Getting started as a provider

The provider portal is separate from the patient portal. Your login URL and credentials are provided by Aperta Health administration.

1. 1Navigate to the Provider Login page
2. 2Sign in with your Microsoft work account (SSO) — click "Sign in with Microsoft" if your practice uses Microsoft 365
3. 3Or enter your staff email and password if you have credential-based access
4. 4You'll land on the provider dashboard

Note: Your login credentials are set up by Aperta Health when you join. Contact administration if you need access or a password reset.

Your dashboard gives you an at-a-glance view of today's activity. The left sidebar (or bottom bar on mobile) is your main navigation.

1. 1Dashboard — today's appointments, patient queue, and quick stats
2. 2Schedule — your full appointment calendar by day or week
3. 3Patient Queue — patients checked in and ready to be seen
4. 4Patients — search and access any patient's full record
5. 5Book Appointment — manually schedule a patient
6. 6Messaging — incoming SMS from patients, with unread count badge
7. 7Team Chat — internal messaging between staff members
8. 8Superbill Requests — patient requests for itemized receipts
9. 9My Schedule — set your weekly hours (under My Provider Tools)
10. 10Time Off / Overrides — block dates, set custom hours, or block specific time windows (under My Provider Tools)

Note: On mobile, the five most-used tabs appear on the bottom bar. Everything else is in the sidebar menu.

The schedule shows all booked appointments in a color-coded calendar. Each appointment card shows the patient's name, status, and visit type.

1. 1Click Schedule in the left sidebar
2. 2Use the date arrows to move forward or backward by day
3. 3Click any appointment card to view details — patient name, contact, visit notes
4. 4Appointment status colors: amber = scheduled, green = confirmed, teal = checked in, purple = in progress, gray = completed
5. 5Confirmed appointments mean the patient replied Y to their reminder text
6. 6Use the Check In button when a patient arrives to move them into your queue

Note: Appointments booked online by patients appear automatically. Walk-ins can be added manually via Book Appointment.

Every patient has a full clinical record accessible from the Patients section. Records include health history, intake form, appointments, consent forms, SOAP notes, and a ledger.

1. 1Click Patients in the left sidebar
2. 2Search by name or scroll the patient list
3. 3Click a patient's name to open their record
4. 4Use the tabs at the top to navigate: Overview, Appointments, Intake, Consent, SOAP Notes, Ledger, Communications
5. 5The Overview tab shows demographics, membership status, and a summary
6. 6All providers at both Chiro Shack locations can access the full clinical record — this shared access is disclosed in the patient consent form

Note: All record views and edits are logged automatically for HIPAA compliance.

SOAP notes are created per visit and linked to a patient's record. You can write a note from the patient's record or directly from an appointment.

1. 1Open a patient's record and click the SOAP Notes tab
2. 2Click New SOAP Note
3. 3Fill in Subjective (patient complaints), Objective (examination findings), Assessment (diagnosis/impression), and Plan (treatment provided and next steps)
4. 4Add billing codes if applicable
5. 5Click Save Draft to save without finalizing, or Sign & Lock to finalize
6. 6Signed notes cannot be edited — create an addendum if a correction is needed

Note: Unsigned draft notes are visible only to you. Once signed, the note is locked and permanently part of the patient record.

Your availability controls which time slots patients can book online. Keep it up to date so the schedule reflects your actual working hours.

1. 1Click My Schedule in the left sidebar (under My Provider Tools)
2. 2Under Weekly Schedule, add the days and hours you see patients (e.g. Monday 9:00 AM – 1:00 PM)
3. 3Appointments are booked in 10-minute slots within these hours
4. 4Scroll down to Date Overrides to block specific dates (vacation, holidays) or set custom hours for a single day
5. 5Use Time Off / Overrides (also under My Provider Tools) for a more detailed view of all your overrides across locations
6. 6Changes take effect immediately — patients will only see available slots when booking

Note: For a detailed walkthrough of all scheduling options, see the Schedule Setup Tutorial linked from the My Schedule page.

Patients can reply to their appointment reminder texts. Those replies appear in your Messaging center. A red badge on the Messaging icon shows when you have unread messages.

1. 1Click Messaging in the left sidebar (or Messages on mobile)
2. 2A red badge shows the total number of unread inbound messages
3. 3Click any conversation to open the full message thread
4. 4Type your reply in the text field at the bottom and press Send
5. 5Messages are sent from your location's dedicated Twilio number
6. 6All conversations are logged automatically to the patient's communication history

Note: When a patient replies Y, YES, or CONFIRM to a reminder text, their appointment is automatically updated to Confirmed on your schedule.