The client portal has various permissions allowing your clients to view, enter, and edit specific information. In your Practice Details you will set the default permissions for all clients on the secure client portal.
Note: Some permissions can be changed for individual clients without affecting your general default settings. Click the following link for information on how to manage permissions for an individual client.
How to enable or disable features on the secure client portal:
1. Select the Settings icon and then click on the Client Portal Settings tab.
2. Select a section from the menu options on the left:
Scheduling
Client Self-scheduling - Allow registered clients to schedule their own appointments.
Cutoff for scheduling a new session - Enter the minimum number of hours prior to a session that a client is allowed to book a session. (Example: 24 hours - Clients will not be able to schedule a session less than 24 hours in advance).
Schedule Max Days in Advance - Enter the maximum number of days prior to a session you allow clients to schedule sessions.
Auto-confirm - Select Yes if you want the session to be automatically confirmed when a client schedules a session. Selecting No will require the counselor to view the session and then confirm it manually.
Client Self-Cancellation - Allow clients to cancel sessions from the portal (NOTE: regardless of this setting, session requests sent by the counselor can be rejected by the client from the portal)
Show Session Schedule rule name next to length - Displays Rule (service) name next to each option for clients who are allowed to self-schedule
Forms
Enable Biopsychosocial History form - Allows clients to complete the Biopsychosocial History form from the portal
Enable WHODAS form - Allows clients to complete the WHODAS form from the portal
Journal
Can share Journal Entries with you - Allows clients to mark a journal entry as shared providing you will access to the entry from your admin account (NOTE: For liability reasons, we recommend you do not allow clients to share entries with you unless you actively use journaling in treatment)
Can edit shared Journal Entries - Allows clients to edit an entry they have marked as shared
Billing
Allow Making Payments - Allows clients to make payments on the client portal through your established means
Can enter any Payment Amount - Allows clients to edit the amount they wish to pay when making payments through the client portal. Selecting No will require any payment made through the portal to match the current client responsibility balance
Show Diagnosis Codes - Shows diagnosis codes on invoices that clients see on the secure portal. Selecting No will hide the diagnosis code(s) both on the portal and when a client views/prints an invoice (NOTE: This setting is also available on a client by client basis in the client's personal Portal Permissions page.)
Card required upon Login* - Requires the client to have a credit card of file before they can access any features of the client portal.
*This feature is only visible when a merchant account gateway is set up for accepting credit cards.
Card required to Schedule* - Requires the client to have a credit card on file before they can schedule appointments.
*This feature is only visible when a merchant account gateway is set up for accepting credit cards.
Can delete Cards* - Allows clients to be able to delete create cards on file.
*This feature is only visible when a merchant account gateway is set up for accepting credit cards.
Insurance
Enabling this feature will clients to enter their insurance information themselves under the Billing section.
Insurance Info Required* - Selecting No will allow the insurance option to remain in the Billing section, but will not prompt or require your clients to enter their info.
Selecting Prompt will enable the Insurance Info entry page to automatically pop up after the client's first login - the client can enter insurance info or designate themselves as "self pay".
Selecting Yes will enable the Insurance Info entry page to automatically pop up after the client's first login - all clients will be required to enter insurance info before being able to access any part of the client portal.
*Insurance must be enabled to require insurance info.
Prompts
After login require complete contact info - Requires clients to complete any demographic information that may have been left out when the counselor registered the client
After login require review and accept terms/policies - Requires clients to review and accept any terms or policies for your practice
After login require filling out any required forms - Requires clients to complete any "Required" forms on the account
Security
After login require setup security questions - Requires clients to complete security questions setup. CounSol.com recommends enabling this feature as an added security measure since the counselor can not set up security questions when registering clients. Enabling this feature also gives your clients the ability to reset their passwords themselves
Login frequency lockout after - Set the max number of inactive days allowed before locking out a client from the secure client portal (60, 90, 120, 180, 360). If a client exceeds the set number of days, they will not be able to log in to the client portal until you send a Password Reset Email to them. This feature exists to protect idle accounts from potential unauthorized access.
