Index

• Sections
  • Using the Premium Patient Portal
  • Portal Messaging (included with Basic Patient Portal)
  • Mass Portal Messaging
  • Intake - Current Information (Demographics)

Using the Premium Patient Portal

Premium patient portal functionality must be activated by Sales as it is an additional cost. If you would like to activate the Premium Patient Portal, please go to https://www.icanotes.com/features/practice-management/patient-portal/ and fill out the request form. If you have any questions, please call Sales at 866-847-3590.

Patient Portal Activation

For each patient seen, you will need to do the following:

• Enter the patient’s Email in Demographics (this field is REQUIRED).
• Make sure you are listed as the Assigned Provider.
• If you want an administrator to be able to send and receive secure messages to the patient, attach the administrator to the patient’s chart as an assigned provider.
• Check the Portal box directly below the Email field to enable the patient’s access to the portal.

The patient will receive the following email invitation to register for an account on the patient portal:

Note that the email invitation does not identify the name of your practice. This is to protect the patient’s privacy. You will want to make sure the patient is aware of the portal and how to use it. Please provide patients with these Patient Portal Instructions and encourage them to register and login.

You will be able to monitor whether or not a patient has accessed the portal from the Patient Information screen in Demographics. If the patient has registered and logged in successfully, there will be a green checkmark beside the portal checkbox. A Reset PW button will also appear. If the patient needs to have their portal password reset, you can do that for them by clicking the Reset PW button.

NOTE: CCDAs will only be generated for notes created AFTER you have enabled portal access for the patient in Demographics.

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Portal Messaging (included with Basic Patient Portal)

Regularly check the Patient Portal section of the Messaging Center for secure messages from your patients. The 'Messaging Center' button in the Chart Room will appear highlighted if you have unread messages. Additionally, the Messaging Center file drawer in the Chart Room will have a blue alert if patient messages have been received from the portal. 

Once you enter the Messaging Center, click the 'Patient Portal' button in the upper-left hand corner.

When you reply to a secure message from a patient, they will receive an email at their regular email address notifying them to check the portal for a secure message from their provider.

Mass Portal Messaging

Mass Portal Messaging is also included with the Basic Patient Portal. This feature allows you to send a message to all patients registered on the portal. For more information, please see our Mass Message to All Patients from the Patient Portal Knowledge Base Article. 

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Intake - Current Information (Demographics)

After registering on the Patient Portal, a patient can fill out their demographic information in the Profile > Current Information section. When saved, the demographics are sent to ICANotes for your review. You can review and choose (via checkboxes) which fields to post to the demographics section of the patient chart. 

Note: Insurance information cannot be entered via the portal at this time.

When a patient makes changes to their profile, an alert appears in the Chart Room indicating that a portal update has been made and requires review.

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