Patient Portal User Account Administration

Parents and patients can use PCC’s patient portal, My Kid’s Chart, to access their medical records.

Your practice manages the login account, and grants secure access to each patient’s records. Read the sections below to learn how to create and configure My Kid’s Chart accounts.

Access the Patient Portal Manager Tool

Use the Patient Portal Manager tool in PCC EHR to work with individual patient portal accounts.

Change settings or select and deselect items to configure what appears for users when they log into their My Kid’s Chart account.

If you are not able to see this tool, contact your office manager. They can use the User Administration tool in PCC EHR to grant you a role with patient portal administration privileges.

Alternate Method: You can also manage patient portal user accounts through the Patient Portal Administrator Access tool. Contact your Client Advocate for a Web URL and login information.

Create an Account

When a parent, guardian, or teenage patient wants access to medical records, click Add Portal User to create a new patient portal user account.

Next, enter an e-mail address, first name, last name, and optionally a contact phone number.

Click “Add User” to create the account and send the user an e-mail with login information.

The Administration tool will automatically display the Manage Portal User screen so you can begin adding patients or make other changes.

Manage Account and Password

Click on the Manage Portal User link to edit any account details or manage which patient records a user can access.

You can find users by name, e-mail address, or phone number.

After finding and selecting a user (or after creating a new user), you will see account information.

You can click to edit user information or delete the account.

If you have just created the account, you will see options to print a password note for the user (if they are standing in front of you), or reset their password.

If the user has already set their own password, you will only see an option to reset the password.

Add/Remove Permission to View a Patient’s Records

While managing a portal user, click “Add Patients” to grant the user access to a patient’s medical records. Then, search for the patient by name.

From the search results, click “Add” to add permissions for one or more patients. Then click “Done”.

The Manage Portal User screen will display a list of all patients that an account user may access.

You can click to add additional patients, or click to add a sibling, which will provide a list of patients who share a custodian or guarantor with currently connected patients. Click “Remove” to remove any patient.

Patients From Different Care Centers?: If your office is part of a large, multi-office practice that uses PCC’s Care Centers feature, you will see which care center a patient is assigned to when you search. Use that information to help you connect the correct patient record to the portal user account.

Automatic Privacy When the Patient Reaches Emancipation Age

When a patient reaches the age of emancipation set by your practice, their record will automatically become private. The “Privacy Enabled” message will appear beside their name.

Users will still be able to see the patient’s name, and send a message to the physician in relation to the patient, but they will have no access to medical information.

Here are some issues to keep in mind:

  • Messages Are Still Available: If your practice uses the Messages feature of My Kid’s Chart, parents will still be able to send your office messages and questions in relation to connected patients, even after they turn eighteen. Your staff should keep this in mind when responding to incoming questions on the Messaging queue in PCC EHR.

  • 18, 16, or 21?: Age eighteen is the My Kid’s Chart default emancipation age, but your practice can set your emancipation age to whatever is applicable for you, based on your state or region’s regulations.

Grant Access to Adult Patient Records

Your practice can use the administration tool to grant individuals the right to access a patient’s information after they are over the emancipation age. Do this for the patient themselves if they use My Kid’s Chart, or when special circumstances apply for an adult patient with a guardian.

In the example above, the My Kid’s Chart user Wilma Flinstone has four patient records attached to her account. However, as shown by the “Hide at age 18” column, when three of these children reach eighteen, Wilma will no longer have access to their medical records (Dino has turned eighteen already). The exception is Thoracia, an adult patient whose records will remain visible to Wilma.

The patient portal administrator can change the status for any of these patients by clicking in the “Hide at age 18” column.

When a patient who is over eighteen opens a new My Kid’s Chart account, your administrator should set this question to “No” for their account, so as not to hide their records from themselves.

Review Connected Patients: When working with a My Kid’s Chart user account, the Age column can help you know what to expect. If a user is over 18, the age will appear in bold red to indicate they are over your state’s emancipation age.

Display Personal Balance and Associate Billing Account

You can decide for each portal user whether it is appropriate to show the personal balance for the patient(s) they are connected to in the portal.

When you set up or edit a portal user’s account, you can select a billing account that is associated with the patient(s) who the portal user is connected to.

The selection defaults to “Do not display balance”. Users will only see the balance if the portal administrator decides to change the selection.

In the above example, the portal administrator decided not to have Wilma’s portal account include personal balance information, since the billing account was in Fred’s name. If the practice chose to show balance information, Wilma would only see the charges that were outstanding for Pebbles, since Dino’s name is in italics (indicating that his information will not be visible to Wilma).

NOTE: If you do not wish to display Personal Balance for any portal users, and you do not plan to accept payments through the portal, you can use the Configuration tab to turn off this feature for your practice.

Audit a Patient’s My Kid’s Chart Record Access

If you need to find out who has accessed a patient’s record in your patient portal, contact PCC Support. We can look in your PCC database and determine which users have accessed a particular patient’s information, how many times, and what information they reviewed.

Keep in mind, if you believe a user has access to a patient record they should not, you can use the instructions in the sections above to add or revoke access to a patient’s record at any time.

  • Last modified: June 1, 2018