CPS Workflow Documentation

This workflow describes the process to add New or Established patients with no previous portal accountsto our Surescripts portal community using a temporary password generated by the system.

Things to note about our clinic set-up:

  1. Workflow is completed primarily b y appointment schedulers although front desk staff also have the ability.
  2. This workflow is used to grant portal access for both new and established patients
  3. To give staff the ability to complete this task, staff must be assigned the Community-Front Desk role within the portal.
  4. Staff has been given 1 departmental username to use rather than an individual log-in.

Add from Chart – New Patients:

Process to be completed AFTER patient has been registered as a patient in CPS – can be used with full registration process as well as mini registration:

A.Staff signs into the portal and selects the Admin mode:

B.Accounts Search Screen will appear. This search screen searches the Portal Community. Search for patient to ensure patient is not already a member of the portal community. Can search by name, email address, etc. If patient does not appear in search results, Select “Add from Chart” button

C.Add Account screen will appear – this search screen searches CPS for patients who match the criteria entered. Enter patient’s information and select search. Once results are shown, click “Select” for the correct patient.

D.Once patient selection has been made, an options screen will appear. For new patients, select radio button for “Create a new portal account for …” Click “Next” to advance to next page.

E.Linking Screen will appear. This screen allows you to enter the patient’s email address and link portal account to chart. Enter patient’s email address twice (this information can be copied from registration and pasted into both fields). Click “Save” to continue.

Please Note: If patient’s email address is blank, the information entered into these fields will push to email field in patient’s registration.

F.Once “Save” is clicked, a portal account has been created for the patient and a letter which includes a temporary password will appear. Give patient their temporary password making sure to indicate capitol or lower case letters. Additionally, temporary password should be copied and pasted into patient’s appointment notes field at the top right of the Appointments tab in registration.

G.Select “Finish” to complete process. Patient will also receive a secure message with directions on accessing our patient portal as well as links to the necessary forms.

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