Invite to the client portal
The client portal is where your clients see their appointments, fill in forms, view notes you share, send you messages, and pay invoices.
What the portal is for
The portal is a logged-in space for each client at app.carepatron.com/Portal. They can see their upcoming appointments, fill or revisit intake forms, view documents you've shared (notes, summaries, handouts), upload their own files (scans, photos, prior records), send and receive messages in encrypted in-app chat, and manage payment methods. With workspace branding (and full white-label on Advanced), the portal feels like your practice's space, not Carepatron's.
How a client gets invited
Two paths. Manual: open a client record, send the portal invite from the prompts in the workflow settings. Automatic: turn on the 'Automate portal invites' workflow under Workflows (Lesson 2.5) and every new client gets an invite without you lifting a finger. Either way, the client receives an email, clicks through to register an account, and they're in.
In-app chat
Inbox → Client icon → + Compose to message a client, or Create group for group sessions. Messages are HIPAA-compliant and fully encrypted. Clients receive an email notification when you message them and can reply directly in their portal. On the default 'Reply only' mode, conversations auto-close 48 hours after a staff message without a client reply, a useful nudge for clients who go quiet. You can change the mode under Settings → Workspace settings → Communications, including whether clients can start conversations themselves.
Communication controls
Under Settings → Workspace settings → Communications you'll find four modes for client-initiated chat: Reply only (clients respond to your messages but can't start new ones), Never initiate (no client-initiated chat at all), Assigned clients only (staff can only message their assigned roster), and All clients (anyone can message anyone, always).
Five ways practitioners use the portal in practice.
Each is a real workflow that turns the portal from a feature into a habit.
Automate portal invite on client creation. Share session summaries after each visit. Use in-app chat for between-session check-ins ('how are the exercises going?').
Share home exercise programme PDFs via portal. Ask clients to upload short videos of their form. Reply in chat with corrections.
Manual invite at the first appointment. Share lab results in the portal. Use Reply-only mode so clients can't start new conversations, reduces inbox load.
Portal invite + intake form auto-send the moment a client is created. Use the portal for accountability check-ins between sessions.
Assigned-clients-only mode: each practitioner only messages their own roster, even if all clients are technically in the same workspace.
How does a client first access the portal?
They receive an email invite, click the link, create an account, and land in the portal. After that, they bookmark app.carepatron.com/Portal and log in directly.
What can clients do in the portal?
View upcoming appointments, fill intake forms, view documents you've shared, upload their own files, send and receive messages in encrypted chat, manage payment methods, and adjust their own MFA settings.
Is in-app messaging HIPAA-compliant?
Yes, all messages are HIPAA-compliant and fully encrypted in transit and at rest.
Can I stop clients from starting conversations?
Yes, set the chat mode to Reply only or Never initiate at Settings → Workspace settings → Communications. Useful if your inbox is getting noisy.
Can I send a portal invite manually instead of automating it?
Yes, from the client record, send the portal invite directly. The automation in Lesson 2.5 is optional; some practices prefer to invite only after the first session.
Can group sessions get a group chat?
Yes, Inbox → Client icon → + Compose → Create group. Add the clients in the group and message them all at once. Useful for group programs and class reminders.
What happens if a client doesn't see the invite email?
Re-send from their record. If it still doesn't arrive, share the manual portal link with them directly, or check their email address on the record for typos.