Skip to main content

Patient Portal Training

  1. Last updated
  2. Save as PDF

This article is a training guide for your staff on the patient portal. You can modify it to fit your clinic's procedures and processes.

Prerequisites: TheraOffice Web using the Patient Portal

Portal Setup and Controls

All controls to your portal are in Administrator under the Options category. They are labeled Patient Portal Settings.

Home

Your administrator’s Home page is the same as your portal’s home page. Patients can see this page after they finish their intake paperwork and every time they log in. This page lets you:

  • See the URL for the portal
  • Upload your clinic logo for the top banner of your portal. The recommended dimensions for the logo are 327 x 61 pixels. If you need help with the logo, you can ask our Support Team or use the Image Editor in the Tools section of Administrator.
  • Set the content for the Help button in the portal.

You can also change how your home page looks, such as the image and the two fields of information below it. You can add your hours and contact information here, or anything else you want.

This page also lets you add, change, and remove the news panel items.

View Patient Information

  • Go to Patient Information under Registration on the left side of your screen.
  • Choose what patients see on the patient portal’s demographic page.
    Note: If you do not want patients to see the Social Security Number field, turn it off. It disappears from your clinic’s portal. If you use Custom Fields in the patient information tab, you can choose which fields to show to patients.

Document Types

  • Document Types: This page allows you to set up the types of documents and fields that you want to have accessible to patients in the portal.
  • Enable in Portal: This button allows you to run a wizard that helps you set up the sections and subsections of the document for the portal.
  • Edit Labels: This feature allows you to customize the labels of the sections and questions to make them more patient friendly. You can do this by clicking into a specific question and typing.
  • Additional Intake Questions: This button allows you to add any questions to the portal that are not covered by the default options. These questions are specific to each document type.

Policies

In the navigation tree to the left of your screen under the Registration heading, select Policies. This is the final page patients fill out in the portal before submitting their registration. You can add policies as needed.

In the portal, each of these policies has its own individual "I agree" checkbox, and there is also a required e-signature to submit their registration.

Delete Registration

In the navigation tree to the left of your screen under the Manage heading, select Delete Registration. Here, you can delete any registrations entirely from your portal without importing them. Please exercise caution when deleting registrations.

Accessing Your Portal

You can use the portal inside the clinic or outside the clinic.

Inside the clinic, use the URL on the home page in Patient Portal Settings. Or click Launch Patient Portal on the top toolbar. You can save this URL for later. It does not change.

Outside the clinic, your patients can use the portal in two ways:

  1. Use the same URL as you. This URL is for the whole clinic. You can put it on your website or in a welcome email to your patients.

  2. Use a special invitation. You can do this if you already have patient information in TheraOffice. Go to that patient’s information and choose Patient Portal. Choose the case and the document type you want them to fill out. Then, click Send Invitation. This sends a link to the email you have for them in their patient information.

When the patient clicks this link and makes an account on the portal, they can see the information you have in TheraOffice. They can update it if needed.

Patient Facing

When a patient accesses the portal, they are prompted to sign in or create a new account using their email and a password. Upon registration, a confirmation email is sent. The patient must confirm before they are able to sign in to the portal for the first time.

Patient Registration

Log in to the portal and fill out your personal information. Some fields (like Social Security Number, birth date, zip code) require the right number of digits to proceed.

Next, fill out your insurance information. If you are the insured person, the portal uses your personal information from the previous page.

Then, answer some questions for your first visit. These questions vary depending on what your clinic wants to know.

If your clinic has more questions, answer them after the first ones.

The last page is the Policy Agreement page. Read and agree to all policies, then sign and select Finish.

When you click finish, your information goes from the portal to your clinic’s inbound queue. This is very fast and safe.

You see the clinic home page. You can also see a PDF of the policies you signed from the home page. You can access this page anytime, even after your clinic gets your information.

Patient FAQs

Q: Can I access the patient portal outside the clinic?

A: Yes! If you have the portal URL, you can access the patient portal from anywhere with an internet connection.

Q: What devices can I access the patient portal from?

A: The patient portal is browser-based, so you can access it on any device with internet access: PC, Mac, mobile phone, tablet, etc.

Q: What happens if I log out of the portal before I am finished?

A: You can log back into the portal using the same username and password and pick up where you left off. To find where you left off, drop down the “Registration Progress” menu from the top toolbar.

Q: How do I reset my password?

A: If you forget your password, you can reset it via email from the login screen.

Q: What is my data used for?

A: The data you provide in the patient portal is used to fill out your intake paperwork and sections of your physical therapy evaluation.

Q: How do I import patient registration information into TheraOffice?

A: After a patient submits their registration, simply import their information into TheraOffice through the Inbound Queue. Patients who complete their portal registrations display in your inbound queue. To import, highlight the patient's name and select Import Patient from the top toolbar.

Launch the wizard to import data. Choose to create a new patient or link to an existing one. If a patient is already linked, their names appear in a gray box. You can select a case as well.

Next, merge the patient's data in TheraOffice with the data provided in the portal. Typos in the patient information can be corrected in the free text boxes. Use the toggles in the center of the window to decide whether to import the patient-provided information or keep the current TheraOffice data. This process should be performed for Patient and Case Data, as well as Insurance Information.

As a security measure, all patient submissions in the portal are automatically uploaded as an image note in the patient's case, regardless of any edits or import decisions.

Apart from importing from the inbound queue, providers can also import a patient's portal data into their initial evaluations. In the initial evaluation note, the provider can apply or close out a template. This step is taken first to prevent potential overwriting of the portal data. Subsequently, a second window appears indicating the availability of portal information. The provider can review this information and choose whether to import it into the note.