Part 3 : Patient Portal | Scheduling | System | Logo

Juvonno

August 18, 2019 01:45
Updated

Before You Begin

95% of 'Default System Settings' are turned on in your new Juvonno Clinic Management Software.
Follow along as we review specific settings that will tailor your Juvonno system, creating a streamlined workflow for your clinic(s) and users.
We suggest that you do not change settings not listed below to prevent turning off vital features.

Overview

Clinic Patient Portal Activation
Portal Tab
Products & Services Tab
Scheduling Tab
System Tab
1. Other
2. System Emails
Logo Tab

Note: In order to proceed, the portal must first be enabled. If it is not, please contact your Juvonno Account Manager or Customer Service Representative.

Clinic Portal Activation

Navigate toSettings

Under the System & Company Settings heading, select Clinics.

Open a clinic and set Book in Portal to Yes.

Portal Tab

Navigate toSettings

Under the System & Company Settings heading, select General.

Select the System tab and choose Portal. In the General Section set the Enabled field to Yes.

Note: Do not set this to enabled unless you have edited the portal custom content and are ready for patients to receive the portal URL. Email Notifications and Reminders will automatically populate the portal link.

You can also temporarily enable it when you want to log in as a test patient to view what your custom content looks like during the editing process.

General

Learn more about the individual fields

Enabled	This must be set to 'Yes' in order to enable the Patient Portal.
Theme	Select from the drop-down menu the preferred portal colour scheme.
Allow Public Signup	Enable a patient without a profile created by the clinic to add themselves in and book an appointment.
Add/View Medical Profile	Enable the Medical Profile to be completed and viewed by the patient.
Mandatory General Practitioner	During signup, this will require a patient to enter in their General Practitioner's name.
Mandatory Date of Birth	During signup, this will require a patient to enter in their date of birth.
Intake Form Completion Notification	Enable this to have the clinic receive an email when an intake form is completed or updated.
Medical Profile Completion Notification	Enable this to have the clinic receive an email when the patient updates their Medical Profile.
Uploaded Document Notification	Enable this to have the clinic receive an email when the patient uploads a document to their portal.
Portal Signup Notification	Enable this to have the clinic receive an email when a new patient signs up on the portal.
Portal Login URL	This is an assigned link of your patient portal.

Scheduling

Learn more about the individual fields

Slot Availability	Enable this to only allow booking from the portal during specified times. The 'Portal Schedule' is modified in a Practitioner's Standard Availability.
Public Appointment Booking	Enable a patient to book an appointment without creating a profile.
Auto-Accept Portal Appointments	Enable patient-booked appointments to be accepted automatically. Otherwise, bookings are treated as 'requests' and must be accepted by the clinic before appointments are confirmed. Pending appointments appear in a Pending tab on the clinic's schedule.
Pending Appointment Email Address	Enter an email to receive notifications when appointment booking requests are created.
Apply Default Insurance	Enable this to have patient-booked appointments apply to their default insurance set in their profile. As insurance records can only be added by the clinic, this function will not apply to 'public' patients.
Hours Prior to Book	This sets the number of hours prior to an available appointment that a patient can book an appointment through the portal.
Hours Prior to Cancel	This sets the number of hours prior to a booked appointment that a patient can cancel through the portal.

Learn more about the Juvonno Patient Portal

Scheduling Consent

Learn more about the individual fields

Enabled	This must be set to 'Yes' in order to enable the patient's consent function.
Scheduling Consent Required	Determine whether scheduling consent is required to book an appointment.
Required Every Time	Determine if every time a patient books an appointment they must confirm their scheduling consent.
Consent Text	Enter the text that will appear before an appointment is booked on the patient portal.
Consent Document	Upload a document (PDF, Word) that may contain further details regarding consent that the patient will have access to view.

Messages (Custom Content displayed to Patients on the Portal)

Learn more about the individual fields

Appointment Booking Message	* 2019 Patient Portal upgrade does not require this field to be entered.
Portal Login Page Message	Enter the text that will appear before a patient logs in or signs up.
Secure Home Page Message	Enter the text that will appear on the home page of a patient's portal (once logged in).
Public Book Thank You Message	Enter the text that will appear once a patient (that does not have a profile created) books an appointment.
Secure Book Thank You Message	Enter the text that will appear once a patient (that has a patient profile) books an appointment.

Toolbar

Learn more about the individual fields

Book an Appointment	Select whether or not the 'Book an Appointment' tab appears within the patient portal. Note: Patients will still be able to book appointments with other available links.
Documents	Upload documents in the patient profile and assign them to the portal for the patient to view. Patients can also upload documents that are clinic-accessible.
Medical Profile	Patients can complete the pre-built Medical Profile Health History form within Juvonno before arriving at your clinic, or give patients the ability to complete the form on a tablet when they arrive at the clinic. You are also able to create your own custom Intake Forms to show in the portal.
Programs	You can create programs for several patients to attend such as offering an exercise class or a yoga class. These programs can be displayed online for patients to register.
Transactions	Select whether or not a patient's transactions are visible to the patient on their portal account.

Widgets

Learn more about the individual fields

Insurance Totals

Select whether or not the patient's updated insurance totals appear on their patient portal home page. NOTE: If you are using Telus this will not apply to any Telus covered insurance company, this section will apply to Private Insurance only if you are tracking it in the Patent Profile.

If you are not using Telus and tracking insurance in the Patient Profile the patient will be able to see their insurance balances in the portal.

Loyalty Point Balance

Select whether or not the patient's Loyalty Points appear on their patient portal home page.

Outstanding Invoices

Select whether or not the patient's outstanding invoices are viewable within their patient portal.

Products & Services Tab

Navigate toSettings

Under the System & Company Settings heading, select General.

Select the System tab and choose Products & Services.

Enable Attributes to further define Products you sell in your clinic.

Define items by colour, size, or other custom attributes.

Scheduling Tab

Navigate toSettings

Under the System & Company Settings heading, select General.

Select the System tab and choose Scheduling.

Appointment Display

Learn more about the individual fields

Appointment Colour Type	Appointment colours can be set by various methods. Select from the drop-down whether you prefer appointment on the schedule to reflect: Schedule Type, Practitioner Colour Preference, Products and Services' Schedule Types, or Patient Groups.
Appointment Colour Type (Resources)	Select from the drop-down menu whether the appointments on a practitioner's dashboard schedule appear as they would on the home schedule or using the Practitioner Colour Preference.
Appointment Status Borders	Toggle whether or not an appointment's status is reflected visually via a coloured border.
Arrived Border Colour	Set the border colour of an appointment set to an Arrived status.
Completed Border Colour	Set the border colour of an appointment set to a Completed status.
Billed Border Colour	Set the border colour of an appointment set to a Billed status.
Late Border Colour	Set the border colour of an appointment set to a Late status.
Show Scheduled Item Numbers	Toggle whether or not you would like appointments to display the products and/or services attached on the appointment block itself.
Upcoming Appointment Icon	Toggle whether or not you would like an appointment to display a clock icon that - upon mouse hover - will display the next upcoming appointment date. This icon will only appear if a patient has future appointments booked.
Waiting List Expiration Date	Select from the drop-down menu what period of time will pass before patients on the waiting list are removed.
Warning Icon	Toggle whether or not you would like an appointment to display a warning icon that appears if a warning exists for the patient.
AR Icon	Toggle whether or not you would like an appointment to display an AR icon that appears if a patient has outstanding invoices.

Dashboards

Learn more about the individual fields

Patient Fly-out Menu Always Open	Toggle the Patient Lookup menu - found on the right of the home schedule - to stay open by default. This is not recommended for clinics with a large number of practitioners, as it will overlay and block parts of the schedule.
Display Schedule & Meetings	When a practitioner creates a 'To-do' Meeting on their dashboard, this toggle will enable meetings to display on their schedule as well.
Highlight & Display Cancelled Appointments	Toggle whether or not to hide cancelled appointments on the schedule. Hiding will not remove appointments, in order to do so, you must delete the appointment.
Show Schedule Types on Dashboard	Toggle whether or not to display schedule types on the dashboard.
Show Unavailable Practitioners	Toggle whether or not to display practitioners on the schedule that are not available on that day.
Show 'New Patient' in Appointment Info	Toggle whether or not to display the text 'New Patient' on the appointment block itself when a patient is booked for their first appointment.
Column Width	Select from the drop-down menu your preferred column width on the schedule.
Row Height	Select from the drop-down menu your preferred row height on the schedule.
Upcoming Appointment Link	Select what function the appointment link: 'View Appointments' performs. Search will display a window with options to filter through, while PDF Report will display a printable pdf of upcoming appointments.

Scheduling

Learn more about the individual fields

Global Start Time	These are system-wide settings. If you have more than 1 clinic all clinics will be based on this start and end time. You can further define the start and end times for each Practitioner.
Global End Time
Custom Appointment Durations	Select whether to allow appointment durations to be customized when appointments are being booked.
Maximum Appointment Duration	Select from the drop-down menu the preferred maximum allowed duration.
Default Patient Reminder	This is a system-wide setting. This is the default appointment reminder all-new Patient profiles will be set to. You are able to override this setting in the Patient Profile and when booking an appointment on the schedule.
Quick Reschedule	Select whether to enable the 'Quick Reschedule' function that appears when cancelling an appointment.
Multiple Practitioners per Appointment	Select whether to enable multiple practitioners being assigned to individual appointments. i.e. Physiotherapist and Physiotherapy Assistant
Duration Based on Selected Services	Toggle the option to set the appointment duration based on the product or service's set duration. This is adjusted in Products & Services settings.
Require at Least 1 Service to Schedule an Appointment	Select whether or not items are required to be added to an appointment in order to be booked. This will disable the ability to book empty appointments.
Require "Force Save" When Booking Unavailable Slots	Select if you would like the option to override appointments that are booked in the past, or at an unavailable time.
Show Patient Relations During Booking	Toggle the option to display any added patient relations within the appointment booking window. These are entered in the patient profile.
Scheduling Screen Field Visibility	Toggle these field on/off to display within the appointment booking window.
Select Clinic based on the Patient's default	Select whether or not to have the clinic chosen by default in the booking window. This is based on the patient's default clinic set in their patient profile.

Patient Arrivals

Learn more about the individual fields

Enabled	Select whether or not to enable Patient Self-Arrivals
Reception Checkin	Select whether or not to enable the option for a patient to 'arrive' or check themselves in, potentially using a front desk kiosk.
Resources Checkin	Select whether or not patients can check themselves in when their appointment is involved with resources, such as rooms. Learn more about this form of 'Checkin' here.
Arrival Message	Enter text in this field that will greet the patient once they check themselves in.
Swipe Card	Select whether patients have the option to check-in using a swipe card.
Typeahead	Select whether you prefer to have patient's search their name using type-ahead functionality or not. Type-ahead will search as a name is typed and show a drop-down of options.
Link	This is the URL your patients will be able to arrive themselves through.

Patient Warnings

When booking an appointment on the schedule you will be prompted with a warning that has been set up on the Patient Profile Warnings section.

Learn more about the individual fields

Display During Appointment Booking	Toggle the option to display a warning during the booking process. A pop-up will appear if there is a warning or outstanding invoices to be paid.
Display During Appointment Checkout	Toggle the option to display a warning during the checkout process. A pop-up will appear if there is a warning or outstanding invoices to be paid.
Invoice Warnings in Appointment Processes	Select from the drop-down menu whether outstanding invoices will trigger a warning for all types of invoices (Insurance & Direct) or Direct invoices only.
Display During Encounter Creation	Toggle the option to display a warning during any patient encounter. A pop-up will appear if there is a warning or outstanding invoices to be paid.
Display Receivable During Encounter Creation	Toggle the option to display receivables during any patient encounter. A pop-up will appear if there is a warning or outstanding invoices to be paid.

Scheduling Treatment Plans

Learn more about the individual fields

Enabled	This is enabled within the General System Settings, Modules tab
Required During Scheduling	Select whether or not a treatment plan is required to be selected when booking an appointment for a patient.
Notify when scheduling a service not in the selected Treatment Plan	Toggle the option to have a warning display if a product or service being attached to an appointment does not appear on the patient's treatment plan.

Follow-up Call

It is recommended to leave the Default Selection setting as 'No Follow-up' and assign a follow-up to a patient when necessary. Learn more on creating your own Follow-up Categories.

Programs

This section applies if you have the Patient Portal enabled and will be hosting events or programs for patients to register and attend.

Learn more about the individual fields

Enabled	This is enabled within the General System Settings, Modules tab.
Allow Public Signup	Select whether or not to allow new patients that have not yet attended the clinic to sign up for programs or events.
Show Sold Out	Select whether or not to display programs or events that are sold out.

Resources

This section can be utilized if you have limited room space or equipment and apparatuses that must be shared between practitioners. Learn more about Resources and Resource Scheduling.

Learn more about the individual fields

Enable Resource Scheduling	Enable to display the Resource Scheduling menu with the Appointment booking window.
Assign Practitioners to Resources	Select whether or not to overlay a Practitioner's availability within the Resource Schedule dashboard. All practitioners must be assigned to a resource per day for this setting to work correctly.
Multiple Resources per Appointment	Select whether or not to allow the booking of an appointment with more than one resource.

Appointment Emails

Learn more about the individual fields

Clinic Notifications	Enable email notifications to be sent to the clinic's main email address when an appointment is booked in the patient portal.
Practitioner Booking Notifications	Enable email notifications to be sent to a practitioner's email address when an appointment is booked with them in the patient portal.
Practitioner Cancellation Notifications	Enable email notifications to be sent to a practitioner's email address when an appointment is canceled with them in the patient portal.
Clinic Booking Notifications	Enable email notifications to be sent to the clinic's main email address when an appointment is booked on the schedule by staff.
Clinic Cancellation Notifications	Enable email notifications to be sent to the clinic's main email address when an appointment is canceled on the schedule by staff.
Patient Booking Notifications	Enable email notifications to be sent to the patient's email address when an appointment is booked or rescheduled. The patient must have their default reminder type set to Email.
Patient Rebooking Notifications	Enable email immediate notifications to be sent to the patient's email address when an appointment is rescheduled.
Patient Cancellation Notifications	Enable email notifications to be sent to the patient's email address when an appointment is canceled. The patient must have their default reminder type set to Email.
Practitioner Booking Notifications	Enable email notifications to be sent to a practitioner's email address when an appointment is booked with them by staff in the schedule.
Practitioner Cancellation Notifications	Enable email notifications to be sent to a practitioner's email address when an appointment with them is canceled by staff in the schedule.

Note: The Patient Notification is an email notifying them they booked an appointment. An Email Reminder can also be sent in addition to this Notification.

Appointment Menu Links

Adjust these settings to customize the menu that appears when clicking on an appointment within the schedule.

Learn more about the individual fields

Completion	Select to either have this function as Complete Appointment, which will only set the appointment to 'Completed' status or Complete & Invoice which will also start the checkout process.
Claim Appointment	This link will open the Claim process window.
No Bill	This link enables the option to refrain an appointment from the billing process.
Patient Profile	This link will open the Patient Profile based on the Appointment's patient.
Print Labels (Updated to Generate Labels)	This link will open the labelling window with templates to choose from.
Upcoming Appointments (Updated to View Appointments)	The link will depend on the settings found here.

System Tab

Navigate toSettings

Under the System & Company Settings heading, select General.

Select the System tab and choose System.

Other

Learn more about the individual fields

After Login Go To	Select whether the first page displayed upon staff login is the Home Schedule or the personal Dashboard.
Display #X Rows	Select what the maximum amount of rows are displayed in various sections of Juvonno. i.e. Patient Search results
Default Force Message Login	Toggle whether or not staff will be presented by an internal message sent to them while offline upon login.
Session Timeout (mins)	Select the amount of time that will pass while a staff profile is idling without any activity that will log the staff off. If a staff member logs in without first logging out off another workstation, the system will log them out of the first workstation automatically.
Swipe Card Login	Toggle whether staff can or cannot log in to their profile using a Swipe card.
Show Upcoming Appointments on Invoices	Toggle whether or not a patient's upcoming appointments are listed within their created invoices.

System Emails

Learn more about the individual fields

Returned Email Address	Enter in an email address that will receive notifications emails when any patient reminder emails are not successfully delivered. Viewing the status of email reminders can also be viewed within the Communication section > Appointment Reminders.
For Invoice Emails	Toggle the option to request Read Receipts along with patient invoice emails. A Read Receipt confirms that the email was opened by the patient.
Email Address For Invoice Emails	Enter in an email address that will receive notifications of invoice email Read Receipts. The above function must be enabled.

Logo Tab

Navigate toSettings

Under the System & Company Settings heading, select General.

Select the Logo tab.

Upload your company logo following the file preferences listed.

The logo appears on Juvonno's Login page, Patient Invoices and the Patient Portal.

Congratulations on completing 'Basic System Setup : Part 3' !

Continue to 'Basic System Setup : Part 4'

Comments

0 comments

Please sign in to leave a comment.

Articles in this section

Scheduling Consent

Messages (Custom Content displayed to Patients on the Portal)

Toolbar

Widgets

Products & Services Tab

Scheduling Tab

Appointment Display

Dashboards

Scheduling

Patient Arrivals

Patient Warnings

Scheduling Treatment Plans

Follow-up Call

Programs

Resources

Appointment Emails

Appointment Menu Links

System Tab

Other

System Emails

Logo Tab

Congratulations on completing 'Basic System Setup : Part 3' !

Continue to 'Basic System Setup : Part 4'