The Patient Portal is where the patient profile is displayed.
If patients are registered for the patient portal, they can edit their profile information, subscribe to your clinic's membership program, book a new appointment or reschedule an upcoming one, read the pre and post-treatment instructions, answer questionnaires, and sign the consents tied to the service(s) they booked prior to their visit via a web browser on any device.
1. Register for the Patient Portal (as the Patient)
1. When the patient books their first appointment, they will receive a Welcome Email from your clinic giving them the option to confirm their account and log into the portal. An example of the email is shown below.
Tip: Tip! You must have the Client Portal Access turned on for this email to be sent out. To double check, go to Appointments tab> Wrench icon> Smart Configuration>Other Settings> Patient/Client Portal Access and make sure the toggle is on next to Activation Email Enabled.
This number here shows how many patients that have not logged into their portal. If you click Activate Now, the Welcome Email will automatically send to all of them, prompting them to log into the portal.
2. You can also send the Patient Portal link directly to your patients by going to Appointments tab> Wrench icon> Smart Configuration> Booking Portal, and copying & pasting the top Url under Main. The link will take them to to the log in screen where they can sign up for the Patient Portal.
3. If they click Sign up, they will be taken to the Registration page where they can type in all of their information. Once registered, the patient must go into their email and verify.
Alert: Please note: if the patient has already created an appointment with your clinic, they MUST use the same email address that is on file in order to tie it to their profile. If not, a duplicate account will be created.
2. Signing into the Patient Portal
4. If the patient has already successfully confirmed their account, they can log in directly from your Booking Page by clicking Login at the top.
5. They will be taken to this page where they will need to type in their email and password, follow the reCAPTCHA prompts, and hit Sign in.
6. Once logged in, they are back on your booking page, but now their name appears at the top. To go into the portal, they will need to click their name.
7. The patient can see their information, upcoming and past appointments, consents, questionnaires, and pre/post treatment instructions. They can also view/edit their medical history as well as payment methods (this only pertains to cards on file if they are enrolled in a membership.)
The patient can also view what they have inside their wallet (dollar credits, products from a promotion/package, etc.) You do have to enable this setting if you want your clients to see what's in their wallet by going to Settings Gear> POS> Client Loyalty> Wallet Settings.
To edit the information, click on the Settings gear icon.
8. The patient can change their information as well as their password.
9. If the patient has an upcoming appointment, they will find the questionnaires, consents and the pre/post-treatment instructions associated with the booked service here in their portal. Please keep in mind that you need to assign these to the correct service before they can be automatically sent to the patient.
The questionnaires, consents and pre-treatment instructions can be found under Action Required at the bottom. These documents will be sent to the portal as soon as the appointment is booked. (The pre-treatment instructions will also be sent to the patient's email as soon as the appointment is booked.)
The post-treatment instructions lie under Post-treatment Instructions and will be sent to the portal at the start time of the appointment. The post-treatment instructions will also be sent to the patient's email following the appointment.
Your patient can click on the questionnaires to answer them or click on the consents to sign them before the appointment time. They can also access the instructions by clicking on them.
Tip: Once the patient has completed all of their forms, the provider can view those documents by clicking into the patient profile inside AR> More Info> and then Documents.
10. On the right, the patient will see all upcoming and past appointments. The blue means it is upcoming and green is past.
If you have allowed your patients to reschedule/cancel through the portal, they can click here on the blue appointment.
The windows here also show the appointment location, time, service, and provider.
11. To Cancel or Reschedule an upcoming appointment, first, click on the appointment.
To cancel the appointment, the patient can click on the Cancel Appointment at the bottom. If you have set up your cancellation policy, Aesthetic Record will automatically charge the client a cancellation fee.
To reschedule the appointment, the patient can click on Reschedule Appointment at the bottom and choose a new day and time for the appointment.
12. If they hit Reschedule Appointment, they can change the date and time.
3. Booking an Appointment on the Online Booking Page
13. Patients can book their own appointments on your online booking page. They can either be logged in already or book without logging in. They will select from the Service Categories created to find the service(s) they are looking for.
14. Patients can select from the Service Categories created, to find the service(s) they are looking for.
15. By clicking "Book Now", they will be able to add that service to their appointment cart.
16. The next step will prompt them to enter personal information such as name, email address and phone number.
For new patients: this will create them a new profile in AR upon booking confirmation.
For existing patients: this will book their appointment under the profile and patient portal that is already created for them in AR.
17. The phone number needs to be a true number, as they will receive an OTP code via sms in order to proceed.
18. There is one more step for Patients to add or edit additional services to the appointment cart.
They can book multiple appointments at the same time as long as they are performed by the same provider. Appointments made with different providers will have to be booked separately.
19. Patients will then be prompted to choose a specific provider, or choose to book with first available, depending on how your internal AR booking portal is configured.
20. Based on availability for providers and the service being booked, patients will choose the calendar date and time they are wanting to schedule for.
21. Click next to proceed.
22. If there is a cancellation policy or service deposit that the practice has set up, Patients will be notified of needing to place CC information before being able to secure their visit.
23. The last step is to add credit card information. Credit card information is authorized at the time of booking, to ensure it is a validated and working card, and there may be a temporary $.50 hold to the Patient's card. This WILL go away after 1-2 business days.
24. After card reader information is secured and the appointment is booked, the patient will receive an automated email and sms booking confirmation, and can sync the appointment to their personal calendars if they wish.
