Why Patient Portals Matter: Engaged Clients & Streamlined Therapy Practice Workflow

September 2, 2025

Running a therapy practice and offering sessions is a highly empowering experience. It gives you a sense of giving back to the community while reaping the benefits. Patients are crucial to your practice’s success and profitability; however, the primary goal should always be to ensure they receive adequate treatment.

When patients start their therapy sessions, they go through various processes – scheduling, intake, documentation (SOAP notes, BIRP notes, etc.), authorizations, insurance billing, and more. Recording and managing this wide range of information can be complex, especially if you still rely on paperwork or feel hesitant to use the Patient Portal.

However, here’s a reminder: Patient Portals can make your workflow significantly easier! Instead of using multiple paperwork or tabs, you can view everything in one place using therapy practice management software like TherapyPM.

Patient portals benefit not only clients but also providers. In this blog, we will break down what a Patient Portal is, how it benefits clients and providers, and ways to overcome resistance with TherapyPM.

What is a Patient Portal in Therapy?

According to ASTP, a Patient Portal is a secure online website that allows patients and providers to access personal information, schedules, and invoices in one platform. Patients can also communicate with providers about any therapy-related issues seamlessly while staying organized. All it requires is a stable internet connection, and patients and providers can access the Portal from anywhere in the world and at any time.

A Patient Portal is not just a “tech” thing; it forms a bridge between patients and providers.

Why are Patients & Providers Resistant to Using the Patient Portal?

When providers are comfortable with paperwork or jotting down details manually, they may feel overwhelmed by the idea of using a Patient Portal. Additionally, clients may feel skeptical about using the portal due to misunderstandings around safety, privacy, or technical issues, and so on.

A recent study by the University of Michigan highlights various reasons why clients resist using the Patient Portal. The majority of cases point towards Medicare and Medicaid beneficiaries who are significantly older than 40. This is a major cause of concern, as the Patient Portal can significantly improve outcomes and patient engagement with providers and oneself.

Barriers to Patient Portal

Why are They Resistant?	Description
Hesitant to Use Technology Due to Complexity	Patients, especially those 40+, may not have experience with using technology.They may not be able to navigate through the software without proper guidance or support.
Privacy/Security Concerns	Patients might be apprehensive about their sensitive health data being misused or hacked.Lack of trust in online systems makes them prefer face-to-face or paper records.
Habits	Many patients are used to traditional methods – calling the clinic, filling out forms in person. Change feels inconvenient, regardless of efficiency.They may not be ready to leave their comfort zone.
Lack of Awareness About Benefits	Patients may not realize they can save time with online processes. Lack of communication can portray the tool as extra work instead of being helpful.

Key Benefits of the Patient Portal for Therapists and Clients

Although patients and providers may feel hesitant about using the Patient Portal, this blog assures that there are numerous benefits as well. A study by the National Library of Medicine shows that the Patient Portal can bring about effective patient outcomes, quicker processes, stronger therapeutic relationships, and quality patient care.

For Patients:

Benefits	How do They Impact?
Improved Access to Medical Information	Easily access medical records, lab results, medication lists, and other health information.
Enhanced Communication	Secure and convenient communication with therapy providers. Ask questions, request prescription refills, and schedule appointments online.
Increased Patient Engagement	Get access to their health information. Communicate easily about their treatment and goals. Take control over their therapeutic schedule.
Convenience & Accessibility	Access everything from therapy information and services with 24/7 access. Manage therapy on their schedule.
Better Care Coordination	Track health information from multiple providers in one place.

For Providers:

Benefits	How do They Impact?
Increased Efficiency	Streamlines administrative tasks. Frees up your time for other important tasks.
Reduced Costs	Reduces time-consuming phone calls, paper-based processes, and in-person visits for routine tasks.
Improved Care Coordination	Facilitates communication and information sharing among therapy teams. Better care coordination and improved patient outcomes.
Enhanced Patient Engagement	Actively involved patients adhere to treatment plans well. Patients achieve improved therapy outcomes.
Stronger Therapeutic Relationships	Fosters better communication and transparency.Patients and providers can build stronger and memorable bonds.
Improved Data Collection and Analysis	Receive valuable data on patient engagement and health outcomes.Identify areas of improvement and tailor services accordingly.
Reduced Miscommunication	Get centralized access to patient information to reduce miscommunications and errors.

Overcoming Patient Resistance to Portals

Using the Patient Portal, whether for the first time or multiple times, can feel daunting. However, it is not impossible! Once they get the hang of it, it will be easier to manage their therapy sessions.

Here are some tips for patients to use the Patient Portal confidently while overcoming resistance:

Encourage Staff to Promote the Patient Portal Actively:

Ensure the staff receive adequate training about the Patient Portal, so they can feel equipped and ready to assist patients with registration and use.
- Allow them to discover the features of the Patient Portal and its benefits.
- Motivate the providers to promote the portal by offering incentives.

Demonstrate How Seamless the Patient Portal Can Be:

Show patients that signing up for the portal is a simpler process by providing in-person assistance or a registration kiosk in the waiting room.
- Train the patients on how to use the portal effectively while addressing individual needs and learning styles.
- Allow them to access the portal via various devices – smartphones, tablets, computers, etc., to adapt to their preferences.

Highlight the Convenience:

Explain how the Patient Portal simplifies complex tasks – scheduling appointments, refilling prescriptions, and paying bills online, to save time.
- Show how patients can easily communicate with their providers and ask questions through secure messaging.
- Highlight how patients can access their personal information, session notes, and view schedules.
- Explain how security measures, like HIPAA compliance, protect patient information through encryption and strict login protocols.

Education/Training for Patients:

Explain each feature of the Patient Portal in detail and get in-depth with the benefits.
- Provide step-by-step instructions or a brief walkthrough – registration, navigation, and performing key tasks.
- Stay updated with the latest changes in the Patient Portal.
- Send timely reminders, follow-up messages, and personalized wellness guidance.
- Respond to patient messages on time without delays.

A Friendly Reminder for Providers

While ensuring patients get the right support and treatment they deserve, providers need to take care of themselves as well. The Patient Portal can be an amazing and effective tool for both providers and patients. However, it can get overwhelming for providers when patients don’t use it correctly. The American Medical Association (AMA) shows exactly how Patient Portal usage can impact providers and how they can educate patients moving forward.

Why Choose TherapyPM’s Patient Portal for Your Practice?

TherapyPM is an all-in-one therapy practice management software designed to streamline the daily admin tasks of therapists – scheduling, billing, documentation, payroll, reporting, and more. The software caters to multidisciplinary therapists – ABA, mental health, physical, speech, occupational, pediatrics, and more.

Navigating a Patient Portal seems like a boring or complex task; however, TherapyPM simplifies that for you and your patients. Unlike most EHR/EMR or PMS platforms, TherapyPM has a very simple and organized system that can enhance the user experience. It allows patients to take control over their schedules, personal information, and intake forms.

Comprehensive Features of TherapyPM Patient Portal

My Schedule: Patients can view their scheduled appointments and the details – providers, place of service, timings, date, session notes, status, etc. in List View format.
My Calendar: Patients can view their appointments in the Calendar View format, which displays under the different dates.
My Info: Patients can edit and view their personal information, files, payment info, intake forms, and good faith estimate.
My Invoice(s): Patients can view their invoice details – due date, total amount, extras, paid amount, balance, etc., and print them too.
Videos: Patients can watch tutorial videos to learn more about how to use the Patient Portal.
Sibling Profiles: If the patient has enrolled with their family members in therapy, they can view their profiles too, within the same profile.

All of these features are designed to save time, reduce stress and confusion, and help patients and providers find everything under one platform. Everything is available with just a click!

TherapyPM is 100% HIPAA compliant and adheres to many other regulations, assuring your patients of their safety and privacy. Everything under the software is end-to-end encrypted, which means no third parties can easily enter. To learn more about TherapyPM’s compliance and regulations, please visit here.

Conclusion

Patient Portals can offer numerous benefits to your patients, providers, and practice as a whole. Due to its centralized nature, you can find everything you need within one platform. No juggling through multiple papers and navigating tabs! Save your precious time for patient care while TherapyPM handles the admin chaos.

Getting on board with the Patient Portal can take a while, but it will get easier with time. Let your patients message you securely, as our practice management software is equipped with the highest security protocols. This can prevent data leaks and breaches and keep information highly confidential. View schedules, personal information, files, intake forms, invoices, and much more. Patient Portals also have tutorial videos to make learning easier for patients without dependence.

Your patients deserve easy access, transparency, and care that feels personal. TherapyPM makes that possible.

Start your 30-day free trial today and discover how!