Using the Parent Portal - Client Contact Network

The WebABA Parent Portal is used and created using a Client's Contact Network which would allow a Parent or Guardian the ability to access a Child or Dependent's Client's Portal Account. Once the Parent Portal is setup parents or guardians can complete intake and other forms, schedule appointments and make payments for their child or dependent.  

• Staff Members with the proper permissions will be able to add a Contact (Parent or Guardian to the Client's (Child or Dependent's) Contact Network and invite them to the Client Portal for that Client.
• Client Contacts (Parents or Guardians) will be able to have access to multiple Client (Child or Dependent) Account Profiles! For example, if you have three children, you can be added as a Client Contact for each of them, and when you log into YOUR Client Portal Account you will be able to toggle between the Profiles and complete forms, make Appointments or Payments for them.

NOTE: At this time Secure Messaging is not available for Client Contact Client Portal Accounts. On the Client themselves will be able to Secure Message their Therapist from their own Client Portal Account.

This WebABA Knowledge Base contains multiple articles and sections on working with the components that make up the Parent Portal:

• Client Portal
• Client Contact Network
• Intake Forms

For ease of use and management of Parent Portal functions it is important to use the following workflows and steps:

• Create a new Client (Child or Dependent) profile
• Add a Contact Network (Parent or Guardian Account)
• Create additional Client (Child or Dependent) profiles.
• Add existing Client Contacts (Parents or Guardians) to additional Client (Child or Dependent) profiles.
• Client Contacts (Parents or Guardians) accessing and managing the Client (Dependent) in the Client Portal. 

IMPORTANT: Always work from the Client Details page for the Child or Dependent. DO NOT add the child or dependent to the Client Portal through an Invite to Client Portal on the Client Details page or Organization>Client Portal.

Before you Begin

Before you begin you must toggle Allow Client Portal access for client contacts to Turned On. 

Create a New Client (Child or Dependent) Profile

You create a new client in the system that is a Child or Dependent whose Parent or Guardian will be managing their account the same way as when you Add a New Client.

IMPORTANT: For a Child or Dependent DO NOT add email, phone or address information.

1. Click Clients tab in primary navigation bar.
2. Click + Add Client.
3. Enter Add New Client Details:
   • First and Last Name
   • Preferred Name
   • Location
     

     NOTE: This is the default Organization Location for a client. If the client treatment location is unique to the client then Client Location can be selected from the list when appointments are scheduled. Also see Location vs Place of Service for additional information.

4. Click Save Client button. Client Details will open. You can add in additional Client Details now or do so later.
   

   IMPORTANT: For a Child or Dependent DO NOT add email, phone or address information.

   

Create a Contact Network (Parent or Guardian Account)

After the child or dependent (client) profile is created Parents or Guardians are added to their Contact Network. 

IMPORTANT: DO NOT add Parents or Guardians as new clients in the system unless you are seeing them as clients. Any parent or guardian added as Clients would count toward your active clients. Parents and Guardians added ONLY in the Contact Network ARE NOT counted as Active Clients.

To add a Parent or Guardian as a client Contact:

1. Navigate to Clients and find the child or dependent Client and select their name to open Client Details.
2. Click the Contact Network tab.
3. Click +Add Contact.
4. Select New Member at the top of the screen and enter their information.
   

   NOTE: An email address MUST be included.

5. Check Allow access to client portal.
6. Toggle on the desired access:
   
   • Secure Messaging - allows the parent or guardian (Client Contact) to message providers.
   • Payments - allows payments to be made in the portal.
   • Scheduling - allows appointments to be scheduled.
7. Click Add Contact.
   
8. The Contact is created with a flag indicating Portal Access Pending. When created, an email is sent to the Parent or Guardian and the flag will remain until they open the email and login for the first time. This process is covered in Client Contacts (Parents or Guardians) accessing and managing the Client (Dependent) in the Client Portal

Create additional Client (Child or Dependent) Profiles

Follow the procedure above to create additional Client (Child or Dependent) profiles.

IMPORTANT: If you are adding the first Parent or Guardian (above) use to this child or dependent Contact Network, use the   process below. If you are adding a new Parent or Guardian, use the process above to complete the Contact Network.

Add existing Client Contacts (Parents or Guardians) to additional Client (Child or Dependent) Profiles

When a second or multiple children or dependents are created the same parent is added to the additional child, they are now added as an existing Contact or Client. 

NOTE: When added this way, the Parent or Guardian is still a Client Contact and is NOT included in the count of Active Clients.

To add a Parent or Guardian to a second Child or Dependent (Client):

1. Create the second child or dependent client profile using the process above.
2. Navigate to Clients and find the child or dependent Client and select their name to open Client Details.
3. Click the Contact Network tab.
4. Click +Add Contact.
5. Select Existing Contact/Client at the top of the screen and type the Parent or Guardian name in Search to Filter.
6. Click their name in the list.
7. Check Allow access to client portal.
8. Toggle on the desired access:
   
   • Secure Messaging - allows the parent or guardian (Client Contact) to message providers.
   • Payments - allows payments to be made in the portal.
   • Scheduling - allows appointments to be scheduled.
9. Click Add Contact.
   
10. The Contact is created with a flag indicating Portal Access Pending. When created, an email is sent to the Parent or Guardian and the flag will remain until they open the email and login for the first time. This process is covered in Client Contacts (Parents or Guardians) accessing and managing the Client (Dependent) in the Client Portal.

Client Contacts (Parents or Guardians) accessing and managing the Client (Dependent) in the Client Portal

Each parent or guardian that is added to a child or dependent Contact Network will receive an email the FIRST time they are added as a Client Contact. Any additional child or dependent Contact Networks they are added to will just add the additional child or dependent to their profile.

To access and manage the child or dependent account:

1. Instruct the parent or guardian to check for an email with the subject Welcome to the Client Portal. 
2. Click Log in to get started!