Overview

This knowledge base article outlines the steps to activate portal access for your clients. When creating a client's chart, you can record their email address and other necessary details. Once these details are entered, you can activate portal access for the client. The client will then receive an email with a registration link. By opening the link, they can enter the required information such as last name and date of birth, and set a password for their portal. 

Prerequisites 

Recording Client's Email Address 

1. Navigate to the Demographics tab.
2. Go to the Contacts panel and then to the Emails section.
3. Click the Edit button as shown in the screenshot below.
   

Type: Select the type of email from the dropdown menu. Options include: Personal, Work, and Related Contacts. Select the desired one from the list.
Email: Enter the client's email address. When you assign access to the client portal, an email invitation can be sent to this address.

Click Add.

Note: If the client does not have an email address, practice users can record their email address by appending the client's name. For example, if the practice user's email address is johndoe@gmail.com and they are adding an email for a client named "Smith," they can record it as johndoe+smith@gmail.com.

Activating Client Portal Access

Start from the client's Chart Face. 

Navigate to the Communications tab. This is where you will control access to the Client Portal, add Related Contacts, and manage Messaging with the client.(Click the header of any section to expand and collapse it as needed.) 

If no email has been entered for the client yet, you'll be prompted to provide it in the Activate client portal access pop-up. Once entered, click Activate. 

You should see a pop-up notification toward the bottom of the ICANotes+ screen indicating that the Client has been granted access to the portal and an email invitation has been sent. 

The Client Portal section of the Communications tab will update to reflect the patient has been activated. 

The patient will receive an email notifying them that they have been granted access to the Client Portal. This email will be sent from a no-reply@email address, and cannot be replied to by the patient. 

The patient will need to click on the Link contained in the email to complete registration, which includes verifying Last Name, Date of Birth, and their preferred password. The Last Name and Date of Birth fields must match what is on file in the patient's chart. 

The patient will see a pop-up notification at the bottom of the screen once their portal password has been successfully set. 

Your client now has full access to their Client Portal!

Click here to watch the video

Important Points for Consideration

Please advise your client portal users to keep the following points in mind while setting up the portal:

• Check Spam/Junk folder: If clients do not see the registration link in their inbox, they should check the spam/junk folder. They can move the email to the inbox and try using the link again.
• Register before link expires: If clients do not register for the portal within 7 days of receiving the email invitation, the link will expire. However, practice users can resend the invitation after the link expires.
• Last Name: Ensure there are no blank spaces before or after the last name.
• Date of Birth: Enter the same date of birth that is recorded in ICANotes+.
• Password Requirements:
  • Length: 12 to 65 characters
  • Include at least one number
  • Include at least one special character from the set: !@#$&(*)_
  • Include at least one uppercase letter
  • Include at least one lowercase letter

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Need additional assistance?

Phone: 443-203-5857 

Text: 866-301-0085

Email: ticket@icanotes.com

Chat: http://app.icanotes.com 

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Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.