Portal User accounts are used for parents, lawyers, sponsors, etc. who are not being seen as clients, but must access your client portal to complete forms, access files, and/or make payments on behalf of a client.
There are two types of Portal Users:
Client Custodian
Portal users who may require secure access to a current client's treatment, documentation, and/or billing information.
Ex. Parents, Guardians, Sponsors, etc.
External
Users who are not managing clients and may require secure communication with the counselor or staff members of your practice.
Ex. PCPs, Consultants, Attorneys, etc.
PLEASE CONTACT YOUR ACCOUNT MANAGER IF YOU WOULD LIKE TO REQUEST THIS FEATURE BE ENABLED
ON THIS PAGE:
•Create a Role for future Portal User accounts
•Add a Portal User to your account
•Enable Custodian Access for a Client
•Assign a Client to a Client Custodian
•How to send a Password Reset and/or Username Reminder
•How to change a Portal User's Status
How to create a portal user Role for future User accounts:
1. Go to Settings > Client Portal Settings > User Roles.
2. Click New Role.
3. Select your Portal User Type for the role you are creating (“External” or “Client Custodian”).
4. Create a role name and description, and select if you would like to give them access to their own mail and file sharing with you, from within the portal.
Note: A ‘Client Custodian’ may be granted access to their assigned client’s mail/forms/etc. later when assigning the User to a client. The selection here will only determine if they will have access to their own private correspondence with the clinician.
5. Save.
How to Add a Portal User
Note: You must have a portal User Role (see above) created prior to adding a Portal User.
1. Go to Practice > Portal Users.
2. Click Add Portal User.
3. Select User Type and User Role, and enter the name and contact info of the user. Click Save.
4. The portal user will receive their login credentials and a link to your client portal in a welcome email - allowing them to log in just as a client would.
How to Enable Custodian Access
1. Open your list of Active Clients. Click on the Name of the Client.
2. Scroll to the bottom of the Overview page and click the green Portal Permissions button.
3. Select "Yes" next to the “Enable Custodian Access" setting.
4. Save.
How to Assign a Client to a Client Custodian
Note: You must enable custodian access in a client's Portal Permissions before you can assign a custodian to a client. See instructions above if you have not yet enabled custodian access for the client.
Option 1: Assign a Client to a Client Custodian from Custodian Overview Page
1. Go to Practice: Portal Users. Click on the Name of the User.
2. Click Assign Client.
3. Choose client, then relation to client.
4. Select all areas of the client portal you wish to grant permission to this User.
5. Read the confirmation message at the bottom and Agree to Save.
Option 2: Assign a Custodian to a Client from the Client Overview Page
1. After enabling custodian access, return to the client overview page and select ‘manage’ next to “Custodians”.
2. Click “Assign Custodian”.
3. Choose Custodian to add and select relation to client.
4. Select all areas of the client portal you wish to grant permission for this client.
5. Read the confirmation message at the bottom and Agree to Save.
NOTE: When a custodian logs in to your client portal, they will see their Home page. It will looks similar to that of regular clients but with a “Clients you can manage” menu that lists the names of clients to whom they have been assigned as custodians.
Custodian users will click on the “manage” link next to a client’s name to access the features and functions for the client that you have allowed them in the Role they were assigned.
How to send Password Reset and/or Username Reminder emails
1. Select the Practice icon, and then click the Portal Users tab.
2. Click desired user’s name from the Portal Users list.
3. At the bottom of the User Overview page, locate and click the Password Reset or Username Reminder button.
4. Click the Send button to confirm.
How to change a Portal User's Status:
Statuses explained:
Active --- User has access to Client portal and receives notifications
Inactive --- User has access to Client portal and receives notifications
Closed --- User does not have access to Client portal and will not receive notifications
Removed --- User does not have access to Client portal and will not receive notifications
1. Select the Practice icon, and then click the Portal Users tab.
2. Click desired user’s name from the Portal Users list.
3. In the Account Details area, click the blue change link next to the user's current status, then select the status you wish to designate. Click Save.
