Patient Guide to the Patient Portal

Introduction

This article is intended for patients of Clinic to Cloud practices who will be using the Patient Portal to see and book appointments, pay off any outstanding invoices, and view their clinical information. The Patient Portal can be accessed on any device, providing you access to your clinical and financial information from anywhere, any time.

Short Version

The Patient Portal used by your practice may allow you to:

Complete your patient registration form including your personal contact information, billing details such as your Medicare/DVA and health fund details, and a questionnaire of additional information required by your practice.
Upload referrals or other supporting documents prior to your appointment.
Create, cancel or confirm appointments.
View invoices and pay your outstanding invoices.
Access and print fee estimates for upcoming procedures and services.
View your current medications, including the instructions provided by the doctor.
See and print letters and documents such as referral letters and medical certificates.
View imaging and pathology results.
View clinical measurements to track your progress over-time for ongoing care.
View reminders for your scheduled checkups.
Access your allergy information.

Note: The Patient Portal configuration may differ from practice to practice, and not all of the functionality seen within this guide may be available to you. Please speak to your practice if you require assistance with your clinical or demographic record.

Patient Portal Guide

Registering for the Patient Portal

To begin using the Patient Portal, you must first be invited by your clinic. Invitations to join the Patient Portal are sent via email once your initial account has been created by a Clinic to Cloud practice who is using this service. If you are having trouble receiving your invitation, please contact your practice to request they resend the invitation.

More information on registering for the patient portal can be found here.

There is an instructional video available here that details how to register for the portal:

Logging in after initial registration

Once you have followed the registration process to create your account, you will then be able to log into the Patient Portal directly from the home page, and begin accessing your appointment and clinical information.

There is a detailed instructional article on logging into the Portal following the initial registration process available here.

Filling in your Registration Information

When you have accepted the terms and conditions stipulated by the practice and by Clinic to Cloud, you will be directed to create your patient profile. You will be asked for information such as your contact details, and your Medicare and Health fund card information. It is important that you complete this information for your practice, so that you do not need to complete a registration form when you arrive for your appointment.

Home Page

When you log into the portal, you will land directly on the homepage. The home page contains the following sub-sections:

Welcome to your Practice message
Surveys from your clinic
Appointment Booking
Upcoming Appointments
Invoices to Pay

Welcome to Our Practice

The Welcome To Our Practice area may contain a helpful document that your practice has organised for its patients containing useful information about the practice. This may contain things such as directions to the practice, or information on the fees. You can click on the name of the document to open it for reading.

Surveys

Surveys are used by practices to collect additional information about you prior to your appointment. This could contain things such as your previous medical history, your health status, and consent information. You will be able to see any outstanding and completed Surveys within this section.

If you would like to learn more about completing a Survey, please see this instructional guide.

Note: Please note that your practice may not have chosen to enable this functionality. If you have any questions about your surveys, please contact your practice.

Invoices to Pay - Coming Soon!

If you have any outstanding invoices for your practice, they will be displayed within this section. You will be able to see the name of the doctor who provided the service, and the outstanding cost. You may also click on the Pay $XXX button to process a payment for your invoice.

For more information on paying your outstanding invoices, please view this article.

Note: Please note that your practice may not have chosen to enable this functionality. If you have any questions about your invoices, please contact your practice.

Appointment Booking

A list of doctors who are available for online appointment bookings will be shown within this section. Clicking the Book button above the doctor's name will allow you to see a list of available appointment times for your chosen provider.

For more information on booking an appointment through the Patient Portal, you may either read this article or watch this video.

Note: Please note that your practice may not have chosen to enable this functionality. If you have any questions about booking appointments, please contact your practice.

Upcoming Appointments

If you have any scheduled appointments, these will be displayed within the Upcoming Appointments area. You can click on the Confirm button to notify the practice that you will be able to attend the appointment. The Cancel button will allow you to withdraw the appointment and notifies the practice that you will not be in attendance.

Note: Please note that your practice may not have chosen to enable this functionality. If you have any questions about your upcoming appointments, please contact your practice.

Appointments

The Appointments tab is made up of the following subsections:

Book Appointments
Upcoming Appointments
Past Appointments

Book Appointments

This section will list any doctors that have been enabled for online appointment booking, and will allow you to click the Book button above your provider's name to select an appropriate appointment.

If you would like to read further on booking an appointment through the Patient Portal, please view this page.

Upcoming Appointments

Past Appointments

A history of all appointments that have been completed at your practice will be listed here, so you may see when you last visited the practice, and any associated fees and payments for that appointment. If you have not yet settled the invoice for an appointment, you will also be able to pay the invoice from here by clicking Pay Now. Online Payments coming soon.

Note: Please note that your practice may not have chosen to enable this functionality. If you have any questions about your appointments, please contact your practice.

For more information on managing your appointments, including booking appointments, and modifying your upcoming appointments, please review this video.

Upload and Shared Files

The Upload and Shared Files tab provides you with an area where you may upload your referral or any supporting documentation before your appointment. You will also be able to see any documents you have previously uploaded here and delete any files you may have uploaded by mistake.

Note: Deleting a file from here will not delete this from the practice's records. If you have uploaded something in error, we would recommend you speak to your practice regarding the deletion of this item.

Any letters or documentation that the practice has created and shared with you will also be displayed here, so you may review and print this information if required. This can be particularly helpful if you have misplaced some of your paperwork.

For more information on your Upload and Shared Files, please review this article.

Note: Please note that your practice may not have chosen to enable the sharing of letters and documents. If you have any questions about any information found in the Upload and Shared Files tab, please contact your practice.

Medication and Allergies

If you have been prescribed any medication by your doctor, then you will be able to view the drug and instructional information within this tab, alongside any recorded allergy information.

For more information on the Medication and Allergies section, please review this guide.

Note: Please note that your practice may not have chosen to enable this functionality. If you have any questions about any information found in the Medication and Allergies tab, please contact your practice.

My Results

Any pathology test results and scans and x-rays that your doctor has shared with you will be visible within this tab. You may choose to view and print this information if required.

Results page

For more information on the My Results tab, please open this guide.

Note: Please note that your practice may not have chosen to enable this functionality. If you have any questions about any information found in the My Results tab, please contact your practice.

Quotes and Invoices

Your Quotes and Invoices tab will display to you any paid and unpaid invoices, as well as any quotes that have been published by your practice. From here, you will be able to expand any invoice or quote for further details, and print the document if required. The ability to You may pay your invoice from this window is also coming soon.

For more information on your unpaid invoices, please see this article.

If you require assistance with your paid invoices, please review this article.

Further information on paying an outstanding invoice via the portal can be found within this guide. Coming soon.

Note: Please note that your practice may not have chosen to enable this functionality. If you have any questions about any information found in the Quotes and Invoices tab, please contact your practice.

Due Checkups

If your practice has set a reminder for you for a checkup, you will be able to view these within this window. This could be for routine checkups, or for things such as a post-operative consultation follow up. You may choose to use the Book Now button beside a checkup to organise an appointment.

For more information on actioning your Checkups, please see this article.

My Measurements

If your doctor has been taking your measurements during your consultations, then you can see these within the My Measurements tab. This is a great way to review your health progress over your healthcare journey.

The My Measurements tab is covered in more detail in the following guide.

Note: Please note that your practice may not have chosen to enable this functionality. If you have any questions about the information in your My Measurements tab, please contact your practice.