Patient Portal - Fillable Forms
Transcript: The patient portal supports fillable forms so clients can type directly in the form on their device without having to download and upload any files. You can share fillable forms to patient portals in two places:
The first is the Admin Panel. Click the Portal tab. In the fillable forms dropdown, select the fillable form you would like to share to ALL patients. Click ‘Share to Portal” and “yes”. If you would like to remove this form from ALL patient portals, click “Remove from Portal.” If you would like to remove this form from just a few patient portals, go to the client in the client list and click the portal folder. Click “Remove from portal.” Here you can also share a fillable form with just one individual patient at a time. Select the fillable form from the form dropdown. Click “Share to Portal” and “Yes”.
The fillable forms will appear in the patient’s portal in the clinic forms module. Newly shared forms will automatically appear in the Incomplete forms list. To fill out, patients will click start and fill out the fields. They can click save and finish later if they want to resume filling out later. To resume, they’ll click edit. Once they’re done, they’ll click “add signature” to draw in their signature and type their name and relationship to client. Then they’ll click “Submit.” Once submitted, the form will appear in the completed forms list in the portal as well as the portal folder in the client list. The patient and therapists can view the form as a pdf by clicking view.
If a client ever fills out a form incorrectly, you can always reshare it to them by following the same steps listed at the beginning of this video. If you need to reshare a form every year to all clients for example, you can always just reshare the form from the Admin Panel.
Patient information where clients can fill out or update the fields on the edit info page in the client list. If they move or change insurances, they can log into their portal and add this information here. When they click “Save” the edit info page in the client list will automatically be updated.
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.
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.
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