Running your TestedClear partner portal

1. Onboarding

Step 1 — Apply

Submit the partner application at /clinic/onboarding, or email clinics@testedclear.comif you'd rather have a conversation first. We review every application manually — typically within 1–3 business days.

Step 2 — BAA signature

Once approved, you receive a Business Associate Agreement to sign via Dropbox Sign. Standard HIPAA BAA, takes about 5 minutes. Required because TestedClear processes Protected Health Information on your behalf.

Step 3 — 30-day pilot

After the BAA is signed, you're in a 30-day pilot. During the pilot:

• Your clinic appears in /clinics with a "New partner" badge
• All booking referral fees ($20/visit) are waived
• You have full portal access — issuance, bookings, calendar, team, settings

The pilot is your no-pressure period to learn the portal, refer your existing patients to it, and decide whether the partnership is worth it before any money changes hands.

Step 4 — Active billing

After the pilot, you transition to active billing:

• $199/month subscription
• $20/booking referral fee for each TestedClear-referred patient (not for your existing patients you've invited to use the platform)
• Charged via Stripe

You can cancel any time from Settings → Billing in the portal. Cancellation takes effect at the end of the current billing period.

2. Daily portal use

The portal lives at /clinic/portal. Tabs along the left:

Overview.At-a-glance dashboard: today's bookings, this week's pacing, pending patient verifications, overdue retests.

Patients.Searchable list of every patient who's booked with you or had a credential issued by you. Filter by status, search by phone or email.

Overdue. Every patient whose recommended retest date has passed, with how many days overdue. Use this for re-engagement outreach.

Bookings. Chronological list with status filters (confirmed, completed, cancelled, no-show) and date buckets (Today, Tomorrow, This week, Later, Past).

Calendar. Week view of upcoming appointments. Visual alternative to the Bookings list.

Hours.Set or change your operating hours. Validates open < close per day.

Issue Badge. Manually issue a verified badge to a patient who tested with you outside a TestedClear booking — for example, a walk-in.

Activity. Audit log of every action your team has taken. See section 8.

Team (Enterprise only). Invite staff, change roles, soft-remove or restore members. See section 9.

Help. Interactive walkthroughs, FAQs, and your onboarding checklist. Lightweight version of this guide, available without leaving the portal.

Settings. Profile info, calendar subscription URL, billing, and notification preferences.

3. Marking bookings complete

End-to-end flow when a TestedClear-referred patient comes in:

1. Patient books on your clinic page. They go to testedclear.com/book/your-slug, pick an open slot, and confirm. The appointment shows up in your Bookings tab as "Confirmed."
2. You see it in Bookings and Calendar. Use Calendar for a visual week view, or Bookings for a chronological list. The Overview page also shows the next 5 upcoming appointments.
3. Patient arrives, you run the panel. No action needed in TestedClear during the visit itself — handle the test through your normal clinic workflow.
4. Click Mark Complete. When the visit is done, click the green "Mark Complete" button on the booking. This logs the appointment as completed and prepares it for badge issuance.
5. Issue the badge when results are in. Once the lab results come back, click "+ Issue Badge" and complete the form (next section).

4. Issuing verified badges

The Issue Badge button is in the top toolbar of every tab and on the Overview page. The flow:

1. Click "+ Issue Badge."
2. Enter the patient's phone number. This is how the patient signs in to claim their badge. If they don't already have an account, one is created automatically when you submit the form.
3. Select the panel and tested date. Pick the panel that was run (Full STI Panel, HIV Only, etc.) and confirm the date the test was administered.
4. Set each result line. Negative / Non-reactive / Not Detected as appropriate.
5. Submit. The badge is created instantly. The patient gets a sign-in link to view and share their verified credential. You can find it in the Patients tab afterward.

5. Following up with overdue patients

The Overdue tabshows every patient whose recommended retest date has passed, with how many days they're overdue. To re-engage:

1. Open the Overdue tab.
2. Click "Send booking link." This opens your clinic's booking page. Copy the URL and send it to the patient through your preferred channel — text, email, or in-app message.
3. They book, you complete, you re-issue. When they come in for a retest, the appointment goes through the normal flow. After issuing the new badge, they're no longer overdue.

6. Calendar sync

You can subscribe to your TestedClear bookings from any calendar app via iCal:

1. Open the Settings tab and find "Calendar integration." You'll see a unique subscription URL with your clinic's token. Copy it.
2. Add the URL to your calendar app.
   • Google Calendar: Other calendars → From URL
   • Apple Calendar: File → New Calendar Subscription
   • Outlook: Add calendar → From internet
3. Done. New bookings show up automatically within 5–15 minutes (depending on your calendar app's refresh rate).

7. Priority bookings (premium patients)

TestedClear premium members ($4.99/month) get a small priority signal on their bookings: a 4px green left-border accent on the Bookings tab and Overview, plus a ★ PRIORITY badge next to the status pill.

The peripheral-vision border is intentional — you can spot priority bookings while scrolling without reading each row. There's no extra paperwork, no different panel, no special handling. Priority is purely about the order you process the queue when there's a backlog.

8. Activity tab and audit trail

Every action your team takes is logged automatically: badge issuance, booking completion, credential revocation, role changes, link sharing. Each row shows the actor, action, resource, and timestamp.

Resource filter.On the Patients or Bookings tab, click "Activity" on any row to see only actions involving that specific record. Useful for "who issued this badge and when," "did anyone access this credential after issuance," or "who cancelled this booking."

Audit data is permanent.Activity rows are immutable — they don't get edited or deleted, even if the underlying credential is revoked. This is how TestedClear meets the audit-trail requirement under most state STI testing regulations and HIPAA documentation rules.

Export for compliance reports. For external audits, contact clinics@testedclear.com to request a full export for any date range. Self-serve export is on the roadmap.

9. Team management

Multi-staff team management is an Enterprise-tier feature. Clinic admins can invite staff, change roles, and soft-remove or restore members from Portal → Team.

Roles:

• Admin — full access, including billing and team management
• Staff — booking management and badge issuance, no billing or team access

Invites expire in 7 days. Staff can be removed (soft-delete preserves audit history) and restored later if they return.

10. Where to share your booking link

Your TestedClear booking link is at testedclear.com/book/your-slug. Places we've seen drive the most patient signups:

Instagram and Facebook bio.Most patients discover clinics on social. A link in your bio captures intent right when they're thinking about it.

Your website's "Book appointment" button. Replace any existing booking flow with your TestedClear link — it removes friction and gives you the analytics in your portal.

Email signature. Every email you send becomes a soft prompt to book.

Patient discharge handouts.Print the URL on the after-visit summary or a small card. "Need a retest? Scan this."

Google Business Profile.Add the booking URL as your appointment link. Patients searching for your clinic on Google Maps see "Book online" directly.

11. Common issues

A patient can't access their badge after I issued it

Open the Patients tab, search by their phone number, and verify the number on file matches the one they're signing in with. Typos at issuance are the most common cause. If the number is right but the patient still can't access, ask them to check spam for the sign-in link, or reset their PIN at /reset-pin.

I marked a booking complete by mistake

Click the booking row to expand it, then click "Revert to Confirmed." Visible in the Activity tab as a reversal. If the booking was already followed by badge issuance, contact clinics@testedclear.com for a credential revoke.

Calendar sync isn't showing new bookings

iCal subscriptions refresh based on the calendar app's polling rate, usually 5–15 minutes. If you're past 30 minutes with no update, copy a fresh URL from Settings → Calendar integration and re-subscribe.

I need to add a second clinic location

Email clinics@testedclear.com. Multi-location organizations are managed at the org level — we'll set up the second location linked to your existing org account.

I want to cancel my account

Settings → Billing → Cancel subscription. Cancellation takes effect at the end of the current billing period; your portal stays accessible until then. Any active credentials issued by your clinic remain valid — they're tied to the patient, not the issuer's active subscription.