Sharing Documents With Patients

Uploaded documents can be shared with patients in two different ways:

1. Attaching documents to confirmation emails sent at the time of booking
2. Sharing documents via the Patient Portal using either:
   • Patient labels on documents
   • Share button from the Client Workspace

Attaching Documents to Confirmation Messages

Overview

Attaching documents to confirmation messages will include those documents in all email confirmations sent for specific event types. You can choose which events receive document attachments and customize the email message to highlight the attachments.

Step-by-Step Instructions

1. Access Event Manager
   • Open OutSmart Calendar by clicking the calendar icon
   • Click the ‘gear’ icon at the top right of the calendar
   • Select “Event Manager” from the menu
2. Configure Event Type
   • Edit an existing Event Type or create a new one
   • Find the “Email Confirmation Message” field
   • Important: Add a message in this field - without it, confirmation packages (including attachments) will not be sent
3. Attach Documents
   • Below the Email Confirmation Message field, you’ll find document attachment options
   • Select from documents you’ve previously uploaded into the system

Event Manager document attachment settings

Danger

Critical: You must enter text in the Email Confirmation Message field, or the confirmation package with attachments will not be sent.

Sharing Documents via Patient Portal

For patients to view shared documents in their Patient Portal:

• Patient must have used a Medical Records Access Link to unlock full access to their account
• Documents will appear in the patient’s Portal account once shared by the practitioner or clinic staff

There are two ways documents can be shared: Via the Documents Module or via the Patient/Client Workspace.

Method 1: Sharing from Documents Module

Start by navigating to the documents module by clicking on the documents icon at the top right of the screen.

Steps to share a document with a patient

1. Select Documents
   • Click on the document row in an empty space (not on the document name)
   • Selected rows will turn orange
   • Use Ctrl+click or click-and-drag for multiple selections
2. Access Labels Panel
   • Click the “Assign Labels” button (tag icon) in the toolbar
   • This is the second-to-last icon in the toolbar
3. Assign Patient Share Label
   • In the Labels panel, find the 3rd column: “Patient Share labels”
   • Use the dropdown menu to select the patient
4. Save
   • Click “Assign Labels” to complete the process

Caution

Document Restrictions: Documents uploaded to a specific patient’s folder (like blood test results) cannot be shared with other patients.

Once shared, a small blue ‘person’ icon will appear next to the document name, indicating successful sharing.

Confirmation that a document was shared with a patient

Method 2: Sharing from Client Workspace

Accessing Client Workspace

1. Find the Patient
   • Use the top search bar to find the patient
   • Click the “Client Workspace” button in the search results
2. Navigate to Documents
   • In the Client Workspace, click on the “Documents” tab
   • View all documents related to this patient

The documents tab in the patient workspace will allow you to see all documents
associated with that patient.

What You’ll See

The Documents tab displays:

• For Practitioners: All documents you’ve uploaded and shared with this patient
• For Admins: All documents from all practitioners in the current office for this patient

Removing Shared Documents

To remove document sharing from the Documents Module, follow the same steps above for sharing, but remove the patient checkmark in the labels panel and save. An easier way would be to go to the patient workspace, and open the documents tab. You can see all shared documents here, and click “cancel share” to un-share a document.

Best Practices

Document Organization

• Use descriptive file names for easy patient identification
• Regularly review shared documents for relevance
• Remove outdated or no longer relevant shared documents

Patient Communication

• Notify patients when important documents are shared
• Ensure patients know how to access their Patient Portal

Security Considerations

• Only share documents appropriate for the specific patient
• Regularly audit shared documents for compliance
• Remember that patient-specific documents cannot be cross-shared

Note

Pro Tip: The blue ‘person’ icon next to documents provides a quick visual reference for which documents are currently shared with patients.