Patient Portal First-Time Setup & Configuration
With the Patient Portal (WebChart databases), also
referred to as an Employee Portal (Enterprise Health
databases, patients and clinicians, as well as employees and
occupational health specialists, are able to communicate freely anytime.
Patients or employees can quickly and easily add/update their personal
health records, review medical information, schedule/cancel
appointments, and so much more. Review the following information to
assist with configuring and enabling the portal, today!
<div class="card-header"><i class="fa-solid fa-note-sticky fa-lg me-2" aria-hidden="true"></i> Note</div>
<div class="card-body">Many WebChart databases, especially legacy systems, may lack the necessary components and configurations to be able to configure the patient portal using the Provider Management menu option. To ensure that the WebChart database is configured properly, first refer to the <a href="http://ehdocs.med-web.com/wcdocs/patient-portal-first-time-setup-and-configuration.html#webchart-database-gaps-punchlist">WebChart Gaps/Punchlist</a> found at the end of this document before continuing with any of the following steps.</div>
First-Time Setup
WebChart clients will configure portals in the Provider Organization
Chart (PO Chart), while Enterprise Health clients will configure in (EO
Charts). For Enterprise Health clients, please note that anywhere PO is
listed below, it should be referenced at EO.
Configuration of a patient or employee portal is done within a
provider organization (PO) or employer organization (EO) chart. To add
or modify provider organization charts, click the
Provider
Management sidemenu option. In order to configure the portal from
the PO, the Portal chart type must be associated with
the chart. The chart type(s) can be viewed and edited from the
Overview (PO)/Overview (EO) chart tab within the
respective chart.

In order to begin configuring the Patient Portal, it first must be
enabled from the General Configuration section of the
Portal
Setup tab.

Utilize the Provider Management menu search to locate the Provider
Organization (PO)/Employer Organization chart that will house
the portal configurations. By default, a
Provider
Portal provider organization or employer organization will exist in
the WebChart system. This default
provider/employer organization can be used to setup/configure the
patient portal; otherwise, a new provider organization can be
created.
<div class="card-header"><i class="fa-solid fa-lightbulb fa-lg me-2" aria-hidden="true"></i> Tip</div>
<div class="card-body">If the default provider/employer organization chart will be utilized, clients may wish to edit the Provider/Employer Organization (portal) name. This is done in the Overview (PO)/Overview(EO) chart tab by expanding the Provider Organization/Employer Organization header and updating the <strong>Search Name</strong> field.</div>
Complete the following steps to setup the patient portal within the
provider organization chart:
- Navigate to the
Provider
Management side menu.
- Type the name of the PO/EO, and click the Search
button. In this example, we will be using
Provider
Portal .
- Locate the PO/EO Name, and click the hyperlink.
- Locate and select the
Portal
Setup tab.
- Once there, click the First Time Setup header, to
expand and review the information.

- Once the First Time Setup section is expanded, select which
security roles will have access to the portal. After selecting all of
the appropriate security roles, click the Submit
button, and the first-time portal setup will initiate.

WebChart portals should use a
Patients role. If this role does not exist, please
refer to the
WebChart
Gap section in this document for information on how to add that
security role. A matching department name will also need to be
added. Search for the** New User Realm** system setting (NMC, Signup,
New User Realm) and enter the department name in the Value
field (this should match the security role name, exactly). This system
setting will ensure that when new user accounts are created and linked
to the patient chart, the correct security role is being set for portal
users in their user accounts.
Enterprise Health portal should use the Employees
role.

The security role(s) that are chosen must have the following security
settings set in place:
a. <strong>Limited Access</strong> = Yes
b. <strong>Limit to Portal</strong> = Yes
c. <strong>Limited to Default Tab</strong> = No
d. <strong>Manage Observations</strong> = Edit
e. <strong>Document Permissions</strong> = Edit
f. <strong>Conditions</strong> = Edit
g. <strong>Demographics</strong> = Edit
h. <strong>Manage Settings</strong> = Manage Own Settings
i. <strong>View Encounters</strong> = Yes
j. <strong>Sign Document</strong> = Yes
k. <strong>View Preliminary Documents</strong> = Yes
l. <strong>Manage Users</strong> = Self
m. <strong>Manage User Patients</strong> = Yes
n. <strong>Rx Manager</strong> = Edit (This is only set if patients need to enter their preferred pharmacy in the Settings of the portal.)
General Configuration
After running the portal setup, click the General
Configuration/Portal header to expand and begin customizing and
updating the portal information, accordingly.

Branding
Logo - Upload new logo: Click the upload new
logo link to replace the default logo. The page will refresh
after confirming the image selection. If the logo does not appear in the
portal as it should for all users, check to see if doc type WCPHOTO is
restricted to certain department or users and adjust as needed.
Features
Enable Patient Portal: Select to enable
patient/employee portal.
- Verify system setting of ‘Default on Signup’ to be NMC vs. APP and
that the NMC partition is set to View only. Leaving the ‘Default on
Signup’ system setting set to APP will assign an APP MRN to all charts
will create a portal account.
Enable Employer Portal: Select to enable
employer/supervisor portal.
Enable Activation Code Redemption: This option will
require an activation code for new portal users to create a portal
account. Select to enable activation code redemption, which will allow
users to generate a code for each chart needing to activate a portal
account. To generate an activation code for a chart, the portal user
must have a relationship to the applicable portal Provider
Organization.
- This relationship can be set manually using the Contacts patient
portlet (Relationships section) on the Patient Summary chart tab.
- It can also be automated by enabling the NMC, Portal, Default Portal
system setting. In the Value field of the system setting enter
the Pat ID of the portal, which can be found at the end of the portal
URL address. Once the default portal system setting is configured with
the appropriate Pat ID, clinic users will generate an activation code
and this step will automatically link the applicable provider
organization to the patient chart.
- To generate an activation code, enable the Portal patient portlet
from the respective patient’s Patient Summary chart tab. Generate an
activation code, as needed.
- Ensure the System, Login, New Login Style system setting is set to
one (1).
- A PICKUP partition must be created, and the name and description
fields should read ‘Portal Activation Codes’. This partition should be
set to Hidden from view but searchable (randomly
generated).
<div class="card-header"><i class="fa-solid fa-note-sticky fa-lg me-2" aria-hidden="true"></i> Note</div>
<div class="card-body">There is also a system setting that needs added and reviewed when utilizing the Activation Code Redemption functionality. The setting controls how many days an activation code remains active. By default, the system setting is set to 30 days. The system setting to be added is <em>Unified Portal, Account Activation, Days to expire activation code</em>.</div>
Use Alias for User’s Name: Select to enable the use
of aliases in the portal, in place of user first names. The last name
will not be affected.
User Editable Settings
Available Settings/Settings List: Use this section
to select which settings are available for portal users to modify:
- Email
- Home Phone
- Cell Phone
- Security Question
- Preferred Time Zone
- Preferred Pharmacy
Miscellaneous
Logo Alternate Text: Alternative text is used for
accessibility purposes. The alternative text should contain the same
text that is used in the logo. If no text is used within the logo, the
alternative text should be the organization name represented by the
logo.
Replacement Text for Enterprise Health: The text
provided will replace, or substitute, the Enterprise Health
label.
Checkin Kiosk Verbiage: Use this field to update the
description displayed on the Check-in Kiosk.
Redirect on Logout: Provide the website users should
be redirected to when logged out of the portal.
Preferred Partition: Use the drop-down to determine
which partition will be used to populate the appropriate record numbers,
displayed next to a patient name (e.g., Hart, William (MR-1234))
User Link Warning
View Sample (
): For a sample of the portal welcome screen, click the View Sample
button, at any time. Clicking this button will provide a Portal Sample
that displays how editing specific features will be seen from an
end-user perspective. To exit the Portal Sample, click the red ‘x’ in
the upper-right corner.

Custom Heading: Use this field to customize the
warning heading displayed to those users without a default portal or
lacking the appropriate setup.
Custom Message: Use this field to customize the
warning message displayed to those users without a default portal or
lacking the appropriate setup.
Permission Check Warning
View Sample (
): For a sample of the portal welcome screen, click the View Sample
button, at any time. Clicking this button will provide a Portal Sample
that displays how editing specific features will be seen from an
end-user perspective. To exit the Portal Sample, click the red ‘x’ in
the upper-right corner.
Custom Heading: Use this field to customize the
warning heading displayed to those lacking access to the portal
environment.
Custom Message: Use this field to customize the
warning message displayed to those lacking access to the portal
environment.
Confirmation Page
Custom Page Title: Defaulted to Submission
Successful. Use this field to customize the page title of the
confirmation page.
Custom Heading: Defaulted to Thank you! Use
this field to customize the heading of the confirmation page.
Custom Message: Defaulted to You will be
redirected momentarily. Use this field to customize the message of
the confirmation page.
Consent Forms
Forms needing completed: Click the Add
consent forms link to add forms. This will determine which
consent forms a user will be required to complete prior to being granted
portal access. Users will not have portal access until all required
forms are completed.
<div class="card-header"><i class="fa-solid fa-note-sticky fa-lg me-2" aria-hidden="true"></i> Note</div>
<div class="card-body"><p>To <em>fully</em> add a consent form to the list:</p>
- Add the appropriate document type to the system.
- Add the appropriate order item: a. Enter the order name b. Set the order
type to Questionnaires c. Select the corresponding document
type that was added to the system d. Set the Insert As field to Pending.
- Add the order item to the Portal Consent orders picklist
- Add a flowsheet (named the same as the order item) a. Observations
will likely need to be created prior to building and utilizing this
flowsheet. b. Add a WHERE clause to the Required section of this
flowsheet, to ensure that portal users not accepting the terms and
conditions of the consent form will not be permitted access or be able
to proceed further in the portal. Add the following WHERE clause to the
Required section:
observationValueByName(‘insert the consent
observation’) === ‘Yes’ ? 0 : -1
Renewal interval: This option determines the
interval at which consent forms need completed. If no interval is
provided, each form will only be required one time. Setting the renewal
interval to the shortest requirement is recommended.
Login Page
SSO Message: Add a custom message underneath the SSO
options on this portal’s login page.
Footer Message: Add a custom message to the footer
of this portal’s login page.
Once all of the appropriate fields have been addressed, click the
Next button, or click the section header to close and
save all entries.
Customizations
With the initial setup complete, navigate to the
Patient
Portal tab to finish any remaining portal customizations. Any
permissions or settings that need to be addressed can be found under the
Security Requirements section near the top of the page, and the
configuration and modules can be adjusted, using the remaining sections,
as needed.
While on the Patient Portal tab, click the
Configuration header to expand and review the available
options. Fill out the appropriate fields, as needed.

Features
Single Function Portal: When this option is
selected, the portal will not default to the Message Center, but rather
automatically forward to the first module in the Module List. Unless the
Message Center is the desired function, Disable Message Center must be
selected, below.
Disable Message Center: By default, the Message
Center will be displayed if the chart tab is configured; however, check
this option to force the Message Center to be hidden for this
portal.
Enable Prefill From Context: Allows supervisors to
prefill previous questionnaire answers for configured flowsheets, based
on existing contexts like Documents, Encounters, or Cases, created by
the selected patient.
Miscellaneous
Replacement Text for Patient: The text placed in
this field will update and replace any instance of “patient” found
within the portal. Limit 40 characters.
Custom Color: Use the color picker, or provide a hex
color code, to customize the portal color, if desired.
Home Page
View Sample (
): For a sample of the portal welcome screen, click the View Sample
button, at any time. Clicking this button will provide a Portal Sample
that displays how editing specific features will be seen from an
end-user perspective. To exit the Portal Sample, click the red ‘x’ in
the upper-right corner.

Brand for Welcome Message: The name or brand to be
used in the Welcome Message. By default, the word NoMoreClipboard will
be populated, but this field can be updated with up to 25 characters.
Click Show Sample to see where this occurs.
Description for Welcome Message: The description
provided for the Portal Welcome Message. Click Show Sample to see where
this occurs.
Welcome Image ID: Using the link to the
System
Files Manager , upload an image to be seen on the portal Welcome
screen. Click Add System File, select the preferred
image, storing it as a JPEG image file, and set the alias as
portal-landing-#### (e.g., portal-landing-40307,
portal-landing-431, etc.). The desired dimensions are 650 x 412.
Message Ticker: Use the message ticker to display
important information, or messages, at the bottom of the portal Welcome
page. The ticker will rotate through each message and scroll right to
left, for long messages. Additional messages can be added, updated, or
edited using the Add/Edit Messages links. A SuperUser
security permission is required for adding or editing messages
<div class="card-header"><i class="fa-solid fa-lightbulb fa-lg me-2" aria-hidden="true"></i> Tip</div>
<div class="card-body">Messages are constructed using a limited markup that allows bold, italic, and linking. For help with the markup, click the help icon in the top-right of the page. Click <strong>Provide Help</strong>, and then click the <strong>Get Editing Help</strong> link.</div>
Message Center
Configuration: Use the drop-down to select which
chart tab will be used to determine the message types and/or documents
available for the message center. Clicking the Add messages
types link will take users to the currently selected chart tab.
Show documents that are manually sent to portal: allows
clinical staff to manually send documents to the portal that are not
necessarily shared on the portal initially. Show completed
questionnaires: will display completed questionnaires in the
Message Center. Enable Email Notifications: will email
portal users when notification items have been added to the Message
Center.
Document Center
Preliminary Documents security setting must be set
to Yes for users to view documents. Document
accept template(s): If a template is not available, click the
Create a Fast Task link. This is used to control how to route accepted
documents using Fast Tasks. Document reject
template(s): If a template is not available, click the Create a
Fast Task link. This is used to control how to route rejected documents
using Fast Tasks. Conversation types: Document types
selected in this list will display conversations in the Document View
page. Configure by selecting the appropriate portal message document
type from the dropdown, so that replies that are sent back to the portal
user are visible and linked to the original message sent from the
portal.
<div class="card-header"><i class="fa-solid fa-note-sticky fa-lg me-2" aria-hidden="true"></i> Note</div>
<div class="card-body"><p>If a document (such as a lab result document) should not display on the portal until after the document has been e-signed, add an additional expression to the Additional Expression field when editing the Message Center chart tab (or any chart tab being selected in the portal setup). The Additional Expression field will only display when in the Advanced Editor mode. An example of the additional expression to be used when doc type WCLAB should only display once it has been e-signed by the provider is as follows:</p>
d.storage_type>0 AND IF(d.doc_type = ‘WCLAB’, EXISTS (SELECT
sig.doc_id FROM document_sign sig WHERE sig.doc_id = d.doc_id AND
sig.status = 1), 1)
By default, if the Lab Result document is added to Message Center
chart tab, ALL Lab Result documents will display unless a whereclause as
outlined above is added to the Message Center chart tab.
Email notifications will be sent when new documents are available to
view in either the Message Center or My Medical Information chart tab.
The following 3 items need to be in place in order for the email
notifications to work properly:
- Pat Portal Notification Layout- this should be included in databases
by default. The layout should be reviewed to ensure that both the
Message Center and The My Medical Information chart tabs are accounted
for in this layout.
- PortalMessageNotificationEmail System Report- this should be
included in databases by default.
- Scheduled Job- this is not included in databases by default and will
need to be added if it doesn’t exist. When creating the scheduled job,
the type is Perform Report, select the system report name of
PortalMessageNotification and set the recurrence.
Click the Next button to save and close the section,
and proceed to the Select Modules section.
Select Modules
The Select Modules section is intended for customizing the
functionality of the patient portal. The available modules to enable on
the portal are:
- My Appointments
- Forms
- Questionnaires
- My Medical Information
- Report Work Injury or Illness
- Send A Message
- Other Health Resources
- Work Status
There are certain modules enabled, by default. How to activate or
deactivate these modules is discussed below, as well as how to customize
them, as needed.
- Clicking on the Select Modules header will open a dialog window
where modules can be added to or removed from the portal functionality.
With the necessary modules selected/deselected, simply click the Save
button to retain all changes.
- All of the modules can be given a custom name using the Custom
Module Name field, under each of the respective section headings.
My Appointments
The My Appointments module can be updated to allow certain
functionality, as well as to display warnings or specified text, as
needed.
Custom Module Name: The name defaults to My
Appointments. Customize up to 60 characters.
Schedule an Appointment: This selection allows users
to schedule appointments from their portal by signing up for an
appointment slot, based on appointment types and schedules set up within
the system. In order for the schedules to interact with the portal, the
location linked to each schedule needs to be added to the
Locations chart tab of the Provider Organization chart.
Appointment types that are available for selection are managed from the
Appt
Types chart tab of the
Scheduler
. Selecting Available For Portal on the respective
appointment type indicates that the appointment type will be made
available within the portal. Not selecting this option indicates that
the appointment type linked to the schedule will NOT be available within
the portal.
Request an Appointment: This selection allows users
to request appointments through their portal by sending an appointment
request with their preferences and appointment information to the
clinic. Once verified, appointments will display on the user’s My
Appointments page.
<div class="card-header"><i class="fa-solid fa-note-sticky fa-lg me-2" aria-hidden="true"></i> Note</div>
<div class="card-body">To use this feature, a <em>Request an Appointment</em> message type must be enabled. Review the <a href="/#send-a-message">Send a Message</a> section of this help documentation for further information on how to add message types.</div>
Allow scheduling past due appointments: With this
enabled, users will be able to schedule past due appointments.
Warning message for past due appointments: Use this
field to free text a warning message that will be displayed next to an
appointment past due date.
<div class="card-header"><i class="fa-solid fa-note-sticky fa-lg me-2" aria-hidden="true"></i> Note</div>
<div class="card-body">This field will only display if <em>Allow scheduling past due appointments</em> IS NOT selected.</div>
Days to show past appointments: Use this field to
set the number of days of past appointments to display.
Days out to search for: This field can be used to
set the number of days being searched, out from the present day.
Days out before showing days: This field determines
how many days before having to show additional days, out from the
present day.
Show “First available provider” option when selecting a
provider: If enabled, the option for First available
provider will display to users when scheduling appointments.
Force any available doctor: This disables the Select
Provider field from displaying on the portal, automatically assigning a
provider based on the appointment type and availability.
Alert text to show at top of form: Use this field to
display an alert or memo at the top of the page (e.g., “If this is a
medical emergency, please dial 9-1-1.”).
The My Medical Information module is intended for displaying
pre-defined documents in this section of the portal. The My Medical
Information module will point to the My Medical Information chart
tab, by default. The section within the portal will display the
documents that are linked to whatever chart tab is selected during the
portal setup.
- Custom Module Name: Rename this module to specify
how this section will be labeled within the portal. Customize up to 60
characters.
- Message Configuration: Use the drop-down to select
which chart tab will be used to populate this section of the
portal.
<div class="card-header"><i class="fa-solid fa-note-sticky fa-lg me-2" aria-hidden="true"></i> Note</div>
<div class="card-body"><p>If a document (such as a lab result document) should not display on the portal until after the document has been e-signed, add an additional expression to the Additional Expression field when editing the Message Center chart tab (or any chart tab being selected in the portal setup). The Additional Expression field will only display when in the Advanced Editor mode. An example of the additional expression to be used when doc type WCLAB should only display once it has been e-signed by the provider is as follows:</p>
d.storage_type>0 AND IF(d.doc_type = ‘WCLAB’, EXISTS (SELECT
sig.doc_id FROM document_sign sig WHERE sig.doc_id = d.doc_id AND
sig.status = 1), 1)
Send a Message
The Send a Message module can have its name and header
customized, the sending instructions modified, or the message types
configured, to determine what can/cannot be sent to and from the
portal.
Custom Module Name: The name defaults to Send a
Message. Customize up to 60 characters.
Replacement text for header bar: The header found on
the Send a Message portal page defaults to Send a Message. Use
this field to customize that header, as needed.
Instruction text: Use this field to add optional
instructions for the Send a Message portal page.
Allowed message types for sending within portal: The
following message types are supported for transmission using the portal,
by default:
- My Medical Information
- Request an Appointment
- Travel Questionnaire
- Ask a Clinical Question
- Request an Accommodation
- Report Injury or Illness
<div class="card-header"><i class="fa-solid fa-lightbulb fa-lg me-2" aria-hidden="true"></i> Tip</div>
<div class="card-body">Click the minus [ - ] button to remove any message type, or click the plus [ + ] button or <em>Add message types</em> link to add back message types.</div>
To fully add a new message type to the list, it is necessary to first
add the appropriate document type to the system. Next, add an the
appropriate order item–enter the order name, set the order type to
questionnaires, select the correct document type, and set the
Insert As field to Pending. Add the order item to the Portal Messages
orders picklist, and finally, add a flowsheet (named the same as the
order item). More than likely, observations will need to be created
prior to building and utilizing this flowsheet.
Portal messages are sent to WebChart in the form of a task. WebChart
clients will need to setup Fast Tasks and Tasklist Events in order to
view incoming portal messages.
1. First, create a Fast Task to review and to respond to the incoming portal messages. The Fast Task can be assigned to an individual or a group (department).
2. Next, users will need to create the Tasklist Event. When doing so, select the Fast Task that was created for reviewing and responding to the incoming portal messages and add a WHERE clause (e.g., d.doc_type IN ('CLINICALQ')) that will include the document type(s) being used for portal messages that are sent from the portal to WebChart.
When replying to portal messages, users will navigate to the forms
library via the Add Document link and select the appropriate Text
document to send the reply for portal messages. If no portal reply text
documents exist, one or more will need to be created. The text
document(s) will need to be added to the Message Center chart tab so
that portal replies can be viewed within the patient portal.
Questionnaires
Adding Questionnaire modules will allow users to add custom
questionnaires to the portal, as needed. Questionnaires 1, 2, and 3 can
all be used to allow portal users to view or update their medical
information (e.g., medications, allergies, immunizations), as
appropriate. By default, systems will have a flowsheet created: My
Medical Information. This flowsheet contains three layouts–one for
medications, one for allergies, and one for immunizations. These
flowsheets can be modified, if necessary. The My Medical Information
flowsheet will allow portal users to update their medications,
allergies, and immunizations within the portal. These changes will
update the patient’s chart in real-time.
Databases on RC202009 and newer now have the ability to allow
demographic information completed from a questionnaire to populate
Enterprise Health or WebChart directly. The observations used in the
questionnaire should be the ‘p.demo observations’ or ‘pev. demo
observations’. For discrete data that is not free texted (such as Sex,
Race, Ethnicity) the values entered into the discrete fields in the
observation screen need to match what is being stored in WebChart. For
example, to proper transfer Sex from a portal questionnaire to WebChart
or Enterprise Health, the values that need to be entered into the
discrete data fields in the observation screen must be F, M and UNK.
If users should only be allowed to view but not edit their medical
information (i.e., allergies, medications and immunizations), a new
flowsheet will need to be created. Users can create a new flowsheet or
simply copy the My Medical Information flowsheet and edit it, where
necessary. For example, the view only flowsheet could contain
four (4) layouts labeled Demographics, Allergies View Only, Medications
View Only, and Immunizations View Only.
Other Health Resources
The Other Health Resources module allows for additional
resources to be added to the portal, as needed. These resources can be
internet or intranet resources, and there is no limit to the number of
resources that can be added.
- Custom Module Name: The name defaults to Other
Health Resources. Customize up to 60 characters.
- Add additional health resources: To add additional
health resources, simply click the Add Health Resource
button. This will place a templated NoMoreClipboard health resource
panel at the bottom of the list of resources.
- To update/edit a health resource, click on any area within the
resource panel:
- Title (NOMORECLIPBOARD): This is a free-text field.
Click on the title and update with the preferred title of the health
resource.
- Summary: This is a free-text field. Click anywhere
in the NoMoreClipboard summary and update the text with a preferred
description/summary of the health resource.
- Link (NMC HOME): Clicking on the provided link will
open an Edit Link window. Determine the link type
(i.e., a normal link, a form, or a pre-built questionnaire), the link
title, and the URL of the webpage. Click Submit, when
finished. The Health Resource panel can only accommodate up to six
links, and the link is not removable from the Health Resource
panel.
- Arrows: Use the arrows in the bottom-left corner to
move the health resource panel to an alternative location on the
page.
- Add Link: Click this button to add additional links
to the health resource.
- Delete: Click this button to remove the health
resource from displaying on the portal. The button changes to
Undelete, so the panel can be replaced prior to
submitting, if necessary.
- When all edits have been completed, click the
Submit button.
Below is information pertaining to a few aspects of portal management
and utilization (e.g., toggling between portals, editing layouts, or
customizing help bubbles), which is intended to help with improving
understanding and overall use of the portal functionality.
Portal Access
Certain relationships need to exist before a patient can access the
patient portal. For example, a patient chart must have a relationship to
the applicable provider organization (the portal). This can be done
manually from the Summary chart tab of a patient’s chart, by using the
Contacts patient portlet and adding the Provider Organization
relationship. Automation of setting the provider organization
relationship will occur if the NMC, Portal, Default Portal system
setting has been configured to include the Pat ID of the portal, which
can be found at the end of the portal website URL. Once a patient uses
their activation code to create their portal account, a user account
(found under the Access chart tab of the Control Panel) will also be
created. This creates a link between the patient chart and the user
account. A relationship of portal user will automatically be set.
The same relationships (as outlined above) need to exist for a WebChart
user to access the portal from the Portals portlet of the Quick View
screen. The user account will need to be linked to a test patient chart
and the test patient chart will need to have the Provider Organization
relationship set. Linking a user account to a test patient chart can be
done either from the Contacts portlet of the Summary chart tab, on the
test patient’s chart, or from the Edit User Screen in Access Control. In
the Edit User Screen, select the Edit patients linked to user
link to join the user account to the test patient chart. Either way,
ensure that the link between the user account and test patient chart is
set to a role of Portal User.
Layouts
Layouts are simply HTML pages that have been developed and used in
WebChart for several things, such as
print definitions, chart tabs, system reports, email notifications, etc.
The following layouts can be modified when first building a portal, so
that the verbiage can be customized per client/portal.
<div class="card-header"><i class="fa-solid fa-note-sticky fa-lg me-2" aria-hidden="true"></i> Note</div>
<div class="card-body">Any layouts that list the MIE helpdesk number for portal assistance must be changed to the client’s preferred contact support number, unless specific contracting between the client and MIE has been finalized, where MIE will provide portal support and/or password reset support.</div>
Portal Activation
Code Instruction Layout
When an activation code is generated from the Portal portlet from the
patient summary screen, a layout is triggered with an available link
designed to create a Portal Activation Code Instructions document. Once
the Portal Activation Code Instruction document is generated from the
patient summary screen, it will store in the Document Summary chart tab
by default. The document can also be mapped to additional chart tabs if
desired. A ticket may be opened with MIE to edit and modify this
layout, as appropriate, per the client’s business needs.

Welcome to the Portal Email
Layout
When a patient/employee signs up for the portal successfully, the
following layout will be triggered, sending out the email below. A
ticket may be opened with MIE to edit and modify this layout, as
appropriate, per the client’s business needs.

Password Reset Email
Notification Layout
To enable automation of resetting portal passwords, the system
setting of ‘Reset PinCode Call URL’ should be set as follows:
https://asterisk.med-web.com/password_reset_caller.php?greeting=mie&short=true
Whenever a portal user attempts to reset their portal password, an
email notification will be sent to the portal user. This email is sent
as soon as the portal user clicks the Forget Password link and enters
their username and security question. The verbiage in this screen is C
code and the phone number listed pulls from the value in the system
setting of System>Tech Support>Phone Number

Resetting Portal
Password via Email Layout
When portal users want to reset their password using the email
option, versus other options, such as cell or home phone, this is the
email users will receive. This screen is layout driven and may need to
be added if it doesn’t exist in the database. The layout name is
‘Password Reset PinCode Email’. A ticket may be opened with MIE to edit
and modify this layout, as appropriate, per the client’s business
needs.

Identity Verification Layout
When users click the Forget Password link and provide their username
and security question answer, the following dialogue box displays. Users
will be asked how they wish to reset their password (i.e., email, cell
phone, home phone, work phone). The MIE technical support number should
be replaced with the client’s phone number and that is controlled from
the value entered in the System>Tech Support>Phone Number system
setting.

Help Bubble Icons
Every page or screen of a portal can have a help bubble available in
the top bar of the portal page. Each help bubble on every page can point
to different help documentation, as needed. The following portal pages
can support customized help documentation:
Main screen: Every portal comes with pre-loaded help
documentation and verbiage on the main portal screen, which can be
customized as needed.
Other Health Resources: Every portal comes with
pre-loaded help documentation and verbiage for the Other Health
Resources screen, which can also be customized as needed.
My Medical Information & Message Center: Every
portal comes with pre-loaded help documentation and verbiage for the My
Medical Information and Message Center modules. These two modules use
the same layout and currently cannot be separated; however, they can be
customized, as needed.
Layout Manager
All of the portal help bubbles and help documentation and verbiage is
managed from the
Layout
Manager of the
Control
Panel . To see a list of existing help bubble layouts, simply search
for MIEHELP.

To make edits to any of the existing layouts:
- Click the Edit link next to the respective module,
and modify the verbiage, where needed.
To add a new MIEHELP module layout:
- Click
Add
Layout .
- Enter MIEHELP for the Module Name.
- Enter NMC:UPortal Settings in the Name field
- Enter ==Settings== in line 1, and hit Enter to add
the new help documentation verbiage.
To add a new layout for the Message Center/My Medical Information
screen:
- Click
Add
Layout .
- Enter MIEHELP for the Module Name.
- Enter NMC:UPortal Message Center in the Name
field
- Enter ==Message Center/My Medical Information== in
line 1, and hit Enter to add the new help documentation verbiage.

Toggle Between Multiple
Portals
In some cases, portal users may have access to more than one portal
that has been setup/configured in the same WebChart database. In such
cases, users who have access to more than one portal will see
Portal Selection from the menu options. Once the user
has established their username and password for one portal, that same
username and password can be used to gain access to any of the
additional portals that are set up in the database. There is no need to
generate a new activation code for each additional portal a portal user
accesses.

Portal Activation Code
Report
The Portal Activation Code report will display the date an activation
code was generated for a patient chart along with the date (if
applicable) that the activation code was used to create a portal
account. The users listed on this report are only those users who have
actually created their portal account. The report columns include MRN,
patient name, DOB, Sex, Code Creation Date, Activation Date, Portal Name
(i.e., the name of the provider organization). This report can be found
by going to the
Reports
side menu tab and then selecting the
Utilization
chart tab. This report can be filtered by a date range, partition, and
provider organization (portal).

WebChart Database
Gaps/Punchlist
WebChart databases may or may not have all the needed chart types,
chart tabs, or necessary components to configure a patient portal. The
following is a list of potential gaps that need to be checked and
rectified in order to complete the patient portal configuration as
outlined in this patient portal setup guide.
- Add or enable the Provider Management menu
item.
- Add Chart Types chart tab, if missing.
- Ensure that Portal chart type exists.
- Ensure there is a Provider Organization chart
type.
A provider Organization partition needs added if it does not already
exist, using the Partition Manager.

- Ensure that there is a Portal Setup and
Patient Portal chart tab.
- Verify that the Portal Setup and Patient Portal chart tabs are set
to the Portal chart type.
- Ensure that there is an Overview (PO) chart tab and
that it is set to Active.
- Verify that the Overview (PO) chart tab is set to a Provider
Organization chart type.
- Ensure the Pat Portal Invite Email layout exists.
If it does not exist, please reach out to Application Support, so a
ticket can be assigned to a portal developer to have it created.
- Verify the content in the layout is edited with the correct portal
name if this email layout is copied from another database.
- Add a new security role of Patients and a new
department called Patients (these names must match
EXACTLY). Set the following security settings for the Patients security
role:
- Limited Access = Yes
- Limit to Portal = Yes
- Limited to Default Tab = No
- Manage Observations = Edit
- Document Permissions = Edit
- Conditions = Edit
- Demographics = Edit
- Manage Settings = Manage Own Settings
- View Encounters = Yes
- Sign Document = Yes
- View Preliminary Documents = Yes
- Manage Users = Self
- Manage User Patients = Yes
- Rx Manager = Edit (This is only set if patients
need to enter their preferred pharmacy in the Settings of the
portal.)
- Set the NMC, Signup, New User Realm system setting
to Patients.
- Enable or add WebChart, NMC, NMC System system
setting by setting the value to 1 (one).
- If clients are not going to utilize both NMC and the patient portal,
complete the following:
- Disable the E-Chart, Encounters, Show NMC link in
view system setting (i.e., set value to 0).
- Set WebChart, Encounters, Send clinical summary to
NMC system setting to -1.
- Verify that the WCPATED doc type (Clinical Summary/Patient
Education) does not contain the NMC information located at the bottom of
the document.
Learning Management System
To learn more about the Patient Portal First-Time Setup &
Configuration, follow the link below to the Learning Management System
course: