Part 6: Patient Portal

Juvonno
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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

  1. Clinic Patient Portal Activation
  2. Portal Tab
    1. General
    2. Scheduling
    3. Scheduling Consent
    4. Messages (custom portal content)
    5. Portal Portal Profile
    6. Portal Profile Invitation
    7. Toolbar
    8. Widgets

 

1. Clinic Portal Activation


Navigate to Settings >System & Company Settings>Clinics

Open a clinic and set Book in Portal to Yes.


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2. Portal Tab


Navigate to Settings >System & Company Settings Section>General>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 the portal when you want to log in as a test patient to view what the custom content looks like during the editing process.

 

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1. General

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Learn more about the individual fields
Enabled

This must be set to 'Yes' in order to enable the Patient Portal.

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 Referral Type

 Toggles the Referral Type field of the patient signup to mandatory.

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.

Mandatory Phone

 Toggle the Phone field of the patient signing up to mandatory. It will appear in the Cell field on their profile.

Mandatory Gender

 Toggles the Gender field of the patient signing up to mandatory.

Mandatory Intake Form

 Prevents the patient from booking appointments in the portal if they have not completed custom intake forms requested by the clinic.

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

 Enabled - the clinic will receive an email when the patient updates their Medical Profile.

Uploaded Document Notification

 Enabled - the clinic will receive an email when the patient uploads a document to their portal profile.

Portal Signup Notification

 Enabled - the clinic will receive an email when a new patient signs up on the portal.

Portal Signup Email Address

 The email address entered here will receive notifications of new patients registering in the portal.

Portal Signup 18 yrs and older

 Enabled - prevents patients under 18 years of age from signing up on the portal.

Display Practitioner Credentials

 Enabled - shows the practitioner credentials in the portal below their name.

Display Product & Services Pricing

 Shows or hides the price of a Product & Service item in the portal.

Portal Practitioner Display Order

 Allows you to select the order Practitioners show in the portal.

Portal Login URL

 This is an assigned link of your patient portal.

Portal E-Gift Cards

 Shows/Hides the E-Gift Cards tab on the portal. You must have the Stripe Payment gateway enabled to use this feature.

Portal E-Gift Cards direct link

 This link only works if the Portal E-Gift Cards are enabled.

Language

 Select the default language to appear on the portal.

Language Selection Menu

 Shows/Hides the language selection menu on the portal.

2. Scheduling


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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/Days 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/Days Prior to Cancel
This sets the number of hours/days prior to a booked appointment that a patient can cancel through the portal.

Days Allowed to Schedule into the future

   Sets the number of days a patient can schedule into the future.

Requires Credit Card entry

   Requires a credit card to book an appointment.  

Requires 3D Secure

  

 


3. Scheduling Consent


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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.
 

 

4. Messages (custom portal content)

This is Custom Content displayed to Patients on the Portal.



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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.

Intake Form Request Message

   This message is sent with the custom intake forms that are emailed to

    the patient.

 

5. Portal Profile

 

Select which of these fields you want to set to "Yes" "No" or "Mandatory".  The data in these fields auto-populates to the Patient Profile.

 

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6. Patient Portal Invitation

This email can be sent from the Patient Profile, Portal Access tab to the patient with a link to the patient portal where they can create their own password to log into the portal.  The link is valid for 3 days.  If they do not use the link within 3 days they will get an error and you will have to resend it.

 

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7. Toolbar



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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.
 

8. Widgets



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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.
 


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.

View Appointments Link

 Select to view a patient appointments by search or in PDF.

Appointment Search Default Date Range

 Select how you want the system to search for appointments, Today and Prior, Today and Future, This Month.

Appointment Search Default Status

 Select what default you would like set.

Appointment Search Default Results

 Select how many results you would like within a search.

Appointment Search Default Date Sort

 Select if you would like Earliest or Latest appointments as the default.

Appointment Search Products/Services 

 Select if you want to sort by Product/Services.
 


Congratulations on completing 'Basic System Setup : Part 4' !


Continue to 'Basic System Setup : Part 4'

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