How to Share Forms and Treatment Notes 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 form.

Step 2: Access Client Card and Forms

From the dropdown menu, select either:

• Forms - to share medical or administrative forms

• Treatment Notes - to share clinical notes or progress summaries

Step 3: Locate the Form or Treatment Note to Share

In the selected section, browse the list and find the specific form or treatment note you want to share. Next to each item, you’ll see a "Share Securely" button.

Step 4: Share the Form/Treatment Note 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 forms securely to the client through the Client Portal.

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

• Shared Forms
  At the top of the panel, you’ll see the total number of forms 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 forms 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 forms, 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 forms 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 forms 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 forms 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 forms, 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 forms to your client. If you decide not to proceed, click Close - no information will be saved or sent.

  

Clients can also send the form to the client via email by clicking the three dots next to the form and selecting the "Send as Email" option. In this case, the form will be delivered as a PDF attachment directly to the client’s inbox.

Step 5: How the Client Will Access the Form

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

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

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

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