Deep Dive: Invite a Patient to Osmind

Last updated: June 8, 2026

Osmind lets you invite patients to join your secure patient portal, where they can view documents, messages, invoices, upcoming appointments, and more. Sending an invitation is a simple way to give patients access to their information and streamline communications.

This article walks through the process of enabling patients to work with you via Osmind. Patients can access their Osmind Patient Portal at https://patients.care.osmind.org from a web browser, or via the mobile app (iOS/Android). Patients will use their own email and password to log in.

Why Invite a Patient to Osmind

Inviting a patient to your Osmind portal enables them to:

  • View and manage upcoming appointments

  • Receive and respond to secure messages

  • Access invoices, superbills, or shared documents

  • Complete intake forms or administrative tasks

  • Update their contact information

Adding a new patient to Osmind

There are a few ways patients get added to your Osmind account:

  • You can manually add a patient.

  • A patient can be added automatically when they purchase a package or book an appointment for the first time.

  • If a patient is added through package purchase or appointment booking, you’ll receive an email notification.

Manually add a patient (most direct method)

  1. Navigate to the Patients tab on your provider dashboard.

  2. Click the blue Add Patient button.

  3. Enter the patient’s details. You can collect missing info later and update their profile, but you must enter an email if you want the patient to:

    • receive the invitation email,

    • receive email appointment reminders,

    • access your Intake Flow (electronic paperwork).

  4. If you’re part of a multi-provider organization, select the Primary Provider. Every patient must be assigned to a provider (and optionally to a Care Team).

When you add a patient, they receive an invitation email prompting them to create a password to log into the Osmind Patient Portal.

Important: Invitation email links expire when the patient creates a password, and prior links also expire when a new invite is sent.

Choose whether to send the invite email immediately

When adding a patient, you can select whether Osmind should send the invite right away:

Send invite email (default)

Do not send invite email

If you don’t want the invitation to go out immediately, select the option not to send it (you can invite later).

Invite timing note (expires in 4 days)

Also note: because this invite can be sent automatically as part of the add flow, there isn’t a way to “undo” sending it after the fact—so use the “do not send” option when needed.

Send an “invite link” to a patient

Instead of manually adding a patient, you can provide them with your unique invite link. When a patient uses the invite link, they’ll be taken to a page to set up a password and complete any intake forms you’ve associated with their group.

To generate and share the invite link:

  1. Go to Patients → click Add Patient

  2. Click the Share Invite Link tab

  3. Choose the patient group you want this patient placed into

  4. Copy the link using the copy icon

Invite links are valid for 4 days from when they’re generated. If the link expires—or if the patient can’t sign in—you’ll need to resend a new invite link.

Important: If a patient's invitation link has expired, the standard password reset function will not work for them. Patients may report errors when trying to reset their password through the normal reset form. The solution is to resend a fresh invitation email to the patient, which will allow them to set up their password and access the portal.

Special cases when working with patients

Patient doesn’t have an email address

You can add a patient without entering an email address: just leave the email field blank.

Without an email address, the patient will not be able to:

  • access the patient portal,

  • complete electronic forms,

  • receive email notifications (appointment reminders, receipts, etc.).

Suggested alternatives mentioned in the original guidance include:

  • use SMS appointment reminders (if you’ve configured text notifications),

  • use printed intake forms and upload completed paperwork to the patient’s profile under Private Documents,

  • for telehealth visits, text the patient the video link.

Patient is a child/minor

If you work with pediatric patients, the patient may not have an email address, or you may want the parent/guardian to be the main contact person.

Change a patient’s email address

To update the email associated with a patient’s account:

  1. Go to Patients and select the patient

  2. From the top profile menu, open Actions

  3. Expand Personal Information

  4. Update the Email field

This section also includes options like resending the invite / resetting password, changing the patient’s password, and updating other personal info.

Create a patient “Care Team”

You can associate multiple providers with a single patient. When a patient is assigned to a provider, that provider can receive updates and message directly with the patient—this is how you build a patient “Care Team.”

To assign multiple providers to a patient:

  1. Go to Patients and select the patient

  2. Open Actions

  3. Expand Personal Information

  4. Select Other care team members (and adjust the main provider if needed)

Prevent “pre-fill” from occurring when adding a new patient

If you use browser extensions (like password managers) or browser autofill, you might see your own information auto-filled into patient fields.

The original guidance recommends:

  • disabling autofill for that site within your password manager, and/or

  • disabling browser autofill settings.

Create an automatic welcome Chat message

You can enable a personalized Chat message that automatically sends to patients to improve onboarding and encourage use of secure chat.

To enable an automatic welcome Chat:

  1. Click the Settings wheel (gear icon) in your Osmind provider account

  2. In the left menu, scroll to Chat

  3. Toggle the setting on

  4. Click Edit and add your welcome message

  5. Save changes

Patient onboarding FAQ

What if a patient gets an error that their email is already in use?

The original guidance recommends:

  • verifying there aren’t already patient accounts using that email, and

  • confirming the patient didn’t accidentally sign up for a provider account (which can happen if they don’t use your invite link).

What if a patient doesn't receive their portal setup email?

If a patient reports not receiving their initial portal setup email, you can send a password reset email as an alternative access method. Instruct the patient to:

  1. Check both their inbox and spam/junk folders for the email

  2. Use the password reset email to set up their account

  3. Log in at https://patients.care.osmind.org

What if a patient can’t reset their password?

If a patient reports that the password reset form isn’t working or won’t let them request a new password, their original invitation link has likely expired. The standard password reset function only works for patients who have already created an account.

  • Resend a fresh invitation email to the patient from their patient profile

  • The new invitation will allow them to set up their password and access the portal

What if a patient can’t log in after resetting their password?

If a patient experiences login issues after completing a password reset, have them follow these troubleshooting steps:

  1. Check both inbox and spam/junk folders for the password reset email

  2. Complete all steps in the reset email

  3. Try logging in at https://patients.care.osmind.org

  4. If login still fails, clear browser cache and cookies or try using a different device (phone or computer)