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MenoTime: Provider Onboarding

Watch the walkthrough video below, then follow the step-by-step guide to get your account set up and your first patients enrolled.

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 Patients​

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

Using the MenoTime Portal​

Dashboard Overview​

You're now on the Dashboard — your command center for the day. The four summary cards at the top show:

  • Total Patients — everyone registered in your portal
  • MenoTime Reports Run — completed AI-powered assessments
  • Ready for MenoTime — patients with labs in and questionnaire done, ready for a report
  • Incomplete — patients still missing labs or intake data

The rotating banner below highlights relevant clinical research curated for your patient population. The patient table lets you quickly see status, filter by category, and take action.

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, 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.

Add Patient​

Click + Add Patient to begin the two-step enrollment process. Step 1 collects the patient's basic information and Step 2 sends them an intake questionnaire link. You'll need to fill in:

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

Filling in Patient Details​

Fill in the patient's information. The email you enter is where the intake questionnaire link will be sent — make sure it's the patient's own email, not the clinic's.

The Patient ID field is required and should match your clinic's internal record system. If you click Next without it, the form will show a validation error.

Completing the Form​

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

Saving & Sending the Intake Form​

MenoTime generates a pre-written email template with a unique, secure intake link for the patient. 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

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.

Intake Form Email Template​

The email modal includes the patient's personalized intake link and instructions to complete their health questionnaire (5–10 minutes). Copy the template or the link and send it via your clinic's email client.

Patient Added to Your List​

Back on the Patient List, the new patient appears with an Incomplete status. This means they've been added but haven't 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'll appear in the Ready for MenoTime queue.

Templates — Reusable Intake Links​

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 for patients who haven't 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. It expires periodically and can be regenerated.

Patient Profile & MenoTime Report​

Clicking a patient's name 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'll 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 & Notes section at the bottom lets you schedule a follow-up and add private physician notes that stay attached to this report.

Dashboard — Updated View​

After adding a patient, the Dashboard reflects the change: Total Patients and Incomplete counts update 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 core workflow: add a patient → send intake → labs come in → run the MenoTime report → review and follow up.