How to Share Documents Securely from the Client Card

Step 1: Navigate to the Client Card

Start by logging in to your Pabau account and use the search bar located at the top of the screen to search for the client with whom you wish to share a document.

Step 2: Access Client Card and Documents 

In the client card, click on the Chart/EMR tab, and from the dropdown menu options, select "Documents." 

Click the three dots next to the document to view the available actions, then choose ''Secure Share'' to begin securely sending the document through the Client Portal.

Step 4: Share the Document Securely

Once you click ''Secure Share'', a panel will open on the right-hand side of the screen.
From here, you can review, customize, and send your documents securely to the client through the Client Portal.

Here’s what each section of the Secure Share panel includes:

• Shared Documents
  At the top of the panel, you’ll see the total number of documents that have been shared with the client.

  

  
  If you’d like to review the details, click the ''View'' button to open the ''Share History''. This will display which documents were shared, when they were sent, and which staff member shared them.

  

• Recipient Details
  In the ''Share with'' field, select who will receive the shared documents, typically the client, but you can also choose to share them with an insurance company or another authorized contact. 

  

• Forms Selected
  Here, you can view the form you’ve chosen to share. If you’d like to include additional forms, simply select them from the list to add them before sending.
  
  

  

• Share via SMS
  You can enable the SMS toggle if you’d like the client to receive the secure link via text message in addition to email. To use this option, ensure that Secure Share via SMS is enabled in your ''Client Notifications'' settings.

  
  

  

• Email Delivery
  The shared documents will be sent to the client via email. You can preview the email template by clicking the link displayed in this section.

  

   

  The template can also be customised in ''Client Notifications'' to better suit your clinic’s style and messaging.

• Client Portal Note
  Use this field to add a personalized message for your client. This note will appear alongside the shared documents in the Client Portal, providing context or any additional information your client may need.

  

• Password Protection
  The Password protect option is enabled by default to keep your documents secure. When enabled, an access PIN is automatically included in the email sent to the recipient. The recipient must enter this PIN to open the shared documents, and it remains valid for 30 days, ensuring that only the intended person can access the files.

  

• Finalize & Send
  Once you have reviewed all details, click ''Share Securely via Email'' to send the documents to your client. If you decide not to proceed, click Close - no information will be saved or sent.

  

Step 5: How the Client Will Access the Document

After sharing the documents, your client will receive an email containing the shared files along with the access PIN.

To open the documents in the Client Portal, the client must enter this PIN, ensuring that only the intended recipient can view the documents.

After entering the PIN, the client will be redirected to the Client Portal, where they can securely view and open the document.

By following these steps, you can securely share documents with your clients, ensuring they receive the necessary information safely and efficiently.