Administrator Quick Start Guide

Greenway Patient Portal is Greenway Health's patient engagement portal solution. This portal has been developed to work directly with Greenway Prime Suite and Greenway Intergy, allowing users to communicate electronically with the practice, as well as view, download, and transmit (VDT) information about their medical care. You can find the Greenway Patient Portal at MyHealthRecord.com.

This guide is intended for new Greenway Patient Portal clients that need to initially configure Greenway Patient Portal, set up practice users, and locate important resources that are necessary for configuring, troubleshooting, and understanding how to use the Portal.

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Admin Dashboard

The Admin Dashboard is what you see when you first log into Greenway Patient. It shows all of the widgets and functions to which you have access rights.

The dashboard will look different if your practice also has Greenway Patient Messaging.

In the upper left hand corner of the Admin Dashboard, you can manage your administrator account by selecting your name and then My Account, or logout by selecting Logout.

If you select My Account, you can edit your information. Select Next to move from one field to the next, and Save when finished.

You cannot change your username and you cannot change your role. Only another admin can change your role using the Practice Users details view.

Practice Users and Portal Accounts

Greenway Patient allows you to:

  • Manage practice users' access to Greenway Patient Portal.
  • Manage patients’ MyHealthRecord.com portal accounts.

These features are divided into the following separate areas:

  • Practice Users: Admin-role users can Add Practice Users and view/manage existing Practice Users. To learn how to add and edit practice users, see the Adding and Editing Practice Users help topic. To learn how to manage practice users, see the Managing Users: Practice & Staff help topic.

  • Patient Portal Accounts: Staff- and Admin-role users can view MyHealthRecord.com Patient information, as well as reset passwords. To learn how to manage patient account information, see the Patient Portal Accounts help topic.

Staff Access vs. Admin Access

The following table illustrates which Widgets/Reports Staff- and Admin-role users can view on the Admin Dashboard.

Widget/Report Admin Staff
Activity Center x x
Portal Activity x x
Portal Accounts x x
Portal Settings x  
Practice Users x  
Portal Documents and Forms x  

For more information on Staff vs Admin access in Greenway Patient Portal see the Adding and Editing Practices Users help topic.

Configuration

This section introduces you to the important settings available in the Admin Dashboard of MyHealthRecord.com. To access any of these settings, select one from the Settings widget. See the Settings: Patient Portal help topic for more information.

Practice Information

The Practice Information page is where Greenway Patient Portal Admin-role users can define the practice name (Display Name) and Phone Number that patients will see for your practice. Only the Display Name is required. See the Practice Information help topic for more information.

Changes show up on the practice portal side immediately after you select Save.

Secure Messaging Preferences

The Secure Messaging Preferences page allows you to select which providers are available for secure messaging. See the Secure Messaging Preferences help topic for more information.

Portal Invitation Email

The Portal Invitation Email page allows your practice to customize the Greenway Patient Portal invitation email that is sent to your customers. Using a 'what you see is what you get' (WYSIWYG) editor, you will be able to customize the invitation email according to your practice's brand. To edit the invitation email, select Edit Template.

In the Edit Portal Email Invitation window, you are able to modify the subject of the email, the content (body) of the email, and the signature content. Additionally, you can add a signature image to the email. For more information on editing the Portal Email Invitation, see the Portal Invitation Email help topic.

Patient Profile

The Patient Profile page allows you to select what information patients can see or edit in the My Profile portion of the patient portal. You can:

  • Allow patients to edit their patient profile.
  • Disable viewing of the Social Security Number in the patient profile.
  • Allow patients to edit their patient insurance plans.

See the Patient Profile help topic for more information.

Appointment Preferences

The Appointments Preferences page allows you to select whether to allow patients to request appointments via the portal. The Appointment Preferences page will only display options that apply to your platform and version (For Prime Suite Customers on v17.10 and above, and Intergy Customers on v12.00 and above see below).

If your practice selects Allows patients to request appointments, you can also select what options you want to give them, including:

  • Show location options from the locations checked in Locations. You can also Require patients to select a location.
  • Show provider options from the providers checked in Resources. If this is checked, you can also Require patients to select a provider.
  • Allow patient to select preferred day(s). If checked, you must select at least one day.
  • Show time of day for selection (Morning or Afternoon).
  • Show time frame, or how soon they want the appointment.
  • Show priority picker, or which selection is most important.
  • Whether to Show locations when patients look at their Scheduled Appointments.
  • Show map. This displays a link to Google Maps for Scheduled Appointments.

Appointment Preferences - Prime Suite v17.10 and above & Intergy v12.00 and above

For Prime Suite customers on v17.10 and above and Intergy v12.00 and above, the appointment preferences page will have additional options not shown above. For these customers, the Appointments Preferences page allows configuration for direct scheduling, appointment requests, real-time availability, and scheduled appointments.

  • Allow patients to direct schedule qualifying appointment types. Allows patients to schedule appointments directly to your resources’ schedule in the portal.
  • Allow patients to request appointments. Allows patients to request appointments in the portal.
  • Show real-time availability. Allows patients to request appointments based upon your providers real-time availability.
  • Whether to Show locations when patients look at their Scheduled Appointments.
  • Show map. This displays a link to Google Maps on the Portal for Scheduled Appointments.

See the Appointments Preferences help topic for more information.

Appearance

The Appearance page allows Greenway Patient Portal Admin-role users to pick and test a color scheme, as well as upload a unique logo for the practice. The desktop and mobile previews will show up in real time. Any changes made here are immediately visible to patients after you select Save.

See the Appearance help topic for more information.

Disclaimer

The Disclaimer page allows Greenway Patient Portal Admin-role users to create the legal disclaimer and terms of service patients must accept when first logging into the portal. This disclaimer is displayed alongside Greenway Health's Terms of Service and Privacy policy. If you make changes, check Users must acknowledge changes made to the disclaimer at login to have the system display the message again the next time a user logs in. Changes take immediate effect after you select Save.

See the Disclaimer help topic for more information.

Prescription Refills

The Prescription Refills page allows Greenway Patient Portal Admin-role users to select whether to Allow patients to request medication refills via the portal. If your practice allows this, you can also select which options are available to patients, including:

  • All refill requests for inactive medications. If checked, you can choose to include only those medications which became inactive within a certain period (from 1 month to All).
  • Allow manual medication entry. If checked, users will have another option, where users can type in a medication name.
  • Allow patient contact information. Users can enter a new Preferred Phone Number for this request.
  • Allow additional comments. Allow users to enter additional information.

Changes are immediately visible to users in the Medications page after you click Save.

When patients send refill requests, a task will be sent to the EHR.

See the Prescription Refills help topic for more information.

Enable Connections

The Enable Connections page is where Greenway Patient Portal Admin-role users set up how users can securely make online payments. Here, you can enable the integrated TSYS solution, or you can specify another third-party billing solution.

By default, all billing solutions are disabled.

When a secure payment connection is enabled, patients will see a Pay My Bill icon.

See the Enable Connections help topic for more information.

Site Options

For Intergy Practices only, the Site Options page allows you to configure whether to Remove general option from secure messaging or Require patients to only message providers they have previously seen.

  • Remove general option from secure messaging. This setting allows Intergy practices to disable the general option in secure messaging. When enabled, patients will not be able to select NO preferences when creating a secure message.
  • Require patients to only message providers they have previously seen. When enabled, patients will only be able to message providers that they have previously seen. For more information, see the Secure Messaging and Appointment Request Updates topic.

The additional options in the Site Options setting will only appear for Greenway Patient Messaging clients.

Locations

The Locations page allows Greenway Patient Admin-role users to select which locations are available for direct scheduling (Prime Suite only) and appointment requests, and add supplementary location information.

Location selections are pulled from your EHR and cannot be added in the Locations setting. You will not see the any locations if the portal has not yet been connected to it.

See the Locations help topic for more information.

Resources

The Resources page allows Greenway Patient Admin-role to select which resources are available for direct scheduling (Prime Suite only) and appointment requests, and add supplementary resource information.

Resource selections are pulled from your EHR, and include only those which are on-staff and billable. You will not see any resources if the portal has not yet been connected to it.

See the Prescription Refills help topic for more information.

Appointment Types

The Appointment Types page allows Greenway Patient Admin-role to select which appointment types are available for direct scheduling (Prime Suite only) and appointment requests, and add supplementary information.

Appointment types are pulled from your EHR and cannot be added in the Locations setting. You will not see the any locations if the portal has not yet been connected to it.

See the Appointment Types help topic for more information.

Setting Availability for Locations, Resources, and Appointment Types

You can configure a location's, resource's, or appointment type's availability for appointment requests or direct scheduling in two ways:

  • By selecting the Edit button on a location's, resource's, or appointment type's card and then marking it as available or not available.

  • By selecting the icon and then selecting Set Availability at the top of the list. This allows you to set availability for locations, resources, and appointment types en masse.

For more information, see the Availability Settings for Locations, Resources, and Appointment Types help topic.

Health History Forms (Prime Suite Only)

For Prime Suite practices only, the Health History Forms page allows patients to fill out and submit health history forms (e.g., family medical history, allergies, etc.) through MyHealthRecord.com.

To access Health History Forms in Greenway Patient Portal go to My Health and then select Health History Forms from the menu. To fill out a form, patients will select from the list of available forms. The form will then open in a new window.

To learn more about how to create, configure, and manage Health History Forms, see the Prime Suite Help topic Health History Patient Portal Admin.

Portal Documents and Forms

The Patient Portal Documents and Forms widget allows Greenway Patient Portal Admin-role users to add, edit, and delete documents and forms that patients can download from the portal. This includes:

  • Uploading new documents
  • Replacing existing documents
  • Updating data about documents
  • Publishing and unpublishing documents
  • Deleting documents from the system

Patients can download documents and forms from the Documents and Forms section of the My Health area of the portal.

To learn how to upload, add, publish, edit, and delete documents and forms in the Portal, see the Documents and Forms help topic.

Activity Center

The Portal Activity page logs the status of invitations to the portal, and allows Greenway Patient Portal Staff- and Admin-role users to review whether patients accepted or declined the legal disclaimer.

The Portal Activity log displays the following columns and data:

  • Date/Time of the activity.
  • Account Holder: Last Name and First Name.
  • Type:
    • Disclaimer: logs whether the patient 'Accepted' or 'Declined' the disclaimer message shown when a patient first logs in, or when the patient re-acknowledge the disclaimer.
    • Invitation: Invitation to the Portal.
  • Activity:
    • Sent: Invitation was successfully delivered to the patient’s email.
    • Accepted: The portal user registered using the link provided in the invitation or accepted the disclaimer.
  • View: Select the icon to view an event's details.

See the Portal Activity help topic for more information.