Sharing Documents with Patients

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

• By attaching the document to a confirmation e-mail sent to the patient at the time of booking, or
• By sharing a document with a patient via the Patient Portal. This can be done either by:
  • Applying the patient as a label on the document
  • Clicking the “share” button for the document from the Client Workspace.

Attaching documents to a Confirmation Message

Attaching a document to a Confirmation Message will result in that document being attached to all e-mail confirmation messages being sent out for specific events.  You can choose which events to which documents will be attached, and you can also customize the message in those e-mails to draw attention to your attachments.

To attach a document to a confirmation message, do the following:

1. Open the OutSmart Calendar view by clicking on the calendar icon at the top right of the interface.
2. When the calendar is open, click on the ‘gear’ icon at the top right of the calendar, and select Event Manager in the menu that comes up.
3. In the Event manager, you can edit any Event Type or create a new Event Type.
4. In the editing window that appears, look for the Email Confirmation Message field.  Ensure that you add a message there.  If you do not enter a message, the confirmation package will not be sent, and that includes the attached documents.
5. Directly below the Email Confirmation message, you will be able to attach documents you have previously uploladed into the system.

Sharing documents with a patient via the Patient Portal

If you want to directly share a single document (or a set of documents) with a patient, you can do so via the Documents Module.  Documents shared in this way will appear in your client’s Patient Portal account.  Note that your client must first have entered a Medical Records Access Code at some point in order to get access to information that you share with them.  You can read more about giving your clients an Access Code here.

How to share a document with a patient

There are 2 places from where you can share a document with a patient.

1. You can do this from the Documents module (click the document icon at the top left of the interface) or

2. You can share a document with a patient from the Client Workspace.

Sharing from the Documents Module

Once you have uploaded your document, you can then share the document with your patient by applying a Patient Share label onto the document.  Here is how you can do that.

1. Select the document by clicking on the document ‘row’ where nothing is written. (or click and drag / CTRL-click to select multiple documents).
   • Note, if you click on the document name itself, you will open the document.  This is not what you want.  Click in the row in an empty space.  The document row will then turn orange.
2. Once you have selected a document, the toolbar at the top of the document list will change, and give you more options. Select the “Assign Labels” button, which looks like a tag icon.  It is the second last icon in the toolbar, see screenshots below.  This will open the Labels panel.
3. The 3rd column is the Patient Share labels section.  You can use the drop down menu to select a patient that you want to share a document with.  Note that if you want to share a document that has been uploaded into a specific patient’s ‘folder’, like their blood test results, you cannot share that document with any other patient.
4. Click on “Assign Labels” and this will complete the sharing process.

Once you have shared a document with a patient, a small blue ‘person’ icon will show up next to the document name.  This indicates that you have shared the document with a patient.

Sharing from the Client Workspace

The client workspace contains all the information you have on the client in OutSmart. You can access the client workspace from a variety of places in the system. One easy way is to search for the patient in the top search bar, and click on the “client wprkspace” button in the results.

When you get to the client workspace, you will see some tabs on the right. click on the “Documents” tab to see a list of all documents related to this patient. These documents will includes:

1. All documents associated with this patient that you uploaded (if logged in as a practitionre)
2. All documents you shared with this patient
3. If you are an admin, you will see all the above for all practitioners in the current office.

How to remove a document shared with a patient

In order to remove a share, or un-share a document with a patient, simply repeat the steps above, but then uncheck the patient’s name before clicking on the Apply Labels button.