The problem, in front desk terms
A new patient fills out the form on your website on Saturday. On Monday it's sitting in someone's inbox under forty other emails. A follow-up visit that should have been booked two weeks after a consult never was, because the reminder lived on a sticky note. And nobody can say how many patients haven't been back in six months without exporting a report from one system and squinting at it in another.
Your EHR is built for charting and billing. It usually isn't built for the work around the visit: answering inquiries fast, nudging people to book, and following up after they've been seen. That's the gap Everything Portal fills.
How the portal is set up for your practice
Pick the Medical and wellness setup from the industry setups and the portal speaks your language from the first login.
- Patients and cases. People are called patients, and the work is called cases. You can rename either.
- A patient journey pipeline with four stages: Inquiry, Booked, Seen and Follow-up. Drag a card from one stage to the next, and automations can fire when it moves.
- Fields that matter to you: Provider, Visit type, Insurance and Lead source, plus any field you add yourself.
- Booking pages where patients choose a time with Dr. Patel or Dr. Lin themselves, on your own web address if you like.
- A shared inbox where email from patients is threaded by conversation and tied to the patient record. Connect your Microsoft 365 or Gmail mailbox.
- Consent and intake forms signed online. Write a form with merge fields or attach your existing PDF. Patients type or draw a signature from their phone, and everyone gets the signed copy with a signing certificate.
- Invoices for packages, memberships or self-pay visits, with open and view tracking, partial payments and reminders. Online card payments are coming; for now patients see your payment instructions.
Patient information needs care. Everything Portal doesn't claim any certification, so check your own compliance obligations before deciding what you store and send through it.
A day at a med spa front desk
At 8:30 the office manager asks Spera, the AI assistant, "who hasn't booked in 90 days?" and gets a list from the practice's own records. She asks Spera to draft a check-in email to each one and reads it before anything goes out.
A website form comes in at 9:15. It lands as a new patient with the lead source set to Website and the message kept, and an automation assigns it to the coordinator and creates a task to call back within the hour. The coordinator gets a team chat alert the moment it's hers.
After a consult, the patient books her first treatment on the booking page. The appointment booked trigger sends a confirmation email and creates a task for the front desk to send her consent form to sign. Seven days after she's marked Seen, an automation sends a follow-up email. If she goes quiet for 60 days, the no activity trigger tags her and creates a task for a personal call. The med spa guide walks through this flow in more detail.
What's connected
Email connects directly to Microsoft 365, Outlook, Gmail or Google Workspace, and you can send from your own domain. Your website form posts straight into contacts with no middleware. Incoming and outgoing webhooks and an API connect your own software.
For practice software, be clear on what's built and what isn't:
- Cerbo isn't built in. It's a custom connection we can build for your practice, and one client runs it today.
- DrChrono sync is coming. It isn't available yet. You can ask for early access on the roadmap.
- QuickBooks Online is a custom connection we can build; a built-in version is planned.
- Texting isn't available yet. Reminders and follow-ups go by email today.
See every connection on the integrations section.
Getting started
Most practices start with a spreadsheet export from their current system. Import it, map the columns to Provider, Visit type and Insurance, and tag patients by status. Then switch on two or three automations, such as new inquiry follow-up and an appointment reminder email, before adding more. The chiropractor guide has a good example of a care plan pipeline if your visits run in a series.
