Set up a client portal

Add a client portal to your website so clients can view their pets’ records and health information. You can also give them the ability to make online appointments through the portal.

 

Set up the client portal (one-time setup):

  1. Click your name in the menu bar. Then click Administration.
  2. Under System Admin, click Company Settings.
  3. From the Client Portal Enabled drop-down list, select Yes.
  4. Click Save Settings.
  5. Under System Admin, click Client Portal Settings.
  6. In the Client Portal Embedded JS-Code box, select the code provided and copy it to your website to create an entry point to the client portal for your clients whom you grant access. If you do not wish to enable online booking, skip to step 20.
  7. From the Enable Online Booking drop-down list, select Yes to allow clients to book appointments online through the client portal.
  8. From the Afterbooking Form drop-down list, select the document clients will receive after booking an appointment online. See Add or update a form or certificate.
    Note: When the client finishes filling out this form, the form becomes a note in the appointment. If you create the consultation from the appointment, the form becomes a consultation note.
  9. From the Appointment Type drop-down list, select the appointment type for online client bookings.
  10. In the Booking Days area, click Monday.
  11. Enter the time range an appointment can be made on Mondays for Booking Period 1.
  12. Click the plus to add another booking period for Monday, or click the minus to remove a booking period for Monday.
  13. Repeat steps 10-13 for each additional day you want to allow clients to book appointments online.
  14. In the Booking Period box, enter the number of days in the future an appointment can be scheduled.
  15. In the Maxdays box, enter the number of days a client can view beyond the selected date.
  16. In the Rooms box, select the rooms to use for making online appointments. To select more than one room, press Ctrl and click the room names. Prerequisite: Rooms must be set up on the schedule before they can be selected through online booking.
  17. In the Startday box, enter the number of days for the earliest appointment can first be made. Enter 0 for today; 1 for tomorrow; etc.
  18. If you use Deputy.com rostering, select Yes to allow clients to see when a staff member is available.
  19. In the Online Booking Embedded JS-Code box, select the code provided and copy it to your website to activate online booking.
  20. Click Save Settings.

Provide client portal access to a client

Prerequisites:

  • The client portal has been enabled under Administration > Company Settings.
  • The client record must be entered in Neo; and there must be a valid email address saved to the client's overview.

Once a client has been provided client portal access, they will have a limited, read-only view of their and all their patients' records. Clients can also request changes to their client or patient general information.

If you have enabled online booking, your clients will be able to schedule appointments through the client portal by clicking the New Appointment button. This will place an appointment on the schedule but does not send a notification to the practice. Note: Clients will be able to only view and select from open time slots: the client portal ensures clients cannot create overbooks on your schedule.

  1. Click Clients.
  2. Search for and select the client.
  3. Review or update the email address saved to the client Overview, as needed.
  4. Click the Portal-Access button.
  5. In the Portal-Access window, click Send Email. Then click Finished after you receive the message the email was sent successfully.
    • An email will be sent to the client email address recorded on the Overview tab.
    • This email includes a personalized link for the client to set their client portal password.
    • The link will be valid for 1 day: if the client does not click the link and set their client portal password within 1 day, you can repeat steps 1-5 to send them a new link.

When a client is logged in to their portal, they will have read-only access to:

  • Client Information
    • Overview general information
    • Patients
    • Appointments
    • Reminders
  • Patient Information
    Note: Only the client's active patients are displayed in the client portal. 
    • Overview general information
    • Consults
      Note: Consultation product lines, including pricing, will be displayed after the invoice is closed (marked ready to be paid). Draft consultations and all notes will not display in the portal.
    • Vaccines
      Note: Voided vaccines will not display.
    • Rx
      Note: Voided prescriptions will not display.
    • Vitals (weights, TPR)
    • Reminders
    • Results
      Note: Only results with a status of Final will be displayed in the client portal.

Note: A client can request changes to their client or patient general information by entering information in the field they want to update and clicking Request Changes: this will not automatically update their records in Neo. An email will be sent to the email address recorded under Administration > Branch Details with the requested changes for you to review; and then you can enter the changes to their record, as needed.

 

 

 




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