How to Activate the Client Portal

How to Activate the Client Portal

InfoNew client portal experience is coming

The Client Portal has been redesigned with an updated user interface. Screenshots, labels, and page layouts shown in this article may differ from what you currently see in the portal. The steps and functionality described in this article remain accurate, and any exceptions will be identified within the article.

Overview

This article explains how to activate Client Portal access for a client in ICANotes+.

Before activating portal access, ensure the client's email address is recorded in their chart. Once access is activated, the client receives an email invitation containing a registration link. The client must complete registration by verifying their information and creating a password before they can sign in to the Client Portal.

Prerequisites 

Before activating Client Portal access:

  • The client must have a valid email address recorded in their chart.
  • A Chart Owner must be assigned to the client's chart.

Record a Client Email Address

To record a client's email address, follow these steps:
  1. Open the client's chart.
  2. Select the Demographics tab.
  3. In the Contacts panel, navigate to the Emails section.
  4. Click Edit.
  5. On the Emails screen:
    • Select an email Type:
      • Personal
      • Work
      • Related Contact
    • Enter the client's email address in the Email field.
  6. Click Add.
  7. Save your changes.


 

 

 

NotesIf the client does not have an email address, practice users can record their email address by appending the client's name. For example, if the practice user's email address is johndoe@gmail.com and they are adding an email for a client named "Smith," they can record it as johndoe+smith@gmail.com.

Activate Client Portal Access

  1. Open the client's chart.
  2. Navigate to the Communications tab.
  3. Verify that a Chart Owner has been assigned.
  4. In the Client Portal section, click Activate Client Portal Access.
  5. If an email address has not yet been recorded, enter the client's email address in the activation window.
  6. Click Activate.

A confirmation message appears indicating that Client Portal access has been granted and an invitation email has been sent.

The Client Portal section updates to show that portal access is active.

 

  



 

 

Client Registration Process

After portal access is activated:

  1. The client receives an email invitation from a no-reply email address.
  2. The client selects the registration link in the email.
  3. The client verifies:
    • Last Name
    • Date of Birth
  4. The client creates a password that meets the password requirements.
  5. After successful registration, the client can sign in to the Client Portal using their email address and password.
Notes
The Last Name and Date of Birth entered during registration must match the information recorded in the client's chart.















Important Information

Invitation Email

  • Invitation emails are sent from a no-reply email address.
  • Clients cannot reply to the invitation email.
  • Registration links expire 7 days after the invitation email is sent.
  • If the link expires before registration is completed, a practice user can resend the invitation.

Missing Invitation Email

If the client does not receive the invitation email:

  • Check the Spam or Junk folder.
  • Move the email to the Inbox before opening the registration link.

Registration Information

When completing registration, ensure:

  • The Last Name matches the client's chart exactly.
  • There are no leading or trailing spaces in the Last Name field.
  • The Date of Birth matches the information recorded in ICANotes+.

Password Requirements

Passwords must:

  • Be at least 12 characters long.
  • Include at least one uppercase letter.
  • Include at least one lowercase letter.
  • Include at least one number.
  • Include at least one special character from the following set:
    ! @ # $ & ( * ) _

FAQs 

Why can't I activate Client Portal access for a client?
Client Portal access cannot be activated unless:

  • A Chart Owner has been assigned to the client's chart.

  • A valid email address has been recorded for the client.

Verify both requirements and try again.

What should I do if the client did not receive the invitation email?
Ask the client to check their Spam or Junk folder. If the email cannot be located, resend the portal invitation from the client's chart.

How long is the registration link valid?
The registration link expires 7 days after the invitation email is sent.

If the link expires before registration is completed, resend the invitation to generate a new registration link.

Why is the client receiving an error during registration?
Registration may fail if:

  1. The Last Name does not exactly match the value recorded in the client's chart.
  2. The Date of Birth does not match the value recorded in the client's chart.
  3. Extra spaces were entered before or after the Last Name.
  4. The registration link has expired.
  5. The password does not meet the required complexity requirements.
Can I resend a Client Portal invitation?
Yes. If the client did not receive the invitation email or the registration link has expired, you can resend the invitation from the client's chart.

 

Need Help?

For further assistance, contact:
📞 Phone: 443-203-5857
📱 Text: 866-301-0085
📧 Email: ticket@icanotes.com
💬 Chat: https://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.

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