Inviting your patients to the patient portal

Your patients can have their own online account, the patient portal, where they can view their appointments, complete forms and book online. There are two ways a patient is invited to set one up.

When your records move to AesthetiClinic

Moving records does not automatically email your patients about the switch. If you want to invite existing patients to the portal separately, get in touch with AesthetiClinic support to arrange it. There is nothing to do in your Settings, and no bulk send there. An invitation is a service message under your clinic's name, and an account is entirely optional for the patient.

Only patients who are active, have a valid email address, are allowed to receive email, have no email-claim lock, and have not already registered or been invited are included. Invites go out in batches of up to 100, at least an hour apart. This pacing is deliberate: every clinic's email shares one sending reputation, and a burst of hundreds of invites can affect delivery.

Inviting one patient from their record

For a single patient, a phone enquiry you have just added, say, or someone you created by hand at reception, there is a quicker way. Open their record and look beside their contact details for Invite to portal. One click sends the same invite email under your clinic's name.

The button looks after the edge cases for you: it shows Portal account active if they already have a login, Invite sent immediately after a successful invitation, or Invited with the date when you return to the record. It will not send to a patient with no email address or one you have switched off from receiving messages. The successful invitation is recorded so they are not offered another ordinary invitation.

Individual invitations share the clinic's hourly sending allowance with bulk invitations. A trial clinic can send up to 50 manual patient emails a day. If the invitation cannot be sent, check the message on screen before trying again.

What happens when a patient completes setup

The patient registers using the same email address you sent the invite to. They receive a 6-digit code to confirm it is them, then enter their date of birth and choose a password of at least 12 characters that meets the password checks. The code expires after ten minutes.

To link an existing record, their email must match one eligible patient record, with a matching date of birth where the claim checks require it. Missing or conflicting details, or more than one matching record, can prevent the link. Ask the patient to contact your clinic if their existing appointments do not appear, so you can check their details.

Once registered, they can see their upcoming and past appointments, complete any forms you have sent, and book online, or rearrange eligible visits within your clinic's booking rules. For the full picture of what they can do, see What patients can do in the patient portal.

An invalid email is refused for that patient rather than stopping the whole bulk run. During a trial, individual invitations also use the clinic's shared limit of 50 emails in 24 hours with manual patient emails and template tests.

Shared household email addresses

A guest booking is not attached to another patient's chart just because the email address matches. A patient who already owns the right portal record can use their signed-in account. If a booking creates another record, check the identities before using Merging duplicate patients.