How to Use the Patient Portal

Estimated read time: 10 mins
How to Use the Patient Portal Video

How to use the Patient Portal

The Patient Portal Module serves multiple functions and can be a powerful tool. Here are a few basic tasks you can perform using the Patient Portal:

  1. Build custom reports by adding columns to include patient demographics and contact information.
  2. Use the Search bar to quickly locate a patient.
  3. Generate custom lists of patients, using multiple filters to find the exact type of patient you are looking for.
  4. Generate workflows for office staff by:
    • Creating a streamlined system for locating patients
    • Creating reminders for a variety of tasks
    • Identify performance and office staff progress on resolving reminders.

Patient Portal contains active patient information for each office location and is the go-to location for automatically generating DSO's reminders.

 

Example:

Jason needs to fill the empty time slots in his endodontist’s schedule for next Thursday. Additionally, he needs 4 slots filled for his hygienist’s appointments on the same day. Using the Patient Portal, Jason adds filters for unscheduled treatment codes, D3220, and D2740 as well as the hygiene recall due filter. Now he has successfully generated a list of patients that have a need for both these types of treatments. Jason has now maximized his productivity as an employee while being considerate of the patient's time at the office by creating a streamlined process for following up with patients in need. 

Patient view

Refining Patients with Filters:

  1. Click the +Add Filter Button
  2. Select a filter, for example, Age.
  3. Then select a Condition
    • Note: For this example, select Between, as we are looking for patients with a certain age range..
  4. Use the Age (From) and Age (To) fields to enter an age range.
  5. Then select Add. Patients within the age range you selected now appear in the list. For more, read our Creating Customer Filters Page.

Reminders View

From the Reminders view, Jarvis allows users to create manual reminders for follow-up from the Hygiene Recall, Treatment Miner, and many other modules. However, the primary location to manage reminders is in the Patient Portal. Here users can see all assigned reminders and search for reminders associated with a specific patient or that have been assigned to a user. Within the Reminders View, users can find what they are looking for by adjusting the filters or time frame. In this view, you can:

  • Add 6 Different types of reminders
  • Update Reminders and their due dates
  • Assign Reminders to others
  • Delete Reminder

 

 Use the Tabs to Learn  More about the Reminders view

  • Adding Reminders
  • Reminder Types
  • Documenting Work
  • Updating Reminders

How to Add Reminders

You can manually add a reminder for a single patient or for multiple patients at once. To do so, follow these steps:

  • Check the box next to the patient(s) name.
  • Click the Create Reminders button that appears at the top of the table.
  • Choose an option from the Select Reminder Type drop-down list..
  • Under Select Due Date, select a date, and click Apply.
  • Under Assign to, select the name of the person the reminder is for.
  • Click the Add button to assign the reminder.

Reminder Types

There are six different types of reminders that can be set within Jarvis. These are the same reminder categories that can be set up manually in the patient information card. They are:

  • Appointment Confirmed
  • Unscheduled Broken Appointment
  • Unscheduled Treatment
  • Hygiene Recare
  • Past Due Account
  • Past Due Claims

Documenting Work with Reminders

The Reminders tab lists all automatic and manually added reminders. You can filter reminders by type or, assigned personnel, show only past-due reminders, or search for reminders for a specific patient.

For each reminder, there are four corresponding actions: Update Reminder, Update Due, Assign Reminder, and Delete Reminder.

  • Update Due: To update reminders due, click the calendar button. A new window will pop up. Use the date picker to select the preferred due date. Then click “Update”.
  • Assign Reminder: To assign a reminder, click the dot icon and a new window will pop up. Click the input field to show all available users, and select the user you wish to assign with the reminder. Then click “Update”.
  • Update Reminder: To update a reminder, select the Update Reminder button. A new window will pop up. Follow the instructions below for updating reminders.
  • Delete Reminder: Deletes the Reminder from the database.

Updating Reminders

When you contact the patient, click the toggle button for Contact Made. Add notes to document the contact if necessary, for example, if you talked to the patient, left a voicemail message, etc. Then, click Update.

When you successfully contact the patient and set an appointment, click the toggle button for both Contact Made and Scheduled. Select the patient appointment by checking it. The Total $ field will auto-populate based on the Appointment selected. Then, click Update.

If a reminder has a status of "Contacted and scheduled", it can be completed. Otherwise, you may delete it.

Performance Tab

The Performance tab displays the graph for activity within the date range selected.

The pie chart displays the percentage of Scheduled, Contacted not scheduled, Not Contacted, and Untouched reminders.

The table provides a list of all users and their reminder performance.

To download a report of this table, click the “export CSV”

The details for each team member can be accessed by clicking the breakout button in the assigned column.