Managing Multiple Clients with a Shared Email Address

Managing Multiple Clients with a Shared Email Address

Overview

ICANotes+ enables parents or guardians to access their children's clinical data through the Client Portal while maintaining a shared email address. This guide provides step-by-step instructions to create charts for dependents, add related contacts, and activate Client Portal access.

Step 1: Create a New Chart 

To allow access to a dependent's clinical details, create a chart for each client.

Steps to create a new chart:
  1. Navigate to Chart Room from the left sidebar.
  2. Click the New Chart button.
  3. Enter the required client details and click Save.
  4. Repeat this process for each dependent.



Step 2: Add Related Contact 

A related contact is a parent or guardian who will have permission to access the dependent's clinical information. You can add an existing contact or create a new one.
  1. Existing Contact:  An existing contact is someone who is already added in ICANotes+, meaning a chart is already available for this client in the system.
  2. New Contact: A new contact is someone who has not yet been added to ICANotes+, meaning a chart is not available for this client in the system.

Adding an Existing Contact

To add a related contact from the existing list:
  1. Select the dependent's chart.
  2. Go to the Communications tab.
  3. Expand the Related Contacts panel.
  4. Search for and select the contact from the existing list.
  5. Repeat these steps for each dependent.




Creating a New Contact

To add a new related contact:
  1. Select the dependent's chart.
  2. Go to the Communications tab.
  3. Expand the Related Contacts panel and click Create New Contact.
  4. Enter the contact's first name, last name, and relationship.
  5. Click Next.
  6. In the Emails section, select Personal and enter the email address.
  7. Click Save.
For additional dependents, after creating a new contact for the first dependent, ensure you select the same related contact from the existing contact list, as described in the Adding an Existing Contact section.

Refer to the following screenshots for guidance.










Step 3: Activate Client Portal Access 

To allow the related contact access to the dependent's clinical details, activate their Client Portal access.

Steps to activate client portal access:
  1. Select the dependent's chart.
  2. Navigate to the Communications tab.
  3. Expand the Client Portal panel.
  4. Click Activate Client Portal Access.
  5. Select Use an email that has already been set.
  6. Choose the related contact's email from the dropdown menu.
  7. A confirmation notification will appear, and an email invitation will be sent.
  8. Repeat these steps for each dependent.
Refer to the following screenshots for guidance.









Step 4: Check Email for Access Notification

The related contact (e.g., parent or guardian) will receive an email confirming their Client Portal access.




If the related contact is added through the "Create a New Contact" option, they will receive the following email to set up a new account. To access the client's details via the portal, they must enter the client's last name and date of birth.



Step 5: Access the Client Portal 

The related contact can click the Client Portal button or access the link directly.
  1. Open the email and click the Client Portal button or open this link in the browser: https://myportal.icanotes.com/login.
  2. Once logged in, the related contact will see all associated dependent charts.
Refer to the following screenshots for guidance.





Step 6: Manage Access for Associated Clients

  1. The related contact can view the demographic and clinical details for each dependent.
  2. Use the dropdown in the top-right corner to switch between dependents.
  3. Click Edit to update details as necessary.


By following these steps, parents or guardians can efficiently manage and access their dependents' clinical information through ICANotes+.




FAQs

Can parents or guardians access multiple dependent charts using the same email address?
Yes. Parents or guardians can access multiple dependent charts through the Client Portal using a shared email address.

Does each dependent need a separate chart?
Yes. A separate chart must be created for each dependent in ICANotes+.

What is a related contact?
A related contact is a parent, guardian, or other individual authorized to access a dependent’s information through the Client Portal.

What is the difference between an existing contact and a new contact?
An existing contact already has a chart in ICANotes+, while a new contact has not yet been added to the system.

Do I need to activate Client Portal access for each dependent separately?
Yes. Client Portal access must be activated individually for each dependent chart.

What happens after Client Portal access is activated?
The related contact receives an email notification with instructions to access the Client Portal.

Why does the related contact need to enter the client’s last name and date of birth?
This verification step helps confirm the related contact’s authorization to access the client’s portal account.

Can the related contact switch between dependent charts in the Client Portal?
Yes. The related contact can use the dropdown menu in the Client Portal to switch between associated dependent charts.

Can a guardian update dependent information through the Client Portal?
Yes. Guardians can update available demographic information for associated dependents through the Client Portal.

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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