All About Patient Portal – CareStack

Let's check out how patients can access and manage the patient portal.

Topics Covered

Check Patient Portal Status
Access Patient Portal
Actions on the Home Page
Check and Sign Pending Forms
View Upcoming and Past Treatments
Manage Financials
Manage Appointments
View and Upload Documents
Account Details

Check Patient Portal Status

Watch this video for a quick walkthrough.

Practices can easily check a patient's portal status by following these steps.

Select the patient using the Global Search Bar.

Click the Patient Portal drop-down.
Click Check Status.
If the patient portal is active for the selected patient, a toast notification will state that 'Patient portal is active'.

Access Patient Portal

The patient can click on the link provided by the practice to access the patient portal.

From the Patient Overview page, click on the Patient Portal drop-down menu.
- Click Send Link.
- This action will send a patient portal link to the patient.

Once on the sign-in page, the patient can perform the following,

Select the email address to receive the code.
Click GET VERIFICATION CODE.

Copy the code received on the patient's email address.

Paste the verification code on the patient portal and click VERIFY AND LOGIN.

If your information is not correct on the first sign in page, click on THIS IS NOT MY INFO.
- Enter the First Name, Last Name, and Date of birth.
- Click NEXT.

Patient Portal Access for Patients with Duplicate Profiles

If a patient is logging in through the practice's main Patient Portal and has more than one profile,

Once the patient enters their first name, last name and date of birth, they have the following options:
- If contact information is identical across profiles: After signing in via OTP, choose the correct profile by reviewing details like patient ID, default location, outstanding dues, or appointment history.

If profiles have different contact information: Enter their registered contact details to receive a verification code to sign in.
- If multiple profiles share the registered contact details, the patient must select the correct one after this step.

After logging in, you will arrive at the patient's Home page.

To sign out from the patient portal, click SIGN OUT.

Actions on the Home Page

Watch this video for a concise summary.

Let's explore all the sections in the patient portal.

On the HOME page,

Pending Tasks will be displayed, such as pending forms, account info and/or NHS forms.
- Click on the task to be redirected to complete it.
Click BOOK AN APPOINTMENT to navigate to the Online Appointment Portal.
- Here you can book an online appointment by yourself or request the practice to book an appointment for you. Click here for more information.

Upcoming Appointments of the patient are displayed here.
- If the appointment is not confirmed yet, you can click CONFIRM AVAILABILITY to mark availability for the appointment.
Financials of the patient are also displayed here.
- You can view individual dues if the patient's account has another linked family member.
- To pay the total balance due, click PAY near the Total Balance Due displayed.
- To pay individual dues, click PAY near the individual patient's name on the right.

Check and Sign Pending Forms

Explore this video for an in-depth walkthrough.

Select the FORMS section to view pending forms of the selected patient.
Click QUICK SIGN FORMS to quickly sign off forms.

Pending Forms show up in the patient portal if the patient has forms in Incomplete status in the system.

Note: If the practice adds a new Medical History Form for the selected patient in CareStack and was left incomplete, it will be reflected as a pending form in the patient portal.

Utilise the Search bar to find the intended form from the grid.
To sort the forms, click SORT BY and choose the desired sort criteria.

To complete a specific pending form,

Select the required Form from the grid.

If you want to save any changes and come back later, click SAVE.
To sign the form, click SIGN FORM.

On clicking SIGN FORM,

Select the relationship to the patient.
Click Confirm.

Draw the signature.
- To clear the added signature, click Clear.
- Once sign is added successfully, click Sign.

Fill Up Pending Medical History Form

Select Yes, No, or I don't know options to record Conditions and Allergies of the patient.
- After each section is completed, click Next to move to the next section.

Tip: If no Condition/Allergy is applicable, you can mark all as 'No' in one go by clicking MARK ALL AS "NO" option.

On the Current Medication step, you can view existing medication of the patient.
- You can make changes to the Start Date and End Date by clicking on the pencil icon.
- To stop existing medication, click END MEDICATION.

Enter the End Date (optional) and click END.

Add a New Medication

Click + ADD MEDICATIONS.

Enter the Medication.
Enter the Start Date and End Date (Optional).
Click SAVE.

Note: Leave End Date blank if you are currently taking the medication and do not know the end date.

Complete the Dental and Medical Questionnaire.
Click SIGN FORM to complete the form.

Select the relationship to the patient.
Click Confirm.

Draw the signature.
- To clear the added signature, click Clear.
- Once sign is added successfully, click Sign.
Once you have signed, the medical history form will be completed.

View Upcoming and Past Treatments

Watch this video for a comprehensive walkthrough.

Select the TREATMENTS tab to view treatment plans, upcoming treatments, and past treatments of the patient.

Treatment Plans will only be displayed in the patient portal if the practice has presented the treatment plan with or without Fee Details from the Chart.
Treatment Plans will only be displayed in the patient portal if the practice has presented the treatment plan with or without Fee Details from the Chart and then selected Treatment Plans will only be displayed in the patient portal if the practice has presented the treatment plan with or without Fee Details from the Chart and clicked 'Send to Patient'

Under the TREATMENT PLANS tab,

You can view treatment plans of the patient that were presented with or without fee details.
To sign or reject a treatment plan, click REVIEW TREATMENT.

As you click Review Treatment, you will see:

Completed treatments highlighted with a green tick mark.
The Appointments of the treatment plan will display details such as Code, Charges, Discounts, and PAT. (Patient) Payable.
Totals are broken down status-wise i.e., by Completed Codes Total and Planned Codes Total.

Membership discounts are marked with a star, making it easy for patients to see what is discounted and what they owe.

You can also find the Treatment Agreement on the bottom of the treatment plan.
- Click REJECT or SIGN as needed.

Select the corresponding tab to view UPCOMING and PAST TREATMENT of the patient.

Note: When you Review a treatment plan, you can navigate to the BILLING section to view Membership Plan Discounts and Other Discounts on the treatment plan.

Manage Financials

Select the FINANCIALS section to view all payments of the patient and their family members.
The Total Balance Due will be displayed on this page.
- You can view individual dues if the patient's account has another linked family member.
- To pay the total balance due click PAY NOW near the Total Balance Due displayed.
- To pay individual dues, click PAY NOW near the individual patient's name on the right.
Click on the PAYMENT HISTORY tab to view completed payments.

Once you click PAY NOW,

Verify the Payment Amount and edit as needed.
Click Pay Now.

Enter the card details and click the Make Payment button.

Click DOWNLOAD RECEIPT to download the payment receipt.
- Payments done through the payment plans are also visible in the Payment History.

On the Print Preview you can Print or Download the receipt.

To view past invoices, select the INVOICE HISTORY tab.
- Here, you can view the Invoice Details and the Payment Status.
- Click DOWNLOAD to download the invoice.

To view previous statements of the patient, select the STATEMENT HISTORY tab.

Manage Appointments

Watch this video for a step-by-step explanation.

Select the APPOINTMENTS section to view UPCOMING and PAST APPOINTMENTS of the patient.
Click BOOK AN APPOINTMENT to navigate to the Online Appointment Portal.
- Here you can book an online appointment by yourself or request the practice to book an appointment for you.
If the appointment is not confirmed yet, you can click CONFIRM NOW to mark availability for the appointment.

View and Upload Documents

Watch this video for a complete understanding.

Select the DOCUMENTS section to view shared and uploaded documents of the selected patient.
Utilise the Search bar to find the intended document from the grid.
To sort the documents, click SORT BY and choose the desired sort criteria.

You can view documents shared by the practice on the SHARED WITH ME tab.
- Click on the desired document to open it.

Practices can set a document to be displayed in the patient portal by enabling the Share to Patient Portal toggle button for a Completed document.

To view all documents uploaded by you, select the UPLOADED BY ME tab.
- Click on the desired document to open it.
To upload a document, click UPLOAD.