Client Portal Patient Experience

Client Portal Patient Experience

Overview

The Client Portal allows clients to securely register and access information shared by your practice. This article outlines the registration process and the key features available to clients once they log in to the portal.

Clients can access portal using this link: https://myportal.icanotes.com/login.
  

Registration Process

To grant portal access, your staff must initiate the registration from the client’s chart. This action sends an email to the client containing a registration link.

Clients are prompted to:

  1. Click Register from the email.

  2. Confirm their Last Name and Date of Birth.

  3. Create a Password to complete the setup.

Once registered, clients can access the portal using their email and password.

 

 


 

 

Portal Features

After logging in, clients land on the Dashboard, which provides access to key areas such as:

  • My Information

  • Appointments

  • Activities

  • Messages

  • My Account

  • My Documents

They can return to the Dashboard anytime by clicking the home icon, and sign out using the Logout option in the top-right corner.

The Dashboard serves as the main hub of the Client Portal. From this central location, clients can access various features such as updating personal information, confirming or canceling appointments, submitting appointment requests (based on provider availability), messaging your practice, requesting or viewing medical records, reviewing account balances, and making payments (if enabled).

 

My Information

This section allows clients to view and update:

  • Demographics

  • Emergency contacts

  • Related individuals (e.g., family, PCP)

  • Insurance information

Each section is expandable. When clients make changes, the system notifies your staff so updates can be reviewed.

 

 
 

Appointments

Clients can perform the following actions, depending on settings enabled by your practice:

Book an Appointment
If self-scheduling is allowed, clients can:
  1. Choose from available appointment types (e.g., in-person, phone, video).
  2. Select a date and time based on provider availability.
  3. Submit a request that your staff can approve or deny.
Upcoming Appointments
Displays all scheduled upcoming appointments.

Appointment History
Clients can filter past appointments by Date, Site, Clinician, and Type. Results can be exported as CSV or Excel files.

Booking an Appointment

 

 


 

 


 

 

 

Upcoming Appointments

View upcoming appointments scheduled with your provider.
 
 

Appointment History

Clients can view a report of their past appointments by applying filters available on the left panel. Filter options include Date (start and end), Site (location), Clinician, and Appointment Type.
 
 

 

Messages

Clients can exchange secure messages with your office via the Messages section.

  • They receive an email notification for any new message.

  • The Dashboard displays a red badge for unread messages.

  • Clients can view, reply to, and print messages.

  • They can initiate messages and attach documents or images as needed.

 

  

 

 

 

 


 

 

My Account

This section displays client billing details and provides payment functionality if enabled.

Clients can:

  • View and filter their account history.

  • Download invoices and superbills in PDF format.

  • See a Pay Now button (if enabled) to submit payments securely.


 

 
In the My Account section, clients can view an itemized list of recent encounters. They have the option to sort and filter the list, and—if enabled by your practice—download PDF copies of invoices and superbills. Clicking on an Invoice or Superbill link will initiate the file download. If the browser does not prompt for a download location, the file will be saved to the browser’s default Downloads folder. In Chrome, downloads typically appear in the bottom-left corner of the browser window.
 

 

 
The following is an example of how a downloaded superbill appears to the client:
 

 

If these features are enabled by your practice, clients will see additional options such as Pay Now and Credit/Debit Cards on File within the My Account section.
 

Pay Now

Clients can enter the amount to pay, input card details, and choose to save the card for future use. A confirmation screen is shown upon successful submission, along with a printable receipt.

 


 

 


 

 

Clients have the option to allow your practice to save the card on file and designate it as the default payment method. After selecting Review Payment, they’ll be able to review all payment details before submitting.

 


After the client submits the payment, a confirmation page will appear along with an option to print a receipt.

          Note: If the client selects Cancel during the process, they will be returned to the My Account page in the portal.

 

 

Credit/Debit Cards on File

Clients can add, remove, or update cards. The first card saved is set as the default payment method.

 

 


 

My Documents

Clients may receive documents such as:

  • Intake forms

  • Consent or authorization forms

  • Other paperwork shared by your office

Clients are notified via email when a document is shared. They can:

  • View documents marked Pending Review.

  • Complete digital forms, including signing electronically.

  • Download completed forms for their records.

Submitted forms automatically notify your staff for further action.

 

 

 

 

 

 

 

 

 
 

Watch the Video

Click here to watch a video about this feature. 


FAQs 

You can find the Frequently Asked Questions (FAQs) on our Knowledge Base page.


Click here for quick access to the FAQs.

 

*********************************

Need additional assistance?

Phone: 443-203-5857 

Text: 866-301-0085

Email: ticket@icanotes.com

Chat: http://app.icanotes.com 

*********************************

 

Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.

    • Related Articles

    • Telehealth Patient Experience

      Telehealth Patient Experience ICANotes understands that a great patient experience is a high priority. The information here should help familiarize you with what they will experience and, hopefully, address any questions and concerns that they might ...

    • Patient Portal Messaging

      Portal Administrators can control who gets messages from patients. This is done through the Patient Portal. 1. As a Portal Administrator, log into the Patient Portal Admin site. 2. Click the link at the top of the page. 3. Click the button on the ...

    • Sending Statements via Patient Portal

      Patient portal enabled groups will now have the option to upload Statements for their Patient portal enabled clients. Note: Groups enabled for Billflash will not see the option to upload statements to their client's portal. This functionally will ...

    • Premium Patient Portal Built-In Forms

      Premium Patient Portal Built in Forms By default, five built-in forms are available for use in the Premium Patient Portal. These forms can be managed by Patient Portal Admins by logging into the patient portal admin page here: ...

    • Patient Portal: Patient Portal Owner

      Patient Portal: Patient Portal Owner You can assign patient portal owners in ICANotes. Portal owner designation gives a person the ability to access multiple patients on the portal - for example, a parent managing the accounts of more than one child. ...