Hospital Web Portal Account Management
- Cathy Allison
This page was originally created for VetView 3.1. It has been updated to reflect changes in VetView 4.0 and later on 4-16-2025.
Web Portal Account Management
The VetView Portal allows external vendor access to VetView. The Portals are a separate installation from the main application, allowing you to have them on a different server that is linked to the external networks through your organization's firewall. Multiple portals can be installed on a as single Tomcat server. The portals then use the VetView API and a token key to communication to the main VetView application.
Online portal client access is managed in VetView using the Web Portal Account Management screen. This screen is found under Navigation, in main Hospital Screens.
If you do not see Web Portal Account management as the final option under Hospital Screens, then you may be missing the appropriate privileges.
Portal User Management Privileges |
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The privileges for the Web Portal Account Management screen are all found under the Portal User Management heading in the Role Management Screen. Hospital and Labs have separate access privileges, but share privileges for client creation and modification once access is granted.  Portal User Rights |
Portal User Account Setup
There are two ways users can gain access to the portal.
Users can register for Portal access on the portal website, and then request access to a specific Lab or to your Hospital. This registration process does not give the client immediate access to the portal; lab or hospital client coordinators or other staff must authorize the requested account to complete the process.
User access can be setup manually using the Web Portal Account Management section in the main VetView software, or linked to an email address on the Client Setup page
1. Provision Requested Accounts via the Web Portal Account Management screen
Search for New Requests Only in the Web Portal Account Search window at the top of the screen. Enter in the username or email address that the client informed you that they used for registration. You can also search for only recently created accounts by setting the Created Start and Created End date.
A list of newly requested accounts from the Hospital portal will appear in the Search Results.
Click on the Username of the account you want to activate. The Portal User Management screen will load for that username. The Account Created date stamp will show it was generated by the Portal API. The client’s name, business name, email address, and phone number (if entered) will automatically pass in.
The registration information passed in from the portal will appear in the Notes section of this page.
To provision the account, you can change the following settings:
Set the account to Active Status:
The account can be set as inactive, expired, or locked at any time. You can also force the user to change their password with Password Expired, if there is a security incident at your organization.
If the client registered with an email address that is already in the system, you will see it in the panel that says “Possible Hospital Client Accounts, Matched by Email.” Click on the Link Accounts button to automatically provision this account.
If the email address is shared among many people at a clinic, you will see multiple internal Hospital accounts that can be linked. In this example, all the DVMs at a clinic use the clinic’s email address for their VetView account, and all can be linked to a single portal account.
If there is no automatic match because a different email address was used, you can select the local Hospital Client account that should be linked to this user's Web Portal account. Click on the Add button to open the client lookup window.
Click on the Save button to add the user account to the Linked Hospital Client Accounts list. For a web portal account that will be shared across a clinic with multiple RDVMs, you can add multiple clients.
The Search Filters button will display choices of client role, client type, or allow you to search by a patient’s case number.
Click on the Save button at the top of the screen to apply the changes.
2. Manually add a new account on the Web Portal Account Management Screen
If you are working with a new Lab or Hospital client in person, or you have all the account information needed to set up the web portal account ahead of time, you can manually create a new account by clicking on the New Account button at the top of the Search Results window.
A blank Portal User Management screen will open. Manually enter in your client's desired username, business name (for RDVMs and Clinics), the first name and last name of the main contact, the email address that will be associated with the account, and a phone number. You can also enter any other important information for this client in the Notes, such as alternate contacts who will have access to the account.
Click on the Save button to apply the changes.
The screen will reload, and you can create a password for the client under the Change Password setting, and link their lab or hospital accounts.
3. Link Client Accounts Automatically on the Client Details screen
If you are on the Client Details screen in either Labs or Hospital, and your client has an email address saved under the Contact Info, you can automatically create a Web Portal Account using the information as it is stored in client details.
Once you have clicked on the Create Portal Account button, the screen will reload, and you have the option of sending a password reset notice or a welcome email from this screen.
Any other details, or linking to additional Hospital or Lab accounts, will need to be performed under the Web Portal Account Management Screen instead.
Link Laboratory Client Accounts
On the Web Portal Account Management screen, if you have any potential matches to existing Lab Client accounts based on the email address, then a button called Lab Information will appear at the top of the screen as a link.
You must have the Access Labs Portal User Rights privileges to be able to view the Lab account settings for this client.
Please see Lab Web Portal Account Management for details about setting up Lab Portal accounts.
Edit or Delete a Linked Hospital Client Account
Portal accounts can be modified or removed without changing the underlying Client Account in the main VetView application. Deleting the link does NOT delete the hospital account or the portal account - it simply severs the link, and the data for each remains intact. They can be rejoined at any time.
To remove a linked account, select the account from the list and click on the Delete button.
To edit a client account, if the wrong client account was selected, click on the Edit button and search for the correct client account. (You may also delete and re-add as another method of fixing this.)
Other Portal Management Options
These options are universal for both Labs and Hospital.
Login as User
Use this feature to automatically launch the client's portal account in another window. This feature is useful for verifying what the client can see on their Portal screen. This feature is only available on active accounts with at least one hospital or lab client account linked.
Change Passwords
You can perform a manual password reset for your client if they are having trouble resetting it via the web portal.
Account Status
You can adjust the status of the account with these settings.
Active Flag: This account is active, and the user may log into the web portal as normal. If a client will no longer be doing business with your lab or hospital, this may be deactivated.
Locked: The account is active, but is locked. Use this option to force the user to contact your Lab or Hospital.
Expired: The account is active, but expired. Use this option to temporarily disable an account.
Password Expired: The account is active, but the password has been set to expired. The client must reset their password to access the account.
Expire Date: The account is active now, but will switch to Expired on the date listed. This option may be useful for temp workers, interns, students, or other seasonal workers who may not be associated with large client accounts for a longer duration of time.