Part 4: Patient Portal Logins & Schedule Setup

  • Updated

Now that your Patient Portal is ready to go live, it's time to learn about Schedule Types, Practitioner Availability and How Patients can create a login for your portal.


1. How to create a New Schedule Type

Schedule Types provide a variety of assignable schedules to practitioners.  They are used to link the practitioner to the products and services they will show in the portal for patients to book online.




Step 1

Navigate to Settings>Schedule & Holidays section>Schedule Types.




Step 2

Select  New Schedule Type.



Step 3

Give your Schedule Type a Code (Optional) and a Name and click Save.


Note The remaining fields are optional but we suggest you fill in as many as you see fit.


Learn more about the individual fields

Codes are not required to be entered but can be used if preferred. 


Enter a title for the Schedule Type


If in a multi-clinic setting, you may select to allow this schedule type to be used in any or a specific clinic.

Default Duration

Select the default duration that will apply to appointments booked without products or services used. Otherwise, a product or service's default duration will override the schedule type's set duration.

Allowed Conflicts

Select whether this schedule type will allow more than one appointment booked at the same time. Otherwise, an override will be required by the user creating the appointment.

Allow Telehealth Appointments

If using Telehealth, select whether or not this schedule type will be applicable for booking telehealth appointments.

Background Color

Select a colour by preference to distinguish one schedule type from another visually.

Font Color

If selecting a very dark or blank background color, it is recommended to adjust the font color to prevent the text displayed on appointments to blend in.

Your Schedule Type has now been created.



Learn How to Set up Schedule Types & Colour Code Your Schedule


2. How to Assign Schedule Types

There are 2 ways to add Schedule Types to the Practitioners Profile.


a. From within the Practitioner Profile, Availability tab.

Step 1

Navigate to Settings>Staff Section>Practitioners.




Step 2

Select the Down arrow beside Open located to the left of the Practitioner name and select Schedule Types.



Step 3

Select the Schedule Type from the list on left side of the page the select Add and it will move to the right side of the list.




b. From the Practitioner profile Availability tab

Step 1

Open the Practitioner profile.  Go to the Availability tab and open one of the availability records by clicking the Part_8_1.png button and select Edit from the dropdown menu.

Select the Edit icon to be directed to a list of Schedule Types.



Step 2

Select the Edit icon to be directed to a list of Schedule Types.



Step 3

Select an item from the list of Schedule Types under the  Available section that you want to be be attached to the Practitioner. Then select +Add



It will move down to the bottom of the popup section under "Added" and then select Save.


Repeat these steps for each Schedule Type you want to add.


3. How to Set Up a Practitioners Availability

After assigning schedule types to a Practitioner, you will now need to set up the Availability. 

Step 1

Navigate to Settings>Staff>Practitioners




Step 2

Select Open next to the Practitioner name.



Step 3

Select the Availability tab and click +Add next to set the Standard Availability. 

This is the availability the staff member will be working Monday to Sunday.



OR edit an existing Availability record by clicking the  button.png  button and selecting Edit.



Step 4

Select a Start Date (the first day applicable to this schedule) and an End Date (the last day applicable to this schedule).

*Note: An End Date is not required for a regular ongoing daily schedule. However for some reports where you enter a start and end date to pull data within a date range this would be required.





When creating availability records if you have more than 1 record, ensure they are in chronological order. For example:

Start Date Jan. 1, 2023 End Date April 30, 2023 the next availability would be

Start Date May 1, 2023 End Aug. 1, 2023.


Step 6

Within the Practitioner Availability, under Schedule Availability select the Schedule Type from those added then click the blocks of available time indicating the start and end days/times.



Tip To select a whole row or block of time click on the first time block, hold down the shift key and click the last time block.  The whole area within that space will be highlighted.  Do the same to remove highlighted blocks.


4. How to Customize Portal Availability


If you'd like to restrict certain times from being booked via the Patient Portal, you can Customize Portal Availability.


Step 1

Under Schedule Availability, select Customize Portal Availability.


Step 2

Using the availability blocks, select the times you'd like made available in the Patient Portal then select Save.


In this example, only the highlighted times would be shown on the Portal if it is not booked by a patient.




Click here for further information on assigning Schedule Types



The light colors will show in the in clinic schedule.

The darker colors indicate the times that are available in the portal if they are not already booked.



If you are a smaller clinic (Up to 10 people) it's a good idea to create a schedule type per practitioner name to keep the schedule types easy to manage when assigning the Product & Services.


If you have more than 1 location and practitioners will be working in more than 1 location it's a good idea to create a schedule type in the staff member name and allocate each one to the correct location for example: 

Christine  Toronto

Christine  Whitby

This  makes booking their schedule very easy as well.


5. How to Allow Products & Services to be Booked in the Patient Portal

Products & Services are linked to Schedule Types that are linked to the Practitioner Profile. 

The Schedule type allows the service item to be displayed per practitioner and per location.


Step 1

Navigate to Settings>Products & Services Section>Products & Services.




Step 2

Find the Product & Service Item(s) that you would like to be displayed in the patient portal and select Open.


*Note: These are services that you would like patients to book online, the description displayed on the service may be displayed through the patient portal.




Step 3

Set the Book from the Portal option to Yes.



Step 4

Ensure the Service Duration, Portal Conflicts Allowed, Practitioner Type have been set up.

Under the Apply to Schedule types section select the schedule type that applies to the practitioners that allows the item to show in the portal.  



Learn more about the individual fields
Service Duration

Set the default service duration that can be adjusted by staff when booking an appointment, but not for patients booking within the patient portal.

Book From Portal

Select Yes to offer this service has an option for booking on the patient portal.

Portal Conflicts

 Select how many appointments can be used when the patient is

 booking with this service in 1 time slot.

Practitioner Type

Assign the practitioner type that will apply when booking this service.

Apply to
Schedule Types

Assign the schedule type that will apply when booking this service.



If you have a Practitioner that works out of multiple locations, you can set up a Schedule Type with the Practitioner name and the correct clinic location attached to it. 

Assign the Schedule Type to the Practitioner and use it to set up their Availability.  

When you are setting up the Products & Services for the portal, select their name as the schedule type.


6. How to Grant a Patient Access to the Patient Portal

Get your patients to start entering their own patient data, booking appointments, paying invoices, filling out medical information and uploading documents through your clinics Patient Portal. Be sure to first send the patient a Portal Invitation Email directly through their Patient Profile, Portal Access tab.


Note: You can also use the Patient Welcome Packet to send out a Patient Portal Registration link and Intake forms. Learn How to Send the Patient Welcome Packet to New Patients here.


Step 1

Navigate to Patients tab then select Open next to the patient you would like to edit.

Step 2

Select Portal Access



Step 3

You can provide portal access for the patient with either of these two following methods:

1) Select Click Here to send the patient an email Invitation with a link to the patient portal to create a password.

Note The Invitation is only active for 3 days. If the patient has not used it within this time frame you will have to send then another Invitation. The patient may try it and get an error if it's expired.



-- OR --

2) Select Create to enter an account username and password manually then select Apply Changes.


Tip: Set the Username as their email address allowing them to click the Forgot Password option and get an email to update their password.


Step 4

Within the Available Practitioners section you are able to select which practitioner(s) the patient will be able to view in the portal for booking. Select one or more (by holding CTRL) practitioners that will be available to book the patient using the Patient Portal.



When finished editing select Save.


7. How to Register in the Patient Portal as a New Patient

In order to book an appointment online, patients will need to register via the Patient Portal. They can do so by following these steps.


Step 1

From your clinics Patient Portal login page, click Signup.

Note Your clinic's patient portal URL will follow this format:


Step 2

Select the New Patient option.


Step 3

Fill-in the First Name, Last Name, Email, and create a Password. Confirm that I'm not a robot and click Sign Up.

Note: Your email address will be used as the username, as well as for any invoices, reports etc. sent to the patient.


They will now be registered in the Patient Portal and can access it's full functionality.



Tip Create a test patient and log in to view the custom text areas you have
set up and experience the Patient Portal to provide guidance for new patients.



Congratulations on completing Advanced System Setup: Part 4!

Continue to Advanced System Setup: Part 5

Was this article helpful?

3 out of 3 found this helpful