Patient Portal Invites

Users must be on one of the following versions or newer prior to enabling Invites:
V17.4.94, V18.1.61, V18.2.42, V18.3.23.

Patient portal invitations can be automatically emailed to patients a specific number of days before or after an appointment.

In the Patient Portal tab, click Activate Invites.

Invites are only sent to patients who have not accessed the portal yet and have an entered name, address, and date of birth. The invitation will include a one-time use password and user name the patient can use to access the portal. This service is optional. Invitations are sent to eligible patients once an hour.

First, set up patient portal rules (see below). When rules are complete, click Activate Invites to activate the service and begin sending invitations.

For other methods of granting access to the portal, see Patient Portal Access

Set up Patient Portal Rules: Rules determine when automated invitations are sent and the message.

Note: When there are multiple clinics, you can create default rules that are used by all or some clinics, or different rules for each clinic. Automation can also be turned on/off per clinic.

  1. Select the clinic and any clinic-specific settings.
    • To create default rules, select Defaults as the clinic, then create the rules.
    • To apply default rules to a clinic, select the clinic, then check Use Defaults.
    • To create clinic-specific rules, select the clinic, uncheck Use Defaults, then create the rules.
    • To turn on/off automation by clinic, select the clinic, then check/uncheck Enable Invites for Clinic.
  2. Click Add Invite or double click an existing rule to edit.
  3. Enabled: By default this is checked, meaning the rule is turned on. Uncheck to disable the rule.
  4. Send Time: Set time preferences for sending the invitation.
    • Before appointment: Send this invitation hours/days before a scheduled appointment.
    • After appointment: Send this invitation hours/days after an appointment is set complete.
    • Days / Hours: The amount of days/hours before or after an appointment the invite should be sent.
    • Do not send within ____ of appointment: Set a window of time, in relation to the appointment time, during which an invitation will not be sent. For example, do not send invitations within 3 hours of an appointment.
      Note: The automated eServices schedule also affects send time. See eServices Misc. If an invitation is scheduled to be sent before the automated eServices start time, the Do not send value is ignored.
  5. Send Order: Email is the only method of delivery available for patient portal invitations.
  6. Email Subject and Body: Customize the email message. The first text box is for the subject line. The second text box is for the body text.

    To insert data from the database into the message text, use Template Replacement Tags.

    • [ApptDate]: The date of the appointment.
    • [ApptTime]: The start time of the appointment.
    • [ApptTimeAskedArrive]: The time the patient is asked to arrive.
    • [ClinicName]: The name of the clinic.
    • [ClinicPhone]: The phone number of the clinic.
    • [NameF]: Patient's first name.
    • [Password]: A Open Dental generated one-time password the patient can use to access the portal the first time.
    • [PatientPortalURL]: The web address the patient will use to access the portal.
    • [PracticeName]: The practice name.
    • [PracticePhone]: The practice phone number.
    • [ProvAbbr]: The abbreviation for the provider the appointment is scheduled with.
    • [ProvName]: The provider the appointment is scheduled with.
    • [UserName]: The username the patient can use to access the portal the first time.

    Example

    [NameF],

    In preparation for your upcoming dental appointment at [OfficeName], we invite you to log in to our Patient Portal.There you can view your scheduled appointments, view your treatment plan, send a message to your provider, and view your account balance.

    Visit [PatientPortalURL] and use this temporary user name and password to log in:

    User name: [UserName]

    Password: [Password]

    If you have any questions, please give us a call at [OfficePhone], and we would be happy to answer any of your questions.

  7. Click OK to save the rule.

We recommend testing the rule and message prior to sending. Make sure you meet character limitations, that replacement tags work, and that the message appears as intended.

Aggregated Messages: When one or more appointments on the same day share a common patient email address, the associated patient portal invites will be grouped together into one email. To customize aggregated messages:

  1. On the Edit Patient Portal Invite Rule window, click Advanced.
  2. Change the email template as needed. See below for a description of each field.
  3. Click OK to save and return to the Edit Patient Portal Rule window.

Note: Clicking Cancel to close the window will also close the Edit Patient Portal Rule window without saving any settings.


Template Replacement Tags: A list of valid template replacement tags that can be used to insert data from the database into the message.

Email Subject: The subject line. Patient Portal Invitation

Email Template: The text and template replacement tags in general message. The tag [Credentials] is required and will represent each patient's user name and password.

[NameF],

In preparation for your upcoming dental appointments at [OfficeName], we invite you to log in to our Patient Portal. There you can view your scheduled appointments, view your treatment plan, send a message to your provider, and view your account balance.

Visit [PatientPortalURL] and use these temporary user names and passwords to log in:

[Credentials]

If you have any questions, please give us a call at [OfficePhone], and we would be happy to answer any of your questions.

Email Template Per Appointment: The text and template replacement tags used in each [Credentials] tag.

[NameF]

User name: [UserName]

Password: [Password]

The email template above would result in the following message:

Ann,

In preparation for your upcoming dental appointments at North Clinic, we invite you to log in to our Patient Portal. There you can view your scheduled appointments, view your treatment plan, send a message to your provider, and view your account balance.

Visit http://www.patientportal.com and use these temporary user names and passwords to log in:

Ann

User name: ann

Password: 112lxxc1

If you have any questions, please give us a call at 503-555-5555 and we would be happy to answer any of your questions.