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CommunicationAdmin settings4 min read

Patient Portal

Activate the Patient Portal, create your clinic portal address, and choose which actions patients can complete online.

Updated

Who Should Use This

  • Clinic owners

  • Users with administrator permissions

Prerequisites

  • Your clinic must have purchased the Patient Portal module from the App Store.

  • The patient must have a phone number and/or email address saved in their profile.

  • SMS and email templates to be used for portal invitations should be created in advance in the system (recommended).

  • If online payments will be used, the relevant payment infrastructure must be active in your clinic (if applicable).

Where to Enable the Patient Portal

Go to Settings > My Clinic > Clinic Configurations.

  1. Locate the Patient Portal Settings section at the bottom of the page.

  2. Enable the Patient Portal checkbox.

Medicasimple Patient Portal guide screenshot 1

What Is the Patient Portal Code?

The Patient Portal Code is the part of your portal’s web address (URL) that comes after the “/”. The code you enter here determines the link patients will use to access your portal.

Example:

  • Patient Portal Code: simple-dent

  • Portal address: heal.ms/simple-dent

Medicasimple Patient Portal guide screenshot 2

Things to Consider When Choosing a Code

Choose a short and easy-to-read code (for example: clinic-name, simple-dent).

  • Use lowercase letters, numbers, and the hyphen (-) only.

  • Do not include personal data in the code (such as patient names or phone numbers).

  • If you change the code, the old link will no longer work. In this case, you must resend the new link to your patients. For this reason, it is important to choose the code carefully from the start.

What Are Portal Permissions?

Portal permissions define what patients can see and which actions they can perform in the Patient Portal. You can enable or disable these permissions individually based on how your clinic operates.

Below is a detailed explanation of each permission.

Medicasimple Patient Portal guide screenshot 3

Profile

  • View Profile: The patient can view their own profile information.

  • Update Profile: The patient can edit their profile information.

  • Upload Photo: The patient can upload a profile photo.

Appointments

  • View Appointments: The patient can view their appointments.

  • Create Appointment: The patient can book a new appointment via the portal.

  • Cancel Appointment: The patient can cancel an existing appointment.

Note: If you enable Create Appointment or Cancel Appointment, it is recommended to also enable View Appointments.

Treatments

  • View Treatments: The patient can view treatment plans and past treatment records.

Finance

  • View Balance: The patient can view their current balance.

  • View Invoices: The patient can access their invoices.

  • View Payments: The patient can view completed payments and payment history.

  • Make Payment: The patient can make an online payment via the portal.

Note: If your online payment infrastructure is not active, it is not recommended to enable Make Payment.

Documents and Images

  • View Documents: The patient can view documents shared by the clinic.

  • Download Documents: The patient can download shared documents.

  • Upload Documents: The patient can upload documents to the system.

  • View Images: The patient can view images shared by the clinic.

Note: If document upload is enabled, the clinic should clearly define who will review these documents and what the internal process will be.

Messages

  • View Messages: The patient can view messages sent by the clinic.

  • Send Message: The patient can send messages to the clinic via the portal.

Forms

  • View Forms: The patient can open and view form screens.

  • Submit Forms: The patient can fill out and submit forms.

Note: If Submit Forms is enabled, it is recommended to also enable View Forms.

Patient-Specific Permission Configuration

In addition to the portal permissions defined at the clinic level, you can customize permissions for individual patients. This allows you to manage which areas a specific patient can access and which actions they can perform in the portal.

Steps

  1. Go to the patient’s profile from the Patients screen.

  2. Click the Edit button.

  3. Switch to the Portal Permissions tab.

  4. Select or remove permissions specific to this patient.

  5. To quickly enable all permissions, you can use the Select All option.

Note: Settings on this screen apply only to the selected patient.

Medicasimple Patient Portal guide screenshot 4

Selecting Patient Portal SMS and Email Templates

On the Patient Portal Settings screen, there are two fields:

  • Patient Portal SMS Template

  • Patient Portal Email Template

These fields determine which message templates are used when sending portal access information to patients.

To edit existing SMS or email templates or create new ones, follow these steps:

Settings > SMS Settings & Email Settings > SMS Automation & Email Automation > Edit Templates

Recommendations

  • Make sure the template content matches the target language (if you use both TR and EN, select the correct template).

  • The Code parameter must be included in the message so patients can access the portal.

After completing all selections, click the Save button in the bottom-right corner.

Recommended Permission Sets

1) Basic Usage (appointments only)

  • View Profile

  • View Appointments

  • Create Appointment

  • Cancel Appointment (optional)

2) Finance-Focused (appointments + payments)

  • View Appointments

  • View Invoices

  • View Balance

  • View Payments

  • Make Payment (if online payment is active)

3) Full Usage

  • Profile: View Profile, Update Profile

  • Appointments: View Appointments, Create Appointment, Cancel Appointment

  • Treatments: View Treatments

  • Finance: View Invoices, View Balance, View Payments, Make Payment

  • Documents: View Documents, Download Documents (Upload Documents as needed)

  • Messages: View Messages, Send Message

  • Forms: View Forms, Submit Forms

Common Scenarios

The portal link does not open

  • The Patient Portal may be disabled.

  • The Patient Portal Code may be empty or entered incorrectly.

  • If the code was changed, the old link is no longer valid.

The patient cannot make a payment

  • The Make Payment permission may be disabled.

  • The online payment infrastructure may not be active for the clinic.

The patient cannot view or download documents

  • View Documents or Download Documents permission may be disabled.

  • The document may not have been shared with the patient.

The patient cannot submit forms

  • The Submit Forms permission may be disabled.