The Patient Portal is a method to provide a line of communication between practices and their patients. You can send messages directly to the patient, provide them access to their health records, assign forms for patients to fill out electronically, and allow them to schedule their own appointments with minimal fuss.
This article is intended to provide an overview of the basics of Patient Portal upkeep from a practice's standpoint, and give some perspective on what the patient will see vs. how your office will interact with the Patient Portal.
Setting up the Patient Portal requires the assistance of MacPractice Support. Refer to the Setting Up the Patient Portal article for more information on setting up the Patient Portal. Once MacPractice Support has assisted you, you can refer to this article to guide you in how to use the Portal.
Note: Some Portal features are add-ons to the basic Patient Portal license feature. We'll do our best to denote which features are add-ons or not. If you have any questions or are interested in expanding your available Portal features, please contact MacPractice Accounting and we'll be happy to help.
- Granting Patients Access To The Portal
- What the Patient Sees
- Exporting Clinical Summaries to the Patient Portal
- Assigning EHR Forms to a Patient
- Handling Demographic Corrections in MacPractice
Granting Patients Access to the Portal
The first essential step is to grant your patients access to their relevant Portal pages. This is accomplished by navigating to the Patient Tab of the Patients Ability in MacPractice. Select a Patient that you want to grant access to, then click on the "Portal Access" sub-tab.
The Portal Access sub-tab controls who has access to this patient's clinical information via the Patient Portal. This is done by adding Portal Users that have access to this patient's information on the Portal.
You can add a Portal User by clicking the Green Plus in the upper right corner of the sub-tab. This will open the Patient Portal User reference window to add Portal Users on the fly.
You can also add, edit, and remove Portal Users by navigating to the References Ability and selecting the Patient Portal User node.
This window accesses the Patient Portal User references in the References Ability. You can add or remove user accounts from this window, or select an existing Portal User to assign to this Patient.
Adding a new Portal User
To add a new Portal User, click on the Green Plus in the upper right hand corner of the Reference Sheet. You will need to set a Username, and a First Name/Last Name of the user.
If you would like the patient to receive e-mails when you've sent them a message or assigned forms to fill out, you will want to fill out the Email field for the Portal User.
Once the required fields are filled, click the Create button. You will be prompted to set a password, which must be at least eight characters long.
You'll also see two checkboxes, one checked by default.
"Print Username and Password Card" will print a half page sheet that includes the Patient's username and password with the url to your Patient Portal. Once a patient logs in, they will be able to change their password.
You can also click the "Print Portal Instructions" checkbox to print a page of instructions that you can distribute to patients.
If a Patient ever forgets their password, you can reset it from the Patients Ability > Patient Tab > Portal Access with the "Reset Password" button. This will also allow you to re-print the username/password card. You can also reset a portal user's password from References Ability > Patient Portal Users.
A single portal user can have access to multiple patients records. Simply add that portal user to another patient's Portal Access tab. This is convenient for families where you'd like to give a parent access to all of their children's records, or when you need to give access to a care giver that is responsible for the healthcare of a family. When they access the Portal, they will have the option to review each patient they have access to.
This page will be customized to contain your office's information. If you have any concerns about the information displayed, please contact MacPractice Support and we will be glad to help you adjust this information.
Once logged in, a patient will be treated to the summary tab which lists any unread correspondence and upcoming appointments. The menu bar will also display specific sections for each patient that this Portal User has access to.
A first-time Portal User will be reminded to review their demographic information and to check for any forms assigned to that patient.
From there, the Portal User can read and respond to messages, compose a new message, use Online Scheduling to schedule a new appointment or review any patient-specific information.
Messages Tab and Direct Messaging
Under the Messages Tab, the patient will be able to review any correspondence they had received from your practice, and compose a new message to be delivered to any Provider that has Direct Messaging active. This will require that your office has Direct Messaging purchased.
Any message sent to a Provider in MacPractice to their Direct Messaging e-mail will be deposited into the Messaging Ability in MacPractice. From the Messaging Ability, you can compose new messages, or respond to any message sent to the Provider. You can also include an attachment that will appear with the message that the patient can download.
Messaging is explained more thoroughly in Portal - Messages.
Schedule Appointment Page and Online Scheduling
By clicking Schedule Appointment, a patient can utilize Online Scheduling to make an appointment. Online Scheduling is an excellent tool that allows a Patient Portal user to schedule appointments without having to call in, and thus, without the office staff having to schedule the appointment.
Setting up Online Scheduling requires taking some particular steps in order to configure and use it properly to restrict scheduling times. You can learn about these in Online Patient Scheduling.
When an individual patient is clicked on, some additional options are available in sections.
- The Forms section contains any EHR forms submitted to the patient to be filled out.
- The Patient Details section allows the user to view demographic information and submit changes. Submitting changes will generate an Order in MacPractice so the office has a chance to review those submitted changes.
- The Health Records Section will contain all Clinical Summaries as CCDA documents. They will be able to view and download in a few formats, as well as send to another doctor if they also have a secure messaging e-mail available. Any completed forms will also be available here as well.
- The Appointments Section will display either Upcoming Appointments, or the Appointments in the last 30 days. You can also schedule an appointment from here via Online Scheduling.
- The Shared Files section contains any Attachments that have been sent to the Patient via the Portal and Direct Messaging. If you sent something to be intended to be shared with a patient, you'll direct them here.
- The Access Log Section displays when this user's Patient Portal has been accessed recently.
- The Health Record Corrections Section allows the user to request corrections be made to their information. This section also keeps track of the status of any Corrections request so the Portal user will know if a Correction request has been approved or denied.
Exporting Clinical Summaries to the Patient Portal
There are a few ways to upload Clinical Summaries to the Patient Portal. The main method is manual, however there is a way to set up exports after you create a claim, ensuring that a clinical summary is sent to the patient for each visit.
Exporting from the Clinical Tab
We can selectively choose which incidents we want to export to the Patient Portal from the Patients Ability > Clinical tab.
When you click "To Patient", a confirmation prompt will appear, giving you the option to also print a Continuity of Care document. You can use the checkboxes on the left to limit which information is uploaded or printed. You can also scroll through the Clinical Summary to review what will be uploaded. When satisfied, click the 'Export' button.
Exporting when Posting New Charges
You can also configure Preferences to prompt you to export a Clinical Summary every time you post a new charge. This might be useful for offices that wish to ensure they always have the latest information up to date on the Patient Portal without having to remember to manually export an incident.
If you wish to set this up, simply post a new charge and create a claim for this charge.
The Claim Creation page has a checkbox labeled "Export Clinical Summary to the Patient Portal." MacPractice will remember if you have this option enabled or disabled. If you wish to always be prompted after creating a claim to post all the information to the Patient Portal, check this box. Otherwise, leave this box unchecked.
Exporting from the EHR Ability
If you have EHR purchased, you can also export Clinical Summaries from the EHR Ability.
Select the Incident you wish to export in the Sidebar, and then click on the Export Incident drop down menu in the upper right below the Referral Source field, highlighted in the below screenshot.
Assigning EHR Forms to a Patient
If your office has EHR purchased, you can use the EHR Ability within MacPractice to upload and assign EHR forms to a patient for them to fill out on the Patient Portal. This way, you can have a patient easily fill out required forms digitally before a visit to save both your office and the patient time.
For more detail on how to Assign forms, please refer to EHR - Assign Registration Forms.
Handling Demographic Corrections in MacPractice
A patient or Portal User can submit corrections to their demographic information should they need to update it or if it is incorrect. This is handled differently depending on whether you have Online Registration purchased on your MacPractice license.
Without Online Registration
On the Portal, the Portal User can navigate to the Patient they wish to adjust demographics for, then select the Corrections tab and fill out the "Request a Correction" form...
Or they can click the "Request a Correction" button when on the Demographics tab. This will take them to the Corrections tab and the "Request a Correction" form.
In either situation, an Order will be generated in MacPractice for the Correction Request.
The Order will have the Subject Line that was entered into the required Subject field on the Correction form. The Order's Long Description will contain the information that was entered into the Message field.
This order isn't assigned to anyone by default.
The Order Type will be "Correction".
To resolve this Order, simply make the indicated change on the associated Patient's demographics. You can then set the Order's Status to Approved. This will update the Patient Portal and show that the changes were approved.
You can also set the status to Denied, which will update the portal indicating that the changes were denied.
With Online Registration
The process with Online Registration is very similar. The appearance of the Patient Portal is slightly different with Online Registration. Instead of navigating to the Demographics tab, you'll instead see a "Register" tab. Click on that.
From here, click the "View/Change" button by "Patient Demographic Information". The button is located in the upper right.
From here, the Portal User will adjust whichever information is inaccurate. When complete, click the "Submit Form" button at the bottom.
This will generate another Order within MacPractice, similar to the Order above but with the subject "Demographic Correction".
The "Update Patient..." button in the lower right will update the Patient record with any changes. You may need to refresh in order to see the changes reflected in MacPractice.