Manage PatientAccess

Patients need to be granted access to their account. This allows them to perform any of the following:

• View and confirm appointments.
• Update personal information, including contact and address details.
• View medical information, including problems, alerts, allergies, and medications.
• Change their user names, passwords, and security questions.
• View contact information and frequently asked questions.

Some institutions offer PatientAccess self-registration to patients. If your institution allows patients to use PatientAccess self-registration, they can create their password without assistance.

If your institution doesn't offer self-registration, or patients prefer to have their credentials assigned to them, you can still create the credentials manually.

To grant patients access to PatientAccess:

1. Click Create PatientAccess Account....
2. When prompted, click Yes to display the PatientAccess Info. window.



axiUm displays an auto-generated user name and encrypted password.

3. Perform one of the following:
• Click Send Email Invitation to send the patient an email allowing them to complete the registration process.
• Click Regenerate to generate another password to provide to the patient.
4. Click the Modify Record () icon to save your changes.
5. Provide the patient with the following:

• The web address (URL) for PatientAccess.
• The patient’s user name.
• The patient’s temporary password.

In many cases, a patient's designated representative (guarantor) should be able to access the patient's account and view or modify their health information, when necessary.

Example: A parent can view or change a child’s account details online.

If a guarantor requires access to patient accounts that they represent, you can grant them access.

To grant access to authorized representative:

1. Click PatientAccess Info... to display the PatientAccess Info. window.
2. Click the Representatives tab.



3. From the Guarantor drop-down list, select the guarantor you want to grant access.

Note: If the guarantor you must select isn't available, you may need to add them to the patient record.

4. Click the Add a new Record () icon to add the guarantor to the list of guarantors with access.
5. If prompted to confirm you want to grant access, click Yes.
6. Complete any of the following:
• Click Send Email Invitation to send the representative an email allowing them to complete the registration process.
• Click Regenerate to generate a password to provide to the representative.
7. Click the Modify Record () icon.

When PatientAccess account access is restricted to authorized representatives, the patient cannot open and use their account.

1. Click PatientAccess Info... to display the PatientAccess Info. window.



2. Click the Account tab and select the No access (only accessible by Representatives) checkbox.
3. Click the Modify Record () icon to save your changes.

You can remove all access to a PatientAccess account by locking it manually .

1. Click PatientAccess Info... to display the PatientAccess Info. window.



2. Click the Account tab and select the Is locked (prevents access to log in) checkbox.
3. Click the Modify Record () icon to save your changes.

Depending on your institution’s PatientAccess setup, patients may be automatically locked out of their accounts if they enter an incorrect password too many times in a row. If this occurs, you must access and unlock the PatientAccess account.

1. Click PatientAccess Info... to display the PatientAccess Info. window.



2. Click the Account tab and deselect the Is locked (prevents access to log in) checkbox.
3. Click the Modify Record () icon to save your changes.

When a patient signs in to PatientAccess for the first time, they add three security questions and answers that will be used to verify a patient's identity over the phone.

These questions are created in axiUm by your dental institution and must be selected by the patient in PatientAccess.

Note: Your institution cannot select questions for patients.

To view a patient’s security questions and answers:

1. Click PatientAccess Info... to display the PatientAccess Info window.
2. Click the Security Questions () icon to display the PatientAccess Security Questions window.



3. Review the patient's security questions and answers.

You can reset lost or forgotten patient passwords in axiUm and create a temporary password that patients use to sign in to PatientAccess.

This temporary password is one-way encrypted and stored in axiUm. You can reset it, but not retrieve it.

Note: When patients reset their temporary passwords, they must choose a different password and they may be prevented from using an old password.

Important: Before you provide a patient with a temporary password over the phone, you must verify their identity.

To reset a patient password:

1. Click PatientAccess Info... to display the PatientAccess Info window.
2. Click Regenerate.

axiUm generates a temporary password to give to the patient.

3. Click the Modify Record () icon.

Patients with PatientAccess accounts are typically able to send messages to axiUm users by default. However, if this is disabled, you can easily enable patients to send messages.

Note: To receive messages, patients must have an email address on the Patient Info window > Personal tab.

1. Click PatientAccess Info... to display the PatientAccess Info. window.



2. Select the Can send messages checkbox and click the Modify Record () icon to save your changes.

You can add forms to a PatientAccess account. This allows a patient to view and/or complete a form before an upcoming appointment.

Example: Medical Health form

Tip: When a patient completes or updates a form in PatientAccess, the answers display in green text in the EHR.

To add a form in PatientAcess:

1. Click PatientAccess Info... to display the PatientAccess Info. window.
2. Click the iForms tab.
3. Click the Add a new Record () icon to display the Forms window.
4. Select a listed form and click Add.

The form is added to the PatientAccess account.

5. Click Close.
6. From the Access drop-down list, select an option.
• None: The patient cannot view the form or answer the form questions.
• Read only: The patient can view the form, but cannot answer the form questions.

Note: When patients sign in to PatientAccess, forms set to Read only display on the Form List page and are marked with a padlock indicator.

• Full: The patient can view the form and answer all form questions.
7. (Optional) If you want the patient to be notified to view or complete a form when they next sign in, select the Requires patient's attention checkbox.
8. Click the Modify Record () icon.

After a form has been added to a PatientAccess account, you can verify that the patient viewed the added form.

1. Click PatientAccess Info... to display the PatientAccess Info. window.
2. Click the iForms tab.
3. Review the listed forms to locate the correct form and under the Change Date column, review the listed date.

Important: This only removes a patient's ability to access the form in PatientAccess. The form remains available in the EHR module.

1. Click PatientAccess Info... to display the PatientAccess Info. window.
2. Click the iForms tab.
3. From the listed forms, select an entry and click the Delete Record () icon.
4. When prompted, click Yes to confirm.