Portal Set-up & Access

This guide shows how to configure portal settings, make report fields and signatures fillable, and manage treatment team members so reports can be shared, filled out, or signed through the portal. It explains required data (email, mobile, release dates), how to send reports or request signatures, and how to view portal history. Follow it to ensure proper access, reduce sending errors, and streamline secure collaboration with treatment team members.

Noteable Support
38 steps
3 minutes

Mynoteable

Portal Setup

There are settings that need to be set correctly for portal options to show as expected. Please review this section for initial setup review *or* if you are not seeing the option to send reports to treatment team members via the portal.

Allowing Reports to be sent via Portal

Click "Administration"

Click into the program you are wanting to review reports for when it comes to portal settings.

Select the checkbox on the report that you would like to ensure is available to send via portal for this program **Note:** You will see on the right-hand side there is a Portal column. A red "X" indicates that you need to change the Portal Access, if this is set as a green checkmark the report is already set as available to send.

Click "edit" to make changes to the report portal settings

"Allow in Portal" should be set to "Yes" if this is a report you would like to be able to send out to Treatment Team members for clients in this program.

Click "Done" to save changes.

Managing which report fields can be filled out when sent via Portal

To indicate which fields you would like Treatment Team members to be able to enter information on within a report you will need to open the template itself by selecting the name of the report.

Click on a specific field that you would like to have fillable via portal. **Note:** You can select several fields at a time here as a shortcut using the "cmd" key

Once applicable field(s) are highlighted in blue indicating they have been selected successfully set the Part Settings > "Portal Field" toggle to "Yes"

Managing which signature fields can be filled out when sent via Portal

For external signature fields you will need to complete a similar step in selecting the field itself and then ensuring the "Portal Field" part setting is set to "Yes"

After reviewing fields within a report template and setting them to portal fields as needed be sure you **PUBLISH** the new version of the report by selecting **"Publish Template"** in the top left-hand corner.

Click "Cliff Smith (MHS)"

Portal Workflow: The Treatment Team Card

If the client is going to need portal access for themselves ensure that under demographics they have an accurate email and mobile phone number on file.

All other treatment team members (legal guardians, wraparound services, etc.) will need to be listed under the Treatment Team card.

Select the edit pencil to add new members or make changes to existing Treatment Team members.

This will open the Treatment Team card where staff can review current treatment team members, Add Team Members, or edit existing team members. ALL treatment team members that are available to send reports to will need to have an accurate **Email, Mobile Phone, and Release Expiration listed.** **Note: Release Expiration is only required is the treatment team member is not the client themselves or a flagged legal guardian.**

Click "Add Team Member" to add a new individual to the list for this client.

Select an existing team members name to edit

Enter all applicable information in the template. **Note:** If Legal Guardian is set to "Yes" a release expiration date is not required. When this is set to know you must as a release expiration date.

Click "Done" once all treatment team members have been added.

Portal Workflow: Sending Reports

Once applicable treatment team members have been added to the client's chart you can start sending reports for review, to be filled out, or for signature. Select the checkbox next to the report that you are wanting to send out via portal.

Select "Send to Portal" from the Apply Action menu

"For Reference Only:" indicates whether you want the treatment team member you are sending this report to; "Yes" to be able to fill out applicable fields or "No" just read through the report without the ability to make changes or enter information within the report fields.

Click the treatment team member you are wanting to send this report out to via portal.

Click "Ok" to send

Portal Workflow: Requesting Signatures

To request a signature via portal you will need to click into the report itself by selecting the date link.

Scroll through the report to the signature field(s) that you need signed via portal. Once located select "Request Signature from Portal" **Note:** if you do not see this as an option you will need to go back to the portal setup steps provided earlier in the walkthrough and ***ensure that the signature field has been setup to allow to be sent out via portal from the report template settings.***

Select the signature space(s) that you would like this treatment team member to be required to sign.

Select the appropriate Treatment Team Member from dropdown.

Click "Request Signature" to send the report out via portal with the specific signature request.

Portal History

Once reports have been sent out via portal there will be a date displayed under the "Sent to Portal" column that indicates the date this action took place. For a more detailed history you can select the checkbox of the report itself.

Select "View History" from the Apply Action menu

This will show a more detailed and timestamped summary of when the report was sent out to portal and actions that have been taken by the treatment team member.

Portal Workflow: Treatment Team Member View

Once a report is sent from Noteable to a treatment team member, they will get a SMS message on their mobile device as seen below. They will need to click the individualized link provided for next steps.

The link will take them to their portal login screen, this will also automatically send a message out to the email they have on file with their PIN. The login screen will have a masked email address indicating where the PIN was sent. If they do not get the PIN they will be able to select the "Resend PIN" option once the wait time has expired. Please have treatment team members get in the habit of checking spam folders. If the email is incorrect a staff member on your team will need to edit the treatment team member's information to accurately reflect the email they plan to use for portal access.

The email containing their PIN will be sent from support@noteablenow.com. As outlined in the email, this PIN will remain valid until used or until a new PIN is sent.

Once the PIN is entered the treatment team member will be able to navigate the portal and review their calendar, documents sent for them to sign, and documents sent for them to fill out or review.