Patient Portal - Staff Administration

This guide explains how the Patient Portal is turned on and configured — what your Lobbie team enables, and what your staff manage directly. Use the links below to jump to a section.

• Overview: who controls what
• Giving a patient access & sending invites
• Branding the portal
• Setting up patient self-scheduling

Overview: who controls what

What patients can do in the portal

• Home — a snapshot of their next appointment and open conversations.
• Appointments — view upcoming visits and history (including canceled and no-show visits), confirm visits, and join telehealth calls. Scheduling changes are requested through messaging.
• My forms — complete assigned forms, revisit completed ones, and download PDFs.
• Labs — view lab results and download reports.
• Messaging — secure two-way messaging with your care team.
• Billing — view invoices and pay online.

Settings your staff manage

• Patient access & invites — from the Portal Access tab on the patient’s record (see below).
• Branding — logo, fonts, and colors, under Settings → Branding and Identity (see below).
  • Note that some organizations have default branding decided at a group level. For example, an organization that owns multiple accounts with their own patient portal url will have branding that is configured by reaching out to lobbie support.
• Self-scheduling — the online booking flows patients use (see below).
• Forms — create form templates and assign them; assigned forms appear in My forms.
• Wording — under Settings → Account, relabel terms patients see, such as “Appointments” or “Patients.”

How patients sign in

Patients sign in with their email address and a one-time code sent to that email — there is no password. They reach the portal at your clinic’s portal address or via an invite link. The first time, the portal connects their record automatically, or asks them to confirm their date of birth or phone number.

Giving a patient access & sending invites

You manage a patient’s access, invites, and sign-in history from the Portal Access tab on their record.

Turning on access and sending an invite

1. Open the patient’s record and select the Portal Access tab.
2. Under Patient portal access, choose On. (“The patient can sign in to the portal. Turning it on sends a welcome email.”)
3. In the Send portal invite window, confirm or correct the patient’s email address — the invite link goes here.
4. Select Send invite. You’ll see confirmation that the invite was sent and is valid for 7 days.

Re-sending an invite

If a patient didn’t receive their invite or it expired, open the Portal Access tab, find the invite entry in the activity list, and select Re-send.

Turning off access

1. Open the Portal Access tab.
2. Under Patient portal access, choose Off. (“The patient can’t sign in. Existing message history stays visible to staff, and the patient is not notified.”)
3. Confirm the change.

Turning access off revokes sign-in. Message history stays visible to staff, and the patient is not notified. Turning access back on later sends a fresh invite.

Reviewing a patient’s access

The tab also shows the portal Login page address, the email(s) tied to access, the last portal log-in (patient, guardian, caregiver, or power of attorney), and an activity trail (invite sent, connected, revoked, moved during a record merge).

Branding the portal

Customize the logo, fonts, and colors patients see. These settings don’t change the staff-facing interface.

Go to Settings → Branding and Identity. The page has a Styling tab (fonts and colors) and an Identity tab (logo), with a live preview.

Fonts and colors (Styling tab)

1. Under Fonts, choose a Headings font and a Body text font.
2. Under Colors, set your Primary brand color (buttons and links). Lobbie derives a Darker brand color (links) and a Highlight color (backgrounds) automatically — adjust them, or select Reset automatically generated colors.
3. Save. You’ll see “Styling settings saved.”

Logo (Identity tab)

1. Turn on the custom-logo option and upload your logo image, then save.
2. For multi-location accounts, set Default settings for all locations, and add Location overrides to customize a specific location.

Wording patients see

Under Settings → Account, you can relabel terms shown to patients, including what you call “Patients,” “Practitioners,” and “Appointments.”

Setting up patient self-scheduling

Self-scheduling lets patients book online through a flow you design. Each flow produces its own link to share or embed.

Building a flow

1. Go to Settings → Self Scheduling (it may use your custom term for “Patients”).
2. Create or open a flow and configure its sections:
   • Welcome — the welcome message title and subtitle.
   • Identity Verification — verify by Email, SMS, or both.
   • Date & Time — how far ahead, and how close to the visit, patients may book.
   • Schedule Config — scheduler settings per location.
   • Appointment Type, Location, Practitioner — fix each to one choice, or let patients pick from an allowed list.

Controlling what patients can book

• Use Date & Time limits to keep bookings within your window.
• Make each of appointment type, location, and practitioner fixed or selectable.
• Add a patient-facing Appointment Description under Settings → Appointment Types → Patient Self-Scheduling; it’s shown when patients choose an appointment type.

Activating and sharing

1. Set the flow to active.
2. Copy the flow’s generated URL and share it with patients or add it to your website, confirmations, and reminders.

Self-scheduling offers slots based on your practitioners’ availability, so keep scheduler settings up to date.