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MenoTime: Office Admin Onboarding

Watch the walkthrough video below, then follow the step-by-step guide to get your account set up and your clinic fully operational.

Invitation​

Email Invitation​

You will receive an email invitation to register for the MenoTime portal. Click the link in the email to open the registration form. The form validates your role and clinic name.

Note: The email address used in your invitation cannot be changed at account sign-up.

Setting Your Password​

Your password must meet the following requirements:

  • At least 12 characters
  • At least one uppercase letter
  • At least one number
  • At least one special character (e.g. !, &, $)

Email Confirmation​

A confirmation code will be sent to your registration email. Enter that code to verify your email address.

Multi-Factor Authentication (MFA)​

After email confirmation, you will be prompted to set up multi-factor authentication (MFA). You only need to do this once.

Use any authenticator app — Google Authenticator, Authy, or Duo are recommended. If you don't have one installed on your phone, please download one before proceeding.

Once MFA is configured, you'll be redirected to the onboarding workflow.

Onboarding Workflow​

Welcome Page​

After logging in for the first time, you'll be guided through a brief welcome flow.

Add Your Providers​

The onboarding workflow will walk you through adding your first provider to the clinic portal.

Using the MenoTime Portal​

Sign In​

Navigate to your clinic's MenoTime portal and enter your clinic email address and password, then click Sign In. Each provider and staff member has their own account tied to your clinic's portal.

Two-Factor Authentication​

MenoTime uses two-factor authentication (2FA) to protect patient data. Open your authenticator app, retrieve the 6-digit code, enter it in the Authentication Code field, and click Verify Code.

You will be prompted for a 2FA code each time you log in from a new device or session. This extra step keeps your HIPAA-protected patient records secure.

Dashboard Overview​

After logging in, you'll land on the Dashboard — your at-a-glance command center. The four summary cards show:

  • Total Patients — everyone registered in your portal
  • MenoTime Reports Run — completed AI-powered assessments
  • Ready for MenoTime — patients whose labs and questionnaire are complete
  • Incomplete — patients still missing labs or intake data

The rotating banner highlights relevant clinical research. The patient table below lets you filter by status and take action directly from the list.

Patient List​

Click Patient List in the left sidebar to see all your patients in one place. Each row shows the patient's name, current status (MenoTime Run or Incomplete), date of birth, email address, phone number, and preferred contact method. Use the Search bar to find a patient by name. The + Add Patient button in the top right is how you enroll a new patient.

Adding a Patient​

Click + Add Patient to begin the two-step enrollment process. You'll need to fill in:

  • Patient ID — your internal identifier from your EHR/EMR
  • First and Last Name
  • Date of Birth
  • Email address
  • Phone Number
  • Preferred mode of communication (Email or SMS)

Fill in the fields in order: Patient ID, First Name, Last Name, then Date of Birth. The form will flag any missing required fields before letting you proceed.

Enter the patient's personal email address — this is where the intake questionnaire link will be sent. Make sure it is the patient's own email, not the clinic's.

Patient ID and Form Validation​

The Patient ID field is required. If you click Next without it, the form will display a "Patient ID is required" validation error. The Patient ID should match your clinic's internal record system so every MenoTime patient can be matched back to your records.

Once all required fields are complete, click Next. The patient record saves automatically — you'll see "Saving…" appear on the button while it processes — then MenoTime advances to Step 2: Send Intake Form.

Sending the Intake Form​

After saving, MenoTime generates a ready-to-send email for your patient that includes a personalized intake link and instructions to complete their health questionnaire (5–10 minutes). You have two options:

  • Copy Template — copies the full email text to paste into your own email client
  • Copy Link — copies just the intake URL to share via your preferred method

MenoTime does not send the email automatically. You paste the template into your clinic's email system so all communication remains under your clinic's sender address.

Patient Added to Your List​

Back on the Patient List, the new patient now appears with an Incomplete status. This means they have been enrolled but have not yet completed their intake questionnaire or had labs submitted. Once their intake is done and labs are in, their status will update automatically and they will appear in the Ready for MenoTime queue.

Templates​

The Templates section (left sidebar) is where you manage reusable email templates for your whole practice. Three template types are available:

  • Intake Questionnaire — the self-report form link sent before a MenoTime assessment
  • Report Sharing — for sharing completed MenoTime reports with patients
  • Nudge Reminder — a follow-up message for patients who have not completed their intake

The Provider Intake Link is a single reusable link for all patients — useful for posting in your patient portal or new patient paperwork. This link expires periodically and can be regenerated using the Regenerate Link button.

Patient Profile and MenoTime Report​

Clicking a patient's name from the Patient List takes you to their individual profile. The page loads their full clinical record, questionnaire responses, lab values, and any generated MenoTime report.

Inside the report, you will find evidence-based recommendations tailored to their specific hormone and metabolic profile. Each recommendation — whether a nutraceutical, lifestyle change, or medication — is backed by cited clinical literature that you can review directly in the portal.

The Retesting Date and Notes section lets you schedule a follow-up and add private physician notes that stay attached to the report.

Dashboard Summary View​

After adding a patient, the Dashboard reflects the change: Total Patients increases and Incomplete updates accordingly.

  • Patients with completed reports show a View Report button
  • Patients still missing data show a Send Intake button so you can resend the questionnaire in one click
  • The Labs Needed filter highlights patients who still require lab orders

The core admin workflow: add a patient → send intake → labs come in → run the MenoTime report → review and follow up.