Patient Portal Guide

The Ceveta patient portal is a secure, web-based area where your patients can view documents and invoices that you have shared with them. It sits on a dedicated subdomain of your Ceveta account and requires no app download or software installation — patients simply open a link in their browser.

For private healthcare practices, a patient portal addresses several important needs. Patients increasingly expect digital access to their health information. Rather than printing letters, posting invoices, or sending sensitive files over email, the portal provides a single, secure location for everything. This reduces administrative overhead, speeds up communication, and gives patients confidence that their data is handled professionally.

The portal is entirely optional. You can continue to share documents manually if you prefer. However, once enabled, it becomes a powerful channel for delivering a modern patient experience that reflects well on your practice.

The patient portal is managed at the organisation level. To enable it, navigate to Settings → Organisation → Patient Portal in your Ceveta dashboard. You will see a toggle to activate the portal for your organisation.

Once enabled, Ceveta generates a unique portal URL for your organisation. This is the address your patients will visit to access their shared documents and invoices. You can include this URL in your email footers, appointment confirmation messages, or on your practice website.

After activation, you can start sharing documents and invoices immediately. Patients will receive magic link emails when there is something new for them to view.

Ceveta uses magic link authentication for patient portal access. This means patients never need to create a password, remember credentials, or go through a traditional registration flow. Instead, they verify their identity through their email inbox.

Here is how the process works:

1. A patient visits your portal URL and enters the email address your practice has on file for them.
2. Ceveta sends a one-time authentication link to that email address. The link is valid for a limited time and can only be used once.
3. The patient clicks the link in their email, which automatically signs them in and takes them directly to their portal dashboard.
4. Their session remains active for a reasonable period, so they do not need to re-authenticate every time they navigate between pages.

This approach is both more secure and more convenient than password-based authentication. Patients cannot choose weak passwords, there is no risk of password reuse across services, and there is nothing for them to forget. The email address serves as both the identifier and the verification channel.

Any document you create in Ceveta — whether it is a clinic letter, a referral, a prescription, or a report — can be shared to the patient portal with a single click.

When viewing a document in the document editor, you will see a Share to Portal button. Clicking this marks the document as portal-visible and, optionally, sends the patient an email notification letting them know a new document is available.

Shared documents appear in the patient's portal dashboard in a clear, chronological list. Each document shows the title, the date it was shared, and the clinician who authored it. Patients can view documents directly in the browser or download them as PDF files.

Revoking access

If you need to remove a document from the portal, navigate to the document and toggle off portal sharing. The document will immediately become inaccessible to the patient. This is useful if a document was shared in error or has been superseded by an updated version.

In addition to clinical documents, you can share invoices directly through the patient portal. This is particularly useful for self-pay patients who need to review charges, make payments, or download invoices for their records or insurance claims.

When you create or finalise an invoice in Ceveta, you have the option to publish it to the portal. Published invoices appear in a dedicated Invoices section of the patient's portal view, separate from clinical documents for clarity.

Each invoice displays the invoice number, date, itemised charges, and total amount. If you have Stripe payments configured, patients can pay outstanding invoices directly from the portal using a secure checkout flow. Paid invoices are automatically marked as settled, saving your team the administrative work of reconciling payments manually.

Patients can also download invoices as PDF files for their own records or to submit to their insurer.

The patient portal should feel like an extension of your practice, not a third-party application. Ceveta allows you to customise the portal with your organisation's branding so that patients see a familiar and professional interface.

From Settings → Organisation → Branding, you can configure:

• Practice logo — displayed in the portal header and on magic link emails.
• Practice name — shown prominently throughout the portal.
• Accent colour — applied to buttons, links, and other interactive elements to match your visual identity.
• Contact details — your practice phone number, email, and address are shown in the portal footer so patients can easily reach you.

These branding settings also carry through to the email notifications sent to patients, ensuring a consistent experience from inbox to portal.

Understanding what your patients see helps you support them effectively. Here is a step-by-step walkthrough of the patient experience.

The portal is fully responsive and works equally well on desktop, tablet, and mobile devices. Patients do not need to install anything — it runs entirely in the browser.

Patient data security is paramount, especially when dealing with sensitive health information. The Ceveta patient portal is built with several layers of protection.

You retain full control over what is shared. Revoking a document or invoice from the portal removes it instantly. No patient data is cached on the client side beyond the active session.

For practices handling particularly sensitive information, the portal's passwordless model is an advantage: there are no stored credentials that could be compromised in a breach, and no passwords for patients to inadvertently share.

Enabling the portal is only half the story. To get real value from it, your patients need to know it exists and feel comfortable using it. Here are practical tips for driving adoption.