Set Up the Patient Portal

Enabling the Patient Portal allows your patients the autonomy to book appointments, pay invoices, complete intake forms, and 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 

• Access to Settings > System & Company Settings > General 

Instructions 

Step 1: Enable the Patient Portal

1. Go to Settings 

2. Under System & Company Settings, select General

3. Click Portal 
4. Go to the General section
5. Find Enabled and set this to Yes 

Step 2: Set Your Clinic to Allow Online Booking

1. Go to Settings 

2. Under System & Company Settings, select Clinics 

3. Select Open next to the clinic's name 

4. In the Details tab, find Book in Portal and set to Yes 

Portal Customization: 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 let you customize your Patient Portal to suit your clinic’s needs. From enabling the portal and setting up patient registration requirements to managing notifications and choosing what patients can see, these options help you create a portal experience that works best for your clinic and your patients.

Learn more about the Portal > General fields
 

Setting	Description
Enabled	Turns the Patient Portal on or off. This must be set to Yes for patients to access and use the portal.
Allow Public Signup	Allows new patients who do not yet have a profile with your clinic to register through the portal and book an appointment.
Add/View  Medical Profile	Allows patients to complete their Medical Profile and view existing Medical Profile records through the portal. This does not include chart data.
Mandatory Referral Type	Requires patients to select a Referral Type when registering through the portal.
Mandatory  General Practitioner	Requires patients to provide their General Practitioner information during registration.
Mandatory  Date of Birth	Requires patients to enter their date of birth during registration.
Mandatory Phone	Requires patients to provide a phone number during registration. The number entered is saved in the Mobile Phone field of their patient profile.
Mandatory Gender	Requires patients to select their gender during registration.
Mandatory Intake Form	Prevents patients from booking appointments through the portal until they have completed all required intake forms.
Intake Form Completion Notification	Sends an email notification to the clinic when a patient completes or updates an intake form.
Medical Profile Completion Notification	Sends an email notification to the clinic when a patient updates their Medical Profile.
Uploaded Document Notification	Sends an email notification to the clinic 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 the patient uploads a document through the portal.
Portal Signup Notification - Patient	Sends an email notification to the clinic when a new patient registers through the portal.
Portal Signup Notification - Company	Sends an email notification to the Company Email Address when a new patient registers through the portal. You can specify a different recipient using the Portal Signup Email Address setting.
Portal Signup Email Address	Specifies the email address that receives new patient registration notifications when Portal Signup Notification - Company is set to Yes. Use this setting to direct notifications to a specific inbox.
Portal Signup 18 yrs and older	Restricts portal registration to individuals who are 18 or older. When enabled, individuals under 18 cannot register through the portal.
Display Practitioner Credentials	Controls whether practitioner credentials appear alongside practitioners' names throughout the portal.
Display Product & Services Pricing	Controls whether prices are displayed for products and services shown in the portal.
Portal Practitioner Display Order	Sets the order in which practitioners appear in the Patient Portal.
Portal Login URL	Displays the unique web address patients use to access your Patient Portal. Share this link with patients so they can find and log in to the portal.
Portal E-Gift Cards	Shows or hides the E-Gift Cards tab in the portal. A payment gateway must be enabled for this feature to work.
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	Sets the default language for the Patient Portal. Patients will see the portal in this language unless they choose another available language from the language selection menu. Available languages are English, French, Italian, and Spanish.
Language Selection Menu	Controls access to the language selection menu on the Patient Portal.
Book Again Section	Controls access to the Book Again section on the Patient Portal.
Intake Forms Section	Controls access to the Intake Forms section on the Patient Portal

 

Scheduling

The Scheduling settings let you customize how patients book and manage appointments through your Patient Portal. You can control booking availability, set scheduling and cancellation limits, manage appointment confirmations, and choose which options are available to patients. These settings help you create a booking experience that works best for your clinic.

 

Learn more about the Portal > Scheduling fields

 

Slot Availability	When enabled, patients can only book appointments during the times designated for portal booking. These times are configured in the practitioner’s Standard Availability under the Portal.
Public Appointment Booking	Allows patients to view available appointments without first creating a patient profile.
Public Appointment Booking Login	Determines which form is displayed by default when a patient who is not logged in selects an appointment and is prompted to log in or sign up.
Auto-Accept Portal Appointments	When enabled, appointments booked through the portal are automatically accepted and confirmed. When disabled, appointment bookings are submitted as requests that the clinic must review and accept before they are confirmed. Appointment requests appear in the Pending tab on the clinic schedule.
Pending Appointment Email Address	Specifies the email address that receives notifications when new appointment booking requests are submitted.
Apply Default Insurance	When enabled, automatically applies the patient's default insurance from their patient profile to appointments booked through the portal.
Hours/Days Prior to Book	Sets how far in advance a patient may book an appointment through the portal. This helps control how close to the appointment time patients can make a booking.
Hours/Days Prior to Cancel	Sets the minimum amount of time before a scheduled appointment that a patient can cancel through the portal.
Allowed Reschedules	Sets the maximum number of times a patient can reschedule an appointment through the portal.
Days Allowed to Schedule Into	Sets how far into the future patients can book appointments through the portal, based on the maximum number of days allowed in advance.
Displayed Booked Slots	Controls whether already-booked time slots are displayed on the appointment booking screen.
Restrict Clinic Selection to Default Clinic	When enabled, limits patients to booking appointments at their default clinic, as specified in their patient profile.
Requires Credit Card Entry	Requires patients to enter their credit card information when booking an appointment through the portal. A payment gateway, such as Stripe, must be enabled for this feature to work.
Requires 3D Secure	When enabled, requires 3D Secure authentication during the applicable online card payment process to help verify the cardholder's identity. This setting is specific to the UK.
Practitioner Gallery on Booking	Controls whether practitioner photos are displayed during the appointment booking process.
Reason for the appointment	Allows patients to provide a reason for their visit when booking an appointment through the portal.

 

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!