Patient Portal Invitations & Setup Guide

🌐 What Is the Patient Portal?

The Subflow Patient Portal is a secure, web-based space where patients can receive and interact with content, complete forms, and stay engaged in their care—all through a single-click magic link delivered via email or text. No login, app, or password is required.

It’s HIPAA-compliant, mobile-friendly, and helps reduce no-shows, improve compliance, and strengthen communication between your team and the patient.

💡 Common Use Cases

• Pre-visit digital intake
• Procedure prep workflows
• Post-visit education & follow-up
• Remote health and wellness programs
• Secure messaging between patient and provider
   

📨 How to Invite a Patient to the Portal
 

Step 1: Log in and Locate the Patient

• Sign in to your dashboard
• Navigate to Contacts section
• Use the search bar to find the patient’s record
• Click on their name to open their profile

Step 2: Confirm Contact Information

• Ensure the phone number is correct and they are opted in to SMS —this is where the invite will go

Step 3: Send the Invitation

• Click Send Portal Invitation under the "Manage Contact" dropdown menu
• Click Send to deliver the invite via text message

Step 4: Patient Receives Magic Link

• The patient will receive a secure one-time link to access their portal
• They’ll be prompted to verify their identity using the fields you’ve set (e.g., DOB, email)

🗂️ How to View and Manage Portal Invitations
 

Step 1: Open the Portal Management Panel

• Go to Organization Settings
• Click Manage in the top left
• Open the Portal tab on the right

Step 2: Access Invitation Statuses

• Click Manage Invitations in the top right
• You’ll see a list of patients and their Membership Status:
  • Invited = Patient was sent an invite but hasn’t activated
  • Active = Patient successfully verified and accessed the portal

Step 3: Resend or Cancel Invites

• Use the actions menu next to each patient to resend or cancel an invitation
• You can also search or filter to focus on pending invites

🔐 How to Configure Portal Verification Fields

Verification fields ensure the person accessing the portal is the correct patient.

Step 1: Open Verification Field Settings

• Go to Organization Settings → Portal Tab
• Scroll to the Verification Fields section

Step 2: Customize Required Fields

• Toggle which fields are required for patient verification
  • Common fields include Email, Date of Birth, and Phone Number

Step 3: Save Settings

• Click Save to apply changes
• These settings will apply to all new portal invites going forward

✅ Status Reference Guide

🛠️ Troubleshooting Tips

• Invite not received: Double-check phone number to make sure they are opted in. If not, ask the patient to text your Subflow number "Unstop" or "Start" to opt back into SMS.
• Verification failed: Ensure the patient is entering info that matches the required fields. i.e. make sure their DOB is correct if that is what your organization uses for verification.
  • NOTE: If a patient enters incorrect information more than twice, Subflow will block access to that patient. A Subflow Admin will need to resend the portal invite
• Link expired: Resend invite for a fresh magic link
• Incorrect contact info: Edit patient profile and send a new invite

✅ Best Practices

• Include portal invites as part of your intake process
• Keep verification fields minimal but secure (e.g., Email + DOB)
• Follow up weekly on patients still marked “Invited”
• Test the invite process with a demo or internal patient record regularly