In this training, you will learn how to create and use the patient portal.
The patient portal provides access to patients by providing them with their own login details. This allows the patient to be able to request appointments, fill out patient forms, and upload documents.
To create a patient portal, make sure that the patient has a UNIQUE email address from their Touch Points.
Once an email address is entered on the patient’s Touch Points,
- Click on the Edit Patient.
- Go to Patient Login.
- Hit “Generate Patient Portal Login”.
- A message will pop up on the upper left side stating that the Password has been sent to the patient’s email.
- Then click on the Update button.
Note: It is very important that you click the UPDATE button otherwise the Patient Portal will not register correctly in In Touch EMR.
The Patient Portal username is displayed and a blue confirmation alert indicates that the Patient Portal login has been generated.
The patient will receive an email from In Touch EMR with the login details.
Note: If they don’t see this from their inbox, ask to them to check on their spam folder
The patient can click on the link on the email to access the Patient Portal.
The page will redirect to the patient's portal and simultaneously logging out the clinic's login session to prevent the patient from accessing other information within In Touch EMR.
Patient’s interface
The Patient Portal’s login page would look like this:
Once logged in, they can navigate using the sidebar to go to the Online Booking Request, Calendar, Appointments, E-Visit and Records.
Online Request
Patients can go to the Online Request tab and book an appointment without having the need to call or go to the clinic.
Go to Online Request > Online Booking Request then select the Provider from the drop-down. Once a provider is selected, select a FUTURE date when you want to book the appointment then select the clinic location. It is recommended to use the Day or Week view so that the time can be automatically selected.
A confirmation message will appear that the appointment request has been sent to the clinic.
Note: You cannot book an appointment on a current date or past date.
The clinic will receive an email with the contact information of the patient and will schedule the appointment request. The clinic will them send an email to the patient to confirm that their appointment has been booked.
Calendar
Allows the patient to view their OWN calendar from each provider.
Appointments
Allows the patient to view their upcoming appointments. They can also export the list to a PDF to get it downloaded or printed.
E-Visit
Patients can Initiate an E-Visit from this section. Patients will have to enter their Status, Previous status, Pain scale and other information just like doing a Subjective note.
Once the Initiate E-Visit is saved. The clinician will be able to use the data to pre-populate the Subjective tab of Initial Evaluation note of the patient.
The clinician has the option to Accept, Decline or use for later the Intake data.
Records
The Records tab has 3 sections:
- Available Documents, allows them to see the documents that were done and completed thru an E-Visit.
- Upload documents, allow patients to upload documents such as Medical Records, XRay, Laboratory Results, etc.
- Click on choose to open the windows explorer and select the file that they wish to upload. (Acceptable file formats includes jpg, jpeg, png, gif, PDF, doc, docx, xls, xlsx and csv. File size limit is 5MB)
- Select the classification of the document they uploaded.
- Title/Brief description of the document they uploaded
- Select the date of upload.
- E-Visit Documents, allow the patients to complete a document in progress transmitted by the clinician.
The clinician will create a document from the patient dashboard, associate an appointment and select the template they wish to use for their Subjective and Objective notes. Then they will transmit it to the patient portal so that the patient can enter the information from their end.
The clinician simply right-clicks on the document and the transmit option will appear.
This icon will appear to let the clinician know that this document was already transmitted to the patient’s portal.
The patient can then fill out the note transmitted by the clinician from the Records > E-Visit documents section.
The patient may complete the Subjective and the Objective of the note. The patient needs to hit on save for both Subjective and Objective tab.
The text fields and questions may vary depending on the note type and template used by the clinician.
From the clinician’s point of view, the icon will be change to a purple icon meaning that there is a data populated by the patient that can be used for this note. The clinician will get a pop up if they want to use the data entered by the patient on the Subjective and Objective tab.
The clinician can still edit the data if they wish to. DON’T FORGET TO SAVE.
The PURPLE icon will be change to GREEN if the clinician accepted the data.
If the clinician discarded it, the icon will change to RED.
Once the document is finalized by the clinician, the patient can view the document from Records > Available Documents.
Received documents - allow patients to view the transmitted documents from their In Touch EMR Patient dashboard.
The transmitted document will now be available in the Patient Portal's received documents.
ONE CLICK PATIENT INTAKE ACCESS
We have added a new feature that allows the front desk to access the patient portal.
This allows the front desk to do patient intake or they can hand an Ipad/tablet to the patient and let the patient fill out their patient intake form.
Follow these directions to access the one click patient intake access:
1 . Go to the Patients Tab
2. Under the Patient Locator, look for the patient.
3. Click the drop down icon for more selections
4. Click the login button
This will automatically direct you to the patient portal where you can start filling out the patient intake form.
You can use the default Subjective template questionnaire by following these steps:
1 . Click the E-visit tab
2. Choose the Initiate E-Visit
If the provider has a specific template that they want the patients to fill out, they can do so through the In Touch EMR provider interface.
1. Choose the type of the document you want to start working on
2. Choose the template you want the patient to fill out
3. From the patient dashboard right click on that document
4. Choose the Transmit to E-visit option.
When you login to the patient portal using the One Click Patient Intake Access feature, instead of going to the E-visit tab, choose the Records tab.
1. Go to the Records tab
2. Choose the E-Visits Document
3. Click the “Click here to complete the clinical form” text
This will open the intake form that has the chosen template from the In Touch EMR provider interface.
