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Setting Up the Patient Portal for Self-Service Access¶

Overview¶

The 4Geeks Health Patient Portal empowers patients with secure online access to their medical records, appointment scheduling, communication with providers, and more. This integrated feature enhances patient engagement, improves communication, and supports a more collaborative approach to healthcare.

In this tutorial, you will:

• Enable and configure the Patient Portal
• Customize the portal appearance
• Set up patient registration and authentication
• Configure portal features and permissions
• Monitor patient portal adoption and usage

Prerequisites¶

• 4Geeks Health account with Administrator role
• Patient list to invite to the portal
• Your facility’s branding assets (logo, colors)

Step 1: Enable the Patient Portal¶

1. Go to Settings → Patient Portal
2. Toggle “Enable Patient Portal”
3. Configure basic settings:
4. Portal URL: Custom subdomain (e.g., patients.yourclinic.com)
5. Language: Primary language for the portal
6. Timezone: Facility timezone
7. Click “Save”

Step 2: Customize Portal Appearance¶

Branding¶

1. Go to Settings → Patient Portal → Appearance
2. Upload your facility’s logo
3. Set brand colors:
4. Primary color: Main brand color
5. Secondary color: Accent color
6. Background color: Portal background
7. Choose font style (if available)
8. Preview the portal and click “Save”

Welcome Message¶

1. Go to Settings → Patient Portal → Welcome Message
2. Customize the welcome text:

Welcome to [Facility Name] Patient Portal

Access your medical records, schedule appointments, 
communicate with your healthcare team, and manage 
your health — all in one secure place.

If you have questions, please call us at [phone] 
or email [email].

1. Add facility contact information
2. Set emergency contact instructions

Step 3: Set Up Patient Registration¶

Invitation-Based Registration¶

1. Go to Patients → Portal Invitations
2. Select patients to invite:
3. Individual patients
4. Bulk selection by department or criteria
5. Click “Send Invitations”
6. Patients receive an email with:
7. Registration link
8. Temporary access code
9. Instructions for setting up their account

Self-Registration¶

1. Go to Settings → Patient Portal → Registration
2. Enable self-registration
3. Configure required fields:
4. Full name
5. Date of birth
6. National ID (for identity verification)
7. Email address
8. Phone number
9. Set up identity verification:
10. Match against existing patient records
11. Manual approval by admin (optional)
12. Automatic approval for matching records

Two-Factor Authentication¶

1. Go to Settings → Patient Portal → Security
2. Enable 2FA for patient accounts
3. Choose verification method:
4. SMS code
5. Email code
6. Authenticator app
7. Set session timeout duration

Step 4: Configure Portal Features¶

Available Features¶

Feature Permissions¶

Configure what patients can see and do:

Medical Records:
  ✅ View diagnoses
  ✅ View medications
  ✅ View allergies
  ⚠️ View lab results (with provider approval)
  ✅ View vaccination history
  ✅ Download records (PDF)

Appointments:
  ✅ View upcoming appointments
  ✅ Book new appointments
  ✅ Reschedule appointments
  ✅ Cancel appointments (with notice period)
  ❌ Cancel within 24 hours (requires phone call)

Messaging:
  ✅ Send messages to providers
  ✅ Receive responses
  ⚠️ Attach files (images, documents)
  ❌ Emergency messages (use phone)

Billing:
  ✅ View outstanding balance
  ✅ View payment history
  ✅ Pay online (via 4Geeks Payments)
  ✅ Download receipts

Step 5: Configure Notifications¶

Patient Notifications¶

Configure Notification Preferences¶

1. Go to Settings → Patient Portal → Notifications
2. For each notification type:
3. Enable/disable
4. Choose channels (email, SMS, both)
5. Set timing (immediate, daily digest)
6. Allow patients to customize their preferences in the portal

Step 6: Monitor Portal Adoption¶

Dashboard Metrics¶

Adoption Reports¶

1. Go to Analytics → Patient Portal
2. View adoption trends over time
3. Identify patients who haven’t activated their accounts
4. Export reports for outreach campaigns

Best Practices¶

Patient Onboarding¶

• Send invitations in batches: Don’t overwhelm your support team
• Provide clear instructions: Include step-by-step setup guides
• Offer in-person assistance: Help patients who need it during visits
• Follow up: Contact patients who haven’t activated their accounts

Security¶

• Enforce strong passwords: Minimum length, complexity requirements
• Enable 2FA: Add an extra layer of security
• Monitor access logs: Review for unusual activity
• Educate patients: Share tips for keeping their account secure

Engagement¶

• Promote the portal: Mention it during appointments
• Highlight benefits: Emphasize convenience and access
• Gather feedback: Survey patients about their experience
• Continuously improve: Add features based on patient requests

What’s Next?¶

• Learn about Clinical Procedures & Progress Notes
• Explore Inventory & Procurement Management
• Read about Processing Payments via 4Geeks Payments

Need Help?¶

• Documentation: docs.4geeks.io/en/health
• Support: Available through the platform
• Book a Demo: 4geeks.io/en/contact

Still questions? Ask the community.