How to Share Forms, Prescriptions and Letters Securely from the Client Card (New Client Card)

Secure share sends a client, or someone linked to them, an encrypted link to a form, treatment note, prescription or letter instead of attaching the file to an ordinary email. The link expires after one month and can be protected with a PIN, and the client can also open the item from their client portal.

Step 1: Open the Share Window

Open the client's card, then start from the item you want to share:

Forms and treatment notes

1. Click EMR (Chart in the US) and find the form or treatment note. Click its ⋮ (More actions) button.
2. Choose Share Securely.

Share Securely in a form's menu

Prescriptions

1. Click EMR (Chart in the US) and open Prescription. Click the Secure share button among the prescription's buttons. A draft prescription has to be signed before it can be shared.

Secure share on a prescription

Letters

1. Click Communications and find the letter. Click its ⋮ button.
2. Choose Secure Share.

Secure Share in a letter's menu

The share window opens with your item already selected. Its title tells you what you're sharing, for example Share Forms, Share Prescriptions or Share Letters.

Step 2: Choose What, Who and How, Then Share

1. Sharing these forms (or prescriptions, or letters) lists what will be sent. To add more, click an item under Recent forms; to take one out, click the × on it.
2. Under Share with, choose who receives it: the client, or a contact linked to them such as a family member or an insurer. A note under a contact tells you if they're missing an email address or a mobile number.
3. Choose how it's sent:
   • Also share via SMS texts the link as well as emailing it.
   • Password protect puts an access PIN, valid for 30 days, in the email. The recipient needs it to open the item.
   • Share on client portal lets the client also open the item from their portal, alongside the secure link.
   The blue box underneath tells you whether the message goes as an email, an SMS or both. Click Here in it to see the template that's used.
4. Add a message in Write a comment for the email, or click + Add a macro to insert saved text.
5. Click Share Securely. It reads Share Securely via Email or Share Securely via SMS when only one channel is on, and stays greyed out until you've chosen at least one recipient and one item. Click Close to leave without sending anything.

The Share window

The count at the bottom of the window shows how many of these items have already been shared with the client. Click Share history at the top right to see what was shared, when, by whom, and when it was opened.

Step 3: Emailing Instead? Add It to the Portal Too

When you email a form, prescription, letter, document, photo or lab result from the client card (for example with Send as email), you can put the same item in the client's portal at the same time.

1. In the email window, switch on Securely share via the portal as well before you send. Pabau also sends the item as an encrypted secure-share link, so it appears in the client's portal alongside your message. The switch is off by default.

Securely share via the portal as well, in the email window

What the Client Sees

The client gets an email (and a text, if SMS is on) with a link to the shared item. If you left Password protect on, they enter the PIN from the email, then the item opens in their client portal, where they can view, download or print it. The link stops working after one month; share the item again if they need it later.

What's next?

• How to Share Documents Securely from the Client Card (New Client Card)
• How to Review and Share Lab Results (New Client Card)
• Prescriptions (New Client Card)
• How to Open, Download and Print Forms Your Clinic Shares With You (for your clients)