Getting your patients into the portal and app

1What a patient needs

A patient does not get a password from you. The first time, they activate their account and create their own. For that they need four things:

1. 1Your clinic code. It’s the same for every patient. Find it in Settings → Patient Portal, under Patient Access Code.
2. 2Their own User ID: AMN- and four digits, like AMN-4821. It’s on their chart.
3. 3Their date of birth. It must match the date of birth on their chart exactly.
4. 4Their email. When the chart has one, the last step sends a 6-digit code there. A wrong email means a code they never see.

2Find the patient’s User ID

1. 1Open the patient’s chart. Their User ID is just under their name and email, in grey.
2. 2If it says No portal ID yet, the chart is missing something. The amber note under it says what: usually a date of birth, or a phone number or email. Add it and save, and the User ID is issued on its own.

3Send them their sign-in details

Some patients get the email on their own: when they book through your public booking link, when they pay a signup bill, and when an intake form converts them and Send a welcome email is on. That switch is in Intake Engine → Form Builder, under When converted to a patient.

A patient you add by hand gets nothing until you send it.

1. 1From the chart: press Email sign-in details next to their User ID. It sends your clinic code, their User ID and the first-time steps. After that it says Send again.
2. 2Right after you add a patient: the card shows their Activation details. Press Copy activation details to paste them into a text, or the Email sign-in details button under it.
3. 3For many patients at once: go to Patients, press Select, tick them, and press Email sign-in details.

4Print the sign-in handout

1. 1For one patient: on their chart, press Print sign-in handout next to their User ID. Their User ID is filled in.
2. 2For a stack at the front desk: go to Settings → Patient Portal and press Print sign-in handout under your access code. It leaves a line to write each User ID on.
3. 3The sheet has your clinic code, the link with a code to scan, the steps, and what to do if something goes wrong. Press Print / Save as PDF.
4. 4To send it instead, press Copy as text and paste it into an email or a text message.

5Who can send the details

1. 1Email sign-in details and Print sign-in handout need full patient record access. By default the Owner, Manager, Physician and Nurse roles have it; MA, Front desk and Billing don’t.
2. 2If you don’t see the buttons, ask someone with that access to send them.
3. 3Sending to everyone from Patients → Select → Email sign-in details skips patients who have already activated.

6What the patient does the first time

1. 1They open the link or the app. If it asks for a Clinic code, they type yours and press Continue.
2. 2They press First time? Activate your account, under the blue button.
3. 3They type their User ID and Date of birth, create a password, and press Activate account.
4. 4They check their email for a 6-digit code, type it in, and press Verify & activate. They’re in.
5. 5From then on they sign in with their User ID and password. Remember me on this device saves typing the User ID.

7The app or the web portal

Patients don’t need an app. The portal works in any browser, on a phone or a computer, at app.aminova.health/portal.

The link on the handout ends in your clinic code, like app.aminova.health/portal?clinic=YOURCODE. It opens straight on your clinic, so the patient skips the clinic code step.

The app is optional. If your clinic has its own app, it opens straight on your clinic too. Otherwise patients can use the Aminova app and type your clinic code once. The sign-in email has the store buttons for whichever app is yours.

8They tried to sign in instead of activating

This is the most common problem. A patient types the clinic code and User ID on Welcome back, and there is a password box they have nothing to put in.

They need First time? Activate your account. The screen now points them there when they press Continue with no password. After a failed sign-in, it switches to activation on its own.

9“We couldn’t verify those details”

The clinic code, the User ID or the date of birth doesn’t match. For safety, the screen never says which one.

1. 1Read the clinic code and User ID back to the patient from the chart.
2. 2Check the Date of birth on the chart with them. A typo in the year is common, and so is a date that came across wrong from an old system. Fix it on the chart and save.
3. 3They try again. On a phone, the date box opens a date picker: they should check the year it lands on.

10The 6-digit code never arrives

1. 1Ask them to check their spam or junk folder.
2. 2The screen shows where it was sent, like j•••@gmail.com. If that’s not their email, fix the email on the chart and save. They start again from First time? Activate your account.
3. 3A code lasts 10 minutes and allows five tries. They press Send a new code, under the code box, for another one.

11Your clinic is still in Playground

While your clinic is in Playground Mode, nothing is emailed to patients. Email sign-in details says Not sent: your clinic is still in setup, never “sent”.

Give the details by hand or on the printed handout. The 6-digit code for activation still sends in Playground, so a test patient can activate.

Going live with Ready to go live? turns patient email on. It doesn’t resend what was held, so send sign-in details again after you go live.

12The patient is waiting on a signup payment

With Require payment before portal access on, in Settings → Payments & Plans, a new patient gets a payment link instead of sign-in details.

They have no User ID until they pay. When the payment clears, the sign-in email goes out on its own. Until then, Email sign-in details won’t send, and says why.

13Locked out, or they forgot their password

1. 1Too many failed attempts: they wait out the time on the screen. You choose the limits in Settings → Security, under Lock After N Failures and Lockout Duration.
2. 2This account is already activated: they already have a password. They press Already activated? Sign in.
3. 3This portal account is no longer active: the patient is discharged, transferred or archived. If they’re back in your care, press Reactivate on the banner on their chart.
4. 4Forgot their password: there is no reset in the app yet, for the patient or for your team. Contact Aminova support with their User ID. If they turned on Sign in with Face ID on their phone, that still gets them in.

14They typed the wrong password and it asks for a date of birth

1. 1Any failed sign-in shows the same message, “We couldn’t sign you in…”, and switches the screen to Activate your account. That happens for a wrong password too.
2. 2If the patient has activated before, activating again ends in “This account is already activated — please log in instead.” They press Already activated? Sign in and try their password again.
3. 3If they really don’t remember it, see Forgot their password above.