Setting up your Client Portal - Quick Start
The Client Portal tab is where you manage your client-facing settings. From here, you can control what clients see and do after signing in. From self-scheduling, secure messaging, registration requirements, whether your practice shows up in the Find Your Therapist directory and more.
These settings can take the hassle out of time consuming registration, communication, and scheduling, so more of the client experience runs on its own.
In this Article:
Steps:
- From any screen, at the top right click your initials
JD
- In the dropdown click
- Then click Client Portal (top tab)
- This brings you to the area we can review and edit these settings
What’s inside the Client Portal tab:
Client portal settings
Each setting below controls what clients see and can access in the Client Portal. Click a setting to expand it for an explanation of the feature and to see where it appears in the portal.
Each section also includes desktop and mobile previews of the Client Portal so you can see exactly how the setting appears to clients.
Allow clients to send you messages via the portal?
This allows clients to send you secure messages from their client portal. Note the Messages icon at the top right of their screen:
Click either option below to see the client's view:
Allow clients to view their accounts and receive statements?
This setting gives clients access to the Billing section of the Client Portal. It closely mirrors the Billing tab in the client's profile, but clients have view-only access and cannot make changes.
From this page, clients can:
- Review their billing history and charges.
- Print or download receipts.
- Print or download Superbills, Flexible Spending Account (FSA/HSA) statements, and standard billing statements.
- Pay any outstanding balance using the payment panel on the right.
Click either option below to see the client's view:
Allow clients to pay their bill online?
This gives clients the opportunity to pay a bill in full (or choose an amount) to pay down their balance (requires integrated card processing). Available on the Home and Billing screen, if allowed.
Click either option below to see the client's view:
Allow clients to receive and sign documents online?
This gives clients access to the Forms section of the client portal, allowing them to review and sign both online forms and PDF forms as well as treatment plans.
- By default we only show the incomplete forms
- Use the top right Show All checkmark of any section to show all forms: completed and incomplete
Click either option below to see the client's view:
Allow clients to provide insurance information?
This allows a client to update their insurance information at any time. This is sent into a "pending" section of the client profile insurance section, as well as on the dashboard as unverified insurance.
Click either option below to see the client's view:
Enable telehealth waiting room?
This is for our default telehealth option (not our Zoom for healthcare option) which allows you to have cleints enter a waiting room before entering the telehealth session with you.
Additional settings
The Client Portal tab also includes the additional sections below. Click any section to expand it and learn more about its settings and functionality.
Find your Therapist
Find Your Therapist is TherapyAppointment's public provider directory, available for free at no additional cost. Existing clients can use it to find your practice and sign in to the Client Portal, while prospective clients can discover your practice based on their search criteria and location.
Enable this feature here and customize the information that appears in your public listing.
Full details: Find your Therapist Feature
Client registration
Clients can register for the Client Portal in two ways, and both are managed from this section:
Public registration
Anyone with your unique Client Portal link can create an account (if public registration is enabled)
Staff invitations
Invitations can be sent when when creating a new client or at any time from the client's profile
You also decide which registration steps clients must complete. For each step, choose one of the following options:
- Do not ask The step is skipped entirely and not shown
- Optional Clients can complete the step or can choose to click to continue.
- Required Clients must complete the step before they can finish registering.
Before you begin: If you want clients to complete intake forms or PDFs during registration, be sure to set them up first. Any forms or PDFs marked Auto Assign are automatically assigned when a client is created by staff or completes self-registration. For instructions on creating and managing forms, see our article Online Forms: Editing
Tip: see a step-by-step process of client registration (client's view included): Client Registration
Online scheduling
- Active clients to schedule appointments online
- Require New clients to call or reach out your office before booking
- And prevent Inactive clients from scheduling altogether.
Notifications: Enable and get an email anytime a client registers, sends a message, or cancels an appointment on the portal.
Cancelling Appointments: This section lets you decide whether clients can cancel appointments through the Client Portal. If cancellations are allowed, you can display a warning reminding clients that late cancellation fees may apply. This warning is informational only—it does not prevent clients from canceling their appointments.
Clients having trouble booking? Start with Client Self-Scheduling - Common Issues.