CGM PRACTICE PORTAL

CGM PRACTICE PORTAL is a highly customizable web-based portal that provides a secure interface between your practice management solution and website. It provides your patients access to pre-registration, account review, appointment inquiry, referral requests and more. The full service platform allows your practice to reap high productivity and efficiency gains.

 

This section describes the CGM PRACTICE PORTAL application as it is used by your Patient, Employer and Referral users through your website. Note that in the interest of consistency with the rest of Help and for reading ease, this section is written using 'you', even though this section refers to functions that 'the patient' or 'the employer' or the 'the referring provider' are using.

 

Note: To ensure that e-mails from CGM PRACTICE PORTAL Patient Services (via your practice) get to the patient, the e-mail address in CGM PRACTICE PORTAL must match the e-mail address in the Patient Name and Address Information screen. The patient should check their Junk e-mail or Spam e-mail folders if they do not see the email in their Inbox. Then the patient should add the address that these e-mails come from (as indicated in the Misc Settings portion of the CGM PRACTICE PORTAL Integration) so the Patient Services e-mails are always delivered to their Inbox.

For information on how CGM PRACTICE PORTAL is set up, refer to CGM PRACTICE PORTAL under the System menu.



CGM PRACTICE PORTAL for Patients

Patient Services Login
When you accesses CGM PRACTICE PORTAL from your website, the Patient Services Login page opens displaying the three registration options: a login for existing patient users; a Register for Patient Services section for existing patients new to CGM PRACTICE PORTAL; and a New Patient to the Practice section for patients to pre-register (if you have selected the Pre-Register option in the Scheduling System Integration and have selected the Allow Pre-Reg check box in the Misc Settings portion of the CGM PRACTICE PORTAL Integration).

Type your User Name and Password exactly how you entered it when registering with CGM PRACTICE PORTAL. These fields are case-sensitive. Your CGM PRACTICE PORTAL account is inactivated after seven unsuccessful login attempts. The practice must be contacted at this point.



If you cannot remember your User Name, click Forgot User Name? and the Account Information Retrieval page opens so you can type your First Name, Last Name and Date of Birth just as you registered with CGM PRACTICE PORTAL and click Proceed. If a match cannot be found, a message displays instructing you to contact the practice.



If a match can be found, you must answer one of the two security questions you provided answers to when you registered. The questions alternate each time this function is used. If you do not answer the security question correctly the first time, a message displays instructing you to contact the practice, but you can try again to access the second security question. If a match can be found, a message displays instructing that your account information will be sent to your e-mail address. This is the e-mail address that you registered with CGM PRACTICE PORTAL that matches the e-mail address on your CGM webPRACTICE account.



If you cannot remember your Password, click Forgot Password? and the Password Retrieval page opens so you can type your User Name and Email Address just as you registered with CGM PRACTICE PORTAL and click Proceed. If a match cannot be found, a message displays instructing you to contact the practice.



If a match can be found, you must answer one of the two security questions you provided answers to when you registered with CGM PRACTICE PORTAL. The questions alternate each time this function is used. If you do not answer the security question correctly the first time, a message displays instructing you to contact the practice, but you can try again to access the second security question. If a match can be found, a message displays instructing that your account information will be sent to your e-mail address. This is the e-mail address that you registered with CGM PRACTICE PORTAL that matches the e-mail address on your CGM webPRACTICE account.


Register for Patient Services
If you are new to CGM PRACTICE PORTAL, you must register for a CGM PRACTICE PORTAL Account. Complete the form and click Register. All fields must be completed.



A message displays instructing that a link to activate your CGM PRACTICE PORTAL account will be e-mailed to you. When you receive the e-mail and click the link to activate the account, the user information is updated in Registered Patients.



When you click the link included in the e-mail CGM PRACTICE PORTAL Patient Services reopens, if it was closed, and lets you know that your registration has been finalized.



New Patient to the Practice
This portion is accessible only if you have selected the Pre-Register option in the Scheduling System Integration and the Allow Pre-Reg check box in the Misc Settings portion of the CGM PRACTICE PORTAL Integration. This allows people who have never been seen in your practice to provide their information for pre-registration.



The Pre-Register screen opens so you can complete the form to expedite the registration process at the practice.



After you submit the form, a confirmation screen displays. Your pre-registration information has been submitted to the practice. If you have the Pre-Register option selected in the Scheduling System Integration then the patient displays as an (R) account in Enter Patient Appointments and Patient Registration.



Welcome Page
When you log in to CGM PRACTICE PORTAL, the Welcome page welcomes you by name, displays the date and time of your last CGM PRACTICE PORTAL login and displays the Welcome message that is set up in the CGM PRACTICE PORTAL Configuration. There is also a link that shows whether or not you have any messages from the practice. If you do have messages click the link to view the message. When a message is sent to you from the practice, you will also receive an e-mail with a link to log in to CGM PRACTICE PORTAL to receive the message. On the left side are all of the menus. Click the plus sign (+) to access the submenus.



If you click the message information link, the Message Center page opens displaying you message inbox. New items are marked New. Click any Subject link to open the message.



The Message Center - Review Message page opens displaying the message contents. There are also links so you can Add a New Message, Return to Message Center or Return to Welcome page.



Update Information
Click Update Information to update your CGM PRACTICE PORTAL contact information.



A confirmation page then displays. The patient's contact information is updated in CGM webPRACTICE based on what you have selected in the Update Contact Info field in the Misc Settings section of the CGM PRACTICE PORTAL Integration.



Billing Information
Click Billing Information and the Account Balance and History page opens so you can review your account.



You can filter the history by selecting a date in the From Date and To Date fields. All of the dates on this page refer to the Date of Service.



Appointments
Click Appointment to expand it to view the submenus. Click View Appointments to view the Upcoming Appointments page. This page displays the appointment Date, Time, Location, Doctor and Reason (Type of Visit). Appointments that are available to select and the functions that are accessible are controlled by what is selected in the Scheduling Settings section of the CGM PRACTICE PORTAL Integration.



To cancel an appointment, click the option button to the left of the appointment date, type a Reason for canceling the appointment and click Cancel Appointment. The appointment is removed from the list and an Appointment Canceled message displays. The canceled appointment information is automatically and immediately updated in the CGM webPRACTICE Schedule.



To reschedule an appointment, click the option button to the left of the appointment date, type a Reason for rescheduling the appointment and click Reschedule Appointment. The Schedule an Appointment page opens so you can reschedule the appointment. The rescheduled appointment information is automatically and immediately updated in the CGM webPRACTICE Schedule.

To schedule an appointment, click New Appointment from the Upcoming Appointments page, or click Schedule Appointment from the Appointment menu. The Schedule an Appointment page opens so you can select the parameters you want to use to search the schedule for available appointments. The options available on this page are based on what is stored in the Scheduling Settings section of the CGM PRACTICE PORTAL Integration.



Data Field Information


When you click Submit a list of the first ten available appointments that meet the parameters that you selected displays. Select the option button to the left of the appointment that you want to schedule and click Schedule.



A confirmation page outlining the details of the scheduled appointment displays. The appointment is immediately and automatically added to the CGM webPRACTICE schedule.



Message Center
Click Messaging Center to expand it to view the submenus. The Message Center is where you can access messages sent to you by the practice through CGM PRACTICE PORTAL. You can also communicate with staff members at the practice. The staff members who are available to communicate with in this section are based on what is stored in the Message Center settings in the CGM PRACTICE PORTAL Integration. Click Inbox to view the Inbox. The inbox displays the Date the message was sent, the Subject of the message and the staff member who sent the message.



Click the subject of the message to view it and the Review Message page opens. From here you can Add New Message, Return to Message Center or Return to Welcome.



Click Compose and the Message Center - Compose page opens so you can send a message to a staff member at the practice. Select the Recipient. The staff members available to select from are based on what is selected in the Message Center settings in the CGM PRACTICE PORTAL Integration. Type a Subject for the message and type the Message and click Send. The message is immediately sent to the staff member's CGM webPRACTICE Inbox.



After the message has been successfully sent, the Compose Message - Review Message page opens displaying the message that was sent, including the date and time it was sent. You can also access Add New Message, Return to Message Center and Return to Welcome from this page.



You receive and respond to CGM PRACTICE PORTAL messages right from your CGM webPRACTICE Inbox.



When you click Compose to compose a new message, you must select the CGM PRACTICE PORTAL Patients from the To drop-down list.



Then you can search for the patient. Click the ellipsis (...) icon to access the Select Patient window. The only patients that can be accessed from here are those that are registered with CGM PRACTICE PORTAL. If you search for a patient that is not registered with CGM PRACTICE PORTAL, a message displays to let you know that the account is not registered with CGM PRACTICE PORTAL.




Records Request
Click Records Request to complete a form to submit to the practice to request that your medical records be sent to another practice. Select the check boxes to acknowledge and authorize the messages; complete all of the fieids on the form and click Send.



A message displays to inform you that your request has been sent to the practice.



This records request from the CGM PRACTICE PORTAL patient is immediately sent to your CGM webPRACTICE Inbox and you can reply to it to confirm with the patient and your message is sent back to the patient in the CGM PRACTICE PORTAL Message Center.



Referral Request
Click Referral Request to complete a form to submit to the practice to request a referral to another provider. Complete the form and click Submit.



A message displays to inform you that your request has been sent to the practice.



This referral request from the CGM PRACTICE PORTAL patient is immediately sent to your CGM webPRACTICE Inbox and you can reply to it to confirm with the patient and your message is sent back to the patient in the CGM PRACTICE PORTAL Message Center.




CGM PRACTICE PORTAL for Employers/Referring Providers

Employers/Providers Login
If you would like to allow certain employers or referring providers access to CGM PRACTICE PORTAL, you must set up their account and allow access through the Employer/Referral Users menu. In this funtion you can also select which functions you want to allow for each employer and referring provider.

When you access the Employers/Referring Providers portal through CGM PRACTICE PORTAL, the login page opens. Type your User Name and Password exactly how it was set up by the practice. This information must match what is stored in Employer/Referral Users. These fields are case-sensitive. Your CGM PRACTICE PORTAL account is inactivated after seven unsuccessful login attempts. The practice must be contacted at this point.



If you cannot remember your User Name, click Forgot User Name? and the Account Information Retrieval page opens so you can type your First Name, Last Name and Email. This must be entered exactly as it was set up with the practice. Click Proceed. If a match cannot be found, a message displays instructing you to contact the practice.



If a match can be found, you must answer one of the two security questions you provided answers to when you registered with CGM PRACTICE PORTAL. The questions alternate each time this function is used. If you do not answer the security question correctly the first time, a message displays instructing you to contact the practice, but you can try again to access the second security question. If a match can be found, a message displays instructing that your account information will be sent to your e-mail address. This is the e-mail address that you registered with CGM PRACTICE PORTAL that matches the e-mail address on your CGM webPRACTICE account.



If you cannot remember your Password, click Forgot Password? and the Password Retrieval page opens so you can type your User Name and Email Address just as it is set up with the practice and click Proceed. If a match cannot be found, a message displays instructing you to contact the practice.



If a match can be found, you must answer one of the two security questions you provided answers to when you registered with CGM PRACTICE PORTAL. The questions alternate each time this function is used. If you do not answer the security question correctly the first time, a message displays instructing you to contact the practice, but you can try again to access the second security question. If a match can be found, a message displays instructing that your account information will be sent to your e-mail address. This is the e-mail address that you registered with CGM PRACTICE PORTAL that matches the e-mail address on your CGM webPRACTICE account.