All About Patient Portal – CareStack: User Resource Center

Let's check out how patients can access and manage the patient portal.

Topics Covered

Check Patient Portal Status
Access Patient Portal
Actions on the Home Page
Check and Sign Pending Forms
View Upcoming and Past Treatments
Manage Payments
Manage Appointments
View and Upload Documents
Account Details
Sign Out

Check Patient Portal Status

Watch this video for a concise summary.

Practices can quickly check the status of the patient portal for a patient by performing the steps below.

Select the patient using the Global Search Bar.

Click on the Patient Portal drop-down.
Click Check Status.
If the patient portal is active for the selected patient, a toast notification will state that 'Patient portal is active'.

Access Patient Portal

The patient can click on the link provided by the practice to access the patient portal.

From the Patient Overview page, click on the Patient Portal drop-down menu.
- Click Send Link.
- This action will send a patient portal link to the patient.

Once on the sign-in page, the patient can perform the following,

Select the email address to receive the code.
Click GET VERIFICATION CODE.

Copy the code received on the patient's email address.

Paste the verification code on the patient portal and click VERIFY AND LOGIN.

If your information is not correct on the first sign in page, click on THIS IS NOT MY INFO.
- Enter the First Name, Last Name, and Date of birth.
- Click NEXT.

Once logged in, you will land on the patient's Home page.

Actions on the Home Page

Watch this video for a complete understanding.

Let's explore all the modules in the patient portal.

On the HOME page,

If the patient has another family member, you can select the required member from the Select Family Member drop-down.

Note: To restrict RPs from accessing dependent records in the Patient Portal and Kiosk, email support@carestack.com.

Click BOOK AN APPOINTMENT to navigate to the Online Appointment Portal.
- Here you can book an online appointment all by yourself or request the practice to book an appointment for you.
When the Responsible Party(RP) is selected, you can view tasks left to complete for the patient (RP) and linked family members.

Click on the patient (RP) or the linked family member under the tasks left to complete section to view PENDING TASKS for the selected member.
- The tasks may include adding pending account information, filling and signing forms, and adding insurance information.

When a family member other than the responsible party is selected, you can view only the pending tasks of that person.

Note: When you log in to the patient portal as a non responsible party, you will only be able to view and manage your tasks. You will not be able to select any other family member.

While you are on any other page other than the patient portal home page, click Tasks on the top right to view pending tasks.
To navigate back to the home page as an RP, click SWITCH BACK TO MY PROFILE.

Scroll down to view upcoming appointments and the total balance due.

UPCOMING APPOINTMENTS of the patient are displayed here with information including appointment date and time, location, patient name, address, and appointment status.
The Total Balance Due will be displayed on the home page.
- To view individual dues of family members, click on the ACCOUNT MEMBERS section.
- To pay the total balance due click PAY near the Total Balance Due displayed.
- To pay individual dues, click PAY near the individual patient's name at the bottom.

Check and Sign Pending Forms

Watch this video for a comprehensive walkthrough.

Select the FORMS section to view the pending forms of the selected patient.
Click QUICK SIGN FORMS to quickly sign off forms.

Pending Forms show up in the patient portal if the patient has forms in Incomplete status in the system.

Note: If the practice adds a new Medical History Form for the selected patient in CareStack and is left incomplete, it will be reflected as a pending form in the patient portal.

Utilize the Search bar to find the intended form from the grid.
To sort the forms, click SORT BY and choose the desired sort criteria.

To complete a specific pending form,

Select the required Form from the grid.

If you want to save any changes and come back later, click Save.

To sign the form, click SIGN FORM.

Select the relationship to the patient.
- Click Confirm.

Draw the signature.
- To clear the added signature, click Clear.
- Once the sign is added successfully, click Sign.

If you navigate away from the forms section or click the browser’s back button while filling out forms, you will receive an alert.
- You can choose to Cancel, Leave Without Saving, or Save the progress.

Fill Up Pending Medical History Form

Select Yes, No, or I don't know options to record the Conditions and Allergies of the patient.
- After each section is completed, click Next to move to the next section.

Tip: If no Condition/Allergy is applicable, you can mark all as 'No' in one go by clicking MARK ALL AS "NO" option.

On the Current Medication step, you can view the existing medication of the patient.
- You can make changes to the Start Date and End Date by clicking on the pencil icon.
- To stop the existing medication, click END MEDICATION.

Enter the End Date (optional) and click END.

Add a New Medication

Click +ADD MEDICATIONS.

Enter the Medication name, Start Date, and End Date.
Click SAVE.

Complete the Dental and Medical Questionnaire.
Click SIGN FORM to complete the form.

Select the relationship to the patient.
- Click Confirm.

Draw the signature.
- To clear the added signature, click Clear.
- Once the sign is added successfully, click Sign.

Once you have signed, the medical history form will be completed.

View Upcoming and Past Treatments

Watch this video for a concise summary.

Select the TREATMENTS section to view treatment plans, upcoming treatments, and past treatments of the patient.

Treatment Plans will only be displayed in the patient portal if the practice has presented the treatment plan with or without Fee Details from the Chart. Click here to know more.

Under the TREATMENT PLANS tab,

You can view the treatment plans of the patients that were presented with or without fee details.
To sign or reject a treatment plan, click REVIEW TREATMENT.

In the Treatment Plan that opens, you will see:

Completed Treatments highlighted with a green checkmark.
Discounts marked as (*) includes Membership Plan Discounts.
The Phases of the treatment plan with details such as Date, Treatment Code, Tooth/Surface, Charges, Insurance Estimate, Discounts and Patient Payable.
The totals are broken down status-wise i.e., by Completed Codes Total and Planned Codes Total.
You will also find the Treatment Agreement at the bottom of the treatment plan.
Click REJECT or SIGN as needed.

Select the corresponding tab to view the UPCOMING and PAST TREATMENT of the patient.

Note: When you Review a treatment plan, you can navigate to the BILLING section to view Membership Plan Discounts and Other Discounts on the treatment plan.

Manage Payments

Dive deep with this detailed walkthrough video.

Select the PAYMENTS section to view all payments of the patient and their family members.
The Total Balance Due will be displayed on this page.
- You can view individual dues if the patient's account has another linked family member.
- To pay the total balance due click PAY NOW near the Total Balance Due displayed.
- To pay individual dues, click PAY NOW near the individual patient's name on the right.
Click on the PAYMENT HISTORY tab to view completed payments.

Once you click PAY NOW,

Select the Location as needed.
Verify the Payment Amount and edit as needed.
Click Pay Now.

Enter the card details and click the Pay button.

Select the PAYMENT HISTORY tab to view all completed payments.
Click DOWNLOAD RECEIPT to download payment receipts.

Tip: The patient ID on the receipt will be masked and only the last two characters will be visible to comply with privacy regulations.

To view previous statements of the patient, select the STATEMENT HISTORY tab.

Manage Appointments

Watch this video for a concise summary.

Select the APPOINTMENTS section to view the UPCOMING and PAST APPOINTMENTS of the patient.
Click BOOK AN APPOINTMENT to navigate to the Online Appointment Portal.
- Here you can book an online appointment by yourself or request the practice to book an appointment for you.

View and Upload Documents

Explore this video for a thorough walkthrough.

Select the DOCUMENTS section to view shared and uploaded documents of the selected patient.
Utilize the Search bar to find the intended document from the grid.
To sort the documents, click SORT BY and choose the desired sort criteria.

You can view documents shared by the practice on the SHARED WITH ME tab.
- Click on the desired document to open it.

Practices can set a document to be displayed in the patient portal by enabling the Share to Patient Portal toggle button on a Completed document.

To view all documents uploaded by you, select the UPLOADED BY ME tab.
- Click on the desired document to open it.
To upload a document, click UPLOAD.

Drag and Drop your file on the modal, or click on the hyperlink and browse for the intended file from your system.

Account Details

Watch this video for a concise summary.

View Account Details

Select the ACCOUNT DETAILS tab on the ACCOUNT DETAILS section to view the account details of the patient and their family members.

To make changes to any of the account details, click EDIT on the required family member.

Make the required changes.
Click Save to update the changes.
- To save and continue further to add insurance for the patient, click Save & Add Insurance.

To add an account member to the patient's account, click ADD ACCOUNT MEMBER.

Enter the required information.
Click Add.
To add a new account member and continue further to add insurance, click Save & Add Insurance.

Add Cards

You can add cards for payment on the signed in account. To do that, perform the steps below.

Select the MANAGE CARDS tab.
Click Add New Card.

Enter the card details such as Card Information, Cardholder Name, Billing Address, Zip Code, City, State, Nickname, etc.
Click Pay $0.00.
This will be a zero dollar transaction and it is used to store the credit or debit card information.