Overview
Clients can access the PIMSY Client Portal using their login credentials to make updates to specific sections of their chart. Any changes made by the client can trigger a notification to staff, allowing for follow-up if necessary.
Clients are provided with a username and password, enabling them to easily update the following information:
- Basic details like name, phone number, and address
- Demographic information such as primary language, marital status, and other personal data
- Insurance details for both primary and secondary providers
- Required forms that need to be completed
- Contact information, including emergency contacts, responsible parties, and legal guardians
- Documents section for downloading and uploading necessary forms
Required Permissions and Prerequisites
To ensure Clients can see messages from Providers, please verify the appropriate user group is assigned to the corresponding Task Types in Picklist Management.
If you do not want clients to be able to update their information, please adjust settings -621 through -624 accordingly.
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Please assign the Create, Modify, View, and Delete permissions for the following rule(s):
Client Documents Create Can Save to Client Portal Folder
Client Portal Can Send Messages to Client
Receives Assigned Client Portal Document Upload Alert
Receives Assigned Client Portal QnA Form Completed Alerts
Receives Client Portal Demographic Update Alert
Receives All Client Portal Document Upload Alerts
Receives All Client Portal QnA Form Completed Alerts
Step-by-Step Instructions
Step 1: Giving a Client Access to the Client Portal
- Go to the client and click on the Client Portal tab.
- In the Client Portal section, create the Login and Password. Be sure Active is checked.
- Safe word: optional. This is used as a "hint" that can be used if a client calls in to regain access due to forgetting log in information.
- Change Pwd. Next Login: check this for initial setup and any time the password is reset.
- The web address to give to the client will be the practice acronym (generated by PIMSY) followed by .mypimsy.com (example: abc.mypimsy.com).
- Once logged into the portal, the client can add/edit information as needed, view and send messages, or complete any forms/documents that are under the Forms or Documents tab (only those documents that have been selected to be exposed on the portal). You may add forms by double clicking on the left side for any Unassigned Forms to send them to the Assigned Forms. This will display them on the client portal for the client to complete.
- Once saved, the changes can be seen in PIMSY by the provider. If the system is set up to alert you of changes, you will receive the alert after the changes have been saved.
Please note, if you manually create a username and a password for the client to log in to the portal, do not click Email Client Credential.
This button can used in place of manually creating the login information and will look at settings -687 and -679 to determine how to automatically set up the username and password. You only need to click Email Client Credential once for the system to send the credentials. If clients do not receive the email within five minutes, have them check their spam folder for two separate emails.
Step 2: Navigating the Client Portal
After logging in, the client will arrive at the main page for the Client Portal. Here they can view:
- Statements and make payments
- View and send messages
- View and/or update their information
- Complete forms
- View and/or update their insurance information
- View upcoming appointments
Step 3: Billing
To view statements or make payments go to the green section labeled "Billing". Clicking View Payment Options will open up the statements tab of the Payments window. Here, clients can view their current statements, and make payments by clicking Pay (available only if using integrated credit card vendor). The History tab will list all payment history and provide the corresponding receipts.
Step 4: View and Send Messages
Clicking the View and Send Messages button will take you View Messages tab of the Messages screen in the Client Portal. Here clients can view and/or respond to messages from their providers. Clicking Read will mark the message as read.
The Send New Message tab provides a place where clients can send messages such as rx refill requests and records requests to their provider.
Step 5: Update Your Information
When settings -621 through -624 allow, clients can view and update their:
- Basic Information
- Details
- Contacts
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Messaging Preferences
The Basic Information tab includes first and last name, email, date of birth, address, and SSN to name a few. Details includes information such as race, ethnicity, language, marital and employment status.
The Contacts tab allows clients to input their emergency contact, legal guardian, preferred physician, and responsible party.
The Insurance tab includes Primary insurance information.
The Messaging tab includes messaging preferences such as preferred contact method by text or email.
Step 6: Complete Forms
The Complete Forms section allow clients to complete forms assigned to them from the provider, view documents, and upload any necessary documentation.
Clicking Complete Forms will bring the client to Forms tab of the library screen where they can view and complete forms such as PHQ-9 or Patient Registration forms.
The Documents tab provides an area where clients can view completed documents and view documents to be completed.
The Upload tab allows clients to upload important documentation such as insurance cards. Clients can either select the files from their local drive or they can drag & drop to upload the file.
The CCD Download tab allows clients to request their clinical documentation.
Staff can view documents completed by the client by viewing the thread on the client chart, labeled Documents Updated via Portal
Step 7: Insurance Information
Clicking the Update Insurance button in this section will take the client to the Insurance screen where they can quickly view and make edits to their insurance information. This is the same insurance page as mentioned in the Update Your Information section.
Step 8: Appointments
When viewing the appointments panel at the bottom on the main page, in addition to the date, clients can see which office location the appointment is scheduled for, as well as the phone number.
If using the integrated credit card processing, clients have the ability to pay their copays ahead of time.
Step 9: Other Areas of Interest
The client's most recent activity can be located at the top right of the main page, just under their name. This displays the date of their last login and the ability to look at the activity log by clicking View All Activity.