Differences Between Parent Portal and Client Contacts

PracticeQ offers two options when a parent needs to manage their dependent's/minors communication: The Parent Portal and Client Contacts. Here is a breakdown of the differences between the two options.

This article will also detail specific information and use cases to help you decide which option is best for your practice!

Parent Portal vs. Client Contacts

Parent Portal

The parent portal requires that both the parent and the minor be added as clients in the system, and the following conditions apply to the the accounts:

• The parent portal uses the Messages page.  Only the parent has access to the portal; the client (minor) has no access. Any message sent in the client portal goes only to the parent. 
• The parent has full access to manage the credit card on file, update appointments, fill out forms, etc. The system grants full control of the portal and any portal features that are active in the account to the parent.
• The parent does not receive any appointment reminders or form invitations by being the parent in the portal. This setting only grants access to the portal, not to any emails associated with the client profile (forms and appointments).  Thus, it would be determined by the email address associated with the client on the Overview → Email field.

The Parent Portal applies to any situation where the parent has full control over the client and the clinic wants to use the Client Profile → Messages tab to message the parent, but will never need to message the client directly. 

Client Contacts

Client contacts are much more flexible and have more available features.

• The contact does not need to be added as a client in the system.  The contact is added in the Client Profile → Contacts page.  This keeps your client list clean and limited to only the clients you are seeing for treatment.
• The client does not require an email.  When adding a client to the system via Lists → Clients → Add New Client, you do not have to enter a client email or mobile phone number, as long as you enter a contact. In these situations, the contact is considered a Primary Contact and all emails and SMS messages are sent to the primary contact.  This includes forms, appointment reminders, invoices, etc.
• The contact can receive emails alongside the client.  If the client has an email address, then the system will send the emails to the client, and any appointment notification can be sent to the contact as well. To send a form to a contact, open the Client Profile and scroll to the Contacts section. Click the three dots icon → Send Form. In the window that opens, select the Contact in the Send to Client dropdown. Sending a form to a client will not send it to contacts automatically.
• The contact can be added to the portal on behalf of the client and you have control over what the contact can manage. If you do not grant the contact ability to see/edit appointments in the contact settings, the contact will not be able to view/manage appointments in the portal.
• The client does not need to be added to the portal for a contact to have access to the portal.
• The contact's messaging portal can be accessed in the Client Profile → Contact section. Click the three dots icon next to the contact's name and select Message/Chat. This opens the contact's messaging portal. You can also open the portal system by clicking the speech bubble icon in the toolbar and typing in the client ID. This will show the client and any contacts.
• Additional Notes:
  
  • This is excellent for situations where the client is a teenager or older, but you need to have communication with the parents separate from the client. 
  • The system does not list Primary Contact anywhere, but the system treats the contact as such.
  • Any message in the Client Profile → Messages page will not go to the contact. These messages go to the client (or the client's parent, if parent portal is enabled for the client) and are NOT sent to the contact. 
  • There is no 'blast message' feature for all contacts - each message must be sent individually.

Which Option Should I Use?

These two features can overlap, but not in regards to the portal. You can have a contact who receives email notifications for appointments and has access to the portal, and another client who is a parent to the client. However, you never want a contact set to have access to the portal and as a parent portal. PracticeQ will not be able to handle this. Therefore, in regards to the portal, it's important to decide which option works better for your needs.

Key points:

• If the parent is added as a client in the system alongside the client, the parent portal can be used. If this is not an option, and you do not want the parent added as a client, then you can only use the client contact feature.
• If you want the client to have access to the portal and for a parent to have messaging capabilities as well, then you will need to use the client contact feature because the parent portal removes the client's ability to use to use the portal.
• If the client is a minor, and you are okay with adding the parent as a client in your system, the parent portal is the quick and easy way to set this up without any additional settings to consider.
• Either option works if you have a parent with multiple children in the system. Both options allow the parent to sign in and click on the name of the client in the top right corner of the chat window and select the client that they are managing.