Care Portal Overview
Overview of the Care Portal workspace, including navigation, core workflows, and key sections.
The Care Portal is the primary workspace for care team members in Welkin. It's where providers, care coordinators, and clinical staff manage patients, document clinical interactions, communicate, and track workflows — all in one place.
Navigation
Top bar (available everywhere in Care):
Magnifying glass
Patient search — find by name, email, or phone
Bell
Notifications — system activity, task reminders, alerts
Question mark
Help
Shield/key
Switch to Admin portal
Notepad/pencil
Switch to Designer
User initials
Profile settings, role switching, log out
Left sidebar provides access to the main sections described below.
Home
The Home screen gives each care team member a personalized dashboard with upcoming encounters, tasks due today, recent patient activity, and quick-access widgets. Organizations can customize which widgets appear on the home screen.
→ Home Page Features & Functionality · New Homepage
Patients
The Patients section (also called My Patients) is where care team members find, create, and manage patient records. From here you can search for patients, create new records, view patient lists, and perform bulk actions.
Each patient has a Patient Profile — a full record containing demographics, care team assignments, program enrollment, encounters, assessments, documents, goals, tasks, and communication history.
→ Patients · Patient Profile · Patient Programs & Phases · Patient Care Teams
Calendar & Scheduling
The Calendar shows scheduled encounters across the care team. Care team members can view their own schedule or others', create and manage appointments, and set working hours and availability.
→ Calendar · Working Hours & Availability
Encounters
Encounters represent clinical interactions between a care team member and a patient — a scheduled visit, a telehealth call, a phone check-in, or any structured interaction that generates a clinical record. Each encounter has a status (Scheduled, In Progress, Completed, Cancelled), associated assessments, notes, and a finalization workflow.
For full details on encounter statuses, workflows, and draft mode, see the dedicated pages below.
→ Encounters Overview · Encounters · Create, Modify, Complete · Draft Mode & Finalizing Notes
Tasks
Tasks are action items assigned to care team members, linked to a specific patient. They support clinical workflows by tracking things that need to be done — follow-up calls, form completions, approvals, or any ad-hoc action item. Tasks have statuses, due dates, assignees, and priority levels, and can be created manually or triggered automatically by workflows.
→ Tasks
Forms & Assessments
Care team members complete structured forms and assessments during or between encounters. Assessment results can feed into charts, trigger automations, and update goals. Forms are configured in Designer.
→ Creating Forms and Assessments · Charts and Graphs
Documents
The Documents section allows care teams to upload, organize, and review patient documents — clinical files, signed forms, lab results, and more. Data views provide structured visibility into document collections.
→ Document Management · Upload Documents · Data Views
Communication
The Communication Center is the hub for all patient messaging. Care teams can send and receive SMS, email, in-app chat, and make calls — all tied to the patient record. Shared inboxes, message templates, and unrecognized communication handling are also available here.
→ Communication Center · Inbox · SMS · Email · Calls · Chat
Goals
Goals allow care teams to set measurable clinical or behavioral objectives for patients and track progress over time. Goals can be linked to assessment scores for automatic progress updates.
→ Goals
Billing
The Billing section supports patient payment collection, invoice management, and recurring subscriptions — powered by Stripe. Billing managers can view invoices and subscriptions across all patients from a central billing tab.
Reports & Insights
Reports and Insights give care teams and managers visibility into patient outcomes, encounter volumes, task completion rates, and other operational metrics.
→ Insights
Notifications
Welkin sends in-app and email notifications for upcoming encounters, task due dates, new patient messages, and automation-triggered events. Notification preferences are managed in your user profile.
→ Notifications & Alerts · User Profile
Roles & Access
What each user sees in the Care Portal depends on their role. Roles control which sections, patients, and actions are accessible. Roles are configured in Admin and assigned per user.
→ Roles · How to Create and Configure Roles · Logging into Care
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