Premium Patient Portal
Using the Premium Patient Portal
Premium patient portal functionality must be activated by Sales as it is an additional cost. If you would like to activate the Premium Patient Portal, please go to https://www.icanotes.com/features/practice-management/patient-portal/ and fill out the request form. If you have any questions, please call Sales at 866-847-3590.
Patient Portal Activation
For each patient seen, you will need to do the following:
• Enter the patient’s Email in Demographics (this field is REQUIRED).
•Make sure you are listed as the Assigned Provider.
• If you want an administrator to be able to send and receive secure messages to the patient, attach the administrator to the patient’s chart as an assigned provider.
• Check the Portal box directly below the Email field to enable the patient’s access to the portal.
• Check the Portal box directly below the Email field to enable the patient’s access to the portal.
The patient will receive the following email invitation to register for an account on the patient portal:
Note that the email invitation does not identify the name of your practice. This is to protect the patient’s privacy. You will want to make sure the patient is aware of the portal and how to use it. Please provide patients with these Patient Portal Instructions and encourage them to register and login.
You will be able to monitor whether or not a patient has accessed the portal from the Patient Information screen in Demographics. If the patient has registered and logged in successfully, there will be a green checkmark beside the portal checkbox. A Reset PW button will also appear. If the patient needs to have their portal password reset, you can do that for them by clicking the Reset PW button.
NOTE: CCDAs will only be generated for notes created AFTER you have enabled portal access for the patient in Demographics.
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Portal Messaging (included with Basic Patient Portal)
Regularly check the Patient Portal section of the Messaging Center for secure messages from your patients. The 'Messaging Center' button in the Chart Room will appear highlighted if you have unread messages. Additionally, the Messaging Center file drawer in the Chart Room will have a blue alert if patient messages have been received from the portal.
Once you enter the Messaging Center, click the 'Patient Portal' button in the upper-left hand corner.
When you reply to a secure message from a patient, they will receive an email at their regular email address notifying them to check the portal for a secure message from their provider.
Mass Portal Messaging
Mass Portal Messaging is also included with the Basic Patient Portal. This feature allows you to send a message to all patients registered on the portal. For more information, please see our Mass Message to All Patients from the Patient Portal Knowledge Base Article.
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Intake - Current Information (Demographics)
After registering on the Patient Portal, a patient can fill out their demographic information in the Profile > Current Information section. When saved, the demographics are sent to ICANotes for your review. You can review and choose (via checkboxes) which fields to post to the demographics section of the patient chart.
Note: Insurance information cannot be entered via the portal at this time.
When a patient makes changes to their profile, an alert appears in the Chart Room indicating that a portal update has been made and requires review.
Clicking on the blue alert will open the Patient Portal Reconciliation window.
Selecting a patient from the left-hand side and clicking the green arrow to the right of their name will display a list of changes entered by the patient on their portal profile.
The left column displays the field values that the patient entered on their portal profile. The right column displays the demographic field values currently in ICANotes. Fields that are different appear in red text and are highlighted in yellow for ease of review.
Using the checkboxes between the columns, the reviewer can select which changes should be posted to ICANotes. If the reviewer does not wish to post any of the patient’s updates, “Accept No Changes” can be clicked in the upper-right hand corner. There are four screens of demographic data to review. Clicking the NEXT button will progress through the screens, and on the fourth screen there is a FINISH button. If the reviewer wishes to accept all changes made by the patient, “Check All” can be clicked.
Clicking FINISH displays a pop-up approval window listing the changes which will be made. Click the 'Approve' button to update the demographic data in ICANotes.
Intake - Patient History
The Premium Patient Portal also allows patients to enter their psychiatric and medical histories as well as related information in the Profile > Patient History section.
They will be presented with a series of tabs to go through and enter information. Once finished, they can click the 
button in the lower-right hand corner of the Family History tab to send the information to ICANotes.
After this data is entered, you can pre-populate it into an ICANotes Complete Assessment. You'll find text towards the bottom of the Chart Face indicating that the patient has submitted intake information.
Simply click the 
button to create a Complete Assessment.
A dialog will appear asking if you want to include the intake information. Click 'Yes'.
You'll find the submitted information under the appropriate tabs in the Work Areas of the Complete Assessment. You can then add to the note, as needed, and then compile.
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Forms
The Premium Patient Portal comes with four built-in forms that can be enabled or disabled for your practice.
- Notice of Privacy Practices
- Informed Consent for Assessment and Treatment
- Records Release Authorization
- The Patient Health Questionnaire (PHQ-9)
For more information on these included forms, please see our Premium Patient Portal Built-In Forms Knowledge Base Article.
Practices using the Premium Patient Portal can post additional forms for patients to download from the Patient Portal so that they can be completed prior to their appointment. We strongly encourage the use of the Form Builder tool. It makes the process straightforward for patients, as they will not have to download and re-upload anything. Using the Form Builder to create a form ensures that it is entirely electronic and fillable on the Patient Portal. For more information, please see our Form Builder Knowledge Base Article.
Alternatively, you can upload forms to make them available to patients on the Patient Portal. If saved as a fillable PDF, patients can complete the forms via third party PDF-viewing software, upload, electronically sign, and submit to their chart through the Patient Portal. For more information on this method of making forms available to patients, please see our Adding Portal-Enabled Patient Signature Forms Knowledge Base Article. Our Portal-Enabled Patient Signature Instructions Knowledge Base Article covers the process on the patient side, from downloading the form to uploading and signing it.
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