How to Invite a Patient to the Patient Portal

Dernière mise à jour Aug 20, 2026

This article explains how to invite patient portal access for an existing patient record in Medximity/Digital Patient Chart, how to resend an invitation, and how to troubleshoot common delivery issues.

Quick answer: Open the patient record, confirm the patient’s email address or mobile number, go to the portal invitation area, choose email, text, or manual invite, then send the invitation. After sending, check the invitation status to confirm whether it was sent, pending, expired, or accepted.

Before You Invite a Patient

Before sending a portal invitation, confirm that the patient record is ready. This helps prevent a patient portal invite not received issue caused by incorrect or incomplete information.

Open the patient’s profile in Medximity/Digital Patient Chart.
Confirm the patient’s full name and date of birth are correct.
Verify the patient’s preferred email address and mobile phone number.
Confirm the patient has permission to receive messages at the selected email or phone number.
Check whether the patient already has portal access before sending a new invitation.
Make sure your staff role allows you to send portal invitations.

For new patients, create or complete the patient record first. See How to Add a New Patient Record Manually in Medximity EHR for related setup guidance.

How to Invite a Patient to the Patient Portal

Use these manual patient portal invite instructions when a patient needs access for forms, care communication, records, intake details, or rehabilitation documentation.

Log in to your Medximity/Digital Patient Chart account.
Go to Patients.
Search for and open the patient record.
Review the patient’s contact information.
Select the Patient Portal, Portal Access, or Invite to Portal option.
Choose the invitation method: email, text message, or manual invite, if available for your account.
Review the destination email address or phone number.
Select Send Invitation.
Confirm that the invitation status updates to sent or pending.

If your practice uses the portal for chiropractic, physical therapy, rehabilitation, or personal-injury documentation workflows, invite the patient as early as appropriate so they can complete forms, review shared information, or communicate with the practice through the correct channel.

Choosing an Email, Text, or Manual Invitation Method

The best patient portal invitation method depends on the patient’s preferences and the contact information your practice has verified.

Email vs text patient portal invite

Email invite: Best when the patient regularly uses email and needs to complete forms from a computer or tablet.
Text invite: Best when the patient prefers mobile access or may miss email messages.
Manual invite: Best when staff need to provide instructions in person, over the phone, or through a printed workflow supported by your practice.

Patient portal text invite setup

Confirm that the patient’s mobile number is accurate.
Confirm the patient is comfortable receiving a portal link by text.
Select the text message option in the portal invitation area.
Send the invite and verify the status.

If the text option is not visible, your account may not have text invitations enabled, or your staff role may not include access to that feature.

What the Patient Receives After You Send the Invite

After the invitation is sent, the patient typically receives a message with a secure link to set up or access the patient portal. The message may ask the patient to confirm identifying information, create login credentials, or follow prompts to complete portal registration.

Patients can use the portal for supported activities such as sending messages, reviewing shared documents, completing intake items, or communicating with the practice. For patient-facing instructions, share How to Message Your Provider Through the Patient Portal.

For privacy, staff should avoid sending portal invitations to shared or unverified contact details unless your practice has confirmed that the patient has authorized that contact method.

How to Confirm Whether a Portal Invitation Was Sent or Accepted

Use the invitation status area to check whether the invite was delivered, is still pending, expired, or accepted. The exact wording may vary by account settings.

Open the patient record.
Go to the Patient Portal or Portal Access section.
Review the latest invitation status.
Check the date and method of the most recent invitation.
If the patient portal invitation status accepted appears, the patient has completed the portal access step.
If the status is pending, ask the patient to check the original message before sending a duplicate invite.

If your team documents patient communications in the chart, record relevant portal invitation follow-up according to your practice’s internal workflow.

How to Resend a Patient Portal Invitation

If the patient cannot find the first message, you can resend patient portal invitation email access after confirming the contact information.

Open the patient record.
Confirm the email address or mobile number is correct.
Update the contact information if needed.
Go to the portal invitation section.
Select Resend Invitation or send a new invitation.
Choose email or text based on the patient’s preferred method.
Ask the patient to check their inbox, spam folder, promotions tab, or text messages.
Confirm the status after resending.

Avoid repeatedly sending invitations without checking the destination address first. Multiple messages can confuse patients and may make it harder for staff to know which link the patient is using.

Troubleshooting Common Patient Portal Invite Issues

Use this section to fix patient portal invitation problems before contacting support.

Patient portal invite not received

Verify the email address or mobile number in the patient record.
Ask the patient whether they use a different preferred email or phone number.
Have the patient check spam, junk, promotions, and blocked sender folders.
If sent by text, confirm the mobile number can receive SMS messages.
Resend the invitation after correcting any contact information.

Is it normal to miss portal email?

Yes, it can happen. Portal emails may be filtered into spam or promotions folders, especially if the patient has not received messages from your practice before. If the patient often misses email, a text invite may be easier.

Incorrect email address or outdated phone number

Edit the patient contact information in the profile.
Save the updated record.
Send a new portal invitation.
Confirm the new invitation status.

Expired invitation link

If a patient says the link no longer works, resend the invitation from the patient record. Ask the patient to use the newest message and ignore older links.

Patient already accepted the invite but cannot log in

If the invitation shows accepted, the issue may be related to login credentials rather than the invite itself. Ask the patient to use the portal login or password reset option if available, or contact your practice for next steps.

Staff Permissions and Privacy Considerations

Not every staff member may be able to send portal invitations. Access depends on your organization’s user roles and account configuration.

Confirm that the staff user is logged into the correct practice location or account.
Check whether the user role includes patient management or portal invitation permissions.
If the invite button is missing, ask an administrator to review the user’s permissions.
Only send invitations to contact information that has been verified with the patient or authorized representative.
Do not include unnecessary clinical, billing, or personal details in non-secure invitation notes or messages.

For practices handling personal-injury documentation, keep portal access workflows separate from legal advice. The portal may help organize communication and records, but staff should follow office policy and avoid discussing legal strategy or case outcomes.

Common Questions About Patient Portal Invitations

How long does portal invite take?

Most invitations are sent shortly after staff select the send button, but delivery can depend on email filtering, mobile carrier delays, and the patient’s inbox settings. If the patient does not see the invite after a few minutes, have them check spam or junk folders before resending.

Can I send both an email and text invite?

If your account supports both methods, you may be able to send both. Confirm the patient’s preferred contact method first to avoid confusion.

What does accepted mean?

An accepted status generally means the patient completed the invitation process and created or accessed their portal account. If they still cannot log in, treat it as a login issue rather than a pending invitation.

Should I invite every patient?

Follow your practice policy. Many clinics use portal access for intake, messages, forms, and care documentation. The timing may vary for chiropractic, physical therapy, rehabilitation, and other patient workflows.

Can a patient share an invitation link with someone else?

Patients should not share portal invitation links. If an authorized caregiver or representative needs access, follow your practice’s approved process for representative access.

Related DigitalPatientChart Help Resources

These Medximity resources may help your team and patients use the portal more effectively:

If you are searching for patient portal help near me, start with your Medximity support resources or your practice administrator. They can confirm your account settings, staff permissions, and available invitation methods.

Still Need Help?

If the patient still cannot receive or accept the invitation, contact Medximity support with the patient record ID, invitation method used, approximate send time, and the status shown in the portal invitation area. Do not send sensitive patient details through unsecured channels.

This article is for educational purposes only and is not a substitute for professional medical advice, diagnosis, or treatment. Always consult a qualified healthcare provider about your specific condition. If you may be experiencing a medical emergency, call 911 or seek emergency care immediately.