How to allow patients to schedule online? (Scheduling Portal)

Part 1 - Enable the Scheduling Portal

Step 1: Navigate to Schedule Portal Settings

1. To enable the scheduling portal, navigate to Settings->Portal->Schedule Portal

Step 2: Enable the Portal

2. Locate and mark the "Enable the Schedule Portal" checkbox and click Submit.

Part 2 - Create Online Timeslots

Step 1: Open Schedule Templates

To start allowing patient to schedule online we need to create slots for them to book appointment
1. Users can do this by going to Schedule -> Templates

Step 2: Timeslot Table

2. Upon opening the templates page, click on the General Tab on the left.
3. Locate the timeslots table and click the create button to add a new timeslot

Step 3: Creating the timeslot

Field	What It Does
Provider	Which provider this appointment belongs to
Day of the Week	The weekday this slot repeats on
From	Appointment start time
To	Appointment end time (patients only see the start time)
Allow Online Scheduling	Must be checked for patients to book this slot

Important Rules

• If the slot is already booked on a given day, it will not appear online
  

• If Allow Online Scheduling is unchecked, patients will not see the slot
  

• Slots repeat weekly based on the template

Part 3 - Send a Patient Invitation

Step 1: How to send an Invite?

1. Locate a patient you would like to send an invite and hover over the Actions then click Schedule Portal

Step 2: Choose How to Send the Invite

When you click patient portal within the patient's case, a pop-up will appear, providing three options for sending an invite:

Option	Purpose
A - Copy Invite URL	Paste into your own email
B - E-Mail Credentials	Sends login directly from QuickEMR's email interface
C - QR Code	Patient scans on a tablet in the office

Part 4 - Patient Experience

Account Registration

Patients:

• Must register using a valid email

• Must verify their account with a code (MFA)

MFA will always be a requirement for patients. Once created they will need to verify their account with a code sent to their email.

Patient Dashboard

This is the patient’s home page. It allows them to:

• View upcoming appointments

• Reschedule their next appointment (if allowed)

• Get directions to the facility

• Review clinic instructions

Pre-visit Instructions

Pre-visit Detail is a way for clinic to display General Instruction to their Patients before they show up to their appointment

Clinics can display:

• Arrival time requirements

• Clothing or preparation instructions

• Office policies

Patient Account Page

The account page allows patients to update their passwords, as well as turn on other forms of MFA.

Schedule Page

This is where patients book appointments.

• Only available timeslots are shown

• Booked slots disappear immediately

• The next available day is always shown

If the clinic or another patient books the slot first, it is removed from the list.

Appointment Confirmation

If a patient has more than one case, they will need to Select which case they are scheduling for.

Part 5 - Clinic Support Tools

Update email login

If a patient is locked out or used the wrong email when registering, clinic staff can update the email from the patient’s case by going to Patient Case → Overview → Edit Email.

Reset Password

If a patient forgets their password, they can click the Forgot Password link below the password field on the login screen. This will send a password reset link to the email address they used when creating their account.

Clinic staff can also send a reset email from:

Patient Case → Overview → Reset Password

Part 6 - Additional Settings

The settings are located under Settings->Portal->Schedule Portal

Setting	What It Controls
A - Display Pre-Visit Details	Allows the clinic to enter and display their own custom pre-visit message to patients. This is a free-text field where the clinic can add general instructions such as arrival time, preparation steps, or office policies. Nothing is shown unless the clinic enters text.
B - Minimum Rescheduling Hours	Controls how close to the appointment time a patient is allowed to reschedule their next scheduled appointment. Patients can only reschedule their nearest upcoming appointment, not past appointments or appointments further in the future. Setting this to 0 disables this restriction.
C - Minimum Booking Hours	Prevents patients from booking an appointment a certain number of hours before the appointment start time. For example, setting this to 24 blocks same-day bookings. Set to 0 to allow last-minute bookings.
D - Appointments per Week	Limits how many appointments a patient can schedule in a week. If the patient has multiple active cases, the limit applies to each case separately. Set to 0 for no limit.

Cancellation Policy

The clinic’s cancellation policy is managed under Settings → Company and is displayed to patients on their dashboard.

Provider Profile Image

This is the photo shown to patients for each provider in the Schedule Portal. It helps patients easily recognize and select their provider when booking an appointment. 

The image is managed from the provider’s profile in QuickEMR and is located under List → Users → User Settings

Part 7 - Schedule Portal Reporting

A dedicated report is available at:
Reports → Scheduling → Schedule Portal

This report will display all patients that have schedule an appointment using the scheduling portal.

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