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OutSmart Guide

Adding Family Members to an Account

Understanding the Patient Portal Container

The Patient Portal functions like a container that holds medical records:

  • Standard Use: Typically holds one individual’s medical records
  • Family Use: Can hold multiple patient records under a single account
  • Flexible Grouping: Works for any group of related individuals, not just families

How Family Linking Works

Family members are added to an existing Patient Portal account using Medical Access Links. These links unlock full access to medical records and can be sent to link multiple patient records together.

Step 1: Update Email Addresses

When you send out medical access links, the email will go to the email address on file. While it is completely fine if the email addresses of the patients are different, updating them to be the same email address makes it easier for the primary patient to manage all the incoming medical access links.

  1. Access the patient records you want to link (e.g., children’s records)
  2. Update their contact information with the primary account holder’s email address (e.g., parent’s email)
  3. Save the updated contact information

Step 2: Generate Medical Access Links

  1. Go to the Patient Workspace for each record you want to link
  2. Navigate to the “Medical Access Code” tab
  3. Generate a Medical Access Link for that patient
  4. Send the link via email by clicking the envelope icon next to the generated code and selecting “Send Access Link”

Step 3: Link Records to Portal

  1. Primary account holder receives the Medical Access Link email
  2. Click on the link in the email
  3. Log into their existing Patient Portal account
  4. The new patient record is automatically added to the portal

Example: Parent and Children

For the Parent (Primary Account Holder)

  • Already has an existing Patient Portal account
  • Will receive Medical Access Links for each child
  • Manages all family medical records from one login

For the Children’s Records

  • Update each child’s email address to the parent’s email
  • Generate and send Medical Access Links from each child’s Patient Workspace
  • Records will be linked when parent clicks the links

What Family Members Can Access

Once records are linked, the primary account holder can:

View All Connected Profiles

  • See all linked family members in the Profile section
  • Update demographic information for each family member

Access Comprehensive Information

  • Documents: All shared documents for any linked family member
  • Appointments: All appointments across all family members
  • Treatment Plans: Treatment plans for each connected patient
  • Smart Forms: Forms assigned to any family member

Important Considerations

Email Address Management

  • All linked records should use the same email address to simply setup, although this is not required.

Security and Privacy

  • Only the account holder can access linked records
  • Each Medical Access Link must be clicked to activate linking
  • Full access permissions apply to all linked records

Record Organization

  • Linked profiles appear clearly in the portal interface
  • All information remains organized by individual patient

Best Practices

For Clinic Staff

  • Verify email addresses before generating access links
  • Generate links for all family members at once when possible
  • Explain the linking process clearly to families
  • Communicate the 5-day expiry of the Access Links
  • Confirm successful linking with primary account holder

For Families

  • Keep login credentials secure since they access multiple records
  • Review all linked profiles to ensure accuracy
  • Contact clinic if any records appear missing after linking

Alternative Uses

While most commonly used for families, this system can also link:

  • Caregiver access to elderly patient records
  • Guardian access to dependent adult records
  • Any authorized individual managing multiple patient records