New 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

ICANotes+ enables you to send a Client Portal invitation and assign practice forms or assessments while creating a new client chart. This workflow allows you to create the chart, invite the client to the portal, and request documentation in a single process.

Create a New Client Chart

1. From the Chart Room, select New Chart.
2. Enter the client’s demographic information.
3. Complete the required fields during chart creation.
   

Enter the Client Email Address

1. Enter the client’s email address in the appropriate field.
2. Verify that the email address is unique to the client.

If the portal owner is someone other than the client, follow the alternate Client Portal setup process for proxy or guardian access.

Send a Client Portal Invitation

1. Select the checkbox labeled Send client an email to set up their portal account.
2. Confirm that the client’s email address has been entered.

When this option is selected, ICANotes+ sends a portal invitation email to the client after the chart is created.

Assign Practice Forms or Assessments

1. Locate the Form & Assessment Package dropdown menu.
2. Select the package you want to assign to the client.

After the chart is created, the client receives a separate notification indicating that forms or assessments are available for completion in the Client Portal.

Complete the Chart Creation Process

1. Review the demographic and portal information.
2. Click Create Chart.

Once the chart is created:

• A Client Portal invitation email is sent to the client, if selected.
• A document notification email is sent when a Form & Assessment Package is assigned.
  

Review Client Email Notifications

After the chart is created, ICANotes+ sends separate email notifications to the client based on the options selected during chart creation.

Client Inbox Example

The client receives separate emails for portal registration and assigned documentation requests.

Portal Invitation Email

If the Send client an email to set up their portal account checkbox was selected, the client receives an email invitation to register for the Client Portal.

Forms and Assessments Notification Email

If a Form & Assessment Package was assigned, the client receives a separate email notifying them that forms or assessments are available in the Client Portal.

Notes

• The client email address is required when sending a portal invitation.
• Each client must use a unique email address for Client Portal access.
• Form and assessment notifications are sent separately from the portal invitation email.
• Form & Assessment Packages must be configured before they can be assigned during chart creation.

FAQs

Can I send a Client Portal invitation while creating a chart?
Yes. You can send the portal invitation during the chart creation workflow by selecting the portal invitation checkbox.

Is the client email address required?
Yes. A valid email address is required to send the Client Portal invitation.

Can I assign forms or assessments during chart creation?
Yes. You can select a Form & Assessment Package from the dropdown menu before creating the chart.

What happens after I assign a Form & Assessment Package?
The client receives a separate email notification indicating that forms or assessments are available in the Client Portal.

Can multiple clients share the same email address for portal access?
No. Each client must have a unique email address associated with their Client Portal account.

What should I do if the portal owner is not the client?
Use the alternate Client Portal setup process designed for guardian access.

Are portal invitation emails and form notifications sent together?
No. ICANotes+ sends separate emails for the portal invitation and assigned forms or assessments.

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