NS - Knowledgebase

A kiosk is a tablet in your waiting room that lets patients check themselves in and out. It cuts queueing at the front desk and captures insurance and payment without anyone at reception retyping it.

It is also a logged-in device left unattended in a public room, so the first thing to get right is the lock.

Order the hardware

Devices are ordered through OfficePro. In device administration, New Device Order asks for an Order Type: and records who it was Ordered By: against your Practice: and Customer ID:.

The list then shows each Device and Type with its Status / Action - Pending while it is being prepared, Active once it is in service, Owned where you bought it outright - along with Start Date, End Date, Monthly cost and any Commitment. Disable takes a device out of service.

You can use your own tablet. The mounting hardware (a BouncePad or similar) matters more than people expect: a tablet that can be picked up will be picked up.

Lock the kiosk

This is the part not to skip. A kiosk sits logged in, showing patient names to whoever is in the room. The authenticator lock is what stops someone browsing your records while reception is busy.

• Lock Kiosk puts the device into kiosk mode. It then shows Kiosk access is locked. and does nothing but check patients in and out.
• Unlocking asks for an Authenticator Code from a staff phone - the same kind of code as multi-factor authentication.
• When enrolling the device, keep the Manual entry key: somewhere safe off the device. It is how you add a second person's phone later, and how you recover if the first phone is lost.
• Re-enable Authenticator restarts enrolment if it has to be set up again.

Enrol at least two staff phones. A kiosk that only one person can unlock is a kiosk that is locked whenever that person is off.

Card readers, if you use them

NFC patient cards let someone check in by tapping a card instead of typing their name. The reader needs a small local helper: from the NFC Card Reader add-on, use Download NFC Bridge Installer and run Install.bat on that machine.

The NFC Bridge runs locally on the machine with the reader attached, so it has to be installed on each one - it is not a practice-wide setting.

Before you put it in the waiting room

• Check the lock works, from a locked state, with a phone that is not yours.
• Check a second staff phone can also unlock it.
• Run one real check-in and one real check-out end to end.
• Put it where staff can see it. A kiosk out of sight is a kiosk nobody helps a confused patient with.

To provide your patients access to their appointment schedules and visit documents, you need to configure the Patient Portal in OfficePro. Follow these steps to get started:

Step 1: Create Visit Types

1. Navigate to Admin > General Settings.
2. Select the Schedule tab to view all visit types.
3. Ensure all the visit types you want to offer for online scheduling are created.
   • If you need to add a visit type, refer to the Configuration video on Schedule Settings.

Step 2: Configure Portal Style and Content

Access PatientPro:

• Mouse over Tools from any page and click PatientPro.

Portal Style:

• In the Portal Style section, customize the appearance by changing the color, size, fonts, and adding a header image (e.g., your practice’s name and logo).

Embed the Portal:

• This section provides the HTML code to embed the portal into your practice’s website (Weebly, Dreamweaver, etc.).

Portal Location:

• This shows the web address of your portal, used for patient links to complete or view forms online.

Providers Section:

• Edit displayed information about your providers, including contact info, photos, bios, and philosophy.

Scheduling Section:

• Enable or disable visit types for online scheduling.
• Visit types enabled for portal access will appear in color; disabled types will be greyed out.
• Clicking to enable/disable a visit type opens the Edit Visit Type window for further adjustments.

Embedding Links and Buttons:

• Add scheduling buttons to your website to direct patients to the portal.
• You can create provider-specific buttons, visit type buttons, and a general scheduling button.

After making your changes, click Save Portal Settings at the bottom of the page.

Step 3: Preview Your Portal

1. To ensure everything is set up correctly, click the calendar page icon in the top right corner of any page. This opens an intake kiosk for patient use.
2. Alternatively, click the tiny person icon to preview the portal as patients will see it.
3. You may consider creating a test patient account with your email to log in and check the functionality.

Scheduling Tips

• When scheduling visits, only the first three available times for each provider will be displayed in each time category (morning, afternoon, evening). This feature helps to group appointments more effectively.

Step 4: Additional Features

Return to Tools > PatientPro to access more portal settings.

Enable Features:

• Providers: Allow patients to view individual provider pages and schedule visits directly.
• History: Let patients view their past and upcoming appointments.
• Documents: Enable patients to view and download their treatment plans, encounter receipts, and other documents.
  • Check which documents are enabled by going to Admin > General Settings > Documents tab.
• Uploads: Allow patients to upload documents like insurance cards or signed releases.
• Terms and Conditions: Enter any standard disclaimers or terms for patients viewing the portal.

Conclusion

Once your portal is configured and activated, your patients can begin accessing it for scheduling and document retrieval. Regularly check and update the settings as needed to enhance the patient experience. If you need to make any changes, return to Tools > PatientPro, and don’t forget to click Save Portal Settings to apply any modifications!

Step 1: Add the Embed Code to Your Website

Copy and paste the following code where you want the portal to appear on your website:

html

CopyEdit

<script  src="https://portal.naturaesoft.com/Get_Embed_JS"  data-practicepass="YOUR_PRACTICE_PASS"  data-container-id="portal-container"> </script> <!-- Target container for the portal iframe --> <div id="portal-container"></div>

Important:

Replace YOUR_PRACTICE_PASS with your assigned Practice Pass code.

Make sure you include the <div id="portal-container"></div> on the page — the portal will load into this area.

Step 2: Where to Place the Code

You can place this code:

On a specific page (e.g., yourdomain.com/portal)

Inside any content editor that supports raw HTML (WordPress, Wix, Squarespace, etc.)

In your website’s HTML templates (if you have developer access)

We recommend placing it where you want the portal to appear (not in the <head>).

Step 3: Portal Loading and Behavior

✅ The portal will automatically load inside the container.
✅ A loading spinner will show while it connects.
✅ The portal will automatically resize to fit its content — no scrollbars!
✅ If the portal cannot load (due to network issues), a friendly error message will appear.

Optional Customizations

You can also:

Change the container's size by adjusting the surrounding <div> styles (CSS)

Add margin or padding if you want extra space around the portal

Contact us if you want a custom theme or branded portal appearance

Troubleshooting

If you do not see the portal:

Confirm that the data-practicepass attribute matches your Practice Pass exactly.

Make sure you included the <div> with the correct id.

Check for typos in the script tag or div id.

Still need help?
? Contact our support team at support@naturaesoft.com — we’re happy to assist!