Patient Portal

How practitioners use the Patient Portal

Understand the end-to-end workflow for delivering evaluations through the Patient Portal, from scheduling assessments to reviewing completed results.

The Patient Portal isn't just a patient-facing tool — it's also a core part of your clinical workflow. When you schedule an evaluation, configure a public intake, or send a task link, the Patient Portal is the delivery mechanism that gets assessments into patients' hands and brings completed results back to your dashboard.

This page walks through the practitioner's side of the portal: how evaluations flow from your clinic to the patient and back, and how to set up EVAL for common clinical scenarios.

The evaluation delivery workflow

Every patient-facing assessment in EVAL follows the same end-to-end path, regardless of the specific use case. Understanding this flow helps you configure the right combination of features for your clinic's needs.

Schedule or assign the evaluation

From a Care Panel or a patient's chart, create a schedule that assigns one or more evaluations to the patient. Choose the frequency (one-time, daily, weekly, monthly, or custom), the delivery channel, and the date range.

Patient receives a notification

EVAL sends the patient an email or SMS with a link to complete the evaluation. The message includes the evaluation name and a secure link. For patients with portal accounts, the link opens the portal's Today dashboard. For patients without accounts, EVAL sends a task link — a token-based URL that opens the specific evaluation directly.

Patient opens and completes the evaluation

The patient clicks the link and lands on the evaluation. If they have a portal account, they see all pending evaluations on their Today dashboard. If they used a task link, they go straight to the assigned evaluation — no login required.

The patient works through the questions at their own pace. Progress is saved automatically, so they can close the browser and return later if needed. When they've answered all required questions, they submit the evaluation.

Results appear in your workflow

The completed result appears immediately — in real time — in several places across the clinician platform:

The patient's chart Results tab, where it joins their full evaluation history
Any Care Panel the patient belongs to, with priority and status indicators
The organization-wide Results page, where your team can triage across all patients
Notification emails, if you've configured alert rules on the patient's Care Panel

Review, triage, and follow up

Open the result to review the patient's responses, check calculated scores, and update the priority and status. Add comments for your team, sign and lock the result if needed, or schedule the next assessment based on the outcome.

Common use cases

Intake forms for new patients

Use EVAL to collect structured intake information from patients before their first appointment. Create an evaluation with your intake questions — demographics, medical history, reason for visit, consent forms — and schedule it as a one-time assessment.

How to set it up:

Create a Care Panel for your intake workflow (e.g., "New Patient Intake")
Add the patient and schedule the intake evaluation as a one-time delivery
The patient receives an email or SMS with a task link, completes the form on their own device, and the results appear in your panel before the appointment

For walk-in clinics or situations where patients don't have appointments yet, use a public intake instead. Place a QR code in your waiting room, and patients complete the intake form on their phone without needing a patient record in EVAL first.

Post-visit follow-up questionnaires

After a procedure, appointment, or treatment change, follow-up evaluations help you track recovery and catch complications early. EVAL can automate this process so your team doesn't have to remember to call each patient.

How to set it up:

Schedule a one-time evaluation to be delivered a set number of days after the visit (e.g., 7 days post-op)
Choose SMS or email delivery — patients receive the link and complete the questionnaire at home
Configure notification rules on your Care Panel so that critical or urgent results trigger an immediate email to the responsible clinician

Pre-visit questionnaires

Collect information before the patient arrives so the provider can review it during the appointment. Pre-visit questionnaires save chair time, surface concerns the patient might not raise on their own, and give clinicians a structured starting point for the conversation.

How to set it up:

Schedule the evaluation to be delivered 1–3 days before the appointment
The patient completes it at home and the results are ready in the chart by the time they arrive
Use priority levels in your scoring logic to flag responses that need attention — the provider sees these highlighted in the Care Panel's Urgent summary card

Routine scheduled mental health assessments

For ongoing monitoring — depression screening, anxiety tracking, substance use check-ins — EVAL's recurring schedules automate the cadence so assessments happen consistently without manual follow-up from your team.

How to set it up:

Add the patient to a Care Panel for the program (e.g., "Behavioral Health Monitoring")
Schedule the evaluation (e.g., PHQ-9) on a recurring basis — weekly, biweekly, or monthly
Patients receive the evaluation automatically on the scheduled date and complete it through the portal or a task link
Track trends over time in the patient's chart, where results appear chronologically with scores and priority indicators

For recurring assessments, set up notification rules that alert your team when a score crosses a clinical threshold — for example, when a PHQ-9 score moves from mild to moderate. This way, your team only needs to intervene when something changes, rather than reviewing every routine result.

Choosing the right delivery method

EVAL offers three ways to get evaluations to patients. The right choice depends on whether the patient has a portal account and how much ongoing interaction you expect.

Portal account with scheduled delivery works best for patients in ongoing care — regular monitoring programs, chronic condition management, or longitudinal research studies. The patient logs into the portal, sees all pending evaluations in one place, and can review their own results over time.

Task links are ideal for patients who don't need a full portal account, or for one-time assessments where the overhead of account setup isn't worth it. Each task link is a secure, single-use URL that opens one specific evaluation. No login required.

Public intakes work for anonymous or first-contact scenarios — waiting room screens, community outreach events, or research enrollment. Anyone with the link can complete the evaluation, and EVAL can optionally create a patient record from their responses.

For details on configuring each method, see Task links, Public intakes, and Scheduling assessments.

Scheduling assessments

Configure recurring and one-time evaluation delivery from Care Panels.

Task links

Secure, token-based URLs for completing evaluations without a portal login.

Notifications and alerts

Set up email alerts for critical results and status changes.

Account and settings

Manage your patient profile, photo, password, and healthcare provider connections from the My Account page in the Patient Portal.

Account Administration

Manage your organization's profile, team members, roles, and configuration settings from the CONFIGURATION section of the sidebar.