How to Set Up the Patient Portal

Enabling the Patient Portal allows your patients the autonomy to book appointments, pay invoices, complete intake forms, and so much more. In this article, you'll learn how to enable the Patient Portal and the available customizations. 

Before You Begin

• It's recommended that you do not change any settings that are not covered in this article so you don't accidentally turn off vital features. 
• Before enabling, ensure 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.

Permissions 

Your User Type needs to have access to the General System Settings 

Enabling the Patient Portal

1. Go to Settings 
2. Under System & Company Settings, select General

1. Click Portal 
2. Navigate to General 

3. Find Enabled and set this to Yes 

    

Making Your Clinic Bookable in the Patient Portal 

1. Go to Settings 
2. Under System & Company Settings, select Clinics 

3. Select Open next to your clinic name 

    

4. Under Details, set Book in Portal to Yes 

How to Set Up Your Patient Portal (VIDEO) 

In this section, you will learn more about each section inside the Portal settings and which customization options are available.

General (0:00)

The General settings control the overall setup behaviour of your Patient Portal. This is where you enable the portal, configure patient signup requirements, manage mandatory fields, control notifications, and customize what information is visible to patients. 

Learn more about the individual fields

 

Enabled	Must be set to Yes in order to activate and use the Patient Portal.
Allow Public Signup	Allows individuals who do not already have a patient profile created by the clinic to register themselves and book an appointment.
Add/View  Medical Profile	Allows patients to log in to the portal to complete their Medical Profile and view existing Medical Profile records. This does not include encounter data.
Mandatory Referral Type	Makes the Referral Type field required during patient signup.
Mandatory  General Practitioner	Makes the General Practitioner field required during patient signup.
Mandatory  Date of Birth	Makes the Date of Birth field required during patient signup.
Mandatory Phone	Makes the Phone field required during signup. The number entered will populate in the Cell field in the patient profile.
Mandatory Gender	Makes the Gender field required during patient signup.
Mandatory Intake Form	Prevents patients from booking appointments through the portal until all required intake forms have been completed.
Intake Form Completion Notification	When enabled, the clinic receives an email notification when a patient completes or updates an intake form.
Medical Profile Completion Notification	When enabled, the clinic receives an email notification when a patient updates their Medical Profile.
Uploaded Document Notification	When enabled, the clinic receives an email notification when a patient uploads a document to their portal profile.
Uploaded Document Practitioner Notification	Sends an email notification to the patient’s default and additional practitioners when a document is uploaded through the portal.
Portal Signup Notification - Patient	When enabled, the clinic receives an email notification when a new patient registers through the portal.
Portal Signup Notification - Company	When enabled, an email notification is sent to the Company Email Address when a new patient registers through the portal. This can be overridden by entering a custom address in Portal Signup Email Address.
Portal Signup Email Address	The email address entered here will receive new patient registration notifications when Portal Signup Notification - Company is set to Yes.
Portal Signup 18 yrs and older	When enabled, prevents individuals under 18 years of age from registering through the portal.
Display Practitioner Credentials	Shows/hides practitioner credentials wherever a practitioner’s name appears in the portal.
Display Product & Services Pricing	Shows/hides pricing for Products and Services wherever they are displayed in the portal.
Portal Practitioner Display Order	Allows you to define the order in which practitioners appear in the portal.
Portal Login URL	The unique URL assigned to your Patient Portal.
Portal E-Gift Cards	Shows/hides the E-Gift Cards tab on the portal. A payment gateway must be enabled to use this feature.
Portal E-Gift Cards direct link	Provides a direct link to the E-Gift Cards page. This link is active only when Portal E-Gift Cards is enabled.
Language	Selects the default language displayed on the portal. Available options include English, French, Italian, and Spanish.
Language Selection Menu	Shows/hides the language selection menu on the portal.
Book Again Section	Shows/hides the Book Again section on the Patient Portal.
Intake Forms Section	Shows/hides the Intake Forms section on the Patient Portal

 

Scheduling (3:26)

The Scheduling settings give you full control over how online booking works in your clinic. Here you can: 

• Define which times are available for portal booking 

• Decide who can book appointments 

• Set how bookings are confirmed or reviewed 

• Configure booking and cancellation time limits 

• Require payment details when applicable 

 

Learn more about the individual fields

 

Slot Availability	When enabled, patients can only book appointments during the times specified for portal booking. The Portal Schedule is configured within the practitioner’s Standard Availability.
Public Appointment Booking	Allows patients to book an appointment without creating a patient profile.
Public Appointment Booking Login	Select which form is shown by default when a non-logged in user selects an appointments and is requested to either login or signup.
Auto-Accept Portal Appointments	When enabled, appointments booked through the portal are automatically accepted and confirmed.  If disabled, portal bookings are treated as requests and must be reviewed and accepted by the clinic before they are confirmed. Pending requests appear in the Pending tab on the clinic schedule.
Pending Appointment Email Address	Enter the email address that will receive notifications when new appointment booking requests are submitted.
Apply Default Insurance	When enabled, appointments booked through the portal will automatically apply the patient's default insurance listed in their profile. This setting does not apply to public patients, as insurance records can only be added by the clinic.
Hours/Days Prior to Book	Defines how close a scheduled appointment time a patient can cancel through the portal.
Hours/Days Prior to Cancel	Defines how close to an available appointment time a patient can book through the portal.
Allowed Reschedules	This restricts the number of times a patient can reschedule an appointment through the portal.
Days Allowed to Schedule Into	Sets the maximum number of days in advance a patient can book an appointment through the portal.
Displayed Booked Slots	Shows booked time slots on the booking time selection screen.
Restrict Clinic Selection to Default Clinic	When enabled, patients can only book appointments at their default clinic as defined in their patient profile.
Requires Credit Card Entry	Requires patients to enter a credit card when booking an appointment through the portal.  A payment gateway (e.g., Stripe) must be enabled for this feature to function.
Requires 3D Secure	Specific to the UK; a security protocol used to verify a cardholder's identity during online purchases
Practitioner Gallery on Booking	Allows you to turn on or off the display of practitioner photos during the portal booking process.
Reason for the appointment	Allows the patient to enter an explanation for their visit.

 

Scheduling Consent (5:05)

This section allows you to control whether or not you require scheduling consent, when it's required and upload a custom consent form.

 

Learn more about the individual fields

 

Enabled	When enabled, the patient consent feature can be used.
Scheduling Consent Required	Determine whether scheduling consent is required to book an appointment.
Required Every Time	When enabled, the patient will be required to confirm their consent each time they book an appointment. If this is not enabled, patients will be asked to confirm only once.
Consent Text	This is the text that will appear next to the required checkbox for the patient to confirm their consent.
Consent Text French	This is the text that will appear next to the required checkbox for the patient to confirm their consent.
Consent Document	Upload a PDF or Word document if you would like to add additional details about Scheduling Consent for the patient to view.

 

 

Messages (5:46)

Customize the text and image content that will be displayed on the Patient Portal

• Appointment Booking Message: Enter text you'd like displayed after Book an Appointment is selected 

• Portal Login Page Message: Enter the text you'd like displayed on the login screen of the Patient Portal

• Secure Home Page Message: Enter the text that you'd like displayed on the Home/Dashboard screen after the patient has logged in

• Public Book Thank You Message: Enter the text that you'd like displayed after a person who does not have a patient profile books an appointment

• Secure Book Thank You Message: Enter the text that you'd like displayed after a person who is logged in and has patient profile books an appointment

• Intake Form Request Message: Enter the text you'd like displayed when you send an intake form for the patient to complete

• New Document Shared: Enter the text you'd like displayed when a new document is shared in the portal with the patient

 

Learn more about the customizable fields available in the Messaging section

 

Appointment Booking Message	Message that displays after selecting book an appointment.
Portal Login  Page Message	Message that appears on the portal login screen
Secure Home  Page Message	Message that will appear on the Home/Dashboard screen when the patient is logged in
Public Book  Thank You Message	The message that will display when a patient that does not have a profile books an appointment
Secure Book  Thank You Message	The message that will display when a patient that has a profile books an appointment
Intake Form Request Message	Message that is sent with the custom intake forms that are emailed to the patient
New Document Shared	Message contained in the email sent to the patient letting them know that a new document has been shared with them

 

Portal Profile (7:12)

The fields in the Portal Profile will automatically populate in the Patient Profile in Juvonno. 

Choose the fields you would like to have shown on the Portal Profile by selecting:  

• Yes: This will appear in the Portal Profile, but completion is not mandatory 

• No: Will not appear in the Portal Profile 

• Mandatory: Will appear in the Portal Profile and the patient must complete this field

 

 

Portal Signup Emails (7:27)

Customize the content of these emails: 

• Patient Portal Confirmation

• Patient Portal Invitation

• Patient Portal Signup Notification

Learn more about the individual fields

 

Patient Portal Confirmation	This is the email sent out to the patient after signing up on your Patient Portal to confirm account creation.
Patient Portal Invitation	This email can be sent to the patient with a link to the patient portal to invite them to signup for the Patient Portal. The link is valid for 3 days.

 

Portal Style

Customize the colour scheme of your portal to match your preferences and/or brand: 

 

Toolbar (8:06)

Customize the menu options that appear in your Patient Portal's Navigation bar:

• Book an Appointment 
• Documents 
• Medical Profile 
• Transactions 

 

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.
Transactions	Select whether or not a patient's transactions are visible to the patient on their portal account.

 

 

Widgets (9:20)

Select which elements are visible on the Patient Portal: 

• Insurance Totals 
• Loyalty Point Balance 
• Outstanding Invoices 

 

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.

 

 

 

After you've made you changes, click Save 

Result 

You've just finished setting up your Patient Portal!