Registering a Patient for the Webview Patient Portal
Web View is an Internet-based service that enables practices to provide patients (and other providers) with online access to patient charts. You will need to set up a link on your own practices website that links to the Seattle Practice Partner Web server. That way patients can access Web View. Web View then serves as a portal to deliver data from the Practice Partner/Medisoft Clinical/LytecMD database to the user through a Web server. The data is presented to the user’s Web browser using Web pages and forms.
This means that patients, providers, and consultants can view patient information from a remote location, including homes and hospitals. Patients can also access messages from providers, view lab results and upcoming appointments and sections of their chart that the provider has granted them access to.
The graphic below provides a visual representation of how Web View works.
The Practice Partner Web View Gateway server hosts the web pages and requests data from the practice Web View server. The practice Web View server is the dedicated server at the practice that Web View is installed on. This server communicates with the practice Application server. A permanent connection must be established between the practice Web View server and the Practice Partner Web View Gateway server. No data is maintained on the Practice Partner Web View Gateway server. As soon as users exit Web View, their data is erased. This setup above keeps all the information or communications protected at the practice.
Signing up patients for Web View is a 4 step process which will be explained in detailed below:
- Getting a functional email address and putting it in Demographics
- Putting in Web View challenge question and answer in Other Data
- Putting in user name and password in Configuration
- Preparing Web View signup page to give the patient
STEP ONE: EMAIL
After going to the patient demographics tab, in the general demographics area, make sure that the e-mail address that may be present is correct, or, if it is absent, please insert their current e-mail address. Make sure this is the email that they prefer and that they check fairly regularly. Please note: In children below the age of 18, generally the adult’s e-mail address will be placed in here. In elderly patients who do not have Web View access, the adult child who is power of attorney will have their e-mail address placed here. Both of these instances may require further inquiry to make sure this is correct.
This email is important since this is the email any messaging notification goes to when we send the patient a message using the Web View messaging (which is what happens when we send a message directly to the patient from within Web View). Also, this is the email that is used when the patient requests their username and password they have lost should this occur. Note that you can enter the email in Medisoft Clinical/Lytec MD however you will need to edit the patient chart in Medisoft or Lytec in order for it to keep that change. (Our suggested workflow is to have the front office verify the email when they are checking a patient in and add it to the chart in Medisoft or Lytec at that time so it updates Medisoft Clinical/LytecMD).
STEP TWO: Web View challenge question and answer
Go to the Other Data tab in demographics and at the bottom, you will see WV Question (i.e. Web View challenge question) and WV Answer (i.e. Answer to the Web View challenge question).
If the patient loses or forgets their username or password, they can retrieve both of these by answering the WV Question with their WV Answer. The username and password will be emailed to their email address (another reason to make sure the email in step 1 is correct and up-to-date).
Generally, people may already have a challenge question and answer because their bank website (or some other secure website may have asked them to choose a challenge Q&A). However, most patients will default to “Mother’s Maiden Name” (but sometimes they may choose their best pet animal, best car owned, birthplace town, etc). Whatever they choose, type in the question with the answer. In the example below, it is “My first dog?” and the answer is “Bubba”.
STEP THREE: Set up Web View access
This involves going to the configuration tab and clicking on “Allow Web View access for patient”. This will open up the fields for username and password. The username will generally be the first and second initial with the last name together. See the example in the second image below (in this example, it would be “jesetup” – see image 2 below) When there are more than one patient with the same first and middle initial and last name then using a suffix after the last name is reasonable (such as “III”).
The password is set up such that it must have a minimum set of characters to be accepted as a password. The password must be alpha numeric and contain at least one character. You should determine a protocol for your practice. (One suggestion is to use # followed by the patient’s chart number if it contains alpha numeric)
Once the 3 steps are done, above click “OK” to close the patient tab. This effectively sets up Web View for the patient in the patient’s chart. Now proceed to step four.
STEP FOUR: Web View Sign-Up Information Page
The last step is giving the patient the sign up page information with their username and password. You can generate this from the letter templates in the patient chart.
Print this out to give to the patient. Once you’ve printed the document, write in the same username and password that you put in the configuration tab in McKesson Practice Partner Patient Records in the 2 fields for username and password. Remind them that the password is just a temporary password until they set their own password when they register. Encourage them to register as soon as they can when they get home. You’re done!
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