panel before opening the Client List. This allows the changes you made to be reflected accurately.
Changes to the Client List Fields
In this video, we’re going to talk about the changes to the Client List fields.
The “Primary Therapist” field is no longer required in order to save or submit a note, or create an appointment for a client in the schedule.
Within the “Edit Info” page, the following changes are taking place: The “Preferred Name field” is now called “Named Used( if different from administrative name).” The “Gender” field has two new options: “Non-binary” and “Decline to answer” with an additional option to fill in the blank, “I identify my gender in another way.”
We also added the following new fields: Discipline, location, custom field, socioeconomic status, race, ethnicity, school/school district, school/school district address, hearing aid information, prior authorization expiration date, pronouns, do you identify as transgender, what is the preferred language to receive written/spoken information, all languages spoken in the home, does the client/family require translation services?
All of the new fields have report tags so they can be automatically populated into report templates.
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