Patient Portal Account Overview

The Patient Portal is a secure online account that allows your clients and patients to interact with your clinic digitally. Through their portal, patients can manage appointments, access treatment plans, complete forms, and communicate with your practice—all from one convenient location.

Overview

The Patient Portal serves as a centralized hub where patients can:

• Update their personal profiles
• Book, cancel, and reschedule appointments
• View treatment plans and shared documents
• Complete and submit questionnaires (SmartForms)
• Access their medical information securely

Note

Family-Friendly: A single Patient Portal account can be used by individuals or families who want to store all their medical data in one place.

How Patient Accounts Work

Account Creation Process

Patient Portal accounts can only be created by patients taking one of the following actions:

1. Online Booking - When booking their first online appointment as a “new patient,” a Patient Portal account is automatically created. The email address and password they enter at the time of booking become their patient portal login information.

2. Smart Forms Assignment - You send them a Smart Form to complete using either method:

   • Book an appointment for them and send a confirmation email with an attached Smart Form
   • Go to the Smart Forms page in your account and manually send them a Smart Form to fill out

   Both methods send a system email with a “Take me to my forms” link that allows them to register for a new Patient Portal account

3. Medical Access Code - From the Patient Workspace, go to the Medical Access Code tab, generate and send the patient an “Access Link” via email. This system email includes a link allowing them to create their Patient Portal account

Note

Important: Only one of these steps is needed to create a portal account. Once created, patients don’t need to create new accounts for additional forms or services—they simply log into their existing account.

Two Levels of Access: Limited vs Full

Patient Portal accounts operate with two distinct access levels:

Limited Access Accounts

How They’re Created:

• Patient books online as a new patient
• Patient clicks the link in Smart Form assignment emails

What Patients Can Access:

• Appointments they booked themselves online
• Smart Forms (intake forms) you assigned them
• Documents they upload to send to you
• Only information they personally created or submitted

Security Benefits:

• No access to clinic-generated information
• No possibility of data compromise
• Maintains strict privacy boundaries

Full Access Accounts

How They’re Created:

• You send an “Access Link” from the Patient Workspace
• Both admins and practitioners can generate these links
• Works for new accounts or existing limited accounts

What Patients Can Access:

• All Limited Access features, plus:
• Treatment plans you’ve created
• Documents you’ve shared with them
• Appointments you manually booked for them

Note

Security Note: Full access is only granted when you explicitly send an Access Link from your Patient Workspace, ensuring complete control over medical information sharing.

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Related Pages

• Providing Patients Access To Their Medical Records — send the access link and coach patients through the common mix-ups.
• Adding Family Members to an Account — link multiple patient records to one login.