Client Portal: Overview

Once in the Client Portal, the Home page offers clients a quick overview of their account.

The left menu and top right menu also provides links to other important areas in their account.

Within this Article:

From the Home Page:

task_alt Tasks
mobile_friendly Two-Factor Authentication
event_available Schedule & View Appointments
local_atm Your Responsibility & Balance
local_atm Making a Payment

Menu Options:

Your Profile (top right click your name, 3 lines on mobile)

Menu Options (if enabled by your provider):

Messages (top right, email icon on mobile)
Billing (left menu, bottom on mobile)
Forms (left menu, bottom on mobile)
Insurance (left menu, bottom on mobile)

Are you a provider? You can configure your available options with this article and section

Note: Save our PDF version of this that links to each client portal section here → save Client Portal Guide

movie Video:

Below is a client portal home page once signed in for the first time, including any client dashboard banner:

task_alt Tasks on the Home Page

From the home screen, you'll notice the following explained in depth below and includes:

2-factor authentication
view/edit profile
insurance information
view/create appointments
view billing details
make payments
view/fill out assigned documents or forms

mobile_friendly Two-Factor Authentication

Two-Factor Authentication keeps the client account more secure.
Although not a requirement to set up, TherapyAppointment strongly encourages enacting this additional protection. The client is notified via email when logging in from an unrecognized device
Once enabled, the client will be prompted to enter the two factor code when signing in from an unrecognized device

Note: Clients can change this either from the dashboard, or under their Profile (top right menu).

event_available Schedule & View Appointments

Upcoming scheduled appointments up to a year out are displayed on the dashboard
They can also confirm and cancel appointments based on the provider's allowed settings
Here we denote if the appointment is telehealth, or in person
In person appointments also include the address, as well as a handy link to Google or Apple maps:

At the top right of the dashboard, clients can opt to either:

Schedule New Appointment (if enabled for the provider)
Print [upcoming] Appointment List

Scheduling an appointment will bring the client to our scheduling page. Click on the top left 3 elements (who, what, where) and the system will show any open slots based on your set availability.

If the client has already been seen, the last appointment details will automatically prefill saving time.

Note: Having an issue with clients not being able to schedule? Please first check our most common causes to this, article here: Client Self-Scheduling - Common Issues.

Didn't solve it? Click here to reach out to support (providers/staff only)

local_atm Your Responsibility / Balance

Note: this feature requires your provider to enable it.

The client account balance appears within the Balance section on the client's right hand menu of the Home screen:

Here, clients can also opt to either make a payment, or view their account (billing) details.
Alternatively, they can also click Billing (left menu)
- Mobile users: bottom menu

local_atm Making a Payment

Note: To make a client payment online, an owner or manager must first integrate payment card processor details. Click here for more information

From the portal home screen, click the green button (shown above)
If needed you can adjust the payment amount (we default to the total)
Then just enter your card details or save time & use a saved card on file, it's that easy!

Alternatively, you can click $ Billing (left menu)

Mobile User? That menu is located at the bottom

Client Portal : Menu Options

Here on the top right menu you have two options:

Your Profile (and sign out)
Messages

settings Your Profile

To access, clients click (top right)

Mobile users: click (top right)

Then click to load:

The profile allows clients to update and edit most demographics and settings for their account.

edit_square Clients can edit:

Photo ID (can only upload, cannot remove once added)
Phone Numbers & Emails
Reminder Settings
Contacts (including responsible party)
Credit Cards on File (can add, cannot remove last card on file)
As well as the right menu (shown below as well)
- View / Change Username
- Reset Password
- View Login History
- View or download our Terms of Service
- Ask a Question to a scheduler or biller staff member, or one of their providers

Practice Staff: This is similar to the client Profile you see on the staff side.

Example client profile view shown below:

Note: Clients do not have the ability to edit the "top core" demographics: date of birth, gender, marital status, or employment. This is to avoid accidental changes, is by design and cannot be configured.

Clients also do not have access to view or edit Customizable Client Demographics, those are only visible and editable by practice staff.

mail Messages

If allowed by your provider, this is our free, HIPAA compliant messaging. No need to pay for another expen$ive email solution, we have you covered!

To access, from any screen click (top right)

This shows a list of messages that clients can view and reply to
Clients can send a message to their provider and front office members here
We also support message attachments up to 10Mb
We support unlimited messages, no limits!

Overview:

Clicking (top right) allows you to compose a new message
We support unlimited messages and unlimited attachments (individual file size limit is 10 MB)
To view a message in your inbox, click the name or subject line
To select all / none, click (top left, above the left check boxes)
Select at least one message with the left check box to either or (top right)

On the right you have your:

Message folders (Inbox, drafts, sent, and archived)
Preset messaging buttons to start a message to your therapist or to ask a scheduler or biller at the practice (based on their preferences you may not see this)

chat Visual:

Want to include a few extra staff members? If that staff member has been designated, you can use our handy ask a scheduler or biller feature!

Related Article: Sending Messages

Practice staff & providers only: Unsure how to configure? Check out our article here! Ask a Scheduler or Biller.

local_atm Billing

If allowed by your provider, this allows clients to perform the following:

View and print receipts for payments made - just click on the Client Payment line (example below)
View and print (or save) Superbills, Flex Spending Statements, as well as standard Statements
Make a payment

This view is similar to their Billing tab in their profile from the staff side, without the ability to edit:

Billing Screen:

Payment Receipt:

description Forms

If allowed by your provider, this allows clients to complete any assigned:

Just click the form to either load the form to complete, or view the already submitted form response.

Mainly note the column: form status, we also list assigned date/time, and the provider

credit_card Insurance

If allowed by your provider, this allows clients to input or review their insurance information.

If no details have been entered, they should see these options:

No Insurance: indicates self or private pay
I Have Insurance: allows you to input your health insurance information. Note that this is available to staff for review in the client profile under the Primary Insurance section
- Complete the required insurance items within, then click button at the bottom

Note: want to collect this information during client registration (clients created either self-registered or by staff)? Please check this article out: Client registration process

id_card Already have insurance entered?

If clients already have insurance entered, but need to update their policy:

Click Insurance (left menu)

On mobile? Click Insurance (bottom menu)

Click the button

From here, clients can input their new insurance information: